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HomeMy WebLinkAboutMinutes 1990VW DRAFT. NOT APPROVED MINUTES Evanston Housing Commission Thursday, January 11, 1990 Evanston Civic Center Room 2403 - 7:30 P.M. Members Present: S. Brady, M. Curry, 0. Kotas, A. Newman, C. Schafer R. Warshaw and M. Hold Members Absent: R. Bush and R. Washington Staff Present: C. Powers and B. Povalla Others Present: C. Ross and M. McCudden Presiding Official A. Newman Declaration of quorum The meeting was called to order at 7:39 p.m. In the absence of the Chairman, the Vice -Chairman chaired the meeting. A. Newman welcomed the new member Gerrianne Kotas. Minutes of December 14. 1989. M. Wold moved and S. Brady seconded a motion to approve the minutes of. December 14, 1989. R. Warshaw stated that the minutes should be clarified on page 2 "Helping Communities Help Themselves: The Illinois State Treasurer's Linked Deposit Program; that the article dealt with Illinois State Deposits into the City and thus is different than what was discussed by the Administration & Public Works Committee. All were in favor of the minutes with the clarification and the motion carried. Communications Planning & Development Committee Minutes: December 4 and 18. 1989. The Commission received without comment. Zoning Commission Minutes: November 13. 1989. Brady asked who is staffing the Zoning Commission since Bob Ahlberg left. C. Powers answered that R. Rudd and J. Wolinski will be staffing the Commission until a new staff person is hired. A Newman asked if C. Ross will still be serving on the Zoning Commission. Ross answered that he will continue to serve on the Zoning Commission. Brady made a motion that Ross continue as the Housing Commission's representative to the Zoning Commission. Wald seconded the motion, all were in favor and the motion carried. Zoning Commission Memorandum - Change of Meeting Schedule. The Commission received without comment. Evanston Housing, Commission Minutes - January 11, 1990 Housing and Community Development Act Committee Minutes: November 14 and November 21. 1989. Newsman stated that the minutes of November 21, 1989, are the minutes which are the most pertinent to the Housing Commission. He commented that the minutes were very well done. He stated that J. Ritter and himself were at the meeting. He further stated that there is a misunderstanding between the Housing Commission and the Housing and Community Development Act Committee that because no CDBG applications were filed for rehabilitation activities in the last few years that the crisis which has arisen In sudden. He reiterated that once changes were made to the rehabilitation guidelines, available funds were being expended at a faster rate and the surplus of funds dwindled. Ritter commented that the Housing and Community Development Act Committee believes that money for the rehabilitation activities can be found elsewhere. Warshaw stated that the minutes related that the Housing and Community Development Act Committee did not comprehend the fact that even if other money was found to fund rehabilitation activities, following years rehabilitation activities would have to be funded by CDBG. Newman stated that initially the Community Development Committee had $200,000 allocated to rehabilitation activities but found that they had to make further reductions. Warshaw stated that to cut the rehabilitation activities was an easy way to meet the overall funding cuts. Brady stated that she was at a meeting with a property management group and not -for -profit developers who were angry with the City of Chicago Department of Housing, on how they were using the CD float. She explained that this is money which you can use for any eligible Community Development activity. It is a form of borrowing against the money which is allocated to a community but not drawn -down. The CD Float was used by the City of Chicago for the new library. She stated since the rehabilitation program is an eligible CD activity, that perhaps the CD Float could be used in Evanston. Warshaw commented that she thought Evanston was already using this. Brady answered that she did not think so. Ross stated that it sounds as if 1.654 million dollars could be drawn down tomorrow and that the funds would be paid back throughout the year. Under this arrangement, the entire amount could be used at the beginning of the year on a short-term basis. He stated that this may not be the best solution for long-term projects. Brady made it clear she was not advocating the use of this alternative but wanted someone to explore the possibilities and that information be sent to all of the Aldermen. Warshaw commented that out of protest she will vote against the proposed Community Development Budget. She stated that the process of allocating CD funds needs to be scrutinized. Newman stated that what may be more effective would be to present an alternative and perhaps rewriting a section of the CD budget. Brady stated that she could think of several projects to cut to increase funding to the rehabilitation activities. Newman asked if the ECDC facade program addresses a strong financial need within the business community. Warshaw commented that staffing with ECDC is the problem since -2- PV Evanston Housing Commission Minutes -- January 11, 1990 they duplicate services provided by City staff. Nowman asked if any money could be found in the General Budget for rehabilitation activities. Wold stated no and this was echoed by Warshaw and Brady. Wold made a motion that staff explore the possibility of the CD Float loan and report its findings via a memorandum to Aldermen and members of the Evanston Housing Commission. Warshaw seconded the motion, all were in favor and the motion carried. Ritter wanted to know how much money was available and uncommitted in the Mayor's Special Housing Fund. Brady capsulized the projects underway and stated that there was approximately $250,-$300,000 which was uncommitted. Brady stated that the Housing Commission would not like to use the Special Housing Fund since this is the only money that does not have strings attached to it. It is the only money which is available for creative and innovative housing programs. Illinois Affordable Housing Trust Fund - Draft Warshaw commented that there was 13 million dollars available throughout the state. She stated that approximately one-half of the funds were earmarked for low income residents and the other half for very low income residents. She stated'that the City should encourage organizations to apply for these funds. Wald commented that after looking on page S of the draft document, that a suburb like Winnetka would qualify since one of the criteria are applications from neighborhoods and areas where there is currently little or very low or low income housing available. Newman stated that the Wesley Green -Bay Project would not qualify for assistance under this program because the property values are so high and thus rents are very high, thus if the Wesley Green -Bay Project didn't qualify either would Winnetka. Warshaw stated that Acorn may qualify. Wold asked staff to send a copy of the draft proposal to Acorn. Court Cases Wold commented that she is frustrated with some of the judges who are hearing housing cases. Newman stated that if the Evanston Housing Commission wanted to meet with the Chief Judge on this matter, he would be willing to do this. Wold rhetorically asked why should Evanston have an occupancy ordinance if a judge will not enforce it because he does not want to break up a family. Newman stated that the problem was that many judges are rotating, hearing felonies for a few months and then civil cases for a few months. He stated that he would advocate for one judge to hear-houain& cases, with flo rotation. He stated that the Mayor, City Manager and the Housing Commission would need to get involved. hold made a motion that the Evanston Housing Commission ask that the Mayor and City Manager work with the Chairman of the Housing �- Commission to find a solution to produce more favorable hearing of housing _ court cases in the court system. This Was seconded by Brady. Brady added that a meeting with Chief Judge H. Sullivan might be a productive way of handling this. Powers stated that she had talked with Chief Judge Sullivan and that he had agreed that Housing Cases which were demolitions, emergency orders and vacations be heard by the same judge throughout the case. All were In favor of the motion made by Wald and the motion passed. _ -3- M4 Evanston Housing Commission Minutes - January 11, 1990 Landlord/Tenant Report. December. 1989. The Commission received without comment. Communication re Demolition of Property at 2010 Emerson Street. The Commission received without comment. Old Business Election of Officers Wold moved and Warshaw seconded the motion that Newman be elected chairman and J. Ritter Vice -Chairman by a unanimous vote. All were in favor and the motion carried. New Business Wold asked that an update on the Wesley Green -Bay Project be on the next agenda. Warshaw stated that she had some information on Employer Assisted Housing which she said was a very unique idea. Brady asked that the Commission resume discussion on the $200,000 remaining in the Township Fund. Ritter asked if any new F.I.T. Proposals had been received. B. Povalla answered that there was a possibility of one or two new proposals. Newman presented Ross with a Certificate of Appreciation which was signed by Chairman Bush. The certificate stated that whereas Consider Ross was appointed to the Evanston Housing Commission in 1984 and has subsequently served with distinction since that date, and whereas Consider Ross has served as Chairman of the Housing Commission and whereas Consider Ross has served as the Housing Commission's representative on the Zoning Amendment Committee, The Evanston Housing Corporation and many other Boards, Commissions and subcommittees in conjunction with his tenure on the Evanston Housing Commission. It is hereby resolved that the staff and members of the Evanston Housing Commission sincerely thank Consider Ross for his service to his community and are letting him know that his presence will be sorely missed. Signed by Robert Bush Chairman of the Evanston Housing Commission. Continents None Adjournment The meeting adjourned at 8:35 p.m. The next Housing Commission meeting is scheduled for January 25, 1990. Staff: Bill Povalla 71(1/4) DRAFT, NOT APPROVED -4- DRAFT. NOT APPROVED MINUTES Evanston Housing Commission Thursday, January 25, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. Members Present: S. Brady, R. Bush, M. Curry, A. Newman, C. Schafer R. Warshaw and M. Wold Members Absent: G. Kotas, J. Ritter and R. Washington Staff Present: C. Powers, R. Rudd and B. Povalla Others Present: J. Balser Presiding Official A. Newman Declaration of Quorum The meeting was called to order by the Chairman at 7:40 p.m. Minutes of January 11, 1990. S. Brady moved and R. Warshaw seconded a motion to approve the minutes of January 11, 1990. All were in favor and the motion carried. Communications Progress Report on EHC - Wesley Greenbay Project. A handout was distributed to the Housing Commission members and staff from the Evanston Housing Coalition, Inc. S. Brady asked if EHC is recruiting families who have Section 8 Certificates? R. Rudd answered that he was not sure. He said he would mention that issue to the EHC representatives so that they could answer that question. Commission members requested EHC be present at a Housing Commission meeting to answer questions. Rudd indicated that EHC representatives would be present at the February 22, 1990 meeting. Bush asked how EHC is choosing their tenants, since they were encouraged to rent to current Evanston residents. Rudd stated that some of the families who were living in 2024 Wesley have been moved to the newly rehabed building. Newman asked if the EHC project is behind schedule? Rudd commented that it depends on which deadline you choose. October 1, 1989 was the deadline which is now accepted. Newman commented that the report which EHC has submitted is Inadequate. S. Brady commented that she would like to see a revised 10 year pro -forma. Rudd commented that detailed financial information may not be presently available but the Commission members should ask EHC financial questions at the February 22, 1990 meeting. Housing Commission - Minutes January 25. 1990 Old Business Special Housinx Fund - update Rev. Curry asked the status of the Over the Rainbow Project, C. Powers answered that Over the Rainbow is ready to close with the Department of Housing and Urban Development and will start construction shortly. Rudd stated that he had heard that the closing date would be February 1, 1990. Brady asked if it would be appropriate to discuss the Community Development Block Grant budget at this time. The Chairman stated that the discussion would be proper. Brady gave a synopsis of what had happened concerning the Community Development Block Grant funding of the Rehabilitation Program. Brady stated that the City Manager had allocated a small amount of Community Development extra funds to the Rehabilitation program so that the total amount of Community Development Block Grant funds recommended for the Rehabilitation Program was approximately $72,000. Brady proposed that the interest income from the Mayor's Special Housing Fund be used as a one time grant to the Rehabilitation Program. She estimated the amount of interest at $100,000. She stated that after much discussion of the CD Float option, it was determined to be inappropriate, for rehabilitation activities, but a new option had surfaced, whereby the City could take an advance on Community Development money. This would be an advance an future Community Development Block Grant funds, which would have to be paid back over an undetermined amount of time. Warshaw stated that she would not support the advancement of CD funds. As the amount of CD funds continues to decrease, it will make it more difficult for funds to be allocated in future years. Rev. Curry asked if the interest on the Mayor's Special Housing Fund would amount to $100,000. Rudd stated that there was enough interest to cover a $100,000 outlay. Brady commented that she understood Warshaw's concerns and what she is saying is realistic but the goal is to fund the Housing Rehabilitation Program especially since this is one of the goals of the 1974 CD Act. Newman stated that an advance is only a stop -gap measure and that ultimately the problems with the CD budget must be faced. The loan advance and the usage of the Mayor's Special Housing fund will only aggravate the situation next year. He stated that he could support using the Mayor's Special Housing Fund interest if changes were made in the next CD allocation process. Brady stated that she is in support of mandating changes as an Alderman but a little uncomfortable as a member of the Housing Commission. Warshaw stated she is supportive of the $100,000 transfer of funds. She made a motion that $100,000 be transferred to fund the Rehabilitation Program and implores the City Council to come up with the remaining requested amount for the Rehabilitation Program. M. Wold seconded the motion with the comment that it must be clear that the $100,000 is interest income and that the Housing Commission does not want to use the Mayor's Special housing Fund money since there are the only funding source for housing without strings attached. -2- Housing Commission - Minutes January 25, 1990 Bush stated that he was against giving the City Council a way out of this dilemma, especially since there is no assurance that the City Council would reallocate any additional money to the Rehabilitation Program. Rev. Curry stated that he also does not want the City Council to feel they are being let off the hook. He stated that the Housing Commission must make it clear that this would be a one-time infusion of funds. He stated that there are serious housing problems in Evanston and the Rehabilitation Program does attempt to solve these problems. Vold stated that she does not like the idea of using the interest income but can think of two reasons why it should be done. The Housing Commission must demonstrate a good faith effort, showing a willingness to sacrifice. Warshaw stated that the Single Family Rehabilitation component is part of an overall housing strategy and is linked with the Housing Corporation in that homes selling for $100,000 or less generally need work. Bush stated that just a few years ago the Rehabilitation Program was not making much of an impact. The Housing Commission was challenged to make the program more responsive. the Housing Commission met that challenge and now is being betrayed. He reiterated that the Housing Commission should not be voting a transfer of $100,000 from the Mayor's Special Housing Fund until the City Council votes on the CD budget. Newman stated that he agrees with both Bush and Wold. He felt that the Housing Commission must give the $100,000 as a token of good faith and cooperation. Warshaw amended her motion to state that the $100,000 from the Mayor's Special Housing Fund should be transferred if the City Council finds the funds necessary for an additional $128.000. Vold seconded the amended motion. Rev. Curry asked Bush if he would have a problem supporting the motion. Bush answered that he would, but it is important that any communication from the Housing Commission should be unanimous. Wold called the question. Newman read the amended motion and Warshaw commented that the motion should read an additional $128,000 in CDBG Funds. Brady asked Warshaw if she was opposed to the CD Float, the advance of CD funds, or both? Warshaw answered she was against both options, since both are not solutions to the problem of funding the Rehabilitation Program. 51M Housing Commission - Minutes January 25, 1990 Rev. Curry asked Warshaw to clarify the amended motion and the inclusion that the $128,000 must be CD funds. Brady also wished to second the amended motion and commented that the Chairman should be present at the budget hearing. All were in favor of the motion that $100,000 in interest income from the Mayor's Special Housing Fund be transferred to the Rehabilitation Program if the City Council reallocates $128,000 in additional funds for the Rehabilitation Program out of the Community Development Block Grant Budget. gold stated that Rev. Balser was in the audience. and she requested to change the agenda so that the Families In Transition Program could be considered next. All were in favor. Families In Transition Program Proposal - Fisher Memorial A.N.E. Zion Church #4. Rev. Balser commented that Rev. Lane was in the hospital and that is why he was unable to be present. cold stated that the family has been counseled by Rev. Lane for quite awhile and wondered if this family could transition. Rev. Balser stated that the father of the family will be finishing a degree program within one year. Warshaw asked where the titles were on the signature page. It was decided that staff should write the titles under the signatures before the proposal went to City Council. Newman asked what will happen when the wage earner graduates. B. Povalla answered that a family's income will be checked every six months. Brady stated that if a family already lives in a unit and then in six months becomes ineligible the church would be stuck, especially since the unit is rented from Garrett Seminary. Rev. Balser stated that he thought an accommodation might be made with the landlord. Newman commented that the program needs to be advertised better. Bush moved to accept the Families In Transition Proposal for Fisher Memorial A.N.E. Zion Church p4. Rev. Curry seconded the motion, all were in favor and the motion carried. Remaining Township Funds Rudd reminded the Housing Commission that the $200,000 in remaining Township funds have not been transferred. Warshaw stated that the Housing Commission should encourage whoever is Interested in utilizing the remaining Township funds for transitional housing to link it with the new Housing Assistance Programs with the state. The _� problem is that there is not much transitional housing existing in Evanston. C. Schafer stated that the District 65 property on Oakton is still for sale. She said that she has been in communication with organization who might be interested in developing the site for townhouses for the developmentally disabled. She asked Rudd how long a rezoning lasts. Rudd answered that once the parcel is rezoned, the new zoning classification stands. Schafer also mentioned the possibility of working with one of the churches which are - scheduled to clone. to create housing opportunities. Brady asked about what Is going on with the Cradle. -4- Housing Commission - Minutes January 25, 1990 Comments Newman requested that a review of the Rehabilitation Programs should be done as an agenda item. After consulting with the other members of the Housing Commission, it was decided that this item would bo discussed at the March 8, 1990 meeting. Brady commented that she would liko to have a discussion concerning the marketing of the Housing Programs. Vold commented that she would like to express her appreciation to Bush for his leadership as former Chairman of the Housing Commission. Her sentiments were echoed by the other Commission members and staff. Brady shared a letter with the Housing Commission which Anderson and Schroeder distributed to residents at 1310 Chicago Avenue. Most of the residents are senior citizens and the letter states that the tax assessment went up 90.3% The letter is very confusing and leads the tenants to believe that their rents will raise in the same proportion as the tax assessment. At the bottom of the letter it states that rents will go up 12% to pay for the tax increase. Brady stated that this was intolerable. Vold commented that the Housing Commission should express its extreme disapproval of the tone and approach of the letter and condemns the misleading nature of the letter. Brady stated that no formal motion is necessary and that Ald. Davis and herself would do something about the situation, but she wanted the Housing Commission to be aware of this situation. Adiournment The meeting adjourned at 9:03 p.m. The next Housing Commission meeting is scheduled for February 8, 1990. Staff: Bill Povalla 71(1/5) -5- DRAFT. NOT APPROVED h N DRAFT, NOT APPROVED MINUTES Evanston Housing Commission Thursday, February 8, 1990 Evanston Civic Center Room 2403 - 7:30 P.M. Members Present: S. Brady, G. Kotas, J. Ritter, A. Newman, R. Washington R. Warshaw and M. Wold Members Absent: R. Bush, M. Curry and C. Schafer Staff Present: C. Powers, R. Rudd and B. Povalla Others Present: Rev. Love, Rev. Belser* Tom Pollack and H. McCudden Presiding Official A. Newman Declaration of Quorum The meeting was called to order by the Chairman at 7:40 p.m. Minutes of January 25. 1990. M. Wold moved and R. Warshaw seconded a motion to approve the minutes of January 25, 1990. A. Newman stated that he wished to amend the minutes to reflect that on page 4, in the discussion section of the Families In Transition Proposal that he commented that he was concerned that the families who were receiving help were receiving the subsidy based upon their activity With a specific church. He was concerned about the overall fairness of the program. All were in favor of the amended minutes and the motion passed, M. Wold asked the Chairman if the Housing Commission could start on the New Business section since there were speakers in the audience on both items. Hearing no objection the Chairman requested Mr. Pollack of H.O.M.E. to make his presentation. New Business Presentation from H.O.M.E. and Coalition of Agencies for Housing for the Mentally ill. Mr. Pollack stated that a representative from the Coalition of Agencies for the Mentally Ill was also supposed to be present but there was a scheduling conflict. He stated that he would combine the presentations. He indicated that H.O.M.E. is a volunteer effort to locate housing opportunities for the mentally ill. Within the last three (3) months a grant was received from the State of Illinois which will help provide options for securing housing for the mentally ill. Mr. Pollack stated that there is no fixed formula or one particular option. The organization is not specifically dedicated to the development of group homes. He stated that integrated living arrangements are the only options which make sense. The only option presently available is a facility such as Albany House. Mr. Pollack stated that it is a very difficult E Housing Commission - minutes February 8, 2990 problem to find housing options for the mentally ill in Evanston becauso of the price of homes. He estimated the price of property increases $6,000 a block going north from Howard Street. Another issue, especially now. la that not -for -profits can purchase property and these properties may be removed from the tax rolls. He stated that H.Q.H.E. and the Coalition of agencies for Housing for the Mentally Ill are looking at the appropriateness of removing properties from the tax roles. He reiterated that group homes is not the only option that is being studied. He stated that the overriding concern is the quality of such housing. It was stressed that any housing option must have adequate well trained staff, transportation for the clients must be available, and leisure time must be structured with plenty of structured well -supervised activities. He stressed that there is not a particular property which is being considered. He then stated that the Coalition of Agencies for Housing for the Mentally Ill was formed in response to the passage of the New Fair Housing Act which expanded fair housing legislation to cover mentally ill as well as other groups of people. The Coalition sees their role as the primary vehicle at working with PTA's, and providing a speakers bureau to educate the community at large. It is anticipated that meetings to explain and educate the public about the new Fair Housing Act and specifically how it relates to the mentally ill will begin in June. Kr. Pollack stated that the need for housing for the mentally ill is critical in Evanston as well as across the State. He ended his presentation by stating that there is a lot of misinformation on the subject and the community needs to be educated. J. Ritter asked if funds were coming from the Federal Government. Mr. Pollack answered that the funds for this program were received from the State of Illinois and were earmarked for 1 1/2 staff persons. Warshaw asked if any funds were allocated for the purchase of property. Mr. Pollack answered no. S. Brady asked what are the financing mechanisms which are being looked at. Mr. Pollack answered that philanthropic organizations will be approached as well as interested family members. Brady stated that the Housing Commission has been researching and discussing financial mechanisms for years. She stated she was unclear how market rate housing could be developed. Mr. Pollack answered that a group home for eight individuals who are receiving - SSI can support a home purchase price of $145,000. Brady answered that in Evanston, $145,000 will get you a two bedroom home, maybe. -2- Housing Commission - Minutes February 8, 1990 Mr. Pollack stated that the primary issue is that a mentally ill person can stay in the community. He stated that adequate subsidies must be given. The dilemma is that the Department of Mental Health has used models of properties which cost $110,000 and less. Brady commented that any type of facility would need a very deep subsidy. R. Warshaw commented that she has not seen not -for -profits getting a tax exempt status from property taxes. R. Washington asked Mr. Pollack why Evanston is being chosen. Mr. Pollack answered that the Board of H.O.K.E. hired him to work with trying to seek housing options for mentally ill individuals in Evanston. Brady stated that from a fair housing standpoint, the goals of educating the public and amending the City Code to conform with the new legislation probably will be met, but without strong financial support from the State and Federal Government the goals of funding housing options for the mentally ill will not be met. Mr. Pollack stated that he understands that a deep subsidy will be necessary but also realizes that public funds also have political whims attached. A. Newman asked if the main focus of H.O.M.E. was to find housing for Evanston residents. Mr. Pollack answered that he knows of Evanston families who have been forced to place their family members in another city, Newman asked, in the group home situation which was used as an example, would the eight residents be from Evanston or be Evanston connected? Mr. Pollack answered that the purpose was to serve Evanston residents. Newman stated that Evanston can not be the only North Shore Community doing these types of activities. If the housing will help Evanston residents then _ he is more supportive. Mr. Pollack stated that it was presented to the Board that the first house should be in Evanston, but costs in Skokie would be economically more feasible. Brady asked if Evanston was incorporated in the - name of the organization. �_ Mr. Pollack answered yes, but that does not mean that the first facility will be located in Evanston. -3- Housing Commission - Minutes February 8, 1990 Newman stated that he has a lot of personal concern with this issue and is sympathetic to the goals of the organizations. He stated that he did not want Kr. Pollack to get the idea that tho Housing Commission is against this, but the fact remains that helping Evanston residents or Evanston connected residents would help muster support. He reiterated that Evanston is the only community on the North Shore which in taking its responsibilities of providing housing opportunities for certain groups seriously. Kr. Pollack stated that his personal background makes him sensitive to the concerns being raised. He served as the Executive Director of an agency serving the Uptown area. He stated that the concentration of group homes in Uptown created the perception that Uptown was turning into a psychiatric ghetto. He stated that he brings that sensitivity to his position in Evanston. When opening a facility, he can not guarantee that everyone will be Evanston residents. Vold stated that the Evanston Housing Commission has historically been concerned with many special groups. She stated that the doubts being expressed are not against the mentally ill population, but there are concerns on impacts on various social services. Kr. Pollack stated that any type of facility would have a comprehensive social service component. Newman stated that Hr. Pollack would be welcome to make a presentation when a more specific proposal is being considered. Request For Proposal. Families In Transition Program - Bibleway Pentecostal, Church. Rev. Belser introduced Rev. Love to the Housing Commission. Brady stated that she was excited to see another church becoming involved with the F.I.T. Program but she has some concerns. She stated that despite earlier statements, the family is becoming a major issue, especially when the income Is very low. She also mentioned that she does not see any financial support from the sponsor stated in the application. Rev. Love stated that this family _ will need a new apartment within the next 6 weeks to 2 months. Brady asked if the church is willing to give a utility deposit or security deposit if needed. Rev. Love replied yes. Brady stated that an addendum should be attached to the application stating the financial commitment the church is willint to make. She also would like more information on how this family will be able to make a transition. Warshaw stated that she is more supportive of the proposal knowing that the church will indeed offer a financial commitment. Wold stated that she is unclear about the family's employment history, does the mother have job skills to make it likely she will be employed? Rev. Belser stated that this application was first prepared in September or October. The mother began a job at Old Orchard Shopping Center -4- Housing Commission - Minutes February 8, 1990 and her income and commissions were high enough that a subsidy was not needed. After Christmas she lost the job. Shp is a highly motivated person and has shown an affinity for working with children. Warshaw stated that she can foresee a possible difficulty for the church, especially if her income goes up again. She questioned if the individual is in transition, or just in need of a job. Rev. Love commented that the current income is so low that the mother is unable to meet her family's needs. G. Kotas asked how old the daughter was. Rev. Love replied 15 months. Kotas asked if child care will be provided by the church as a resource. Rev. Love stated that the mother must pay for child care. Brady asked if the mother is really looking at a possible career as a child care worker. Wold asked if Rev. Love realized that the church will be the organization which will sign the lease. Rev. Love answered yes. Newman asked where the father was? She stated that a court case is now in progress for child support. Newman stated that the Housing Commission needs to know what the father is doing. Rev. Love stated that the father is a student with a part-time job. Brady moved to approve the Request For Proposal, for the Families In Transition Program from the Bibloway Pentecostal Church with the addendum. Hitter seconded the motion, all were in favor and the motion carried. Newman stated that the Housing Commission needs more information about each family. At the very least, ages of children, employment history and background information. Brady stated that Newman is right but that kind of investigating is not the job of the Housing Commission. She stated that it was important to attach a dollar amount to the application as is being done. She stated that this program is becoming more staff intensive than anticipated. She reiterated that it is not the Housing Commission's job to deal with each family on a personal level. Newman stated that he totally disagrees with Brady. He stated that the Housing Commission is recommending a family to the City Council without knowing very much about the family. Povalla mentioned the procedure when an application is received. He stated that staff routinely checks various possible sources of income. Ritter stated that staff should be responsible for certifying the family. If the Housing Commission is not satisfied With what is being requested, then the co:mnission should change the criteria. -5- Housing Commission - Minutes February 8, 1990 P . Newman stated that he does not understand what harm it will do to receive more information. He stated he wants to know what is going on. He wants to know that the neediest people are being helped. Newman stated that a change of criteria may not be necessary, but that he wanted ages of parties, financial information pertaining to the family and an employment history made available to the Housing Commission. Brady stated that an application form was developed and that the application form needs to be re-examined. Communication Planning & Development Committee Minutes: January 8 and January 22. 1990. The Commission received without comment. Housing & Community Development Act Committee Minutes: December 19. 1989. Warshaw stated she was sorry that the Housing & Community Development Committee's recommendations were so final. Brady commented there just was no other program which could be cut that had ten votes. She stated that there was some agreement to recommend Special Housing Fund money be used for the Rehabilitation Program if some of the other programs are more closely monitored. Newman mentioned that he was concerned that no monitoring mechanism was put into place. Kotas asked if the source of the additional $47,200 has been identified. Brady mentioned yes and no. The additional money will come from a general revenue or other City related fund. Zoning Commission Transcript: December 11, 1989. Brady asked if transcripts would continue to be done instead of minutes? Rudd stated that the transcripts are a good record of what transpires at the meeting and will serve as an aid to help understand how certain decisions were made. Additionally, minutes are too detailed for staff to adequately prepare and still complete other projects. Court Cases Washington stated that she had noticed a for -sale sign in the front yard of 2010 Emerson. C. Powers commented that a demolition order was up January 18th and that on January 17th, the owner made a petition for reconsideration. This particular case will be reheard on February 14th. If the owner is selling the - property, there still is an outstanding demolition order on it. -6- Housing Commission - Minutes February 8, 1990 Landlord Tenant Report - January 1990. The Commission received without comment. Landlord Tenant - 1989 Renort The Commission received without comment. Employer - Assisted Housine: Now Cost-effective Non-Manaxement Benefits Warshaw stated that she thought that this idea has a lot of merit and should be looked into. Comments Warshaw commented that she is a member of the Community Economic Development Committee of the National League of Cities. This committee is quite large and she stated that the Housing Commission might want to have input on any policy changes dealing with housing. She stated that she would be happy to be the conduit of any ideas. Rudd stated that a cover memo and information was passed out from Over The Rainbow. A portion of the basement of the building which they are rehabilitating will need to have sprinklers installed. The Fire Department stated that given the nature and type of residents who will be living there that sprinkling throughout the basement and first floor would be prudent. Over The Rainbow would like the Housing Commission to consider reworking the $100,000 loan agreement ($25,000 which will be paid back on April 1st). Rudd stated that if there is an interest to do so, Over The Rainbow would like to come before the Housing Commission to discuss this. Brady asked why HUD hadn't said anything about the need for sprinklers. Rudd answered that he did not know what transpired between the HUD review staff and the architect for Over The Rainbow. Warshaw suggested that Over The Rainbow look to other sources of funding. Rudd stated that this particular project has been substantially subsidized by the City. Wold made the motion that the Evanston Housing Commission not consider the request given the substantial amount of funds already granted. Brady seconded the motion, all were in favor and the motion passed. Wold commented that the Housing Commission did not discuss the issue of the remaining Township Funds. It was decided to discuss this at the February 22, 1990 meeting. Adjournment The meeting adjourned at 9:10 p.m. scheduled for February 22, 1990. StaffC-Ral�a %.rQr�� Bill Povalla 71(1/7) &a The next Housing Commission meeting is DRAFT. NOT APPROVED ti DRAFT. NOT APPROVED MINUTES Evanston Housing Commission 'Thursday, February 22, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. Members Present: B. Bush, S. Brady, G. Kotas, A. Newman and R. Warshaw Members Absent: M. Curry, J. Ritter, C. Schafer, R. Washington and M. Wold Staff Present: C. Powers and B. Povalla Others Present: Rev. Belser, Pat Ashbrook, George Gautier, Lisa Kaufman, Bridget Dayan and J. Matykiewicz Presiding Official A. Newman Declaration of Quorum There was no quorum present, however it was decided to hold discussion on agenda items without decision. Minutes of February 8. 1990. Due to a lack of quorum, a motion to approve the minutes of February 8, 1990 was not made. A. Newman commented that in the future if a Housing Commission member requests that something be placed on the agenda, the subject should be contained in the minutes so that there is less of an opportunity to have something "slip through the cracks." The Chairman asked if there were any members who would object if New Business was discussed before Old Business. Hearing no objection, the Chairman invited the Evanston Housing Coalition (EHC) representatives to address the Commission. New Business EHC - Update Pat Ashbrook, President of EHC, introduced herself and Mr. George Gautier who is Chairman of the Property Management Committee. Mr. Gautier stated that the construction of two of the three uesleylGreenbay Project buildings are complete. The south and middle buildings are leased up. The north building Is expected to be completed by the middle of March. R. Warshaw asked if tenants have been selected for the two completed buildings? G. Gautier answered that two of the buildings Were occupied. R. Bush asked how many of the tenants are Evanston residents? Gautier answered that all of the tenants are Evanston residents. He stated that people have been recruited from various sources. He said that it was surprising to see the number of people who are in need of housing. M.- Evanston Housing Commission - Minutes February 22, 1990 Brady commented that it would be interesting to find out if all the subsidies were removed, how much the rents would need to be to cover the costs. Gautier stated that this project is by no means a demonstration of economics. He stated that $30,000 per unit for substantial rehabilitation is common and is actually on the low -end Bush stated that he was pleased to see the progress with this project. He stated that he would like EHC to give an annual report on this project every year. Brady advised EHC that it may be a good idea to submit the pro -forma with a two page memo to Aldermen. Ashbrook stated that there will be an open house sometime in March before all the units are rented. Marketing of F.I.T. R. Warshaw stated that she thinks that the churches and staff have been doing a good job and that the communication written by Rev. Belsev and passed out at the meeting would allay some of the questions which were raised by the City Council. Bush asked if the Commmission has decided to become more involved with the family. He stated that the family seems to be becoming the central focus. Newman stated that the issue is one of information and that to have additional information available concerning the family, with the proposal. He stated that he personally does not see the harm in providing more information. He stated that he is not advocating that the Housing Commission approves a particular family but the Housing Commission has an obligation to know about a particular family and more information should be provided. Brady stated that she would like to see more information about the family provided, without sacrificing confidentiality. She made the suggestion that the discussion of a family could be done in executive session. Bush asked Brady on what grounds would the executive session be necessary, since the name of the family would not be provided. Brady stated that she has an antipathy towards discussing the private lives of individuals at a public meeting. She stated that there has got to be a way to question staff about the family, but something short of sending the application with the name whited out to the City Council. If City Council _ members are interested in our deliberation, they are welcome to sit in on the Housing Commissions' executive session. -3- Evanston Housing Commission - Minutes February 22, 1990 A' . i 1. Warshaw made the suggestion that staff should send a blank application form to each of the council members. Newman reiterated that he did not understand why the application with sensitive information whited out, could not go to the Council. Warshaw stated that violations of personal privacy should not be tolerated or encouraged. Newman stated that just because some Council members may not be interested in details about the family; does not mean that other council members are not. Again, he stated that this program is using public funds and people have a right to know how their tar dollars are being spent. He stated that the actual application does not necessarily have to be provided to the City Council. Brady asked if a staff summary sheet attached to the application might be acceptable. Bush suggested that staff could write a two or three paragraph narrative. Newman stated that a summary outlining a family's composition, ages, sources of income, employment history and how this family might transition would be helpful. Brady stated that if the application was going to be retyped that a number of typographical errors should be corrected and unemployment compensation should be added. Warshaw stated that the summary should accompany the application. Brady stated that the summary should include, family composition and ages, sources and amount of income and the reason why the family will transition. Newman suggested that the summary should summarize each category of the application. The reason why a family is selected is important. Newman then asked Rev. Balser to summarize the document which he handed out. Rev. Balser stated that he looked at the families who are receiving subsidies ` from the F.I.T. Program and found that two of the head of households are in school and will graduate before the end of the subsidy period. Four households are headed by single parents and are the hardest hit by spiraling housing costs. He maintained that the program is well targeted. Two families were referred by Emergency Assistance. He stated that he wrote about the eligibility questions and admitted that there is some danger that churches could choose their own people. He stated that this program has a great challenge and that sponsors are choosing people they know because of the liability involved. He further stated that there has to be a trust factor. He stated that the trust factor is built into the program and since this is a new program, it is why most churches are working with their own members. He -4- Evanston Housing Commission - minutes February 22, 1990 singled out St. Nicholas pariah as one who is not working with their own members. Rev. Belser stated that he would be glad to place people with churches if they are not a member of a church. Rev. Belser stated that bonds are beginning to form between the sponsors and the families being sponsored. Newman stated that the program originally was meant to have churches and not -for -profits as sponsors. Ho asked if the not -for -profits are being Included in the process? He also brought up the fact that one church has responsibility for four of the eight sponsored families. Brady stated that the discussion brings out how two programs. EHC and the F.I.T. Program are targeting two different groups. Rev. Belser stated that he has received a number of referrals from social -service agencies. Churches and synagogues have a broader voluntary network. Budgets for not -for -profit organizations do not allow flexibility which is necessary. Newman stated that churches may be the reasonable sponsor but he is hoping to get not for profits involved also. Warshaw stated that most not -for -profits do not have a full scope of resources like that of churches and synagogues. Rev. Belser stated that Carol Moschandreas of the Center for Public Ministry stated at a previous Housing Commission meeting in 1989 that it is not viable for social agencies to work with this program. Warshaw asked Rev. Belser if he could send his communication to all members of the City'Couneil. Rev. Belser stated he had. Newman asked what happens if Fisher Memorial Church would come in with another couple of families. Warshaw answered that the Housing Commission should encourage them to work with other churches. Brady stated that they should probably wait a year to see if their resources have not been strained. McKinney Act Funds Newman asked what the purpose was of the memorandum being sent to the Housing Commission. Warshaw stated that perhaps this was a way of reallocating expenditures. C. Powers reminded the Commission that the McKinney Act was targeted to the homeless. Brady stated that the City Council has to approve this on Monday night, February 26, 1990. Warshaw stated that the eligible activities included more than just emergency shelters. She stated that the development and implementation of homeless prevention activities are also included. She stated she hoped that the City of Evanston does not develop another program which is funded primarily from the federal government on a one time basis. Newman asked if any Community Development Block Grant money was used for Emergency Assistance. Brady stated that the Emergency Assistance -5- Evanston Housing Commission - Minutes February 22, 1990 Program has a budget of $100,000. She estimates $80,000 comes from the General Fund and approximately $20,000 from Community Development. Brady stated that she is sure there is a plan which will be presented to the council on Monday since this is a due in Washington, D.C. shortly after the Council meeting. Old Business RemaininK Township Funds Brady stated that she would like to see the $200,000 transferred to the City. C. Powers stated that the Housing Commission should develop a project. Newman asked Brady what advantage would the transfer of money mean to the Housing Commission? Brady stated that the Housing Commission would get the interest. She stated that $200,000 is a small amount of money when looking at helping the 301 or below the median targeted population. The only thing would be to use the money in conjunction with other funds. Newman asked if a Request For Proposal should be sent soliciting projects. Brady stated that there really isn't enough money to do this. Comments None Adjournment The meeting adjourned at 8:50 p.m. The next Housing Commission meeting is scheduled for March 8, 1990. Staff: Q Q 1 a Bill Povalla 71(1l6) .DRAFT, NOT APPROVED -6- DRAFT, HOT APPROVED r Members Present: Members Absent: Staff Present: MINUTES Evanston Housing Commission Thursday, March 22, 1990 Evanston Civic Center Room 2403 - 7:30 P.N. B. Bush, S. Brady, G. Kotas, A. Newman, J. Ritter, C. Schafer, R. Warshaw and M. Wald M. Curry and R. Washington C. Powers, S. Janusz, M. Palek, R. Rudd and B. Povalla Others Present: B. Barta, D. Spicuzza, A. Lopez and M. McCudden Presiding Official A. Newman Declaration of Ouorum The meeting was called to order by the Chairman at 7:37 p.m. Minutes of February 8. and 22. 1990. M. Wald moved and S. Brady seconded the motion to approve the minutes of February 8, 1990. All were in favor and the motion carried. R. Bush moved and Wald seconded the motion to approve the minutes of February 22, 1990. All were in favor and the motion carried. Brady mentioned that George Gauthier's name was mispelled. Communications Planning & Development Committee Minutes: February 12 and 26. 1990. The Housing Commission received without comment. Housing & Community Development Act Committee Minutes: Februarys 13. 1990. The Housing Commission received without comment. Zoning Commission Transcripts: January 22 and 29, 1990 and February S. 1990. Brady asked that Zoning Commission transcripts not be sent to Aldermen because they receive the transcripts via in their Council packets. Court Cases Warshaw asked what happened to her favorite case? C. Powers answered that the case had been continued. Brady mentioned that there had been discussion by Housing Commission members, about setting a possible meeting with Chief Judge Sullivan concerning the number of continuances. She reiterated that a meeting with the Judge might be an excellent idea. A. Newman stated that he was going to be at the Skokie Branch of the Circuit Court on May 7. R. Rudd stated that Herb Hill of the Law Department should be contacted and give the Legal Department's viewpoint. Bush commented that Herb Hill should be contacted, Housing Commission - Minutes March 22, 1990 because the housing Commission would not want to make a judge angry with the City since this possibly might prejudice any Evanston related cases. Newman commented that the meeting would not be held to discuss any particular cases which are in the system or on which an appeal might be filed. Warshaw suggested that a list of problems should be made and Herb Hill then should be contacted concerning the specific problems on the list. She indicated that it would be wonderful if one or more members of the Housing Commission in addition to the Chairman could meet with the Chief Judge. She related that judges in the City of Chicago went on a bus tour which took, them through some of the neighborhoods which were in distress. Newman agreed with Warshaw, that a list of problems should be compiled before arranging the meeting. Warshaw made the motion that at the first possible convenient time for all parties concerned, that members of the Evanston Housing Commission with help from Corporation Council compile a list of problems concerning Property Maintenance court cases. Weld seconded the motion, all were in favor and the motion carried. Powers stated that it is not unusual for the City to come before the same Judge for three or four court dates. She indicated that staff did not know the pattern of rotation for judges. Brady indicated that the City of Evanston had met with Chief Judge Sullivan a few years ago. She indicated that the Judges must also feel very frustrated as well. Rudd asked if it would be helpful for a lawyer for the City to come before the Housing Commission to talk about court bases concerning Property Maintenance. Newman asked if this could be done for next meeting. Rudd commented that it will be placed on the next agenda where schedules permit. Landlord Tenant Report - February 1990 The Housing Commission received without comment. Fair Market Rents F.I.T. Program Brady commented that this communication was very helpful. She indicated that __ It might be helpful to present this information in a chart form showing 30%, 40%, 50%, 801, 1001. and 125% of Median Income figures and Fair Market Rents. Brady asked if each F.I.T. case would be readjusted to meet these new guidelines. Povalla answered that the necessary readjustments would be made during the second year, when a lease is renewed. Revised Median Income Figures The Housing Commission received without comment, r Letter - Over the Rainbow Association. J. Bitter asked about the fire sprinkler issue. Rudd commented that Over the Rainbow would not use the basement until the area met fire code. -2- Housing Commission - Minutes March 22, 1990 Old Business Families In Transition Program - St. Nicholas Parish. Warshaw commented that she felt that the communication to the City Council should satisfy the members of the City Council. Wold moved that the family be npproved and that St. Nicholas' proposal be forwarded to the Planning 6 Davelopment Committee. Warshaw seconded the motion, all were in favor and the motion carried, Brady commented that a paragraph should be added to the proposal clarifying the outreach activities. She commented that this should be made clearer on future proposals. Brady asked if the family had found an apartment. Donna Spicuzza answered no, but there are a number of leads. Bibleway Pentecostal Church - F.I.T. Proposal Newman asked why this proposal was being placed on hold? Povalla answered that the family's situation had changed, the woman married and that the income had changed. Additionally, other social service agencies were being consulted. Warshaw asked that the letter be dated for a time reference. Povalla clarified that this proposal had not been sent to the City Council. F.I.T. Program Determination of Eligibility Ritter commented that she would vote that the family in question would be eligible since the members of the family were Evanston residents and were forced to leave. Warshaw asked if the family was evicted for non-payment of rent? Amelia Lopez of the Youth Advocacy Program introduced herself and gave a brief summary of how she had heard of the Families In Transition Program. She stated that this family was evicted in November 1989 from an apartment in Evanston. The family was living with a sister who was transferred to San Diego, California. At the time of the eviction, the head of the household was not working. The head of household is now working. The children were allowed to stay in the Evanston School District. She stated that Youth Advocacy would not sponsor this family but is looking for a sponsor. Hs. Lopez, stated that the question of eligibility had to be determined before future action,could be taken. Warshaw moved that this family Would be deemed to .naet the Residency Requirement for the F.I.T Program. Brady seconded the motion all were in favor and the motion carried. Newman made it very clear that this vote Was only relating to the residency requirement and that the family would have to meet all the other requirements before being considered. Brady suggested that Ms. Lopez contact the representatives in the audience from St. Nicholas Parish in order to network to find a potential sponsor. Warshaw suggested that Ms. Lopez contact Rev. Balser. -3- Housing Commission - Minutes March 22, 1990 New Business Presentation on the Citv of Evanston's CDBG Funded Rehabilitation Program. Warshaw commented that the communication contained in the packet would be beneficial to other Council members and should be sent to them as information in their packets. Warshaw commented that she was concerned that there was not enough money to help all of the individuals who have filled out applications. Powers agreed that there was not enough money for all prospective clients but the program will continue as long as the funds are available. She explained that a continuous tally is maintained as to the amount of money which is available. Warshaw asked at what point are applications not taken anymore. Powers stated that the program is not at that point yet. Brady asked for an analysis of the Rehabilitation Program's strengths and weaknesses. She asked if the guidelines addressed the needs of the community. Powers answered that the guidelines make a difference. She stated that the strength of the program was the use of grants especially with elderly clients. She stated that it would be nice to target the three to ten unit buildings in the Multi -Family Program. Warshaw asked if forced to prioritize a clientele because of budgetary constraints what clientele would be a priority and which part of the program is essential. She asked if larger buildings should be given a lower priority. Powers answered that the larger buildings in a sense, provides a high percentage of program income. Rudd stated that at this time, it would be premature to prioritize. Warshaw asked if staff did not see a problem with funding in the next several months. Rudd answered that problems may surface in August but tomorrow three title transfers may be received and the program income would be adequate to meet funding needs. Ritter stated that the real issue is trying to get more money through the Community Development Block Grant Program. Wold stated that the Housing Community Development Committee should be given a clear message from the Housing Corsnission as well as members of the City Council that the Rehabilitation Program has a high priority for Community Development Block Grant dollars. She echoed Warshaw's statement that the report provided in the packet was very informative and should also be distributed to the CD Committee. Powers directed the members of the Housing Commission to a map and graph which were presented to the Commission. She indicated that overall expenditures in the Rehabilitation Program began to drop in fiscal year 83/84. She indicated that the chart shows that the guideline changes in the 87/88 fiscal year was the beginning of an increase in total expenditures. -4- Housing Commission - Minutes March 22, 1990 She indicated that the map showed 207 single-family rehabilitation projects, as well as Multi -Family Rehabilitation Projects, Rental Rehabilitation Projects and those projects which used a combination of Rental Rehabilitation and Multi -Family funds. She stated that projects which utilized the Mayor's Special Housing Fund were not represented on the map. Brady mentioned that the 207 figure and a figure showing the percentage of cases in the target area should be added to the report which will be sent to the City Council. Wold stated that the map may be useful to the Housing & Community Development Committee. Brady questioned if a presentation might be made before the Housing & Community Development Committee. Rudd stated that the CD Committee has a needs assessment meeting in June. Newman asked if that is when a request for funds is made. Rudd answered that only a projection of funds is needed. Brady asked if the Multi -Family Program is working. Powers answered that it was. She introduced Stan Janusz and Hat Palek. Janusz and Palek gave brief reviews of their duties and responsibilities. A slide presentation was given to the Housing Commission, focusing on each component of the Rehabilitation Program. Before and after slides of specific projects were compared. Brady asked how this issue of recertification is being handled. Powers stated that after a multi -family or rental rehabilitation project is completed, recertification of the 51% low -moderate income threshold continues for ten years. Rudd commented that the credit for the turn around of the program should be given to staff as well as the revised guidelines. Brady suggested that the slide presentation be shortened, and that the Housing Commission should ask for half an hour of the Housing & Community Development Committee's time. Discussion on CDBG Funded Housing Related Sub -Grantees. Newman asked that this agenda item be placed on the next housing Commission agenda. Comments None Adjournment The meeting adjourned at 9:15 p.m. The next Housing Commission meeting is scheduled for April 19. 1990. Staff: ' �_\, Bill Povalla 71(1/5) -5- DRAFT. NOT APPROVED DRAFT, NOT APPROVED s Members Present: Members Absent: Staff Present: Others Present: MINUTES Evanston Housing Commission Thursday, April 19, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. S. Brady, G. Kotas, A. Newman, J. Ritter, C. Schafer, R. Warshaw and M. Vold B. Bush, M. Curry and R. Washington C. Powers, R. Rudd and B. Povalla None Presiding Official A. Newman Declaration of Ouorum The meeting was called to order by the Chairman at 7:45 p.m. Five (5) members were present. Seeing that there was not a quorum, the Chairman began the meeting with Communications. Communications Planning & Development Committee Minutes: March 12 and 26. 1990. The Commission received without comment. Court Cases R. Warshaw asked what the Law Department had decided to do concerning the overoccupancy ordinance. C. Powers answered that she did not know. A representative from the Law Department would be at the next Housing Commission meeting. Warshaw stated that the judges' ruling was based on a personal feeling and not on the ordinance. S. Brady asked on which case was overoccupancy an issue. Warshaw answered 600 Callan. Brady asked if the Zoning Consultant had come up with the definition of family. R. Rudd stated that the second draft of a text defining family would be ready in the first week of May. Defining family is a very complicated issue because of Federal and State regulation on group homes and discrimination. C. Schafer arrived at the meeting. Warshaw commented with the definition of family in limbo, how can the City enforce the overoccupancy ordinance? Powers stated that enforcement is based on the Existing Structures Code. Occupancy is being enforced on a square footage basis. Powers stressed that overoccupancy is a rental situation because the City does not conduct owner -occupied interior inspections. Houaing Commission - Minutes ' April 19, 1990 A. Newman asked if the Betty Paden case which appeared in the Evanston Review Was listed on this sheet. Powers answered that it was not. Newman asked what the thirty page memo was. Powers answered that it was a legal brief. Newman asked if this was any different than any other case, and if the Law Department normally would write this long a brief. Rudd answered that the length of the brief was necessary in order to fully state the information needed for a reconsideration. Newman stated that the City should vigorously enforce the Property Maintenance Code no matter who the owner is. J. Ritter arrived at the meeting. Landlord Tenant Report - March 1990 The Commission received without comment. The Chairman stated that there was a quorum and asked for a motion to approve the minutes. Minutes of lurch 22, 1990. M. Wold made a motion and Brady seconded a motion to approve the minutes of March 22, 1990, all were in favor and the motion carried. Letter from Over the Rainbow Association. Brady asked if rehabilitation has been started. Rudd answered it has. Brady asked what the tenant selection plan consisted of? Rudd stated that a commitment had been made to serve Evanston residents. Brady asked that various social service organizations be notified of the existence of this available housing. Chart of Median Income and F.M.R.'s. Brady asked if the Housing Corporation used the 125% of median income figure? Powers answered no, 100% of median income is used. Brady clarified that F.I.T. uses 40% and the Rehabilitation program uses a wide range of median income figures. Brady asked where referrals are coming from for the Housing Corporation. Rudd stated that Veronica Mensch, Catherine Powers and himself have been going to weekly sales meetings held by the various real estate firms. The banks have been marketing the program in their employee newsletters, and a presentation was made before the Evanston Neighborhood Conference. Old Business Discussion on CDBG Funded Housing Related Subgrantees. Comments were made at the various public hearings and CDBG meetings that some of the housing related activities deserve another year of funding but that criticisms and problems should be addressed and cured. Brady stated that questions had been raised concerning Neighbors At Work. She stated that they have the problem of being a housing related program and an -2- • 'Housing Commission - Minutes April 19, 1990 employment program. If the program would stress employment, then it would be categorized under public services and would be subject to public service under the cap. She said that she would like to work with them and urge them to prioritize the housing activities, even at the expense of the employment component of the program. Wald stated that she would like to meet with them before the Community Development Block Grant funding cycle begins so that Neighbors At Work would not feel as if they had to defend themselves. Newman stated that every year when funding for the Neighbors At Work Program is discussed, the same questions are raised. He is interested with the progress of individual trainees. He stated that before the Housing Commission can recommend that the money be spent elsewhere, the Housing Commission must know if Neighbors At Work are meeting their objectives. If the program is not producing carpenters or tradesmen, then the focus should be placed on the housing component. Brady commented that she hoped that Neighbors At Work remains as a Minor Repair Program. A Mr. Fix -It Program for fixed income or low income residents has a positive effect on the neighborhood. Weld asked that Neighbors At Work be invited to come to discuss their program. Rudd stated that the quarterly report for Neighbors At Work could be provided and that staff will try and see if the May 24th meeting would be a possible date for discussing the program. Brady mentioned that there is another housing program, the Home Security Lock Program. She would like to know how this program is working given the passage and enforcement of the Burglary Prevention Ordinance. She asked if they could appear at the May lath meeting as well? New Business None Comments Warshaw commented that she referred information on employee assisted housing to the Housing Commission to be placed on a future agenda. Brady asked how the F.I.T. Program is progressing. B. Povalla answered that seven (7) families are being assisted, and that a new RFP would be sent out to prospective sponsors. Brady suggested that a short generic article should be written on the program and .rude available to churches to place in their bulletins. Newman commented that Chicago passed a housing ordinance that has a licensing fee. _ Warshaw commented that she would provide staff with a copy to be distributed to Commission members. Ad.i ournmen t The meeting adjourned at 8:26 p.m. The next Housing Commission meeting is scheduled for May 10, 1990. _ Staff: = -' Bill Povalla 710/3i DRAFT. NOT APPROVED -3- DRAFT. HOT APPROVED f Members Present: Members Absent: Staff Present: MINUTES Evanston Housing Commission Thursday, May 10, 1990 Evanston Civic Center Room 2403 - 7:30 P.K. R. Bush, A. Newman, J. Ritter and M. Wold S. Brady, M. Curry, G. Kotas, C. Schafer, R. Warshaw and R. Washington R. Rudd, C. Powers, E. Szymanski and B. Povalla Others Present: M. McCudden Presiding Official A. Newman Declaration of Ouorum - A. Newman indicated that he would like to start with new business since a quorum Was not present and legal counsel Was present. The meeting began at 7:41 p.m. Newman started the discussion by stating that the Housing Commission has concerns about the Property Maintenance court cases, that these concerns Included how the City's efforts to enforce the code are going, the amount of times cases are being continued, the amount of staff time that is being used, (especially the attorney's time) and responsiveness by the judges. He stated that the case where the judge did not enforce the over -occupancy ordinance was of great concern. Presentation by Ellen Szymanski. City of Evanston Legal Counsel - Property Maintenance Court Cases. E. Szymanski stated that one must be cautious when looking at the number of times a case has been considered. In many instances a defendant will ask for a continuance in order to procure an attorney. These individuals may have felt that they did not need an attorney and when confronted with a courtroom situation, change their minds. One or two times Szymanski indicated she has argued against a continuance for this reason. If someone asks for a continuance to get a lawyer, it is almost certain to be approved. Other reasons for a continuance are dependent upon the case. If a defendant states I am old, I am sick or I have no money, a judge will act in a sympathetic manner. It is dangerous to force these types of cases. What we try to do is to get the defendant information about the Rehabilitation programs or the Neighbors At Work repair program. R. Hush asked how involved does the Legal Department get in referring an Individual to one of the sources for help. Housing Commission - Minutes May 10, 1990 Szymanski answered that C. Powers and the inspectors are in court and they generally are able to spot these cases immediately. Powers stated that in many instances defendants are unable to get a rehabilitation loan or grant because they owe back taxes or there are other problems which causes them to be ineligible for the Rehabilitation program. Neighbors At Work may be able to do some work and the Commission on Aging has been used quite frequently in a variety of situations. Newman asked what kind of work can Neighbors At Work do? R. Rudd stated that most of the work is limited to minor repairs and carpentry, unless the carpentry work is structural. Powers stated that garages for example, would be too expensive for defendants to use Neighbors At Work. Bush asked which staff members are present in court. Szymanski answered that she is there, the Property Maintenance inspectors, the Property Maintenance Director, someone from the Zoning Department and occasionally the Water Department or other departments if necessary. She stated that a Law Clerk may also be present (this is an unpaid position). J. Ritter asked what does the Commission on Aging do? Powers stated that they will assist with smaller items, such as getting someone to clean up a backyard. Many people are unaware what is happening and the Commission on Aging is there to explain the situation. H. Wald asked does it help to have people from the neighborhood present in court? Szymanski stated that it does help as long as the residents present their case in a calm manner. Wald asked depending on the people, is it worth getting people to come to court? Powers stated that if the Neighbors are concerned, she regularly tells them the court date and time. She stated that she does not actively try and get neighbors to court. Bush asked how much of the court call is housing cases? Is there a morning or afternoon call? Szymanski answered that housing cases appear an the ordinance call which appears in the afternoon two times per month. Since they generally are heard on the ordinance call, there are a number of other cases which are not housing related. Bush asked if there had been thoughts of placing just housing cases together under one call. Szymanski stated that she has talked with Judge Sullivan about this. She stated that she has been very careful to get complicated issues such as demolition cases on a special date. She has made it a practice of telling Judge Sullivan's office in advance about a potential longer case and these have been taken off the ordinance call. Housing Commission - minutes may 10, 1990 Newman stated that the first response is to give a continuance for a good faith effort. He stated that the afternoon call is generally very crowded and that a judge may not want to hear 30-50 cases, especially when there is an entire courtroom waiting. This could be a problem when the first case is a housing case. He reiterated that rotation of judges is a real problem. He said that there needs to be one judge hearing these cases each time so that the defendants are soon every time they go to court by the same judge. fie stated he would be willing to talk to Judge Sullivan. He wanted to set-up a meeting. Szymanski stated that Judge Sullivan has asked other municipalities if they want to have separate housing calls. Newman stated he would be available on August 7th. Szymanski continued with the reasons for a continuance. She stated that a continuance may be granted to a defendant who was told that he will have "%" done or else.... When a different judge is hearing a case, although the record is in the file, the new judge will comment " I am hearing this case now," and make his/her own decisions. Wold asked if a judge deliberately ignores our ordinances, what do you do? Do you appeal? Szymanski stated that you can file again and hope that because of the rotation of judges, you will get a different judge. Newman interjected that you can appeal. Wold asked why an appeal was not filed on the 600 Callan case where the judge ignored our occupancy ordinance. Szymanski answered that an appeal was not filed because the judge never ruled on the ordinance. The City can wait until the case is closed and then we can raise the over -occupancy issue again. Newman asked what does the City do to execute major fines? Szymanski stated the City does receive fines. These fines are generally given in an ex-parte judgment in abstentia. The fines are recorded as a lien on the property. A Memorandum of Judgment is filed. The issue though is not to get extra money ` but to get compliance. Newman asked if it would be a good idea to add to the ordinance that the City is entitled to attorney's fees if willful continuances are asked for. The landlord tenant ordinance has provisions for fees. Bush stated that under Home Rule, Evanston may identify that a case be charged _ attorney fees. He stated that he is not aware that the Illinois Constitution would deny this. Szymanski continued with reasons for continuances. She stated that if a defendant does not show -up in court and an ex-parte fine is levied, a continuance is given. The purpose of the ex-parte fine is to get the defendant's attention and prompt him to come to court. If the defendant does come to court the next time, the fine is vacated. If there was an interior -3- Housing Commission - Minutes may 10, 1990 violation and a defendant did not moot the inspector, the City can not state that the violation has not been repaired so a continuance to check this out is needed. Depending on the case, the City may try to get a contempt citation as well. She then answered the concerns raised by the Housing Commission on court time and the attorney's time. She stated that the day before the ordinance call she meets with the inspectors and Powers (this takes about 112 hour). Demolitions may require 30 or more hours of preparation time. This includes interviewing expert witnesses and may include talking to knowledgable City employees. The court call begins at 1:30 p.m. and she is present until all of the cases have been heard. She indicated that the City has had very good luck with emergency cases such as no heat, water or electricity. In most instances the City gets an order for a landlord to comply within 48 hours. Vold asked in an emergency situation, if a defendant does not appear in court what happens? Szymanski answered that a very high fine on an ex-parte judgment may be levied and the Police will serve the defendant with a copy of the court's order. She stated that by and large the judges have been responsive. It depends upon the case and how busy the judges are. If a defendant has substantially complied, a judge will not go directly to trial. She reiterated that the judges have been extremely responsive in the cage of emergencies. Bush asked if a case usually is argued with the aid of photographs. Szymanski answered that generally she begins with a summary of the case or an opening statement. The judges have been very good at letting the inspectors address the court directly. The inspectors will hand the judge up-to-date photographs. She stated that the process is somewhat informal but before and after photographs are in the file, which is in court, in case they are needed. Newman stated that the City of Chicago passed a Registration Ordinance that will require the names and addresses of landlords to be on file, including those persons involved with land trusts. He asked if we have the a problem of trying to find the owners of properties. Powers answered that 85% of owners are known through tax bills or water bills. The City of Evanston always does title searches on full court cases. Where land trusts are involved, a disclosure request is made, which usually comes back within 10 days. The 2-3% of cases where the City does not know who the owner or landlord is, are the cases where no registration would be filed anyway. These cases are generally where the owner has died and the property is part of an estate or five relatives own the property and live out of state. -a- a«- i Housing Commission - Minutes may 10, 1990 Newman stated that the City of Chicago will deal with their ordinance administratively. He said it would be interesting to see if the City of Evanston could do this as well. Rudd stated that an administrative hearing like a ZBA hearing could be by-passed by either party and go right to court. Newman asked for a copy of the companion Chicago Ordinance to the one which was provided in the packet. Newman summed up the discussion about the Property Maintenance court cases. He stated that having the same judge hearing the housing cases and having one housing call per month instead of two, are items which should be changed. Ritter stated that she felt more satisfied, now that she knew more about the process. Vold stated that she recognizes that the problems are not caused by the City but are part of the legal system. Newman stated that he might be able to meet before the August 7th date and requested Szymanski to set up an appointment with the Chief Justice. Late afternoons or early in the morning are the best times for him. Szymanski answered that she would do so. Newman then thanked Szymanski. Newman stated that since there was not a quorum the minutes could not be approved. He mentioned that he would like to add to the minutes on page 3, end of the first paragraph, "however Neighbors At Work deserves the = opportunity to show if the program is working." Communications Planning & Development Committee Minutes: April 11 and 23. 1990. The Commission received without comment. Housing & Community Development Act Committee Minutes: March 13. 1990. The Commission received without comment. Court Cases The Commission received without comment. Landlord Tenant Report - April 1990. The Commission received without comment. "Shelterforce" - Coming of Age -Employer -Assisted Housing. Ritter stated that this was interesting but that she felt that there were other more serious housing needs in Evanston. -5- Housing Commission - Minutes may 10, 1990 Cite of Chicago Registration Ordinance The Commission received without comment. Newman asked about the next agenda. Povalla stated that both Neighbors At Work and the Police Lock Program will have representatives at the meeting. Rudd mentioned that the Housing Commission may want to change the summer meeting sch©dule due to the historical problem of getting a quorum. He suggested that the first meeting in June and the first meeting in August be cancelled. Bush asked how the Mortgage Program was going. Powers answered that there has been 10-12 approvals with two more closings anticipated shortly. She stated that approximately 1/2 the money had been used. Newman asked for a report, which would be a profile of the type of families, homes and utilization of other City programs which each family received. Bush asked if any new financial institutions were interested. Rudd answered no. Ritter stated that a comprehensive Housing Plan should be a goal to work towards. Rudd commented that an outline concerning a Comprehensive Housing Plan will be brought to the Housing Commission sometime this summer. Comments None Adjournment The meeting adjourned at 8:40 p.m. The next Housing Commission meeting is scheduled for May 24, 1990. Staff v-. OaR l ' Bill Povalla 71(1/6) DRAFT. NOT APPROVED -6- DRAFT. NOT APPROVED Members Present: Members Absent: Staff Present: MINUTES Evanston Housing Commission Thursday, May 24, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. S. Brady, R. Bush, G. Kotas, A. Newman, R. Washington and M. Wald M. Curry, J. Ritter, C. Schafer and R. Warshaw R. Rudd, C. Powers and B. Povalla Others Present: Pat Vance, Michael Shep, B. Sharp and R. Pettiss Presiding Official A. Newman Declaration of Ouorum The meeting was called to order by the Chairman at 7:40 p.m. Minutes of April 19. 1990 and Mav 10. 1990. f. Wald made a motion to approve the minutes of April 19, 1990 and May 10, 1990. S. Brady seconded the motion, all were in favor, and the motion carried. New Business Housing Related CDBG Sub -Grantee Ouestion and Answer Session re Home Security Lock Program. A. Newman asked if there was an objection to starting with the Home Security Lock Program. Hearing no objection the Chairman explained the reason why each Housing Related CDBG Program is being asked to come before the Housing Commission. Officer M. Shep, of the Evanston Police Department and Program Coordinator stated that the Home Security Lock Program began in 1984. He indicated that security related hardware had been installed on 206 homes. A survey was completed two years ago, where the computer was checked to see how many burglaries occurred to residences utilizing this program. The number was 13. In three occasions, the burglars tried pulling the locks off and the locks held. In ?larch, 1990, an additional $10,000 was requested to install locks and do other activities so as to make units in compliance with the Burglary Prevention Ordinance. Seven buildings were done, four of which were two unit buildings. Officer Shep stated that as apartments are cited, he expects the numbers to increase. A copy of the standard work order was passed around. The limits of how much can be spent per unit has been increased to $500.00 for a single-family unit and up to $700 on a two -flat building. Brady commented that the burglary statistics are great PR for the Burglary Prevention Ordinance. Evanston Housing Commission May 24, 1990 Wold asked if the Police Department verifies the income of the owner and how. Officer Shop stated he gets a copy of the last years` income tax return for owners. M. Wold commented that the quarterly report showed that 11 units had been completed but the projection was 16. She asked if there was a significant amount of money left. Officer Shop stated that there was an approximate $3,500 carry-over which amounts to a total of $13,000 in available funds. Wold asked how many units had been completed this year? Shop answered seven. Wold asked what the target was for this year. Shop answered 4 three flats per quarter. Brady asked if units qualify on the basis of the income of the owner or the tenants. Shop stated it is on the basis of the income of the owner. Newman asked how do people find out about the program. Shop answered that Neighbors At Work makes a number of referrals, the Alert has carried information a number of times and representatives have spoken before church groups. Newman asked if the Alert generates interest in the program. Shop replied that the Alert generates a lot of calls some of which are not eligible such as tenants or owners' whose incomes are too high. Newman commented that with the passage of the Burglary Prevention Ordinance, he thought that there would be greater interest. Brady commented that very few people will qualify for this program. Mostly elderly owners of two flats. Bush asked what the effect would be if the program was eliminated, who would be impacted negatively. Shop commented that seniors would be impacted since they are the ones that qualify. Of the 11 units done last year, ten were families that had heads of household over 65 years of age. Vold asked how much time does the program take to administer? Shep answered very little. R. Warshaw commented that this program is quite good because of the link with the Burglary Prevention Ordinance and the servicing of a vulnerable population. Brady asked if window latches were installed on single family homes. Shop answered yes since the Burglary Prevention Ordinance was passed. -2- Evanston Housing Commission May 24, 1990 R. Bush stated that no one in the room was against the program but the purpose was to ask questions. He stated that he felt it is healthy to have to explain a program. Brady stated that the news should net out that this program is available. Newman asked if additional money was needed for marketing. Shop stated money for marketing would help but, if the program really took off, there could be a problem of not helping everyone who requested help. With the amount of money available now, marketing would help. He stated that a mass targeted mailing may be the best way of stirring more interest. Brady asked how are the Rehabilitation Programs being marketed. R. Rudd answered that the Rehabilitation Programs are featured in the Highlights at least once a year, but the program has a waiting list so there really is not a need for marketing the program at this time. The Housing Commission then thanked Officer Shep. Housing Related CDBG Sub -Grantee Question and Answer Session re Neighbors At Work. Pat Vance introduced herself to the Housing Commission and introduced Booker Sharp and Ray Pettiss who is the training supervisor for Neighbors At Work. Newman stated that the reason why Neighbors At Work had boen invited to the Housing Commission meeting was the on -going review by the Housing Commission of CDBG housing related programs. He stated that he wanted the Housing Commission to begin a dialogue with Neighbors At Work other than during the Community Development application process. Pat Vance began with an introduction . She stated that the Neighbors At Work Program began in 1984. In the beginning, minor repairs and painting to a maximum of $150.00 per home was the limit. The amount which can be spent per home has been increased, over the duration of the program because the types of repairs have changed from actually minor ones to those being somewhat complicated. The painting of a door for example has become a major task. On average, $400.00 per home is being expended. Vance indicated that there had been some problems with the trainees. These problems included lack of a work ethic, resulted in a high _ absenteeism rate. She stated that three individuals had been placed with general contractors. She further stated that Neighbors At Work is looking more carefully at who is being trained. She stated that the focus of the program is to work on houses entirely. Vance answered that the repairs would cost too much if the training component was done away with. There is a big difference between $5.00 an hour versus = hiring a professional trades -person. Bush asked if the $10.00 per hour person could do more work thus the same cost per unit would be maintained. Vance answered that Neighbors At Work had not looked at that option. She stated another problem would be the payment of fringe benefits which would actually drive the cost up higher. -3- Evanston Housing Commission May 24, 1990 Brady commented that she supports the Neighbors At Work Program and stated there is a need for this program in the community. She asked if this program might be a better one if the focus could be changed from training to housing. She gave a personal anecdote. She stated that she is a property manager and she has people Waiting in line for $17,000 - $21,000 a year jobs. She Indicated that the workers do not do major work. She stated that repair work Is very labor intensive. Brady offered the suggestion that 1-2 handymen be hired and have 1-2 apprentices working on a one-to-one basis. B. Sharp commented that he has seen the pride of the young men who work for him when gutters are repaired or a roof no longer leaks. He stated that the men have pride in themselves. He stated that once they get the proper training they are then encouraged to get a Job with a private contractor. He stated that he understar.::s what the Housing Commission is saying but he thought that if these young men are not working, these individuals may be doing other unproductive things. Wald asked if the training staff has a sense at the very beginning of the program if an individual will Work out. She also asked how long is a person carried if the individual is not meeting the standards. Vance stated that an individual will be carried 2-3 months. She stated that the trainees are being screened closer. There is a sixty day probation period. Some trainees have been terminated. She indicated that she has taken some flack for a high turn -over rate but she added that she has homes that need work. Brady asked if Neighbors At Work might consider placing housing as the priority. She added that the administrative costs must be high because of the training component. Vance indicated that she had an open mind concerning this issue and would consider it. J. Kotas asked that the quarterly report indicated that the illness of a supervisor caused some problems and that these had been addressed. She asked Vance to elaborate. Vance stated that the screening pattern had changed. Before, all a trainee had to do was to indicate a desire. The time spent on social problems and needs meant that the work was not getting done. Warshaw commented that if a trainee really was great, it is a shame not to - raise the salary as an incentive. Vance answered that the better trainees get a job somewhere else. Some individuals need more specialized help and the program in the past had been somewhat lax in keeping a better handle on the trainees. -4- Evanston Housing Commission May 24, 1990 Wold commented that most of the trainees were individuals who had serious problems of one sort or another, but has Neighbors At Work ever considered helping young people directly out of high school. Vance stated that there is no recruitment program at the high school level, but she has worked with the Youth Referral Service. The problem with taking high school students is that most of them will not work for $5.00 per hour. Sharp stated that the trainees who are doing well generally get a job with a contractor since contractors are looking for well trained help. The idea of offering a higher salary to individuals has not been discussed. Vance said part of the problem is when people got to a point where a contractor will hire them, they leave and thus a new person with limited skills will take that persons' place. Kotas asked what the pay difference was between a contractor and the wages paid by Neighbors At Work? Sharp answered that most beginning salaries are around $10.00 per hour plus benefits. Newman stated that conceptually the program is terrific. The problem is that Neighbors At Work seems to be trying to do too much. He indicated that managing this program must be quite difficult. He indicated that the Housing Commission would like to work with Neighbors At Work to make the program more housing related. Vance stated that she is not adverse at looking at this option. She indicated however that she wanted to keep a trainee component to the program. Brady indicated that she hires ADC mothers to paint. They are paid $200.00 for a three bedroom apartment. No one makes over $600.00 a year, so their Income does not jeopardize any benefits they might be able to receive. She Indicated that productivity is very high and the quality is excellent as well. Vance stated she appreciated the opportunity to come before the Housing Commission and talk about the program. She asked if she could call on the Housing Commission for input or help if needed. Newman indicated the Housing Commission's offer of whatever assistance they could give. Communications City of Chicago - Code Enforcement Ordinance. A Newman stated he was interested in the reason why the Chicago Ordinance Was passed. He indicated interest to see if administrative enforcement might save Evanston time and money. -5- Evanston Housing commission May 24. 1990 Warshaw questioned if Evanston needs an administrative enforcement program and if it would help. Rudd commented that the backlog in housing court may be a reason why Chicago Is adopting this ordinance. If Evanston was to do this, an entire new department would have to be created. He indicated that if either party lost In the administrative hearing„ the case would still ultimately end up in court. Brady asked if the administrative procedure would be similar to NJC. Rudd stated no, that under the Chicago Ordinance the officer can levy fines and will make an official finding. Rudd mentioned that the summer Housing Commission meetings Will be held on June 14, July 12 and August 23, 1990. Newman asked if a report can be generated on the amount of money in the various funds, such as the F.I.T. Program, Mayor's Special Housing Fund and the Special Township Fund, Adjournment The meeting adjourned at 8:42 p.m. Staff: ��44�Cq,v1 Sill Povalla DRAFT. NOT APPROVED -6- DRAFT. NOT APPROVED Members Present: Members Absent: Staff Present: Others Present: MINUTES Evanston Housing Commission Thursday, June 14, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. S. Brady, G. Kotas, A. Newman, J. Ritter, R. Warshaw and and f. Wold R. Bush, M. Curry, C. Schafer and R. Washington R. Rudd, C. Powers and B. Povalla None Presiding Official A. Newman Declaration of Quorum The meeting was called to order by the Chairman at 7:40 p.m., seeing that there was not a quorum present, the Chairman skipped to communications. Communications Planninx & Development Committee Minutes: May 7 and May 21. 2990. The Housing Commission received without comment. Housing S Community Development Act Committee Minutes: April 17 and May 8. 1990. S. Brady asked if the ECDC Loan portfolio had been transferred to the City's Rehabilitation Department? C. Powers answered that this was still in negotiation. Brady asked if there was a problem. R. Rudd stated that he is not aware of a problem but that the actual transfer has not taken place yet. A. Newman stated that he wished to comment on Ald. Rainey's May 8th statement that she felt that the Housing Commission was assuming too much authority and that she did not want the Neighbors At Work funding to be jeopardized. He said that there is an appropriateness to the Housing Commission commenting on the funding of housing related programs and especially with Neighbors At Work since they receive the largest share of housing funds. He continued that the Housing Commission is trying to assist Neighbors At Work and found the meeting to be constructive. Brady commented that the Community Development Act Committee is responsible for making recommendations to the Community Development Block Grant Budget and is an advisory commission. The City Council makes the final funding decisions and approves the CBDG Budget. She stated that she had been on the Community Development Act Committee for five years and that the Committee always welcomed focused comments from boards and commission. Housing Commission - Minutes June 14, 1990 Minutes of May 24. 1990 J. Ritter entered the meeting, seeing that a quorum was present, the Chairman entertained a motion for the approval of the minutes. R. Warshaw commented that the minutes indicated she was absent and yet she was present. R. Warshaw made the motion that the minutes be approved showing that she was present, G. Kotas seconded the motion, all were in favor and the motion carried. Court Cases Brady asked staff, if anything important had happened at the June 14th court date. Powers answered that many of the cases were continued. She commented that many of the junk, debris and weed complaints were in compliance before going to court and were dismissed. M. Wold commented that an address on the list was a special concern to her because she knows a number of the children who live there and she was concerned about possible overcrowding. She asked if problems of overcrowding are normally looked for when an Inspection is done. Powers answered that the case may be an exterior only case and therefore overcrowding may not have been looked for. If that is the case, then there would have to be a separate inspection. Newman commented that he tried to set up a meeting with the Chief Judge at the Skokie Circuit Court. He stated that after speaking with the Legal Department, that the attorneys were not in favor of the course of action which was discussed at the last meeting. He stated that the main interest was there would be one judge to bear housing matters. He reiterated that part of the problem is there is a different judge hearing these cases when continuances are given. Newman asked if staff supported the separate call proposal. R. Rudd commented that staff supported the separate call idea. Newman indicated that if the Legal Department did not support this idea, then he would like to have a representative appear before the Housing Commission again. Landlord Tenant Report - May 1990. Wald asked Povalla to give some of the answers to the situations. Brady commented that she would like to see the answers as well. B. Povalla began to briefly tell the Commission what action was taken on each of the mentioned cases. Kotas asked if a written report was made on each case. Povalla answered that a fact sheet was filled out and that he tries to put his response to each question that was asked. Newman made the suggestion that these cases be referred to the Cook County Legal Assistance Foundation. Brady stated that unless the case is meaningful, the Cook County Legal Assistance Foundation would not start work on it immediately. Additionally, answers would not be given on the phone. Rudd commented that many of these people are looking for an opportunity to blow -off steam. Newman stated that the Housing Planner is spending a tremendous amount of time on these kinds of problems and suggested that a law student take these calls as part of an internship. -2- Housing Commission - Minutes June 14, 1990 Wold stated that given the stress on the Unified Budget, she did not think there was money available for this. Newman stated that the law student could be supervised by the Legal Department and work for credit, instead of being paid. Brady was concerned that the Housing Planner is spending most of his time on landlord/tenant complaints. Rudd stated that the City Council incorporated the Housing Counsel's position into the Housing Planner's position. Additionally, any talk about a student law intern must have input from the Law Department. Brady requested that the Housing Commission talk about the role of the Housing Planner position. Newman asked if this could be placed as an agenda item. Rudd stated that this would be good for the August meeting. Housing Commission Attendance Report. Wold stated that the City Council Rules Committee made a suggestion that the Mayor send out a tactful letter to those members of boards and commissions who have poor attendance records. Brady commented that she thinks this should be done. She wanted to look at the housing ordinance to see if the number of members could be rearranged to get a cross section of society. She asked the Chairman to make contact with the Mayor and let her know of the attendance problems and requested that discussion of the ordinance be placed on an upcoming Housing Commission agenda. Mortgage Corporation Report. Brady commented that this report should be sent to the Council. Newman stated that the families chosen were very diverse. Rudd commented that the Housing Commission may want to talk about refunding this program once all of the available funds are expended. Wold stated that this should be placed on the August agenda. Newman asked that someone take his place on the Mortgage Corporation Board since the meetings are being held at times which are in conflict with his job. Both Wold and Warshaw expressed interest in being the designated representative for the Chairman. F.I.T. Report Wold asked what the six-month redetermination is all about. Povalla answered = that this was mentioned in the Proposal and would be used to adjust the subsidy given to a family if needed, because of changes in income for a particular family. -3- Housing Commission - Minutes June 14, 1990 Old Business None New Business Request For Proposal, Families In Transition Program - Ministers Fellowship of of Evanston. Wold stated that this was the first time that she had heard of the Ministers' Fellowship of Evanston. J. Belser stated that the Ministers' Fellowship of Evanston used to be the Black Ministerial Alliance. Wold asked if the family was a member of Rev. Lane's church? Belser answered that the family was a member of the Ebenezer Church which has a new pastor. The new pastor felt that this war, a big enough project to have help setting it up, and turned to the Kinisters' Fellowship of Evanston for help. Wold asked if Belser was familiar with the person and why wasn't she working now? Belser stated that he knew of this individual's situation and stated that the Individual was laid off in December, 1989. Wald asked Belser for a judgment call, will this person be employable? Belser answered yes, he thought the person would be employable. Warshaw asked how can a person continue to receive unemployment compensation while being a full-time student? Povalla stated that there was documentation of a dollar for dollar off -set, in unemployment compensation for a part-time position. Brady asked if the Ministers' Fellowship was an incorporated group? Belser answered that he did not know the status of the organization. ffo did hear a treasurer's report at a meeting of the organization. He also stated that the organization has By -Laws. Newman stated that the original concept was that a specific agency, or a church would be responsible, this is an umbrella organization. He asked if this organization had staff members? Belser answered that there were regular quarterly meetings. Wald asked if they have organizational meetings? Belser answered yes, the second Saturday of each month. -4- Housing Commission - Minutes June la, 1990 Wold stated that the question of staff is not really important. She said that EEAC would be in the same situation. She did not think it,was-a problem. Ritter made a motion to approve the F.I.T. proposal which was submitted by the Ministers' Fellowship of Evanston. All were in favor and the motion carried. Povalla passed out a memorandum concerning the F.I.T. Program and the question of what happens when a family is no longer eligible, and a sponsor must find another family to move into the apartment. The memo asked for clarification on what options does a sponsor have, and can a family be placed by a sponsor without having to wait for approval from the Housing Commission and City Council. Wold stated that participation in the program is based on the family, not the unit, and that approval of the family was needed. Brady commented in a way the Housing Commission and the City Council are approving the apartment. Newman stated that a mechanism is already in place, an attempt should be made to sublet the apartment rather than hold it for someone in the F.I.T. Program. Ritter stated that she does not have a problem with staff approving the family. Brady stated that the contract with the sponsor does have something to do with the apartment. The sponsor is committing resources. She thinks that there is some responsibility to the sponsor. She indicated that there must be an attempt to alleviate the time factor, while the families are being approved by the Housing Commission. She stated that since the proposal had been approved the new family should go through the Housing Commission only. - Weld stated that sponsors must be willing to take a risk when people move out, an option should be that a sponsor could sublet the apartment or quickly find a new family. Trying to fit a family to a particular unit is not the reason why the program was created. Warshaw stated that she agreed with Wold. The sponsor assumed a risk up front. She indicated that special meetings of the Housing Commission could be called to meet sponsors' needs. Kotas suggested that a possible emergency procedure be worked out. If staff can ensure that a family meets the requirements of the program then the family could move in but the Housing Commission would still need to review the situation. Rudd offered the suggestion that if a family moves, the monthly payment would - stop. The sponsor would have the option of taking on a new family or - subletting the apartment. If a new family is chosen, the sponsor could move them in pending Housing Commission approval. If the family is approved, the Housing Commission would approve a reimbursement to cover the rent that the sponsor had paid. -5- Housing Commission - Minutes June 14, 1990 Brady stated that she could support Rudd's idea as long as it is in writing. Wold agreed with the idea as well. �- Newman asked if there were any problems with the solution proposed by Rudd. Hearing none, he indicated that each sponsor be sent a written policy statement outlining what a sponsor's options were. Comments Warshaw passed out a handout on Employee -Assisted Housing. Adiournment The meeting adjourned at 9:00 p.m. Staff: a .4 Bill Povalla -6- DRAFT. NOT APPROVED ! . .* DRAFT, NOT APPROVED MINUTES Evanston Housing Commission Thursday, July 12, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. Members Present: S. Brady, R. Bush, G. Rotas, A. Newman, R. Warshaw and R. Washington Members Absent: M. Curry, J. Ritter, C. Schafer and M. Wold Staff Present: S. Janusz, E. Szymanski and B. Povalla Others Present: Mrs. Gaines, Rev. Belser, Enoch Powell, George Washington, Beverly Williams and Cynthia Nelson Presiding Official A. Newman Declaration of quorum The meeting was called to order by the Chairman at 7:35 p.m. Minutes of June 14, 1990. R. Warshaw moved and R. Washington seconded the motion to approve the Evanston Housing Commission minutes of June 14, 1990. All were in favor and the motion carried. Communications Planning & Development Committee Minutes: June 11. and June 25. 1990. The Housing Commission received without comment. Housing & Community Development Act Committee Minutes: June 12. 1990. The Housing Commission received without comment. Court Cases The Evanston Housing Commission received without comment. Landlord Tenant Report - June 1990. R. Warshaw commented that most of the cases are resolved within the Department and she indicated that this must take a lot of time. She made the observation that some of these cases appear to be very involved and legal issues are involved. B. Povalla answered that he does not give legal advice nor does he speculate regarding how the Residential Landlord and Tenant Ordinance applies to each case. Povalla further stated that he often refers callers to Human Relations or indicates that they should seek legal advice. Additionally he commented that the numbers of calls in June, July and August are generally higher than for the rest of the year. Housing Commission - Minutes July 12, 1990 k Evanston Housing Coalition Communique. The Housing Commission received without comment: Report on F.I.T. Proposal - Ministers' Fellowship of Evanston. S. Brady commented that the F.I.T. Proposal from the Ministers' Fellowship of Evanston was approved by the Planning f. Development Committee and the City Council. Old Business Follow-up Discussion of Meeting with LoAal Department re Housing Court. A. Newman asked E. Szymanski the status of the situation. Szymanski indicated that having all housing cases on one call presents difficulties for the Legal Department. She indicated that by having one call a month, a certain amount of flexibility would be lost, especially concerning emergency situations. Newman asked if there were problems with having one judge hear all housing cases. Szymanski indicated that in principle she did not have a problem but again emergency cases may present a problem. In urgent situations the City can not wait for the housing call. Other judges may beg off hearing an emergency housing case because there is a specific judge that hears housing cases. R. Bush commented that the meeting with Judge Sullivan might resolve a lot of the questions. Bush indicated that it would be hoped that the right judge (sic.) one that would be favorably disposed towards the City would be named. He stated there is a possibility that the housing judge may not be as supportive towards the City, as one might hope. He indicated that one should be careful about what you ask for, because you might get it. He further Indicated that Judge Sullivan may have some ideas on how to correct the situation of continuances. Brady stated that the argument in favor of one judge in her mind is quite compelling. Newman indicated that he shared Bush's concern but with the present situation there are too many judges hearing a case. Brady stated that perhaps Bush's concerns could be placated by making any changes on a trial basis and then meeting some time in the future to see how things are working. mush stated that it might be a good idea to contact Skokie's Counsel, or other communities who have housing cases heard at the Skokie Circuit Court. Perhaps one full housing court call, all day long, from all the communities may be workable. The combined pressure from a number of communities may make this more realistic. Szymanski indicated that A combined call with other communities would cause people sitting around for one full day. Even if all of Evanston's cases are first, a particularly long case may be heard at the end of the call, on a judges' request, so as to avoid having everyone sit through all the cases. Housing Commission - Minutes } July 12, 1990 Bush asked if that would be any different than the present system. Szymanski answered that the difference would be she would -not have to wait for other communities to finish. Newman indicated that Evanston may have different housing situations than surrounding communities and that it would take a long time to coordinate all of the communities. He asked Ellen what is the next step. Szymanski stated that she would discuss tonights meeting with Herb Hill, Chief Counsel and would contact Newman. New Business Families In Transition Program - Bibleway Pentecostal Church. Rev. Belser introduced Hs. Gaines representing Rev. Love who was away on business, Mr. George Washington who is a member of the Family's Support Committee and Beverly Williams and Cynthia Nelson who works with the family through the Center for Public Ministry. Brady raised some questions about the source of income for this family. Williams commented that the source of income on the application was not correct. Additionally it was stated that a family member was now working. Povalla indicated that he had no information about the family member working and that he had documentation supporting the source of income on the application. Brady stated that it seemed as if we are transitioning one member of the family and not the other. Williams explained that both adults In the family will be going through job training programs. Brady asked how did the family become homeless. C. Nelson answered that they married and became a family. The husband lived with his mother and the wife lived with an elderly woman who evicted her because she did not want a man living on the premises. R. Washington asked if the family still had the $1,200 in savings. Williams answered they did. This money was earmarked for housing activities. Brady asked how long the family can stay at the Center for Public Ministry. Nelson answered until Tuesday. Brady stated that this family may be a risk to the church if the family moves into an apartment and then reapplies in time for the August. For whatever reason. if the family does not receive the subsidy the church would be stuck with a lease. Newman stated that the family must reapply at the August meeting and must furnish documentation regarding all sources of income. Discussion of Housing Comprehensive Plan for the City of Evanston - Timetable. Warshaw questioned if 1990 census data would be incorporated into the plan. Povalla stated that census information will not be available for quite some time yet and that he had heard that the census data would not be available at the projected target dates. He indicated that census documents for 1970 and -3- Housing Commission - Minutes July 12, 1990 1980 as well as numerous studies done by various City Committees and Commissions would be utilized. Newman asked what purpose this document will serve. Povalla answered that the document will serve the Housing Commission by looking at various housing needs in the community and see if programs are serving the entire community or if there are segments of the population that are not being helped. Comments Newman asked with the passage of the Township Budget, has there been a change in the status of the $200,000 that is not aside for the Housing Commission's use? Washington answered there has been no change. Adjournment The meeting adjourned at 8:26 p.m. staff : s" `] C\ ;Ca Bill Povalla 71(1/4) 1EL DRAFT, NOT APPROVED DRAFT. NOT APPROVED Members Present: Members Absent: Staff Present: MINUTES Evanston Housing Commission Thursday, August 23, 1990 Evanston Civic Center Room 2403 - 7:30 P.K. S. Brady, G. Rotas, A. Newman, C. Schafer, R. Warshaw R. Washington and X. Wold R. Bush, M. Curry and J. Ritter, C. Powers, R. Rudd and B. Povalla Others Present: Jeff Starch Presiding Official A. Newman Declaration of Quorum The meeting was called to order by the Chairman at 7:42 p.m. Minutes of 1un4-1-4. 1990. S. Brady moved and R. Warshaw seconded the motion to approve the Evanston Housing Commission minutes of July 12. 1990. A. Newman commented that there was a discussion of the August agenda which was not mentioned in the minutes. He stated that he thought a discussion concerning the Housing Planner's job description and a discussion of the ordinance concerning the Housing Commission would be on the agenda. R. Mudd commented that a discussion of the Housing Planner position could be done at this meeting. He asked if certain information was needed to be supplied to the Housing Commission. Newman requested that the Housing Planner supply the Commission with the number of landlord/tenant calls to date. B. Povella asked if he should also give a copy of the year-end report which was given to the Housing Commission in January. Newman answered yes. M. Wald commented that she would like to know how much time is spent answering landlord/tenant questions. S. Brady commented that there was a discussion during the last meeting of placing the question of membership and composition of the Commission on the agenda. Newman suggested both of these items be placed on the next agenda. Brady commented that she would not be present at the September 13th Housing Commission meeting. Newman then suggested that both items be placed on the September 27, 1990 agenda. Housing Commission - Minutes August 23, 1990� A vote was taken for approval of the minutes, all were in favor and the motion tarried. R. Warshaw commented that she has an item which she would like to be placed on a future agenda. She had a meeting with Reba Place Fellowship and they commented that they were having problems complying with the building code. on initial single family homes which have been converted into two and three flats. She commented that it may bo a good idea to have a building inspector come and explain the situation. Rudd asked if the problems were specific to the Burglary Prevention Ordinance or to the Existing Structures Code. She said that this was not specifically related to the Burglary Prevention Ordinance. Warshaw stated it might be interesting to get some feedback. C. Powers stated that she had not heard any complaints from Reba Place Fellowship. Rudd asked what specific problems with the code should be discussed. Warshaw answered that most of the problems were with entrances and exits, door and windows. Rudd questioned if this was the Burglary Prevention Ordinance? Warshaw answered that it was more than the Burglary Prevention Ordinance. Powers commented that some problems in converted homes are GFI related because of ceramic tile, but stated that she had not heard of any major problems with the Existing Structures Code. Warshaw stated that she will contact Reba Place Fellowship and have them contact Powers. Communications Planning & Development Committee Minutes: July 9 and 23. 1990. The Evanston Housing Commission received without comment. Housing & Community Development Act Committee Minutes: July 10. 1990. The Evanston Housing Commission received without comment. Landlord Tenant Report - July 1990. The Evanston Housing Commission received without comment. Court Cases Newman stated that the August 7th meeting with Chief Judge Sullivan had been cancelled by Judge Sullivan. The new meeting date was August 30, 1990. Newman invited the other members of the Commission to attend. He stated that the meeting would take place at the Skokie Branch of the Circuit Court of Cook County at 3:30 p.m. -2- Housing Commission -Minutes •' ' August 23, 1990 Newman asked about the $30,000 judgment entered against the owners of 700-704 Reba. He said this case may represent a good test case. He requested that a report on the status of this judgment be given to him. New Business Annual update of HAP (Housing Assistance Plan) - 1990/1991 Update. Brady asked how the numbors compared to last year's HAP. Povalla answered that the number of single family rehabilitation cases have remained stable, over the last couple of years. The number of rental rehabilitation and multi -family units were a little lower than the year before, the reduction of units was done to have a more realistic goal, and one which could be reached and surpassed. Wold moved that the HAP be approved as submitted. Brady seconded the motion, all were in favor and the motion carried. Evanston Housing Comprehensive Plan - Report Concerning Number of Housinr, Units. Povalla gave a brief overview of the report. Comments Newman asked if the Housing Commission could have a report showing the expenditure and remaining balance of funds for F.I.T., the Mortgage Corporation and the Mayor's Special Housing Fund. He indicated he was especially interested in the Mortgage Corporation in case more funds are needed to continue the program. Rudd answered that the Mortgage Corporation is still using the original amount of funds allocated. Brady stated that the report should show any projections, if more funds may be needed. Ad,iournment The meeting adjourned at 8:10 p.m. Staff: Bill Povalla 71(1/3) -3- DRAFT. NOT APPROVED DUAFT, NOT APPROVED Members Present: Hombers Absent: Staff Present: MINUTES Evanston Housing Commission Thursday, September 13, 1990 Evanston Civic Center Room 2403 - 7:30 P.H. R. Bush. G. Kotas, A. Newman, J. Ritter and R. Warshaw S. Brady, M. Curry, C. Schafer, R. Washington and M. Wold C. Powers, R. Rudd and B. Povalla Others Present: M. McCudden Presiding Official A. Newman Declaration of quorum The Chairman indicated that a quorum was not present and that no decisions requiring a -(.to could be made. Minutes of August 23, 1990. Since there was not a quorum present, the Chairman held the approval of minutes until the next meeting. Communications Planning & Development Committee 'Minutes: August 13 and 27. 1990. Tho Commission received without comment. Court Cases R. Warshaw asked for a report of the meeting with Chief Judge Sullivan. A. Newman answered that the meeting was postponed. Landlord Tenant Report - July 1990. R. Bush asked Povalla if the numbers of telephone calls had increased over last year. Povalla answered that it varied from month to month. Last August there had been 214 calls and that there were 141 this August. Newman asked Povalla if interest on security deposits was supposed to be paid on all rental properties. Both Warshaw and Povalla answered affirmatively. CDBG 1991-92 Housing Related Proposals. R. Rudd asked the Housing Commission members if they wanted to meet on both October 23rd and October 25th. Warshaw commented that the City Council meeting will be on October 22nd and perhaps it would be an overload on tho aldermanic members of the Housing Commission. Newman indicated that he did not have a strong opinion one way or another. R. Bush asked about the time frame involved concerning the Housing Commissions' input. Rudd indicated the Housing Commission - Minutes September 13, 1990 Commission's meeting after October 23rd was November 8th and that it would be very tight getting written comments to the CDBG Subcommittee in time for their consideration. Bush made the suggestion that copies of the Housing Commission's minutes be sent to the various organizations submitting housing proposals so that they might be able to tailor their presentations to meet some of the concerns which continuously are asked year after year. Newman commented that he did not think it was necessary since the Housing Commission has already talked to them. J. Ritter asked if the Housing Commission will come up with a needs statement for the Rehabilitation Program. Rudd commented that discussion will take place later this year, since it looks as if the housing proposals will be distributed at the September 27th Housing Commission meeting. Old Business None New Business Evanston Housing Comprehensive Plan - Report re Special Needs Population. Warshaw commented that the report was interesting she asked Povalla if the U.S. Census had missed many units in Evanston. Povalla answered that he has been working closely with the Planning Department concerning the Census difficulties. He indicated that there were discrepancies but that the discrepancies were scattered throughout Evanston and not necessarily concentrated in one area. He also indicated that this did not bode well for the City since the U.S. Census Bureau will not recount or investigate every error. Povalla explained that Evanston had a net increase of births over deaths during the 1980-1988 period, and suggested that there Were at least 500 new units. Rudd stated that the reports are part of an effort to develop the housing comprehensive plan. He stated that Povalla would continue to gather Information and that he expects major policy discussions to begin in November 1990 or at the beginning of 1991. He indicated that staff would be putting together issue statements. Report re Expenditures and Remaining Funds for the Mortgage Corporation. Families In Transition Program and Mayor's Special Housing Fund. Newman reiterated that the Mayor's Special Housing Fund has $500,000 in it, but $206,000 is earmarked for the Families In Transition Program. fie Indicated that the $500,000 will probably not remain in the fund especially since the acute budget situation. Warshaw stated there were a number of unhappy taxpayers and housing and human services programs are being attacked. The number of people who are protesting taxes is growing. She indicated that all programs are being looked closely at, and staffing will be scrutinized since the budget is $2.5 million dollars short. r Housing Commission -- Minutes September 13, 1990 Newman stated that the only way he can see the money earmarked for housing is if it would be used for the Rehabilitation Program. last year, using Mayor's Special Housing Fund money was not popular but times have changed. Rudd commented that the money may be best spent on the Rehabilitation Program because the money can be recycled and used over and over again. Bush stated that we may need to allocate more money for the Housing Corporation. Newman said that some consideration may be given to withdrawal of the Community Development Block Grant application for rehabilitation and utilize the money in the Mayor's Special Housing Fund. The chances of the Rehabilitation Program receiving $250,000 in CD funds is slim. J. Ritter disagreed with Newman's suggestion. She stated that not making an application for rehabilitation funds was one of the reasons why the Rehabilitation program did not get adequate CD funding. Rudd reminded the Housing Commission that most of the operating costs of the program are paid from CD. Rudd stated that traditionally 40% of a community's CD allocation goes towards housing related activities since housing is a major component of the Community Development Block Grant Act. Neuman asked that this item be held for the next meeting when a quorum is present. Bush stated that he agrees with Ritter that the Housing Commission should not pull the application before the process begins. Rudd stated that there is an ample amount of time to determine the best course of action. Rudd stated that the Housing Commission may want to consider rounding out the numbers in the F.I.T. Program, perhaps limiting the number of families or limiting the amount of expenditures. fie stated that there are a number of options. Ritter commented that she is still excited about this program and believes it is a creative idea. She continued that it has been less than a year. Newman said he would like this option to remain on the agenda. He indicated that he would be favorably inclined to reallocate the remaining $200,000 since the program does not have a lot of activity or support. G. Kotas asked if not -far -profit organizations have indicated an interest in participating in the F.I.T. Program. Povalla answered that two of the three possible applications are not -far -profit organizational sponsors. Ordinance Creating and Governing the Evanston Housing Co=ission - Number of Members. Newman asked if the Housing Commission is presently in compliance? Rudd answered that as he reads the ordinance, the Commission is in compliance. He asked that the Commissioners read Section 5-6-2. Rudd stated that the Mayor has until 1992 to have a 9-3 split on the Commission. (The three persons being tenant members.) Warshaw commented that she had illicited an application from a tenant. Newman asked if the two vacancies had to be filled by a tenant. Warshaw commented that the Housing Commission is pitifully short Housing Commission - Minutes September 13, 1990 of minority participation. Rudd commented that the Mayor still has the latitude to make appointments. Warshaw commented that not only should tenants be found but minority tenants should be found. Newman stated that an outreach program may be needed. Rudd interjected that the Plan Commission had a discussion about finding members. Kotas asked Rudd what measures was the Plan Commission going to take to find new merabors. Rudd commented that each person on the Commission will do it differently. He indicated that many of tho members are planners by profession and would utilize their networks. Kotas stated that many communities have specific outreach programs. She suggested that pnrhaps vacancies on Commissions and Boards should be advertized in the newspaper. Newman asked what the Housing Commission wished to do. Rudd commented that "Highlights" may want to publish any openings which may occur. Bush asked if a press release might be a good idea. Warshaw commented that minority tenants are less likely to read the review. Bush also suggested that a notice listing vacancies be sent to all churches in town. Mortgage Credit Certification Program. Rudd commented that the timing of this was such that the ordinance was sent to the City Council on September 10, 1990. Five and one-half million dollars of bonding authority was carried over in late 1987. At first the City was considering a program or proposal that would link Evanston with other municipalities including Schaumburg, Decatur and Aurora. Originally this looked like it would be part of the Housing Corporation. The interest rate would vary between 8.78% and 8.9%. However, because of the time constraint it was decided to go forward with a Mortgage Credit Program administered by the City. Warshaw commented that she hoped that this program may help to stimulate the housing market at the lower end. Kotas asked if an owner sold their house would the mortgage credit be cancelled. Rudd answered that it would but that the City would not be involved. Aurora had been contacted and they do not track the individuals who receive the credit. Warshaw commented that the program supports long-term home ownership. Rudd reiterated that homeowners lose the credit once they move. Ritter asked if the program would take up a lot of staff time. Rudd commented that the City will be paid to do this and that it should take approximately one hour in staff time for each case. Comments Newman asked when the Plan Commission gets done with the Design Review criteria, that it be sent to the Housing Commission for comments. He asked if work had been completed on this. Rudd commented Chat work is progressing and that a subcommittee will meet again this month. He indicated that the Housing Commission may want to have input before the ordinance is actually written. Adjournment The meeting adjourned at 8:40 p.m. Staff: Bill Povalla 71(1/4) DRAFT. NOT APPROVED -4- l . ~ DRAFT. NOT APPROVED Members Present: Members Absent: Staff Present: MINUTES Evanston Housing Commission Thursday, September 27, 1990 Evanston Civic Center Room 2403 - 7:30 P.M. S. Brady, G. Kotas, A. Newman, J. Ritter, M. Wald and R. 'Warshaw R. Bunh, M. Curry, C. Schafer, R. Washington C. Powers and B. Povalla Others Present: Rev. Balser and Rev. Lane Presiding Official A. Newman Declaration of Ouorum The Chairman indicated that a quorum was not present without M. Wold who was at the Unified Budget meeting next door, he indicated that if a motion needed a vote M. Wold would be summoned. Minutes of August 23, 1990 and September 13. 1990. The Chairman held the approval of the minutes until M. Wold could be present. Communications Report of Meeting, with Chief Justice Sullivan. A. Newman stated that the meeting was cancelled. It has been rescheduled for October 17, 1990. G. Kotas asked how many times has this meeting been cancelled. Newman answered that it has been rescheduled three or four times. S. Brady asked when will the Housing Commission be meeting in October. Powers answered that we will be meeting on October 11, 23 and 25th. Brady made the suggestion that the Housing Commission cancel the October 25th meeting and meet after the joint meeting with the Community Development Block Grant Committee. All individuals present stated they were in agreement of meeting only on October• llth and 23rd. Newman skipped to new business because he wanted a quorum present when discussing the reports on expenditures and remaining funds for the Mortgage Corporation, Families In Transition Program and the Mayor's Special Housing Fund. Evanston Housing Comprehensive Plan B. Povalla stated that he would try and have a report on income of Evanston residents for the Housing Commission by next meeting. R. Warshaw commented that the City of Evanston needs to join any suit against the U.S. Census Housing Commission - Minutes 1 September 27, 1990 Bureau, unless we get some satisfactory results from the adjusted figures. Newman asked what would 5,000 more people mean to the City of Evanston. Povalla answered that it would mean more revenue from the federal and state governments. Powers indicated that the Planning Department is responsible for contacts with the Census Bureau and stated that a report on the status of any objections would be made available to the Housing Commission. Duties of the Housing Planner Warshaw asked why is there increased contact concerning landlord/tenant complaints this year over last. Povalla explained that there has been an increase but that it really is variable, he explained that figures for August show a substantial decrease from 214 to 141. fie indicated that the number of calls for the month of September 1990 are also below last year's level. Brady stated that when she read the agenda she thought there would be more information than just landlord/Tenant calls. She stated that she was on the Housing Task Force which advocated hiring a Housing Planner as opposed to a number of other job titles such as Housing Counselor. She said her comments have nothing to do with the Housing Planner personally but she is distressed that the Housing Planner is spending time answering landlord/tenant complaints. She indicated that she supports the landlord/tenant ordinance strongly but does not support a person doing nothing but answering the calls generated by the ordinance. The problem she admitted is that someone has to do it. She requested a list of duties of the Housing Planner. Newman commented that he did not assume that answering landlord/tenant ordinances was the only thing that the Housing Planner does. Powers stated that the Housing Planner has responsibility for a number of different activities. The Housing Planner is responsible for many special projects, acts as staff support to the Housing Commission, is the lead person for the Comprehensive Housing Plan, works with the housing rehabilitation program by completing HUD Reports such as the Housing Assistance Plan and generally assists with projects developed by the Housing Commission. The Housing Comprehensive Plan will be the major focus for the Hosing Planner in the next 12-18 months. Brady corrsnented that she supports the Housing Planner getting involved with all of these activities because someone has to do these things but she does not know if she is comfortable with the idea of the Housing Planner supporting Housing Rehabilitation. Powers reminded the Commission that the Housing Planner is partially paid out of the Community Development Block Grant Program and that therefore the Housing Planner must be working on direct housing delivery activities. ?mvni an commented that Powers has described the position as the housing department's utility person. Be indicated that he would rather have the Housing Planner look at issues such as acquiring tax delinquent properties. Warshaw stated that the planner should be the one person in City Government that pushes for housing initiatives. Brady stated that the Housing Planner's time must be substantially spent working with housing initiatives. -2- r Housing Commission - Minutes September 27, 1990 Powers stated that the Housing Planner will be dealing with housing Initiatives as the Housing Comprehensive Plan continues to be drafted. Warshaw reminded the Commission that someone has to write all of the reports requested by the Commission. Brady asked Powers to explain how employees salaries are funded. She asked how many people in the Rehabilitation Department are staffed by the CDBG Program? Powers explained that for Housing Rehabilitation, 2.7 people are funded by CDBG. These include 1 Cost Contract Specialist, 1 Secretary, and 70% of the Assistant Director's salary. In the Multi -Family Inspection Program, whereby buildings of three or more units in the target area are inspected, CDBG pays for 1.3 people, 1 inspector and 30% of a secretary. She also indicated that the funding split will change with the new CDBG proposals or the 330 program element. She indicated that 50% of the Housing Planners salary will be paid by the CDBG program instead of the 67% now. This change will give the Housing Planner more leaway in general activities. Brady requested that a responsibility chart be developed outlining the Housing Planner's present activities. She stated that the City of Evanston wanted a professional and that in order to hire and keep a professional person we must have activities commensurate with the individual's background. She indicated that there have been many groups who do not have a professional housing staff person who have received funding from new funding sources. We need to set new priorities and examine new funding sources for housing related activities. Newman requested that this be placed on the October llth agenda. Powers stated that she and Bob Rudd would not be at that meeting. Newman then asked that it be placed on the November 8th agenda. Wold entered the roam and a quorum was declared. Newman entertained a motion by Kotas to approve the minutes of August 27, 1990. J. Ritter seconded the motion, all were in favor and the motion carried. Brady made a motion and Warshaw seconded the motion to approve the minutes of September 13, 1990. All were in favor and the motion carried. Report re Expenditures .and Remaining, Fundz for the Mortgage Corporation, E Families In Transition Program and Mayor's Special Hosing, Fund. Newman mentioned that this was on last meetings' agenda. He stated that his concern is that this amounts to a lot of money not earmarked. He wants to try and keep this money in the housing area. Warshaw stated that some of the money from the bond issue must go to housing related activities. Wold stated that this was not necessarily true because these funds were earmarked for - housing by the City Council and could be taken away. Warshaw commented that many of the Evanston banks are talking about expending more money on the Mortgage Corporation and the Housing Commission must be very careful that there is enough money available for a matching contribution from the City. Wold stated that she did not envision the Township money rebated back to the Township. She indicated that she would like to see the available funds go to -3- Housing Commission - Minutes September 27, 1990 ` 1 l the Mortgage Corporation. Wold made a motion that $250,000 of the Mayors' Special Housing Fund be used for tho Mortgage Corporation, contingent on the financial institutions offering their two-thirds contribution. Warshaw seconded the motion, all were in favor and the motion passed. Warshaw requested that Powers go into moro depth on describing the families being helped by the Mortgage Corporation. She wanted to dispel any appearances that those being helped are potential yuppies. She indicated that the memorandum should go to the City Council. Newman indicated that the Families rn Transition Program has had a lack of activity in the last couple of months. J. Belser asked if he could address the Commission. He stated that it was his strong conviction that to allow low income families to be pushed out of Evanston is wrong. He stated that the F.I.T. Program has made a significant but modest impact on helping low income families. He stated that he has resolved to help families in need and then to try to find a sponsor. He stated that that the Minister's Fellowship has boon very supportive of this program. He indicated that the Center for Public Ministry and the Salvation Army has come up with a short-term transitional housing program. He asked if the F.I.T. Program might be a second step to self sufficiency for these families. He indicated that some of the families in greatest need do not fit the definitions of the F.I.T. Program's target family. One family he is working with consists of a mother who is in a drug rehabilitation program and will be getting her children back. He asked is she might be eligible for the program. fie stated that the F.I.T. Program should be given a longer trial period. Rev. Lane stated that the families that have been helped by the F.I.T. Program have benefited greatly. Most of the families have at least one person in school. He digressed by relating a story, he indicated there is s family that should be in this program. This family has almost drained the Ministerial Alliance's treasury. He stated that a drug pusher had offered an 8 year old in this family $500 a week if he went to work for him. He indicated that the F.I.T. Program serves as a deterent for young people getting involved with illegal activities. He said that the black male in this community is becoming an endangered species in some Evanston neighborhoods. Many of the single parent families are living from paycheck to paycheck. He indicated that he hoped that some program night be developed that would help single people in the same way F.I.T. is helping families. He stated that the benevolent secretary handles the F.I.T. Program, and that the church does not receive any of this money. He thanked Povalla for making sure that all of the rent checks ` come on ti.+.e. Brady stated that sometime in the next couple of months, the Housing Commission will begin to look for alternatives to help single individuals and invited Rev. Lane and Rev. Belser to offer their suggestions. Newman -4- �t Housing Commission - Minutes September 27, 1990 indicated, that when it comes to single males, the City of Evanston's grant level for General Assistance is much higher than surrounding communities. [finder the circumstances he was not supportive of beginning a new program unless a need, can be demonstrated. He indicated that the Reverends' comments are appropriate and should also be voiced at the budget hearings. He indicated that he is uncomfortable that there has been no new applications within the last several months. He said the Commission has two options. Option one would be to discontinue the program and take no new applications. Option two would be coming up with a marketing device which would generate new applications. Rev. Belser stated that families with the Salvation Army's short-term transition program would be ideal for this program but it is difficult to demonstrate the fact that the family will become self-sufficient in two years. It is also a problem to find a sponsor. Brady commented that perhaps the Housing Commission could work with the short-term providers and provide a rental subsidy in more of a social service sense. Warshaw expressed her concern of a family faced with no subsidy after two years, if they are not required to show hour they will be self-sufficient. Ritter commented that perhaps two years is a short period of time for a person to pull themselves up. Newman said he would have a hard time with changing the rules mid -stream. Warshaw stated beyond the two year period, it would raise the question about transition ability. Brady asked if staff could put together a snapshot of each of the families and send that with an attachment cosigned by Rev. Belser and Rev. Lane in conjunction with City staff to all churches and now profits on our mailing list. This may generate additional interest in the program. Warshaw stated that perhaps patience would be the best coarse of action. Newman suggested action on the F.I.I. Program should be put on hold, while a marketing strategy in developed. Adjournment The meeting adjourned at 9:05 p.m. Staff: -- Bill Povalla 71(1/5) DRAFT, NOT APPROVED -5- t + DRAFT, NOT APPROVED Members Present: Members Absent: MINUTES Evanston Housing Commission Thursday, October 11, 1990 Evanston Civic Center Room 2403 - 7:30 P.M. S. Brady, R. Bush. G. Kotas, A. Newman and R. Warshaw M. Curry, J. Ritter, C. Schafer. R. Washington and M. Wold Staff Present: S. Janusz and B. Povalla Presiding Official A. Newman and R. Bush Declaration of Quorum S. Brady indicated that a quorum was not present and in the absence of both the Chairman and Vice -Chairman of the Housing Commission that the former Chairman assume the role of presiding official. Minutes of September 27, 1990. R. Bush indicated that a quorum was not present and that no action could be taken on the minutes. Communications Planning & Development Committee Minutes: September 10 and 24. 1990. The Housing Commission received without comment. Planning & Community Development Act Committee Minutes: August 14, 1990. The Housing Commission received without comment. Court Cases R. Warshaw asked when the City receives a judgment on a court case, it is being recorded? S. Janusz answered that judgments were being recorded. Landlord Tenant Report. September 1990. The Housing Commission received without comment. 1990 Census Count B. Povalla went over the memorandum. Brady asked why we received the memorandum from Edna Summers, She did not understand in what context this was made. R. Warshaw surmised that it was directed towards her comment that the Housing Commission should recruit more minority participation. Brady commented that the memorandum should be sent to the Mayors' Office. Warshaw commented that she talked with the individual who had expressed an interest in becoming a Housing Commission member and he had never received an application. Housing Commission - Minutes October 11, 1990 Warshaw passed out two items. One was a copy of legislation that Senator Berman sponsored on quick taking of abandoned buildings. She also passed out literature on the upcoming constitutional item on the ballot and urged that Housing Commission members and staff consider voting yes. Evanston Housing Comvrehensive Plan - Renort re income. Brady stated that the report was meaningless and she had hoped that no more than two minutes had been spent on this because this was dated material which hopefully everyone had seen already. Povalla answered that this was provided as background information and that the contents were acknowledged in the report as being dated. Bush stated there was value in relative terms. Newman asked if the other Commission members felt it was appropriate getting information on a meeting by meeting basis. Brady stated that she likes to receive this information but only if it is based on 1990 Census data or if it will be part of a planning document. Warshaw asked the Housing Commission to indicate their feelings concerning the Housing Corporation. At a recent housing meeting offered by one of the banks, it was mentioned that household income levels should be raised in order to make the Housing Corporation more viable. She indicated that marketing of the program had not been completed although she thought the City had done a good Job marketing the program with realtors. Newman asked why should we raise the income levels. He wanted to know in the by-laws of the Housing Corporation if a program intent was stated. He indicated that the banks have a majority on the Housing Corporation Board. Warshaw stated whatever the split on the board the City's funds are tied to serving low income people. Brady stated that the Housing Commission agrees with Warshaw that income levels should not be increased. Bush said that the Housing Commission should have a plan to market the program. Newman stated that the real estate market is in terrible condition so perhaps the problem is not marketing. Newman questioned why the Housing Commission did not receive the pink sheets with the Community Development Block Grant proposals. Newman stated that he wanted the sheets before the next meeting. He stated that we need a quorum at =` the next meeting and asked Povalla to call the members to remind them of the �= meeting. -2- Housing Commission - Minutes - October 11, 1990 Brady stated that two meetings a month were developed when one meeting was a regular meeting date and the second meeting was a committee of the whole. She indicated she is still in support of this but unless a meeting lasts until 9:00 or 9:30 p.m., it is a waste of time to hold a meeting to talk about communications. She indicated that perhaps the Housing Commission should meet on the fourth Thursday of the month. Brady asked when are the next Housing Commission meetings. Povalla answered Tuesday, October 23, 1990 which will be a joint meeting with the Housing and Community Development Block Grant Committee, November 8, at 8:00 p.m. and December 13th. Brady asked Povalla when had the Housing Commission assigned those dates. Povalla answered those were dates on our regular schedule. Brady indicated that it the Unified Budget meeting is meeting on November 3. 1990, then the Housing Commission meeting on November 8th should not be changed. If the Unified Budget meeting is on Saturday. November 10th. the Housing Commission meeting should be changed to November 15th. Adiournment The meeting adjourned at 8:20 p.m. Staff: Bill Povalla 71(1/4) -3- DRAFT, NOT APPROVED a •� ' ' �` DRAFT, NOT APPROVED Members Present: Members Absent: MINUTES Special Meeting Evanston Housing Commission Tuesday, October 23, 1990 Evanston Civic Center Room 2403 - 9:16 P.H. S. Brady, R. Bush, G. Kotas, A. Newman, J. Ritter R. Warshaw and M. Wold M. Curry, C. Schafer and R. Washington Staff Present: C. powers, S. Janusz, R. Rudd and B. Povalla Presiding Official A. Newman Declaration of Ouorum A. Newman started the meeting at 9:16 p.m. Minutes of September 27 and October 11, 1990. R. Bush made a motion to approve the minutes of September 27 and October 11, 1990. Weld seconded the motion, all were in favor and the motion carried. New Business Indepth Review of Housing Related Community Development Block Grant Proposals. Newman mentioned before the Commission considers the block grant proposals he wanted to give a report on his meeting With Judge Sullivan. He stated that E. Szymanski, R. Rudd and himself met with the Chief Justice. He stated that the Judge was very receptive to making changes. The Judge agreed to change the system of having seven (7) judges in housing court rotating every four months to having three or four judges who would rotate once a year. Newman thought that this would make it more probable that when cases are continued defendants would be more likely to come before the same judge. The Chief Judge also mentioned that he was considering having one housing call on one day for all of the communities in this area. Evanston would have the option of participating. He also agreed to have a housing seminar whereby City of _ Evanston staff would meet with the housing court judges to share problems and concerns associated with an aging housing stock. Newman stated that a follow-up meeting is scheduled for November 5, 1990. Rudd mentioned that Chief Justice Sullivan mentioned that the court is being inundated with _ housing complaints from Niles and Des Plaines. S. Brady commented that she liked the idea of changing the rotation cycle from four months to a year. Newman stated that the housing court idea will be determined by how much time staff can spend in court. He indicated that more than likely all housing cases would be mixed together from various communities. Newman wanted to have a representative from the Corporation Council's office to speak to the Housing Commission regarding this situation and see if they would want to be included In the new housing court plan. ;1 Minutes - Spaclal Meeting -"• Housing Commission October 23, 1990 Newman then explained that the CD staff indicated that they want each of the housing related proposals ranked as a high priority, medium priority or low priority. Home First: Building Acouisltion - Proposal Number 33. R. Warshaw stated that the priority may be high, as a needed service within the cormunity but she felt that the proposal was inadequate. H. Wold agreed, that the goal of this proposal was excellent but the proposal had many flaws. Warshaw stated that she did not want to fund something that was bound to fail. Brady stated that if the proposal was feasible she would be willing to sacrifice some money elsewhere for this group. She stated that she would like to support this but that the financial feasibility of the project is unworkable. She wanted the organization to come up with an operational plan dealing with certain aspects of this proposal. R. Bush stated that money may be available elsewhere. Bush indicated that Township money may be available. He indicated that perhaps the Housing Commission might be able to help the organization without the use of CDBG money. Bush made a motion to give a low priority to this project because of the financial questions the proposal raised. He indicated that the Housing Commission should work with this organization since this is a laudable program. Wold seconded the motion, all were in favor and the motion carried. Minor Repairs and Painting Assistance Program - CFDA/teighbors At Work - Proposal ?lumber 34. Brady indicated that this program should be given a high priority. She felt that the program was going in the right direction but she felt that the program should receive a maximum of $150,000. She stated that this is a terrific $150,000 program. Brady made a motion to give this proposal a high priority within the context of awarding $150,000. Weld seconded the motion. Warshaw stated that she was glad that Neighbors At Work reevaluated the focus of the program. Newman was opposed to the Brady motion as worded. He agreed that the program should be given a high priority rating but setting a limit as to the amount of funds was unfair. He indicated that Neighbors At Work came and talked with the Housing Commission, the Community Development Block Grant Committee and made every effort to document what they have done, and to then advocate cutting their request for funding is not fair. Bush stated that every group which is coming before the CD Committee must be more creative and look for other sources for funding. He indicated that he did not feel that the Housing Commission was being hypercritical. Wold stated that the funding for the training supervisor should be transferred out of the CD budget since -_ the focus of the organizations program has changed. Brady indicated that she was concerned with the amount of money allocated to administrative expenses. She stated that she would rather give money to direct services than to administrative functions. Warshaw indicated that she would like to vote for a full $200,000 but that the amount of requests for CD funds and the amount of funds available indicates that cuts will be made for everyone. Newman -2- Minutes - Special Meeting Housing Commission October 23, 1990 Indicated that he does not like Neighbors At Work soliciting funds elsewhere for training funds because he still believes that training programs are too difficult to manage. He indicated that he does not want to cut their request since Neighbors At Work had made a sincaro effort at addressing concerns which had been raised recently. All were in favor of giving this program a high priority but the vote was 6-1 in favor of suggesting a funding level of $150,000. Newman casting the dissenting vote. Home Security Lock Program - Proposal Number 40. Wold moved that this program be given a high priority. Warshaw seconded the motion. Brady stated that she supported the motion but that more public relations efforts were needed to publicize the program especially with three unit buildings. She indicated this was especially important since the inception of the Burglary Prevention Ordinance. All were in favor of making this a high priority and the motion carried. Vacant Lot Improvement Program - Proposal Number 39. J. Ritter made a motion to give this program a medium priority. Brady seconded the motion, all were in favor and the motion carried. Multi -Family inspection Program - Proposal Number 38. Ritter made a motion to give this program a medium priority. Wold seconded the motion. Warshaw stated that this program had to have a high priority. She stated that as the housing stock continues to age, that deteriorated housing is becoming a real problem. She stated that with the City's budget situation, an extra staff person would not be forthcoming. Wold stated that she agreed with what Warshaw had stated. Newman stated that a high priority rating had to be given for this program. He stated that most people in the community want substandard housing units to be inspected and cited. Brady made a substitute motion to make this a high priority. She indicated that she always thought that this program needed to be in the general fund. However, this is not the year to try to change this because the money is just not there. The acceleration of inspections is most important. Ritter asked if this position was not funded, what percentage of the code inspection department would be affected. C. Powers stated 20%, one of five inspectors. She indicated that the position is imperative to continue the present level of Inspections and to give priority to the C.D. target area. The present staff person does approximately 1,100 initial inspections and 1,700 reinspections per year. G. Kotas indicated her support for Brady's motion, and seconded It. All were in favor of giving this a high priority and the motion carried. Housing Rehabilitation Construction administration - Proposal Number 36 and Housing Rehabilitation and Property Maintenance Administration Proposal Number 37. These proposals were grouped together by consensus. Brady stated that both of these must be rated as being a high priority with the understanding that -3- Minutes - Special Meeting Housing Commission October 23, 1990 sufficient funding of the rehabilitation construction program is forthcoming. She indicated that this must be tied to the number of units which are completed. Warshaw indicated that other commissions do not support cutting their own programs. One of the purposes of the Housing Commission is to advocate for more housing money. Rudd stated that you can not reduce staff. If one person is cut, the Rehabilitation Program will be effectively shut down. Powers stated that even if there was no additional funds given for Rehabilitation Construction, there still are 50 plus units in the pipeline in various stages of completion. Newman stated that last year we received only $50,000 in Rehab Construction money but received the full compliment of administrative money. Bush stated that he was not comfortable tying the administrative and construction activities together, If a staff position is cut, we will never get that person back. Warshaw indicated that she is lobbying in Chicago for a higher percentage of CDBG funds to go for housing related activities. Newman stated that the Housing Commission can not just say keep staff, and not offer any alternative areas where cuts can be made. Brady commented that the Plan Commission is going before the CDBG Committee after the 1990-1991 process Qith a plan which will allocate a percentage of dollars for each program area. She indicated that she would like the Housing Commission to contribute its input. She stated that if $90,000 was eliminated from the housing related projects, housing would still remain at roughly 40% of the total. Wald indicated that housing is a high priority for the Housing Commission and therefore should be high. Brady stated that it would be interesting to receive a communication showing the percentage of CD money going to housing. Warshaw stated that she has the percentages what othor cities give to housing related activities. Bush made a motion to give a high priority ranking to proposals 35, 37 and added Proposal 35 - Housing Rehabilitation Construction. Warshaw seconded the motion, all were in favor and the motion carried. Newman indicated that the memorandum to the Community Development Block Grant Committee should be on the next agenda. Brady indicated that she wanted the Design Review Process to be on the November 8 1990 agenda. Adjournment The meeting adjourned at 10:06 p.m. The next regular meeting of the housing Commission is November 8, 1990 at 8:00 p.m. StAff: %kp %MTIO' Bill Povalla DRAFT. NOT APPROVED 71(1/4) M -4- W- DRAFT.,NOT APPROVED Members Present: Members Absent: Staff Present: Others Present: MINUTES Evanston Housing Commission Thursday, November 8, 1990 Evanston Civic :.-enter Room 2403 - 8:00 P.N. S. Brady, G. Kotas, A. Newman, J. Ritter, R. Warshaw and N. Wold R. Bush, M. Curry, C. Scharer and R. Washington C. Powers, S. Janusz, R. Rudd, S. Lufkin and B. Povalla A. Gitelson and P. Ashbrook Presiding Official A. Newman Declaration of Quorum A. Newman started the meeting at 8:06 p.m. Minutes of October 23, 1990. M. Wold made a motion to approve the minutes of October 23, 1990, R. Warshaw seconded the motion. A. Newman commented that he wants it very clear, that the vote on the Neighbors At Work CDBG proposal, reflects unanimous support for the program as having high priority and that his dissenting vote was based on his supporting funding at the requested level. All were in favor and the motion carried. Evanston Housing Coalition. Newman stated that an emergency came up and that this is why the Evanston Housing Coalition item does not appear on the agenda. He asked if the Housing Commission members would read the letter from the Evanston Housing Coalition, Inc. and look at the photocopy of the trust deed. As the letter from the Evanston Housing Coalition, Inc. stated, the purpose of this discussion was the removal from the mortgage agreement of conditions contained in the "Rider to Mortgage", specifically points number two and three of the rider. Point two specifics that the rent for the first twelve month period following completion of the rehabilitation project will not exceed a monthly rate established at $430.00 for a two bedroom unit and $520 for a three bedroom unit. The Coalition is asking that this be eliminated in order to assure the appropriate cash flow. The Coalition requested between $460 and $480 per month for a two bedroom apartment and between $560 and $590 per month for a three bedroom apartment. Point three specifics that annual rent increases for each dwelling will not exceed five (5%) percent a year. This also is proposed in order to meet financial obligations, including the sale of tax credits. The Evanston Housing Coalition proposed up to a 7% seven percent yearly increase in rental charges. - Minutes - Housing Commission November 8, 1990 S. Brady started the discussion by asking why was this not on the agenda. Kr. Gitelson stated he was appreciative that this item was included in this meeting. He stated that the problem was discovered after the Housing Commission packets were distributed. R. Warshaw asked if a definite answer was needed tonight. fir. Gitelson answered yes and explained that in the process of getting tax credits with the Chicago, Equity Fund, the riders limiting rents and the percentage increune wore noticed. He indicated that the Evanston Housing Coalition must have the 1989 tax credits, which must be negotiated by the end of December. M. Weld asked why the agreements had not been reviewed carefully enough so that this would not be an issue. P. Ashbrook answered that there were so many papers and there were a number of different people handling different things. Gitelson stated that this just fell through the cracks. He stated that in order to assure a cash reserve the Evanston Housing Coalition would have come before the Housing Commission anyway, but it was not expected to be on such short notice. J. Ritter asked what the relationship is between the changes sought and the tax credits. Gitelson answered that in the perspectun, Chicago Equity Fund must be assured of adequate reserves in the bank. The Evanston Housing Coalition was misinformed originally. EHC was under the impression that when the tax credits are sold, the proceeds would be paid in one single payment. Now, EHC understands that the single payment is not correct, and that payments are spread over six years. This makes EHC unable to use the proceeds from the sale of the tax credits to pay off the initial mortgage as quickly. Brady asked to see a revised pro forma, she stated that it was very difficult to vote in favor of something without appropriate. Gitelson stated he could provide a revised pro forma the following day. Brady asked if it would push the timetable back if the Commission discussed this at the December meeting. Newman stated that the changes are not drastic and that it is not really necessary to have a pro forma before voting. He indicated that EHC needs this change and time was a major consideration. Warshaw stated that she has some reservations and that she wants to make sure that the public good is served. Gitelson stated that Chicago Equity Fund did not talk with EHC and force the 7% figure. He indicated that the increases are not dramatic and that two members of the EHC board are accountants and are following the situation closely. Kr. Gitelson indicated that much of the problem is that the former consultant, Hr. Smith, did not come through as he had promised concerning the tax credits. M. Wold commented that perhaps Brady and Warshaw be named as a subcommittee of the Housing Commission and give them approval to do what they think is right. Brady commented that other than the pro forma issue, there are some general issues which come to mind. if the Housing Commission entertains approval, the project will change its focus. EHC did not initially want the entire building to be filled with Section 8 recipients. Some Section 8 Certificates were utilized and now eighteen of twenty-four units are occupied by Section 8 -2- - Minutes - Housing Commission November 8, 1990 residents. If all the units were Section 8, then the rate of rent should be Put at the Section 8 rate for a two (2) bedroom apartment instead of the $480.00 figure. If the Housing Commission and EHC is comfortable at making this a Section 8 project, the subsidy levels will be higher and the reserves will be greater. Gitelson stated that tho goal was to rent to a more economically diverse population but the applications which were received reflected an overwhelming number of Section 8 recipients. He indicated that EHC did everything possible for attracting non Section 8 residents. The idea was to integrate the apartments with a diverse economic population. He Indicated that the reason why EHC did not ask for the HUD rent levels because the rent levels are such that non Section 8 people may not be able to live there. Brady asked if EHC would be locked into the rates they are proposing on the documents signed With Chicago Equity. Gitelson commented that the first real meeting with Chicago Equity was a week earlier and that many of the concerns raised by the Housing Commission are in negotiation. Newman suggested that a vote be taken to approve EHC's request subject to the Housing Commission seeing the prospectus. Warshaw stated that she would like to see the covenants in the agreement with Chicago Equity to make sure that this project is limited to low/mod income residents. She indicated she would be in favor of raising the rent schedules up to the HUD Section 8 scale. Gitelson stated that he would amend his request to raise the rent ceiling to conform with Section 8 requirements. R. Rudd clarified the language so that the rent ceiling would not exceed the Section 8 ceiling. Gitelson stated that the Section 8 rent ceilings are acceptable. Brady wanted to stress that all residents must meet HUD Section 8 income levels. Newman stated that the Housing Commission still wanted to see the pro forma. Warshaw asked if EHC had filed for Class 9 status. Ashbrook answered they had. Wold made the motion that the Evanston Housing Commission allows EHC to raise the rent ceilings not to exceed HUD Section 8 rent guidelines and that all residents be required to meet HUD Section 8 income levels. J. Ritter seconded = the motion, all were in favor and the motion carried. Newman reminded Gitelson and Ashbrook that the Housing Commission would like to see the pro forma. He indicated that this should be placed on the January or February agenda. Gitelson and Ashbrook thanked the Commission. Communications Report of Follow-up Meeting with Chief Justice Sullivan. Newman indicated that a follow-up meeting with Chief Justice Sullivan occurred on November 5, 1990. He indicated that Rudd, E. Szymanski, and himself had attended the meeting. He stated that he thought that the meeting was going to be with just 4 housing court judges, but as it occurred, the meeting was with 15 judges. He stated that some of the judges reacted as if the City was criticizing them. It was decided that a follow-up meeting was needed. Many -3- - Minutes - Housing Commission November 8, 1990 of the judges claimed that they do not continue cases and that the City's attorney generally asks for continuances the City attorney made it clear that continuances are asked for only if a violator has a serious problem. Newman Indicated that the City of Evanston will have answer ready for trial and not ask for continuances. He indicated that after talking with Rudd, the City is ready to do this. Newman indicated that the discussion raised the issue of how the City wants to deal with violators. He stated that he understands that there is a policy that the City is after achieving compliance and not necessarily looking for fines. He indicated that there should be a written policy in what instances does the City want to seek fines. If fines are levied. there must be a policy on how is the City going to deal with them, will the City use foreclosure, or just merely record liens on the property. What should be done about repeat offenders, elderly residents or those persons who are ill' He indicated that he would like a subcommittee to look into these issues. Brady commented that the City's policy has always been geared towards compliance, but a fine will be levied when needed. Rudd commented that if pzople do not have a lot of money to begin with, fining someone $50.00 a day for painting does not make sense. C. Powers stated that most fines are ex-parte. She indicated that a judgment requires that a lien be filed, and this is being done. Brady stated that the subcommittee might be useful to explore the question of when to seek fines or liens. Rudd stated that there is the potential of animosity when the City collects $30,000 from an estate. Newman stated that he has very little sympathy even if the violation is peeling paint. If peeling paint is a problem, the City has the Paint Program and Neighbors At Work has a rehabilitation program as well as the City. A fine is appropriate. Wold asked if the City can relate fines to court costs or label it legal costs instead of using fines as a revenue source. Newman asked if the Evanston Housing Commission was interested in forming a subcommittee. Brady made a motion for the Chairman to authorize a subcommittee to look at the questions of fines, and policies relating to code enforcement legal action. Warshaw seconded the motion. Ritter commented that she is not interested is causing more antagonism between the citizenry and the City. G. rotas asked what the time limit for the subcommittee would be. She stated that as long as the report is not due before January 1, she would volunteer to be a member. Newman stated that he wanted to name R. Bush as well. Brady commented that Newman should also serve as well as have representation from the Legal Department. All were in favor of Brady's motion and the motion carried. Planninx & Development Committee Minutes: October 8 and October 22. 1990. Ritter stated that she was interested in the discussion on electrical cables and the possible changes in the codes dealing with this. Housing & Community Development Act Committee Minutes: September 11, 9, 16. 1990. The Housing Commission received without comment. -4- s~ - minutes - Housing Commission November 8, 1990 Court Cases The Housing Commission received without comment. Landlord/Tenant Report October. 1990 The Housing Commission received without comment. Report on Expenditures on CDBG Funds for Housing Related Activities. Warshaw commented that she had information on the percentage of CDBG funds various large cities allocate for housing related activities. Ritter stated she is in favor of spending and allocating more money towards housing related activities. Brady commented that the memorandum was very interesting and that the memorandum and Warshaw's handout should be distributed to the Housing & Community Development Act Committee. Newman stated that percentage comparisons are misleading and that the true figure is the actual dollar amounts. He indicated that the dollar amounts have remained somewhat stable meaning housing related activities have not kept pace with inflation. Brady stated that the Plan Commission wanted to work with the Housing & Community Development Act Committee to set specific percentages for economic development, housing, neighborhood revitalization and infrastructure projects. Newman commented that he did not feel that asking fora, higher percentage of CD funds to be spent on housing was out of line. He indicated that the Housing Commission should be more like advocates for housing activities. He questioned if the Commission wanted to wait for the Planning Commission to work at percentages. He indicated that perhaps a memorandum should be directly aimed at the Planning & Development Committee. Warshaw disagreed with Newman's idea and indicated that this would not appreciate or be productive. Ritter agreed with Brady's idea and said that the memo and attachment be sent to the Housing and Community Development Act Committee. Newman commented that this also should be sent to City Council, members before CD funding is discussed. Families In Transition Program re Covenant United methodist Church. The Housing Commission received without comment. Old Business Housing Comprehensive Plan. The Housing Commission received without comment. Housing Planner Position. Brady commented that she was unaware that the Housing Planner was involved with the Davis Bacon Wage requirements. She indicated that this is a very time intensive activity. Rudd stated that this is the main justification for the Housing Planner receiving CD ftxids. Brady stated that she found that the memorandum was helpful because thi•1 nuts the focus on what the Housing Planner -5- - Minutes - Housing Commission November 8, 1990 is doing. She indicated that she still felt that the Housing Planner should be doing more planning. She wanted some of the Housing Planner's time to be set aside for challenging the Commission with questions about housing related activities. Newman indicated that the description provided shows that the planner has a lot of responsibilities. New Business Amendment to Evanston Housing. Corporation re Loan Criteria. Warshaw commented that she has talked with a number of people and an outreach program may be very productive. She expressed an interest in trying to reach the people who may not be associated with a realtor. She stated that she was against increasing the income level of potential participants. She indicated that the banks were interested in opening the program to persons who work in Evanston. She indicated that if the program is opened to individuals who work In Evanston, the out -reach program to long-term residents will never occur. Brady stated that she is not ready to tako the step to include workers in Evanston. She said if there were unlimited funds, it would be one thing but there is only a finite amount of money. Ritter asked if we are having problems spending the money. Warshaw answered no. Warshaw again stated that this program would be great as an employee assisted housing program. Brady stated that many in the community would have a problem with employee assisted housing. Warshaw stated that she does not see anything wrong with this as a part of an employee assisted housing program since the City is partially funding the program. Newman mentioned that he would not have a problem Including school employees as well. Vold commented that City money is being spent on the program, unless the school district wants to put money in why should their employees be singled out for eligibility. She questioned why City employees are being singled out. Warshaw stated that the City benefits If employees live in the City. Rudd commented that City employees are now eligible. He stated that the Corporation must lend equally and not pick out certain groups. Newman indicated that employee assisted housing is not being supported and thus should not be included in the brochure which is being printed. 1991-1992 CDRG Housing Proposals. Brady made a motion to send the memorandum as written to the Housing Community Development Act Committee. Warshaw seconded the motion, all were in favor and the motion carried. ' Design Review Comments and Input. Brady stated that she did not know if the Housing Commission could comment on design review except as how it might affect moderately priced housing. She Indicated that she is torn between making sure of continuity of building character versus criteria which may increase the costs. When design criteria -6- - Minutes - Housing Commission rr November B, 1990 Influences cost, this must be recognized and addressed. She indicated that this is an issue the Housing Commission can not ignore. She stated that it is Important that people are not priced out of the housing market. Warshaw indicated similar sentiments. She indicated she was torn between not wanting something that takes away the character of the community but she also does not want to make development overly burdensome. Newman stated that other communities such as Skokie, Schaumburg, and Northbrook have design review ordinances and that these communities are attracting development. Brady wondered how many design review ordinances included residential uses. Newman answered that he didn't know. Warshaw directed the attention of the Housing Commission to a chart in the packet material which outlined which zoning districts are included in various City's ordinances. Rudd commented that the only reason developers continue to look at Northbrook is because of the Techney Development. The perception is that it can have a design review effect on development. The goal is to get input from the Housing Commission and others by next Wednesday night. Newman indicated that he is not sure that design review criteria will negatively impact housing projects. Warshaw commented communities can gat require a great deal of regulation if they are high growth community. Rudd stated that Schaumburg almost always uses planned developments and thus there is no diversity of architecture and therefore design criteria are not an issue. Newman indicated that it is important for neighbors of a proposed building to know that certain aestics standards are to be met. It is preferable to having a building built and neighbors coming after the fact and having no recourse. Brady stated that perhaps the message should be sent that the Housing Commission is interested in being involved but has no position for or against design review, but has concerns if the process will be a barrier to development in general and in particular toward affordable housing. Newman commented that the statement is a negative one. He indicated that a message should be sent that the Housing Commission wants the process to go forward as long as the design criteria does not serve as a barrier to development. He indicated that he would like the Housing Commission to be supportive of a design review ordinance. Vold commented that there will not be a pro or anti design review sentiment on the Housing Commission at this point in time. Newman stated that the Housing Commission does not have all of the information. Rudd commented that more information can be gotten from the Plan Commission. Newman suggested that staff look at other communities and see what effects on developing a design criteria ordinance has had. Rudd commented that it is hard to document what the effects have been. How do you measure if someone was discouraged from building in a particular community. Brady commented that perhaps we should -7- - Minutes - Housing Commission November 8, 1990 applaud the Plan Commission for their efforts and that the Housing Commission supports and encourages their efforts at developing a design review criteria. She indicated that it should be made clear that the Housing Commission encourages the Plan Commission to study the effects of design review criteria on affordable housing and to keep the Housing Commission informed on their deliberations. Wold indicated a motion was not needed because this was a consensus of opinion. City of Evanston's Residential Anti -Displacement Policy and Relocation Assistance Plan for the 1991-1992 CDBG ProKram Year. Ritter asked if we really displace people. Warshaw stated that we avoid displacing people at all costs. "Powers stated that if we find a circumstance where displacement might occur, such displacement would not fall under federally funded projects. The HUD paid inspector making condemnation decisions would not necessarily trigger this but he is not used where a case may lead to any type of condemnation. Warshaw commented that if a city receives CDBG funds an anti -displacement policy and relocation assistance plan must be written. Ritter moved for approval, Warshaw seconded the motion, all were in favor and the motion carried. Housing Commission 1991 Meetinx Schedule. Brady commented that the Housing Commission should have their regular scheduled meetings on the fourth Thursday of the month. Special meetings and subcommittee meetings would be held when needed on the second Thursday of the month. In November and December, the regular meeting will be the 2nd Thursday. Wold seconded Brady's motion and commented that if any other month required a switch because of a holiday, that staff had the authority to make the switch. Brady asked indicated that a schedule be provided as a communication at the next meeting. Wold asked when the next meeting would be. Povalla answered December 13, - 1990. Adjournment The meeting adjourned at 10:00 p.m. The next regular meeting of the Housing Commission is December 13, 1990 . Staff: Bill Povalla DRAFT. NOT APPROVED 71(1/8) -8- DRAFT. NOT APPROVED Members Present: Members Absent: Staff Present: Others Present: MINUTES Evanston Housing Commission Thursday, December 13, 1990 Evanston Civic Center Room 2403 - 7:30 P.K. S. Brady, G. Rotas, A. Newman, J. Ritter, R. Warshaw and M. Wold R. Bush, C. Schafer and R. Washington C. Powers, S. Janusz and B. Povalla Rev. Belser, Rev. Richardson and S. Shaman Presiding Official A. Newman Declaration of Quorum A. Newman started the meeting at 7:40 p.m. Minutes of November 8. 1990. M. Wald made a motion to approve the minutes of November 8, 1990. R. Warshaw requested that on page 7, second paragraph that it should read Warshaw commented that communities can require a great deal of regulation if they are a high growth community. She also wanted clarification on page 8 under "City of Evanston's Residential Anti -Displacement Policy and Relocation Assistance Plan for the 1991-1992 CDBG Program Year" that the City of Evanston avoids using federal funds to displace people. Warshaw seconded Wold's motion with the understanding that these changes be made. All were in favor and the motion carried. Communications Planning & Development Committee Minutes: November 5 and 19, 1990. The Evanston Housing Commission received without comment. Housing 6 Community Development Act Committee Minutes: October 23 and 30. 1990. The Evanston Housing Commission received without comment. Housing Commission Meeting Schedule for 1991. The Evanston Housing Commission received without comment. Letter from Housing Options for the Mentally-I11 in Evanston. S. Brady commented that she appreciates the work that Housing Options for the Mentally-I11 in Evanston (HOME) did in providing additional information. The new information helped her to understand that the organization was growing and learning. However, she was concerned however, that the figures provided Were Housing Commission - minutes December 13, 1990 meaningless unless a particular project was in the planning stage. It is important that an actual site is being considered. Newman asked if it is appropriate to have staff meet with them without a specific site in mind. C. Powers indicated that they probably wish to have assistance from the Housing Commission. Brady stated that it may be appropriate for Brady and Warshaw to meet with this group on the 2nd Thursday of the month. Warshaw stated that a quorum for these meetings would not be necessary but invited all Housing Commission members to attend. Reprint of Nation's Cities WaeklY - The 1990 Urban Enrichment Awards. Brady asked who wrote the application for this award. Bill Povalla answered that he wrote the application and Brady extended congratulations. J. Ritter said that perhaps the publicity would help generate interest in the program. Wold commented that Evanston Township should also be congratulated and thanked them for their part in the development of the program. Court Cases Newman asked if a meeting had been set for the subcommittee to talk about court procedures on Property Maintenance cases. It was determined that the subcommittee would meet at 6:30 p.m. before the regularly scheduled Housing Commission meeting on January 24, 1991. Landlord/Tenant Report - November 1990. The Housing Commission received without comment. Resixnation Letter Brady asked if absent members could be reminded once again to attend Housing Commission meetings. A Newman agreed to make a phone call to the people who are not present. G. Kotas stated that a few meetings ago the Housing Commission talked about finding replacements for those members who have resigned. Newman stated that a letter should be sent to housing organizations, letting__ them know that there are vacancies. Powers stated that the Commission needs tenant members. Brady stated that a commission of nine members is probably appropriate but she understands the reasoning behind having eleven members. Warshaw stated that we need more tenant and minority representation. Brady suggested that this be made an agenda item. Newman stated a public service =- annosncamen_ should be done on the cable network, in the Evanston Review and In Highlights. Warshaw commented that the review is read largely by the groups who are already represented on the board. She thought a letter to all black churches should be sent as well as a public service announcement in the Evanston Review. Newman stated that a special announcement should be sent to the various housing organizations such as EHC, Neighbors At Work and ECDC. Old Business None -2- Housing Commission - Minutes December 13, 1990 Hew Business Families In Transition Program: Tabernacle Baptist Church. Warshaw made a motion to approve the Families In Transition application for Tabernacle Baptist Church. Wold seconded the motion. Rev. Richardson stated that this is an interesting program which will benefit this family greatly. Wold asked If an apartment had been located? Rev. Richardson stated that the client had made inquiries about several apartments. Wold stated that Rev. Richardson should also contact the landlords and explain the program. Wold asked if the church was willing and able to help this family financially. Rev. Richardson answered yes, that his church helps many needy families and special collections have been made in the past for needy families. Brady stated that by signing the application, the church's board is making a commitment, to help this family for two years. Rev. Richardson stated that the church will do whatever it takes, he continued that he knows what it means to be without. Brady stated it was nice to have a new sponsor and a new family. All were in favor of the original motion and the motion carried. Families In Transition Program: Covenant United Methodist Church. Newman asked if anyone was present to represent Covenant United Methodist Church. Susan Shaman introduced herself and stated that she represents the Salvation Army Transitional Housing Program which this family is now utilizing. Brady mentioned that the family's name was in the proposal and this should never happen again. She stated that she was pleased with the outreach effort by the church at getting a family from the community and not necessarily from their church. Kotas asked what kind of work is the head of household doing. Shaman answered she is a filing clerk but will graduate to the switchboard shortly when she begins to work full-time. Brady commented that since the program is only for a twenty-four month period, it may be harmful if the family is not able to transition. She asked Shaman if she thought this family could transition. Shaman answered that this family has more than an even chance of transitioning after two years. This family has a lot of support systems. The family received help from the Salvation Army for six months and have shown their ability to manage many new situations. Wold asked if the boys are in school now? Shaman answered they are in school. Brady asked if they have an apartment in mind? Shaman stated no. not at this time, but that the family can stay at the Salvation Army facility until this application is approved. J.-Belser commented that one of the members on Covenant's committee has been active with Habitat for humanity and has dealt with some of the concerns in a cross cultural, and cross racial situation. Balser stated that Amelia Lopez of Youth Advocacy has also been working very hard with this family. Newman asked if the Housing Commission had determined how the transition has occurred or will occur. Warshaw stated that this person is going from part-time employment to full-time employment. Brady commented that this will be a very different level of transition from other families the program is helping. This family is starting from a homeless . -3- Housing Commission - Minutes December 13, 1990 situation and has progressed to full-time employment. Balser commented that the head of household has a tremendous amount of motivation. Wold asked if there was a history of mental illness with this family? Shaman answered that to her knowledge, no. Wold bade a motion to approve the application from Covenant United Methodist Church for the Families In Transition Program. Brady seconded the motion, all were in favor and the motion carried. Newman otated he would like to know what happens to these families since the Housing Commission has some responsibility. B. Povalla answered that redetorminations are done on a six month basis. Brady asked if a report could be made when each family is reviewed at the end of one year. Evanston Housing Corporation re City's Contribution of Funds. Brady stated that she believes that since the Families In Transition Program won $1,000, that it would be appropriate to discuss which organization the money should be given. Warshaw stated that the money had to go to a not -for -profit organization and therefore the money was given to the Evanston Housing Corporation. Brady stated that she would have preferred to give this money to a different organization. She continued that it may be too late but she wanted to know if the gift was irretrievable. Since it seems that it is, Brady made a motion that $249,000 plus investment interest be contributed to the refinancing of the Evanston Housing Corporation. The motion was seconded by Wold. Wald stated that the $1,000 may make the difference on some of the programs dealing with the homeless and thus the $1,000 should be held. cold made a new motion that the Evanston Housing Commission concurs with the recommendation to fund the program but hold $1,000 for another organization. Brady seconded the motion and stated that this is an exciting program and that the financial institutions should be commended for their commitment to the program. All were in favor of the motion and the motion carried. Election of Housing Commission Officers. Newman asked if this could be deferred. He stated he would not run for the chairmanship because he is a candidate for the First Ward aldermante post. He asked that this be bald over until January. Hearing no objections he moved for adjournment. Comments Warshaw commented that she is on Pat Quinn's Transition Team and that he is doing some very exciting things with linked deposits. She stated she would keep the Housing Commission informed. Adiournment The meeting adjourned at 8:31 p.m. The next regular meeting of the Housing Commission is January 13, 1991. Staff: <7 J:.1. Bill Povalla 71(1/4) -4- DRAFT. NOT APPROVED f �45 DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, February 13, 1990 Room 2403 - 7:45 P.M. Evanston Civic Center &MEMBERS PRESENT: Aldermen Juliar, Morton, Rainey, and Drummer; Jane Colleton, Dexter Bailey, Jim Currie MEMBERS ABSENT: Samuel Favors STAFF PRESENT: Halford, Lufkin, Modaber, Powers, Yonker OTHERS PRESENT: Pamela Walker, Belinda Irby (Evanston Community Development Corporation) PRESIDING OFFICIAL: Alderman Juliar, Chair CALL TO ORDER: The meeting was called to order at 8:00 P.M., a quorum being present. i. MINUTES OF DECEMBER 19, 1989 MEETING Aid. Rainey asked that the minutes reflect that Alderman ❑rummer had made an extensive effort to promote and to expedite the Davis Street paving project. Aid. Rainey made a motion to approve the December 19 minutes; motion was seconded by Dexter Bailey. Motion carried 7-0. Alderman Juliar requested that the Agenda be reorganized in order to discuss several ECDC-related items first so that the staff of ECDC could leave to reach other previously scheduled commitments. IV. ESTABLISHING AN ECDC SUBCOMMITTEE Aid. Juliar named the three members of the. CD Committee that he would like to serve on the ECDC subcommittee. He proposed the subcommittee consist of Aid. Drummer, as Chair. and Jane Colleton and Dexter Bailey as members. Aid. Juliar added that he would like a report prepared by the subcommittee by June 30, 1990 in order for the full CD Committee to consider the report prior to budget discussions in the fall. Aid. ,Morton indicated that she vrould 1:'.:e them, to have lattitude in dealing with ECDC but stressed the importance of regular reports to the full Committee. Alderman Juliar added that it was important for the Subcommittee to understand that the group's main purpose is to gain an understanding of ECDC's mission in the community, how it is now defined and perhaps how it should be redefined. He said that the findings of the Subcommittee would give the full Committee and the City Council a better understanding of what the City's support for ECDC should be. Aid. Rainey commented that the subcommittee should consist of four members and not three (excluding herself from subcommittee membership.) She felt that although Aid. Drummer was an ideal choice as a chair person of the Subcommittee, she thought that it was unfair to expect him to serve because he was already serving on many other committees. Housing and Community Development Act Committee Ntinutes - February 13. 1990 Page Two She added that she was concerned that his many talents would be spread too thin and as a result his leadership might not be as effective as it has been in the past; because of the importance of this subcommittee, It might be better to have someone serve that had more available time. Aid. Juliar agreed with many of Alderman Rainey's points but reiterated that Alderman Drummer's background was ideally suited to the task. He added that he personally could not chair the Subr.ommlttee and that left three possibilities (Aid. Morton, Aid. Rainey and Aid. Drummer), lie felt that two of the Aldermen were probably on different extremes in their opinion of ECDC and that Aid. Drummer would probably be the best person to chair. Aid. ,Morton commented that it was apparent that many Aldermen had concerns about ECDC. She felt that it was imperative for the Subcommittee to go back to the full Council and gather their opinions and their concerns in order that they might be completely, adequately and finally addressed by ECDC. Aid. Juliar responded that he would have a memo sent to all Aldermen asking that they respond with their concerns about ECDC. Dexter Bailey commented on the memo regarding the Subcommittee and asked whether or not the disposition of the 1817 Church Street building would be the main mandate of the Subcommittee. He added that it was his understanding that this would not be the case. Aid. Juliar responded that the building was just one charge to the subcommittee but that it was an integral part of ECDC. He added that the eventual responsibilities for determining the building's disposition would of course rest with the Committee and finally the full Council. Aid. lttorton commented on the memo discussing the potential topics that the Subcommittee would be investigating and paid particular attention to topic number three which discussed the review of ECDC loans. Aid. Morton commented that she liked the fact the loans were not to be reviewed in an oversight capacity but to develop a working knowledge of ECDC's loan portfolio and general issues related to the loan recipients. She added that she would like to see this philosophy apply to all the topics. Aid. Rainey commented that it was her understanding that the main function of the subcommittee was to be responsible for determining the eventual survival of ECDC, She added that during the last grant proposal cycle it was her observation that with one additional slip-up, ECDC could have been "dead meat". She stressed that it was the subcommittee and the entire C❑ Committee's responsibility to mare the City Council aware of ECDC's benefits or to help it turn in another direction or to simply remove all Citv sijpport for the agent!. Aid. Morton questioned whether Pamela Walker had an opportunity for input into the establishment of the subcommittee. Chris Yonker responded that both he and Tony Halford had met with Pamela Walker on January 18, 1990 for her input on the potential topics for the Subcommittee. Pam Walker felt that prior to delving into any of the subjects that were listed on the memo, the Subcommittee's first priority should be to focus on the City Council's or the Committee's concerns about ECDC, Aid. Juliar reiterated that the most important part of the Subcommittee's operation would be to gain an understanding of ECDC's mission. From that point the subcommittee would then review or make a cost --benefit analysis of ECDC's mission and determine whether or not City support was warranted. r Housing and Community Development Act Committee Minutes - February 13, 1990 Page Three Aid. Drummer asked which staff person would be responsible for serving on the Subcommittee. Chris Yonker responded that it would be himself and Tony Halford. Aid. ,Dorton questioned whether Pam Walker received minutes of the CD Committee. Chris Yonker responded that ECDC received the entire packet each month. Aid Morton added that she wanted to stress that the CD Committee was not looking at the elimination of ECDC but that it was assuming that ECDC will always be a CD -funded agency. Aid. Juliar disagreed with Alderman Morton, adding that the CD Committee must annually evaluate all agencies. He added that while it was a tough decision to cease supporting an operation that had been funded for many years it was one that the Committee must be prepared to make. Aid. Drummer added that the Subcommittee must help prepare the entire CD Committee to make an eventual determination regarding support. Aid. Rainey commented that it was her belief that a similar subcommittee was necessary for Evanston Neighbors at Work. Aid. Drummer agreed and added that he was not satisfied with the program's progress especially considering the amount of money that had been historically allocated. Aid. Juliar added that he would bring that matter back before the Committee at a future meeting. Aid. Morton commented that it was her understanding that there had never been as much discussion or dialogue on Neighbors at Work has there had been on ECDC and as a result the entire Committee might be a little less knowledgeable about Neighbors at Work than about ECDC. As a result she felt that it may be premature to form a subcommittee on ENAW until the full Committee was more acquainted with its operation. AId. Juliar agreed that Evanston Neighbors at Work was not evaluated to the extent that ECDC was but added that since both ECDC and Neighbors at Work were two agencies that received the bulk of CD money they needed to be scrutinized. Aid. Drummer felt that it was important to remember that ECDC programming was much more multifaceted than Neighbors at Work and these were two entirely different entities. AId. Rainey agreed and added that Neighbors at Work was never meant to be a youth rehabilitation program but was a housing rehabilitation program and that the youth that were being selected for the program were not appropriate for Neighbors at Work's focus. Instead of choosing struggling kids for a once -in -a -life time opportunity, ENAW had a tendency to choose people such as those that were recently released from jail resulting in a much higher rate of failure. With no further discussion, Aid. Morton moved to approve the establishment of the ECDC subcommittee and was seconded by Jane Colleton. The motion was approved 7-0. V. USE OF UNSPENT ROOF REPAID FUNDS FOP. FACADE REHAB AT 1817 CHURCH STREET BUILDING Aid. Rainey moved to approve the use of the funds for the 1817 Church Street building and was seconded by Aid. Drummer. Aid. Vorton questioned whether the $16,000 would reduce the overall Capital Improvement Plan expenditure anticipated for the building. Chris Yonker responded that the 516,000 would be primarily for the major non -cosmetic structural work and would reduce the overall need for funds from the Capital Improvement Plan. Aid. Drummer added that based on the City Manager's comments the most likely source of funding for the 1817 building would be CD dollars. Housing; and Community Development Act Committee F.tinutes - February 13, 1990 Page Four VI. He added that he considered the $ 16,000 a great repairs now. Aid. Painey agreed that they were very left over from the roof project and reiterated tha t Pam Walker interjected that the roof was still leaking. Discussion followed briefly upon the location of the leak and whether it was attributable to the new roof work. Pam Walker clarified that the leak in question was not related to the new roof but was related to a separate flat roof that had been repaired several years ago. Aid. Rainey said that considering the substantial investment to the building; made thus far, the Committee should take care of the newly discovered leak. Chris Yonker responded that he would have someone check the leak out. Aid. Rainey asked for a report to the Committee regarding the leaking roof section and whether or not the section that was repaired was satisfactory. Aid. Rainey suggested that a portion of the $16,000 be used for the repair of the leak, if it is not covered under the contractor's warranty and added that she would like to see some cost detailing on the proposed facade work prior to implementing the project. Chris Yonker responded that a r^port would be forthcoming. The motion to spend the $16,336 balance from the roof project on the 1817 Church Street facade was approved 7-0. APPOINTMENT OF CD COMMITTEE MEMBER TO THE ECDC COMMERCIAL LOAN REVIEW COMMITTEE Aid. Juliar discussed the regarding placement of a c the ECDC Loan Review Cc indicated that there was n Sam Favors sit on the Low of appointing Sam Favors 1 should be made available t interested in the position. be interested in serving on mind serving on the Loan R Favors was ;nterested. Al Favors or Jim Currie on t Morton. Motion passed 7-0. memos from CD staff and the City's Legal Counsel :Itizen representative member of the CD Committee on immittee. He added that since Corporation Counsel had o conflict of interest he would like to recommend that i Review Committee. Jane Colleton asked that instead he opportunity to serve on the Loan Review Committee o everyone eligible. She added that she herself was not Aid. Juliar responded by asking Jim Currie if he would the Committee. Jim Currie responded that he would not eview Committee but would defer to Sam Favors if Sam d. Drummer moved approval of placing either Samuel he Loan Review Committee and was seconded by Aid. VII. STATUS OF ECDC HOUSING REHAB LOAN PORTFOLIO TRANSFER TO THE CITY Chris Yonker stated that there was a disagreement between the City and ECDC regarding the transfer of the Loan Portfolio. This resulted in the delay that had been experienced to date. The Department of Housing Rehabilitation and Property Maintenance had agreed to accept all but five cases from ECDC (agreeing to accept the 5 delinquent cases when they were brought current). ECDC had requested that the portfolio be transferred in its entirety. Chris Yonker added that according to the City Corporation Counsel, there really was no limitation on how the City could structure the transfer per the Purchase of Service Agreement. Housing and Community Development Act Committee Minutes - February 13, 1990 Page Five According to that Agreement, the City could demand the transfer of the portfolio within a 30-day period. He added that ECDC was still In the process of trying to straighten out several cases and that two had recently reached agreements with ECDC. He added that there was a particularly troublesome case 021) which was in litigation. Aid. Juliar commented that it was his belief that any legal expenses incurred by the City in taking over the portfolio should be taken out of the program income ECDC will receive from these loans. He questioned Pam Walker about the extent of anticipated legal expenses. Pam M!'alker responded that it was her understanding that the legal expenses could be substantial and added that ECDC was reluctant to settle the case currently in litigation. This was because ECDC did not want to reach a settlement and then transfer the portfolio over to the City only to have the City disagree with the terms. Aid. Morton stated she felt that the City should take the entire portfolio. Aid. Juliar asked Catherine Powers to comment upon possible expenses involved in taking over the portfolio. his. Powers stated that she would like to see some of the income help off -set expenses in addition to what would be used for normal legal costs. Aid. Rainey requested additional detail concerning the nature of the case in litigation. At this point Aid. Juliar requested that the Committee adjourn into executive session in order to discuss the case of pending litigation. ]Motion was made and seconded to adjourn into executive .session to discuss pending litigation. Motion passed 7-0. Following the executive section, Aid. Rainey made a motion that the City take the entire portfolio, but that the City temporarily retain program income until the end of the year. At that point, the decision could be reevaluated in order to make sure enough money was on hand to cover legal expenses. Dexter Bailey clarified that the money should be set aside now in order to anticipate any legal costs and that the balance would be available for ECDC's economic development program. Aid. Drummer ouestioned how this decision would affect ECDC's programming for the coming year. Chris Yonk-er responded that ECDC would still be able to operate on and use program income which would begin accruing during the upcoming program year (1990-91) and that the program income that has already accrued (income from 1999-90) will be transferred with the portfolio and will be set aside to take care of _ any legal cr+sts. Aid. 3+r!iar agrees', sta;irg ,hat the Comitkittee would nave to assume that there would be some legal fees and that the source of those legal fees must be the program income. Ald. Rainey stressed that it was important for the City to have control of the income now and reduce the income by the cost of the legal fees; only at the time all legal fees have been determined would a balance be set aside for ECDC. �_ She added that she did not know at what point and time this could actually be accomplished. Pam Walker requested clarification on what program income will be set aside for ECDC programming and what program income would be retained by the City to offset any legal fees. Chris Yonker stated that ECDC still had 1937-88 and 1988-89 program income which would be going into their revolving loan fund which could be used for next year's programming. He added that it could be drawn down at _ any time by ECDC. Housing and Community Development Act Committee Minutes - February 13, 1990 Page Six He added that future program Income would accrue in ECDC's name but be held by the City to cover the City's legal expenses. Aid. Rainey stressed that it was important that ECDC not receive any additional program Income outside of the 1987-88 and 1988-89 income already on hand until all legal fees have been paid and all legal issues resolved. Aid. Juliar added that the decision to transfer the portfolio had been made years ago in order to help ECDC devote all of their time to Economic Development and In turn any program income accumulating would be retained for ECDC to fund their revolving loan program. Aid. Rainey asked to hear from Catherine Powers. his. Powers responded that her major concern was with the case that was in litigation. She added that the cases that were currently delinquent and the case in litigation would require additional staff time and expenses and that these could run anywhere from $30,000 to $50,000 depending on the variables involved and that it was difficult to make any type of projection. She said that her department did not normally deal with litigated cases and therefore did not know what her Department 's role would be. She added that she probably would need some clarification on whether ECDC, the CD Department or the Housing Rehabilitation and Property maintenance Department would be a party in a court action. She conceded that from her perspective the entire scenario was rather frightening. She added that her department had seen and dealt with delinquencies before. Aid. Drummer questioned whether it was worthwhile for the City to pursue the case in litigation and commented he felt it might be best for ECDC to keep the case in litigation and resolve it and then have that one transfered. Aid. Juliar responded that he felt it wise to retain program income for litigation fees. Aid. Rainey responded that were ECDC to retain and service the portfolio they would be responsible for paying all litigation and legal fees out of their program income. She added that in this case the City would be doing all the work but would only be accessing program income to pay the legal fees that ECDC would have had to pay anyway. She added that it was a great deal for ECDC. Chris Yonker added that this would allow ECDC to concentrate on other activities besides maintenance of the Rehab portfolio. Ald. Juliar allowed that adding thirty loans for the City to service would not require the addition of any personnel but ECDC had to have at least one staff person responsible for the maintenance of the rehab loan portfolio, in addition to their regular responsibilities. Aid. Drummer added that the thirty-three cases (33) were a small portion of what the City would have 10 service overall and that while initial costs of inputting the cases into the system may be high the overall maintenance of them would be low. He asked Catherine Powers approximately how many cases the department was presently serving. M5. Powers responded that her department presently serviced between 250-300 loans. Aid. Rainey commented that the addition of the ECDC portfolio would constitute a ten percent increase in their work load. She therefore withdrew her motion. Aid. Rainey made a new motion that the City take all the cases but case 1121 (the case in litigation) and collect all the program income beginning March 1, 1989 in order to pay for any legal costs. Aid. Drummer commented that he felt it was inappropriate to cut ECDC out of the income picture since it was ECDC's work that resulted in program income, Housing and Community Development Act Committee Minutes - February 13, 1990 Page Seven Aid. Rainey commented that the money to actually implement ECDC's Housing Rehab program came from CD dollars in the first place. She added that the City needed an alternative to giving all the income to ECDC upfront and that It would be wise to retain program income. Aid. Juliar added that in addition to setting aside funds from the program for the pending litigation it would also be wise to set aside additional dollars for unknown costs as well. Catherine Powers added that there were other quasi - legal costs associated with the cases in question as well, including filing and transfer of titles, all of which should be considered as legal costs payable out of the income. Jane Colleton summarized that the money frorn program income would be going back to ECDC for facades and loan and that new program income would be set aside for legal fees. However she expressed concerns that ECDC seemed unfamiliar or uncertain about how much money they actually had in their loan fund overall and thought it appropriate that the City at least estimate the cost of legal fees in order to be sure that funds would not be expended prior to the legal fees being incurred. (At this point the staff of ECDC excused themselves from the meeting.) Aid. Rainey requested to see a statement which will tell her exactly how much money ECDC had left in their revolving loan program. Aid. Morton clarified that the motion as it was presented by Aid. Rainey was for the Citv to take over all the cases but the rase in litigation and that the City was to take out ail legal expenses from 1989-90 and all new (1990-91) program income. The motion was seconded by Aid. Drummer and passed 7-0. At this point in time. Aid. Juliar returned to agenda item # II. IL COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of ❑ecember 14, 1989 and January I I and 25, 1990. The Housing Commission Minutes were accepted into the record by Aid. Jullar. B. Spreadsheet of Final City Council Fiscal Year 90/91 CDBG Appropriations. Aid. Jullar discussed the Housing Rehabilitation allocation noting that an extra $21,855 had been allocated by HUD and approved for the rehab program by the City Council. The spreadsheet was accepted into the record. C. Notice of Application Deadline for Governor's Hometown Award Competition Aid. Juliar questioned where the memo regarding Home Town Awards had been circulated. Chris Yonker responded that it was included in all complete packets and was also sent to Highlights. City Clerk, Mayor and Aldermen and the Evanston Review. Ald. Rainey questioned whether any of the ongoing park programs could be entered into the competition. Nicki Modaber clarified that only projects completed in 1999 were eligible. Chris Yonker added that the judges of the Governor's Hometown :award Program also strongly factored in the "newness" of a project. For example, he indicated that although the Friends of the Park playground program was running extremely well, similar programs had won awards in the past. This made it more unlikely that this program would also be an award winner. The memorandum was accepted into the record. Housing; and Community Development Act Committee Minutes - February 13, 1990 Page Eight D. CDBG Quarterly Report for the Third Quarter (September -November 1989) Aid. Juliar commented that the quarterly report was already submitted to the City Council during the budget hearing for their consideration. Aid. Morton questioned whether "completion" indicated a project was finished for a program year or permanently. Chris Yonker responded that "completed" generally meant either a project was finished for the year (if it was an ongoing project like curbs) or permanently (if it was a one-time capital project like a roof replacement.) Aid. Rainey asked whether Earn and Learn's quarterly report had ever been submitted. Sally Lufkin responded that it had not. Ald. Rainey requested that it be included in transmittals at the next Committee meeting. The report was accepted into the record. 11I. REVIEW OF AND RECOMMENDATION TO CITY COUNCIL ON THE PROPOSED 1990-91 CDBG AFFIRMATIVE ACTION PLAN Chris Yonker outlined the affirmative action plan for the CD Committee. He indicated there were two focuses of the affirmative action plan. The first dealt with the Citys' own hiring and affirmative action policies. The second part dealt with outside agencies that received City subcontracts. The City requires that these agencies submit approved affirmative action plans. Chris Yonker also noted that when the City contracts for goods and services the report distinguishes between services and construction. He added that these formerly were lumped together but now were split up in order to give a more accurate picture of contracting opportunities in Evanston. He added that last year the City had a goal of 28.8� minority contractor participation in construction. He noted that the City ended up with a total of ten percent (10%) minority participation in construction projects but that the overall dollar amount had increased over the previous year. He added that r it was often difficult to reach the 28.8clvu goal because many of the Citys' potential outside contracting opportunities are left to the discretion of homeowners and business persons (rental rehab and facade programs). He went on to say that it was often difficult for qualified minority contractors to bid on large construction contracts especially in cases where projects for capital improvements are often grouped together to achieve an overall cost saving. Aid. kiorton questioned whether any type of data was kept on the minority firms which were actually employed by the City and indicated that it might be necessary to also keep a list of minority firms who expressed interest in projects but later declined to bid. Chris Yonker indicated that lists usually were kept of which minority firms had actually bid on projects and that these were maintained by Kevin _ Fair in the Purchasing Office. He added that in some cases, such as Housing =- Rehabilitation, the City normally gives the homeowners a list of possibile contractors they can employ. Catherine Powers clarified that the list does indicate whether the firm is minority owned but added that the City could not endorse one contractor over another. Housing and Community Development Act Committee 61inutes - February 13. 1990 Page Nine Aid. Drummer expressed his concern that the City did not have an MBE plan. He added that the existence of an MBE plan similar to the one in the Research Park would increase opportunities for minorities to bid on City projects as well as projects with Northwestern University. He added that the CD program would be a good source of funding for the M.131: project. At this point Aid. Drummer motioned to approve the affirmative action plan. The motion was seconded by Alderman Morton. Jane Colleton questioned whether the City could do more than just provide lists of eligible contractors. Chris Yonker responded that the City had to be careful about using any type of a quota system especially one that would recommend a specific contractor because there was always the potential for liability. He added that the City does not now give additional points to minority firms when they are bidding on particular projects (a differential) but he indicated that this could be a policy decision by the City. He added that the City would continue to do minority set -asides where possible. Aid. Rainey commented that in addition to liability there was also the question of conflict of interest if the City was to recommend any particular contractor. Catherine Powers added that by allowing homeowners to choose their own contractors it made them happier and more involved with their house's rehabilitation. She added that that since allowing homeowners to choose their own contractors the numbers of minority firms utilized had not changed. his. Powers added that in some cases minority firms formerly used by the City for the Housing Rehabilitation program had simply become so successful and gotten so large they had outgrown the City and no longer worked on City rehabilitation projects. At this point Aid. Juiiar called for a vote on Aid. Drummer's motion to accept the Affirmative Action Plan. Motion carried 7-0. YIII. CD STAFF/COMMITTEE INPUT Aid. Juliar then opened the discussion to communications. The first dealt with the CD Float Loan. He stressed that the Committee needed to be fully aware of this particular funding mechanism since it had been discussed at the budget hearing. Aid. Drummer requested clarification on the float loan program and specifically referred to a past memo written by CD staff. Chris Yonker responded that budget memo #17 for the City Council budget hearing in January would answer those questions by summaring the original staff memo and incorporating new revisions to the law. Aid. Juliar then turned the discussion to a memo from the Human Services Committee regarding CD participation in the Unified Budget Process (U13P). Aid. Drummer commented that while he appreciated the desire to unify efforts, he thoueht that since _ only a fraction of CD proposals actually went to the UBP that it would be a waste of CD y staff and the CD Committee time to sit through the whole process. Aid..iuliar agreed, commenting that the CD Committee had a cap on the amount of dollars that could be allocated to public services and the majority of the CD money went to other projects. He added that the Committee's allegiance should be with the federal government since it was their regulations that needed to be upheld and not with the UBP. Aid. Drummer stressed that presently public services were so restricted in the CD program that no new agencies find they can get into the process and the ones that are in struggle to stay in because of shrinking dollars. Housing and Community Development Act Committee Minutes - rebruary 13, 1990 Page Ten Aid. Rainey commented that she thought the timing of the letter from the Unified Budget panel was all off and that the entire concept was ridiculous. Aid. Jullar commented that the disparity of judgement between UBP and the CD Committee regarding the Youth Job Center was what brought the whole issue up. He questioned whether there would be a legal issue involved if the decisions of the CD Committee were overridden by the UBP and federal guidelines were ignored. He added that the Committee should be independent and not be dictated to by the UBP. Aid. Drummer added that the current practice of sharing proposals and other Information was very effective and perhaps the the two groups could set aside one meeting to jointly cover common projects. He added that he certainly would not want to subject the Committee to reviewing forty unrelated projects. Aid. Juliar added that he always appreciated the input from other Committees and that their input was always considered; however that did not mean that the CD Committee had to automatically defer to an outside Committee's opinion. Aid. Rainey offered as an example that she strongly appreciated the recommendations and the format from the Plan Commission. Aid. Juliar added he felt that if the UBP made a decision and the CD Committee disagreed there would be a question about the final outcome due to political posturing on the City Council. Ald. Rainey said it would be appropriate to send a response to the UBP panel that the CD Committee was not interested in discussing the matter any further and stressed that it was important to be firm and not to leave the door open for any further discourse. Aid. Rainey commented on the ALERT Newsletter which was included in the CD packet. She indicated that by the time the paper usually was delivered the news in it was so outdated as to render it useless. IX. CITIZEN INPUT There was no additional citizen input at this time. X. ADJOURNMENT Aid. Drummer made a motion to adjourn the meeting. Jane Colleton seconded the motion. Motion carried 7-0. The meeting was adjourned at 10:22 p.m. j 1 STAFF: DATE: �l 4Y64-73 3:-� DRAFT - NOT APPROVED . HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, ]March 13, 1990 Room 2403 - 7:45 P.M. CIVIC CENTER MEMBERS PRESENT: Aid. Drummer, Aid. Morton, Dexter Bailey (late), Jane Colleton, Samuel Favors N4EA413EP.S ABSENT: Alderman Juliar, Alderman Painey, Jim Currie STAFF PRESENT: Halford, Lufkin, Modaber, Yonker OTHERS PRESENT: Aid. Washington, Patricia Vance, CEDA/NAVI, Poy Holmes, Pamela Walker, Belinda Irby. Nicole Perrin. ECDC; Paul Dalberg, ECDC Architect; Nathan Haliburton. 1317 Emerson Street PP ESIDING CFFiCIAL: Aid. Drummer, Acting Chair CALL TO ORDER: The meeting was called to order at 8:00 p.m., a quorum being present. I. MINUTES OF FEBRUARY I3, 1990 MEETING II. AId. Morton moved to approve the February ! 3, 1990 Committee minutes as written. The motion was seconded by Samuel Favors. Motion carried 4-0. COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of February 8 and 22, 1990. Accepted into the record by AId. Drummer. B. Current Balance in ECDC Commercial Revolving Loan Fund. Aid. Drummer said this information was requested by Ald. Rainey and he wanted to hold discussion on it until she could be present. C. Copy of Memo to �llayor and Aldermen Re: ECDC Subcommittee. Aid. Morton said that she had several problems with the memo which was transmitted to the Mayor and the Council concerning the formation of the CD subcommittee to review ECDC. She recalled that she had asked that some specific guidelines for the subcommittee be set down so that their agenda does not get out of hand. She did not recall if that was recorded in the minutes of the last meeting and perhaps the Committee now should set some direction for this subcommittee. In particular, the wording of the second paragraph of the memorandum was found to be very bothersome to Aid. Morton. She felt that, as indicated in the memo, very broad powers were being given to the subcommittee: words like "mission". "cost/benefit analysis", which is a very difficult thing to determine and to evaluate. The crux of the matter for the subcommittee, in her opinion, is to evaluate the City's relationship with ECDC and develop a working knowledge of ECDC's programs and operations. It Housing and Community Development Act Committee A+inutes - Varch 13, 1990 Pape Two Air. Yonker said that the directive for the Subcommittee was not yet cut in -stone and the Committee was just suggesting some of the important matters which had been brought up by the City Council. The reason for the memorandum was to get input from the City Council and once the Committee has Council input it will be able to meet as a subcommittee and develop an agenda. Aid. Morton responded that she felt the CD Committee should have outlined what responsibilities the ECDC subcommittee would have been before asking the Council for input. Aid. Drummer added that the opportunity will still be there to address these_ concerns. Aid. Morton was concerned with the last sentence of paragraph two of the memo, which indicated that the subcommittee is scheduled to report back to the full CD Committee in order for the full Committee to "consider continued support for ECDC prior to the 1991-92 grant funding cycle in the fall". She felt that seemed contrived; that a subcommittee should come back to the full Committee in June to determine continued support for this agency. She felt the Committee had a mess on its hands and a fight in the Committee because of it. Samuel Favors commented that the Committee needed to have a clear understanding of the subcommittee's responsibilities. It is a powerful mission to have the responsibility for determining the survival of an agency: therefore, the subcommittee needed to be absolutely clear before it starts considering the issues and the relationship between ECDC and the City. Aid. ,Morton said that she does not want anyone in the Evanston Community to be un: er the impression that the subcommittee is out to get ECDC or to say that the subcommittee is going; to evaluate them in order to consider continued support for ECDC prior to the 1991 program year. Aid. nrummer added that the idea for the Subcommittee sprang from the recent City Council budget hearings. Further. he reminded Committee members that over the years the CD Committee has had several subcommittees, not just to review ECDC, but for other issues and programs of concern to the Committee. The time is going to come when the CD Committee will not be able to fund all of its ungoing programs. There is a need to be objective. Aid. Washington, attending the meeting as a visitor, referred to the minutes of February 13th CD Committee meeting and took exception to the language of "dead meat" being used in the Minutes, with reference to an issue concerning ECDC. She felt it was very inappropriate. Jane Colleton thought that it might be a good idea to take some time at this meeting to hammer out what the purpose of the subcommittee would be. Aid. Morton said she preferred to wait until more members of the Committee were present. Mr. Favors added that it was an awesome task to ask the subcommittee to determine whether a program should be continued or not. Aid. Drummer felt that there would be no recommendation to be made by the subcommittee whether to Continue funding the agency or not. Ald. Norton strongly felt that whatever the responsibility of the subcommittee is, it is -_ important for the whole Committee to spell out very clearly what will be the mission of the subcommittee. She felt that it was immoral to have an agency in the community put in this position in which this Committee will be going out to look at it and then determine whether it will continue to fund its program or not. Vs. Colleton added that it was her impression that the subcommittee's purpose was to look at ECDC to get a perspective of where they have been, where they are going and what can be done to help them better carry out their programs. Housing and Community Development Act Committee klinutes - March 13, 1990 Page Three A'r. Yonker said that it was his understanding from the previous meeting that Aid. Morton wanted the input of the City Council to formulate the agenda for the subcommittee. It c-Jas his understanding from the last Committee meeting that this was to be a subcommittee which would be on a fact finding mission: look at the mission of the agency and how it fits into the overall CD program. Mr. Yonker felt that some of the statements in the memo to the subcommittee will probably come back to the full Committee for making a presentation on the information that is gathered throughout the subcommittee review process. Aid. Morton felt we were going through a witch hunt. Aid. Washington asked whether anyone had checked with HUD on whether the formation of this subcommittee is appropriate. Air. Yonker responded that one of the prime features of the CD program was that it was designed so that local government would have the greatest input in decision making in the CD process. This role has been delegated to local communities by the federal government. At this time Dexter 12ailey arrived. Formulation of the subcommittee to review part of the CIS program process is appropriate and Mr. Yonker added that he felt that the subcommittee will be as professional as possible, not a witch hunt. "r. Favor stressed that it is very important that the subcommittee be very clear about its goals and objectives. Air. Yonker said that once he hac' the information from the Council he will be able to bring it back to the full Committee at its next meeting. Ald. Morton wondered that if ECDC was eliminated from the CDfiG program what other agencies would be able to pick up their program. Aid. Washington said that she felt that HUD representatives ought to be involved in the CD Committee/ECDC review process. D. Copy of Memo to Human Services Committee Re: CD/UBP Cooperation. Ald. Drummer said that the Human Services Committee will probably continue discussion on this matter at a future meeting. He had told Human Services that the CD Committee was in favor of sharing information but not in full participation in the UBP funding process. Air. Favors said that he did not feel that the Human Services Committee should be dictating to the CD Committee how to fund CDBG agencies and programs. E. Copy of letter to City Council from Over the Rainbow Association. The letter was accepted into the records by Aid. Drummer. He added that he was glad to see that construction on this project was finally underway. F. Third Quarter Report from barn and Learn. Mr. Yonker noted that Aid. Painey had requested a copy of the third quarter report from Earn and Learn because it had not been submitted in time to be included in the third quo; ter narrative report. III. AVAILABILITY OF VANS FOR EVANSTON NEIGHBORS -AT -WORK PROGRAM. Aid. Drummer reviewed the staff memo about the van situation at Evanston Neighbors -at -Work (ENAW). The vehicles which ENAW has being renting from the City's Fleet Services department will not be available for the remainder of their current lease agreement, which expires in July 1990. ENAW was renting one van from the City for $90.00 a month. Housing and Community Development Act Committee Minutes - March 13, 1990 Page Four ENAW requires two vans because of its two different work crews and has been renting one van from the City and the second at market rates at about $840.00 a month. As a result, ENAW revised their budget in order to fund one van at market rate for an anticipated annual cost of $10,000. ENAW really needs two vans to operate at maximum efficiency and this is not possible within ENAW's budget. The Community and Economic_ Development Association (CEDA) of Cook County, ENAW15 parent organization, is not nble to help them lease or purchase a vehicle. ENAW hat investigated the possibility of purchasing two used vans which would meet their criteria at a total cost of $15,000 per year; this is $5,000 more than ENAW has budgeted for thlz expense. Staff recommend that ENAW purchase two used vans instead of leasing; one vats at market rates. If the vans are purchased with CD dollars, the vehicles would revert to the City of Evanston if the City decides not to fund ENAW in the future. HUD has agree(! that the use of CD funds for a van purchase is an eligible use of CD funds. Therefore, staff recommends that the Committee grant ENAW an additional $5,000 to be used for thr purchase of two used vans. This would either come from the current year ULO funds or from reallocation of other unspent funds from prior year projects. Mr. Yonker pointed out that at the AdPW meeting the night before. Aid. Rainey harl brought up the fact that the City was purchasing two new vans and that perhaps ENAW might want to check the condition of the vans they are replacing. She recommend that the Committee consider having staff investigate the two vans, have Pat Vance took them over and if these vans should they be found satisfactory and ENA11' wishes to continur; leasing. then a new lease agreement can be drawn up between ENAW and the City. Mr. Yonker said that unless these vans are in great shape, and he didn't believe they are, he does not recommend going; this particular route. Samuel Favors made a motion to recommend funding five thousand ($5,000) from ULC funds for the potential purchase of two vans for use by Evanston neighbors -at -Work, contingent upon whether or not the City's vans are suitable. The motion was seconded by Aid. Morton. The motion carried 5-0. This item will be on the City Council agenda for the March 26, 1990 meeting. IV. COMMITTEE RECOMMENDATIONS ON REDUCTIONS IN FY 90/91 CDBG GRANT AMOUNT FROM HUD Mr. Yonker summarized for the Committee the reason for the reduction in the 90/91 CDBG program. The City had received word from HUD that Congress, in putting together the CD budget this year, planned that part of the monies for the CDBG program would be coming; from a phasing out of the UDAG program. OMB (the Office of Management and Budget) had estimated that the overall CDBG program would get approximately $50 million from the UDAG program, but at the current time $26 - 28 million has been estimated. Therefore, every entitlement community has had their 1990-91 entitlement cut by about one percent. The Committee will now have to amend our application to HUD and reduce the City's CDFG program budget for 1990-91 by $16,000. There are couple of ways that the Committee can make this adjustment. The first would be going back into the 1990-91 budget and cutting: certain programs by a total of $16,000. : Staff also looked at those projects that finished up between the time the reallocation memo in November and the time the budget was set up. It was found that it is possibile to reallocate $16,000 from some prior year unallocated ULO funds. The unallocated funds from prior years would normally be reallocated during the next budgeting cycle. Housing and Community Development Act Committee 'Minutes - March 13, 1990 Page Five Staff recommends reallocating $16,000 from a prior year, saving the Committee the decision to cut funding amounts in any program and not hurt funding and project plans that have already been initiated. Dexter Bailey made a motion to reallocate $16,000 from year ly Ul_O funds, reducing the year 14 ULC balance to $4,000 and making up for the shortfall in the 1990-91 CDPG budget. The motion was seconded by Jane Coileton. Motion carried 3-0. Mr. Yonker said that this item will be on the City Council agenda for March 26, 19010. V. PROPOSED SCOPE OF WORK FOR 1817 CHURCH STREET FACADE Mr. Yonker told the Committee that the proposed scope of work for the 1817 Church Street facade had been approved by Council the night before. This information was being provided to the Committee at the request of Aid. Painey and some of the other members of the Committee. Aid. Drummer asked Pam Walker if the scope of work as set out in the memo is all right with her; she replied that it seems to be okay. However. the scope of work set out in this memo does not have anything to do with the original scope of work for the building;. 5.1r. Yonker said that the work had to be modified to fit into the budget. Originally, the budget was $27,800 which had been reallocated to the single family, multifamily rehab program and now we are working with $16.000 and trying to fit a project into that amount. The $16,000 is money left over from the l817 Church Street roof project. It offers an opportunity to get this work done this year rather than Nvait and let it become part of the City's Capital Plan. N's. NValker expressed her concern that there are so many things not finalized concerninf, funding for ECDC and she said she was confused about how decisions are mace on these matters. She mentioned that the agency presently did not have a lease. She said they are at a loss as to what to do about some of their projects and other matters concerning the agency because it seems that everytime they are in telephone contact with City staff they are being given different directives. Ms. Walker said that the scope of work, as set out in the ,larch 9th memo to the Committee, was not the same one that she understood had been agreed upon at the Committee's February 13th rreeting. �IMs. Walker raised a side issue that ECDC has with City staff concerning the signing of their current year lease of the 1817 Church Street building. As of the date of this meeting, they still did not have a signed lease with the City. Committee members were concerned about this matter and asked Mr. Yonker to update them on the status of the lease. Mr. Yonker said that the problem with their lease is that there is a provision in the lease which prohibits ECDC from renting office space to for -profit agencies. The original intent was that the building be used to serve agencies and other not -for -profit organizations in the Church Street area. Every year the City's Law Department reviews the lease for ECDC. Until this year the Law Department was not aware that any space was tieing subleased by ECDC. This year, however. the Law ❑epartment asked if the tenants were for -profit or not -for -profit _- organizations. The reasoning is that renting to for -profit businesses in the 1817 Church Street building may jeopardize the City's status as claiming the building as a tax-exempt _ property. Ms. Walker was informed of this situation and she stated that ECDC, as a 503(c) (3) corporation. can have up to fifteen percent of its tenants be for -profit entities. Air. Yonker said that if the legal counsel says it is okay, then the CD staff will approve the = lease. Staff is currently awaiting further clarification on this matter from the City's legal - counsel. He added that there is another option which would be to lease a portion of the building to for -profits and then seek to establish a leasehold tax like the Rotary did in its building with the income to offset some of the cost of maintaining the building. Ir I lousing and Community ❑evelopment Act Committee +. Minutes - March 13, 1990 Page Six If legal counsel says we cannot do it, then we will have to go back and disallow tenants or put in the leasehold tax. ,Mr. Yonker said he would follow up with legal counsel and let ECDC know their decision as soon as it is available. The Committee approved the revised scope of work spelled out by Midwest Corporation as presented in the March 9th memo to the Committee. IV. DIRECTION ON USE OF THE REMAINING EMERSON STREET FACADE FUNDS Mr. Yonker reviewed for the Committee the background of the Emerson Street facadch fund. The original budget for the Emerson Street facades was $150,000 and was .approved In 1985. ECDC has continued to spend that money on facades each year and has had authorization to continue through a renewal of their Purchases Service Agreement every year. The reason that this subject is back before the Committee is that staff believes that there may be a misunderstanding from when the CDBG budget went to the Council in January. There was a memo that went to Council in January at the request of Aids. Painey and Collens and several other people who wanted to know what the status of the facade programs were. Staff prepared a memorandum discussing the three phases of the facaee prograrn for Church/Dodge. Emerson Street and Simpson Street, in the memo that went to Council in January. ECDC had approximately $26,000 remaining in their Emerson Street facade account and that, as reported by ECDC, the project was completed. At the January Council meeting ECDC informed the Council that when all outstanding bills and invoices were to be submitted to the City that there actually would not be a $26,000 surplus in that account but a $15,000 deficit (or a total of about $41,000 in outstanding invoices.) Staff subsequently learned that actual bills for the work completed totaled only about $1,000. In ECDC's 1990-91 proposal to the CD Committee (it was that same proposal that was approved by Council) ECDC listed the facades that they wanted to work on in the coming year. Mr. Yonker noted that when ECDC told the Council there was a $15,000 deficit for the Emerson Street facade program ECDC was referring to new projects not yet completed or bid out that were included in the work scope that the Council had approved for the new 1990-91 appropriation for $30,000. The point of staff's memorandum was to seek a clarification: The Council and the - Committee granted ECDC $30,000 for the new 1990-91 facade program knowing ECDC _ did not receive all the funds they asked for (they had requested over $200,000 for facades). Did the council intend to permit ECDC to spend the surplus balance of the 1985 Emerson Street facade grant on additional facades listed in the 1990-91 grant request? 1'r. Yonker said he wanted to know if the Council and CD Committee had made a decision based on the fact that they thought ECDC did not have any money left and therefore granted them additional money. They (the Committee and Council) did not know about that and Mr. Yonker thought it is important that if there is money remaining in the facades account then that should be Brought to Committee's attention. He did not believe it was 'Is. Walker's intention to deliberately deceive the Council. The question before the Committee now is "Can it allow ECDC to use the money remaining in the Emerson Street facade account to finish up the nety facac+es on Emerson?" Staff has no objection to that. There is a list of some twenty-four facades and the remaining money in the Emerson account will enable them to do two or three of those on the list. The new list did include some of the facades which had not been completed under the original Emerson Street facade program. I-!ousing and Community Development Act Committee T.Iinutes - March 13, 1990 Page Seven hIs- Walker distributed a letter to Committee members and then read the letter for the Committee. In response to some of the points raised in Ms. Walker's letter, Mr. Yonker responded that neither he nor his staff knew until the January Council meeting that ECDC had any outstanding Invoices. Staff had been asking for a couple of months for all invoices in order to close out this account and, as N11s. Walker told the Committee, the project was considered closed. The way it was presented to the Council it was understood that the $15,000 deficit referred to by Ms. Walker was for bills or invoices not yet submitted to City staff from projects that had been completed and were to be charged to the 1985 appropriation. Instead these were estimates for projects that had not been bid out and were considered by the Council as part of the scope of the 1990-91 appropriation. Mr. Halford and Mr. Yonker verified that fact by reviewing the Council meeting video tape. Committee members commented on the choice of language in the staff memorandum about the facade program and reprimanded staff for choice of vocabulary. Next ensued a discussion about the communication between ECDC and City staff. Each party feels that they have good communication when they are in face-to-face meetings but ECDC feels that things change when their hack is turned. !,'r. Yonker added that Ms. Walker tried to relate to the Council what she planned to do with the rest of the Emerson Street money, however what came across to Council was that ECDC had done all the facades, there were some outstanding bills to pay and there would be a negative balance of $15,000. It was not until February when the situation became clear and staff was aware what invoices were actually outstanding. Mr. Yonker said that the reason he brought up this matter before the Committee was that the Aldermanic body as a whole was not aware of the entire story. Plans are to finish the facades on Emerson Street unless the Committee directs them to do otherwise. If the Committee is comfortable with the situation as it is, then nothing further will need to go to the Council. If the Committee is in agreement, then staff will renew ECDC's Purchase of Service Agreement for the Emerson Street Facade program which will allow them to spend the remaining funds. A1d. Mortan made a motion to complete the Emerson Street facade program with the remaining 1985 funds. The motion was seconded by Samuel Favors. Motion carried by a vote of 5-0. VIE. CD STAFF/COMMITTEE INPUT There was no further staff/committee input. VII1. CITIZEN INPUT There was no additional citizen input. IX. ADJCUIRNMENT The meeting was adjourned at 10:55 p.m. STAFF: IJ i✓ DATE: 4Y67-73 Draft Not !Approved HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, April 17, 1990 Room 2403 - 7:45 P.M. Evanston Civic Center MEMBERS PRESENT: Alderman Juliar, Aid. Drummer. Aid. Morton, Aid. Rainey (late), Jane Colleton, Dexter Pai ley, Jim Currie. Samuel Savors (late) PEMSEPS ASSENT: None STAFF PRESENT: Halford, Modaber. Powers, Yonker OTHEPS PRESENT: done PRES1DWG OFFICIAL: Aid. Juliar, Chair CALL TO OR PEP: The meeting was called to order at 7:56 P.V., a quorum being present. 1. MINUTES OF MARCH 13, 1990 MEETING. Aid. Morton made a motion to approve the Parch 13, 1990 minutes as written. The motion was seconded by Jim Currie. Motion carried 6-0. II. COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of March 22. 1990. Accepted into the record by Aid. Juliar. tit. CDBG FOURTH QUARTER PROJECT REPORT FOR THE PERIOD DECEMBER 1, 1989 TO FEBRUARY 28, 1990. Chris Yonker made a correction to the quarterly report regarding targets for single family rehab loans. Aid. Drummer asked about the life -to -date expenditure column of the quarterly report format. Vr. Yonker explained that this showed money spent life to date of the entire program as opposed to just one year, in the case of programs which have operated over several years. Aid. !Lorton asked how the City's multi -family rehab program could do 12 units when they had a target for the last quarter in the 198°-90 funding year. She wondered if extra money was used. Chris Yonker responded that targets are given for the entire year and divided out over the quarters. He stated that traditionally in the winter there is not a lot of housing rehab activity because of the construction season being in warmer weather. He added that money is not earmarked for each project but is in a common revolving loan pool such as ECDC has in their commercial revolving loan fund. Aid. Vorton made a motion to accept the fourth quarter report. Jim Currie seconded the motion. Motion carried 6-0. Housing and Community Development Art Committee Minutes - April 17, 1990 Pale Two IV. STATUS OF TRANSFER OF ECDC SINGLE-FAMILY REHAB LOAN PORTFOLIO TO THE CITY Chris Yonker told the Committee that ECDC would be granted any legal expenses they Incurred from the case in litigation from the program income from the ECDC rehab loan repayments. He stated that this arrangement was approved by City Council. Jkgr. Yonker told the Committee that the letter from ECDC's attorney suggests that ECDC does not wish to transfer the loan portfolio unless the specific litigated case goes with it, that ECDC keeps the program income in their agency, and that the City would bill ECDC for any legal expenses connected with this litigated case. He added the City has been trying to get the loan portfolio transfr.-rred from ECDC since 1986. He stated he thought both parties had agreed to this arrangement including; the CD Committee and City Council. Air. Yonker stated that staff brlicves there are two main reasons that ECDC should not transfer the case under litigation: the first reason is that the agency is familiar with this rase and it (ECDC) is the party named in the suit. not the City; the second reason is that the program income money is still CD funds and must be used for CD purposes, which ECDC is aware. According to the City's purchase of service agreement with ECDC. the City can give 3-day notice to ECDC to return the program income funds to the Citv. Alds. Juliar and ','orton asked Chris Yonker how much annual program income is involved. "r. Yonker estimator' that the annual program income vrould be approximately $25,000 to $3 .000. AId. "orton asked if ECDC had a separate bank account, and why the City wants the ECDC loan portfolio program income. Ald. Juliar responded that this money can be used for economic development and that it will be allocated back to ECDC. flecause the City will be taking over the administration of the loan portfolio and servicing those loans, the program income needs to return to the City initially to have better aur?it control and to be able to properly creeit cacti loan payment to the mortpag;ee.. Ald. 1'orton asked how ECDC's money is handled. Chris Yonker responded that ECnC's administrative mcnev is forwarded to them each month from the City anca then the City seeks reimbursement from HPID. Nlr. Yonker added the City needs to have the program income money for the audit of these loans. He added that the City will be charging some legal transfer costs because they will have to refile to name the City as mortgagor. Aid. Morton requested that the minutes reflect that ECDC_ would beep "profits" from the program incor-e to r'evelnp other prograrns that the agency tvants. I`exter Dailey asked if the attorney representing ECDC's case is the one involved in the suit. Ye suggested that if this is the case, that ECDC be ordered to turn the rehab portfolio with the exception of the case in litigation over to the City. Aid. Drummer stctrd lie thought the Committee had already made a decision on this matter that the Pehab portfolio should he turned{ over and ECDC keep the case pending litigation. Fie suggested the Committee recommend that ECDC solve this matter as = quickly as possible, so that it will not interfere with the transfer of the returned program income back to ECDC. Ald. Morton asl­-ed which year's program income was involved. Chris Yonker responded that it is the 39/90 and 90/91 fiscal years' program income and that ECDC has two years of prior program income (87/SS and 88/89 - totalling approximately $115,000) which is not affected. He stated that because the Purchase of Service Agreement has not been signed yet. the City could force ECDC to spend all of its previous year's program income before receiving any rcw reimb-�irsement from the City. He added that only this year's program income would be held for the legal expenses. Housing and Community Development Act Committee 1'Inutes - April 17, 1990 Page Three Aid. Drummmer made a motion to reaffirm the CD Committee's prior decision regarding transfer of the loan portfolio backed to the City with the exception of the case under litigation. The motion was seconded by Jim Currie. The transfer of program income back to ECDC from the City hinges on the case in litigation. Jane Collelon asked what would happen if the case is not settled. and what the anticipated amount of legal fees is. Chris Yonker responded that the City is not sure, though he thought one year's program income would cover these expenses. Dexter Bailey cited the previous meetiny.'s minutes which stated that at the end of the 1990-91 CD funding year, the Committee would reevaluate the legal fee program income issue if the funds were not sufficient. Ald. Rainey arrived at this time. Jane Colleton mentioned that the only thing the Committee had without Pam It alker being present at the meeting is the letter from their attorney. She asked where A's. Walker was. Aid. Morton responded that 1.1s. Walker had phoned her to say she was teaching a class tonight and could not take another night off to come to the CD meeting. Aid. Painey stated that she was astonished at the letter from ECDC's attorney, because City Council gave their directives to ECDC to turn over the rehab loan portfolio to the City and keep the case under litigation in their agency. Aid. Juliar suggested that we have the letter in hand by next month's meeting regarding ECDC. Aid. Painey stated that if the CD staff does not get an immediate response from ECDC that the City .Manager be directed to send a letter out immediately or else subpoena the agency to turn over the loan portfolio. Motion carried 7-0. V. FURTHER DISCUSSIONS ON RESPONSIBILITIES OF THE ECDC SUBCOMMITTEE Aid. Juliar summarized that the purpose of this subcommittee is to determine if this agency is doing something for the community that the Committee believes should be done for the community. He stated that to evaluate whether this particular agency is doing something that is good for the community is what the CD Committee as a whole does during the budgeting process. He added that the City over the years has given ECDC over four million dollars, and. in that sense, the agency appears as needing scrutiny. He added that other agencies such as ,Neighbors at VLork and the Youth Job Center who also receive the majority of their budget from the City also deserves some periodic scrutiny because of the amount of CD funds they receive. Ald. Vorten as„ed what the results of the last ECDC subcommittee several vicars ago were, Aid. Juliar responded that the main recommendation was to shift the rehab portfolio back to the City. He added that the subcommittee should ask ECDC ghat its mission is and then evaluate if we Nvant them to continue with this mission. Ald. Norton asked if ECDC was established by the City or independently of the City. Aid. Rainey responded that to her knowledge this was started independently of the City. She added that the agency probably would not exist if it had only partial funding from the City. N Housing and Community Development Act Committee Minutes - April 17, 1990 Page Four She cited the history of neighborhood organizations in Chicago over the years that she was familiar with. She added that those agencies that did not obtain funding from a variety of sources were most vulnerable to closing, especially with shifts in political parties and administrations in the City of Chicago. She speculated that at the national level there are probably few neighborhood organizations funded 100 0, with CC dollars. She added that ECDC has been dependent on tlm Cit; for funding and if CD funding to the City dried up ECDC would die. She said for this reason CD dollars cannot support ECDC forever. Aid. Juliar remarked that three or four years ago ECDC had some success in attracting outside funding. AId. Rainey suggested weaning the agencies off of CD funds over a several year period. Jim Currie described the Plan Commission's concern for how the CD Committee itself makes funding decisions. He stated that to some degree ECDC is responsible to the City and the City to ECDC. He stated that the subcommittee could work on gathering information for the CD Committee as a whole to determine if ECDC is doing what they told the Committee they would do. He cautioned the Committee regarding ECDC that the agency's existence may sometimes be confused with serving a need of a particular area of the community. He reminded the Committee that ECDC is an institution designed to address a need and the two are not necessarily synonymous. Aid. Drummer spoke to the Committee about the issue of dependence. He stated that some things are in place that could have made this happen such as the rehab loan portfolio itself and program income. and the acquisition/venture program. He said the ideas were good in principle. Aid. Rainey asked why these programs were taken away from ECDC if they were good programs. Aid. Juliar responded that regarding the rehab program it seemed to the Council that there were two groups setting administrative policies and marketing services for housing rehabilitation. It was suggested that he City take this program over and do it exclusively. He said he argued that the City could do this without additional staff and the existing administrative rehab expense of the City could cover this. Therefore this eliminated the need for additional administrative money for ECDC and the money could be diverted to doing other activities. Aid. Juliar stated that the acq/venture and rehab loan programs went awry, people had defaulted on the loans, houses were unoccupied or else rented for a time and the properties could not be sold for5-jr, g years. Aid. Drummer stated that it was a potential for ECDC to realize some extra funding . A Id. Vorton commented that this was difficult to study because of the high degree of staff turnover in ECDC. Jim Currie commented that ECDC appeared to be the only agency that the City tries to run, that the Committee is trying to define ECDC's responsibility on how funds are spent. Samuel Favors arrived at this time. Dexter Pailey departed at th— same time. [discussion by Aid. Juliar. Aid. Vorton and Aid. Painey regarding City Council requests for information from ECDC to be discussed in the subcommittee. Chris Yanker responded that during this week no further questions were received from alderman. Discussion followed that all of the questions perhaps do not need to be answered in Ald. Feldman's memo. Aid. Juliar commented that Council members who were asked to submit questions deserve a response from Committee and/or staff as to why it may not be appropriate to research these topics at this time. Housing and Community Development Act Committee ,'Minutes - April 17, 1990 Page Five Jane Colleton asked when the subcommittee should complete its report on ECDC to the full CD Committee. Aid. Juliar suggested before the next budgeting process begins in October. He suggested by the first of October the subcommittee, through the CD Committee, provide its report to the full City Council. Aid. Drummer suggested the ECDC subcommittee could do their task Incrementally and report their findings on a regular basis to the CD Committee. VI. CD STAFF/COh1MITTEE INPUT Chris Yonker informed the Committee that the Unified Budgeting Panel will be doing periodic visits to UPP funded agencies, some of which are also CD funded. UBP members wish to invite any interested CD Committee members to attend these visits. April 26 is the first visit. Chris Yonker informed Committee members that a Home Town Award application from the Evanston Carden Council was submitted to Springfield this week. Jane Colleton asked about the status of van purchase for Neighbors at A ork. Tony Halford stated that the vans v;ill be bid out. Ald. Rainey asked why the vans could not be offered on a lease/purchase basis to `neighbors at 11 ork as opposed to be to being bid out. Jane Colleton asked about the status of the lease at ECDC. Tony Malford responded that he had spoken with the City's counsel who informed him that the 1817 Church Street building should not he sublet to any for -profit agencies. He stated that a letter had been written to ECDC's attorney asking him to show the City where the statutes would permit such a use. Jane Colleton asked about the leasehold tax and if it must come out of non -CD funds. Chris Yonker responded that we cannot be assured we will be able to collect a leasehold tax and that the Law Dept. thought it was a moot point because it would cost more to administer the leasehold tax than the revenue we would receive from it. Aid. Painey reminded the Committee that the Administration and Public Works Committee approved the lease and City Council approved it on the consent agenda. She asked when these types of delays happen, the Committee should be advised of it. She asked why City Council passed the lease if it was not ready. Chris Yonker responded that the Law Department was not aware until the Council had passed the !case that ECDC had for -profit tenants in the building. Aid. 1'orton asked if ECDC Director Pam Walker didn't say that only twenty percent of the building was leased out. Chris Yonker replied that it would be a different matter if ECDC owned the building. However, because the building i.; in the City's name, someone could challenge the City tax exempt status of the building. .rune Colleton commented that it's like the City is pulling the rug out from under ECDC. Aid. Painey asked what the taxes would be on the 1817 Church Street building if the Citv had to pay them. Chris Yonker stated he was not certain but that the building had an appraised valuation of $185,000. Aid. Painey left the meeting at this time. The meeting was adjourned at 9.36 p.m. /T STA FF: DATE: S'/?h0 4Y76-80 DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, May 8, 1990 Room 2403 - 7:45 P.M. CIVIC CENTER MEMBERS PRESENT: Aid. Juliar, Aid. Morton, Aid. Rainey, Sam Favors, Jane Colleton, (late), Dexter Bailey (late) MEMBERS ABSENT: Aid. Drummer, Jim Currie STAFF PRESENT: Halford, Modaber. Yonker OTHEPS PRESENT: Pamela Walker, Belinda Irby; Evanston Community Development Corporation PRESIDING OFFICIAL: Aid. Juliar, Chair CALL TO ORDER: The meeting was called to order at 8:01 p.m., a quorum being present. I. MINUTES OF APRIL 17, 1990 MEETING Aid. Morton referenced the letter sent by the City Manager indicating that the Housing and Community Development Act Committee had reaffirmed their earlier decision regarding the transfer of ECDC's housing portfolio to the City. She questioned where the date of the transfer (May 2, 1990) had come from since it was not referenced In the minutes and she did not recall discussing a specific date at the previous CD meeting. Chris Yonker responded that the staff had determined a date they considered reasonable to accomplish the transfer. Aid. Juliar concurred that since the Committee did not designate a specific date it was reasonable to expect staff to do so. At this time Chris Yonker passed out copies of the most recent correspondence from ECDC and the City 10anager regarding the portfolio transfer. He summarized that the letters reaffirmed the Committee's earlier decision to reimburse ECDC for their legal expenses for the rase in litigation which ECDC had retained and that the City and ECDC would "trade checks" (rehab income and small business) when the transfer occurred. This will prevent any cash flow problem at ECDC, AId. Morton questioned the comment in the minutes attributed to Aid. Juliar regarding his wanting "the letter in hand" by the next CD meeting. (This comment was in the context of the portfolio transfer.) She questioned whether this referred to the letter from ECDC's attorney. (Jane Colleton arrived at this time). Chris Yonker indicated it was the letter dated March 21st from City staff which had generated the response from ECDC's attorney. Yonker commented that the Committee had copies of every letter from ECDC and the City regarding the matter. Aid. Morton requested that the minutes clarify which letter Aid. Juliar was referring to. Houship and Community Development Act Committee • Mlnute5 - May 8, 1990 Page Twa Aid. Rainey commented on the minutes which referred to her "leaving the meeting at this time". She acknowledged that she had left the April 17th meeting abruptly. She indicated she would not apologize for being angry at the last meeting, but did apologize for her actions. Aid. Rainey emphatically stated that she would not tolerate racial slurs directed toward herself because she, as a white alderman, was Investigating an organization administered by a minority group. She indicated that she refused to see any color in the issue and felt that if other persons viewed her actions as a racist attack then they were socially and politically immature. She Indicated that the racism comment was not true and that she was not the only person who had to deal with this type of issue and who felt the same way. She added she would continue to investigate and confront any agency (minority or not) If she feels the agency's performance warrants her scrutiny. She concluded by stating that she was not a racist and would not discuss the matter with the Committee again. Aid. Juliar emphasized that the Committee knew full weII that Aid. Rainey was not racist. He added that the Committee had to ask tough questions of all the agencies that were CD funded. He acknowledged that ECDC had come before the Committee on numerous occasions but that this was because ECDC received a lot of CD money. (Dexter Bailey arrived at this time). Aid. Juliar added that each Committee member had a right to probe agencies but conceded that each member had a different opinion and that these opinions had to be accepted by the other Committee members. Pamela Walker questioned the reference in the minutes regarding the reasons for the -Rehab Portfolio transfer. She indicated that this subcommittee did not focus on the acquisition/venture program as stated in the minutes and that it was not one of the reasons for the transfer. She added that the ECDC Housing Rehab program was phased out because the City's and ECDC's program were very similiar and therefore duplicative. Ms.' Walker added that ECDC's program was in operation before the City's had begun. Aid. Juliar disagreed, stating that he was on the subcommittee eight years ago (before his. Walker was at ECDC) and that the acq./venture was discussed. Nis. Walker stated that while she was not sure as to which subcommittee recommended the transfer, she strongly disagreed with the minutes which indicated that the acq./venture had "gone awry". She indicated that the program was for the sale or rent of property and so renting the property did not constitute a program failure. Aid. Juliar reiterated that he was chairperson of the subcommittee and that the group had two focuses: 1) to save Housing Rehab administrative costs: and 2) to recommend that the CD Committee not continue to fund the acq./venture program. Ms. Walker again commented that she was speaking of the most recent subcommittee which dealt with the marketing of the Rehab program. Discussion ensued regarding the minutes' reference to houses in the acq./venture program which remained unsold for a period of five to ten years. Aid. Juliar indicated a period of three to five years was probably more accurate. However, he added that the acq./venture program was involved in the subcommittee proceedings. Pam Walker added that a three to five year period during which homes were not sold was not unusual for a transfer of title loan. Aid. Juliar indicated that the minutes would be revised to reflect an accurate period of years. Housing and Community Development Act Committee Minutes - May 8, 1990 Page Three Aid. Morton commented that if Ms. Walker was concerned of how the CD Committee viewed these issues that she should submit a written response to set the record straight. She added that this way the new subcommittee would not be unfairly biased against ECDC. Aid. Juliar commented that it would be more appropriate for the subcommittee to review the minutes of the original subcommittee from eight years ago. With no further comments the minutes of April 17, 1990 CD meeting were accepted Into the record. Motion carried 6-0. I. COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of April 19, 1990. Alderman Rainey commented tht the Housing Commission requested that ENAW give a presentation regarding their rehab program without informing the CD Committee. She expressed her concern over the Housing Commission's stated desire to make judgments about the CD funding of this program. She felt that the Housing Commission might be assuming a little too much authority in this matter. Aid. Juliar responded that ultimate funding of CD projects was the CD Committee's decision and that he did encourage other committees' input into the process. However, he added that he was reluctant to tell another City committee that they could not independently talk to or review a CD funded agency. Aid. Rainey stated that the CD Committee should be kept informed by other City committees as to when CD funded agencies were to be evaluated. She added that she had met with ENAW several months earlier for a period of approximately 3 hours to discuss some of the CD Committee's concerns with that agency. She added that ENAW was aware of the CD Committee's concerns and that ENAW was in the process of refocusing their mission. Aid. Rainey acknowledged that the main problem that ENAW encountered during the previous year was due to absenteeism of the trainees. She added that the absenteeism was caused, in part, by the particular group of individuals which had been hired by ENAW. She added that ENAW would once again begin hiring individuals more suited to their program. Aid. Rainey stated that she believed ENAW performed a wonderful service and she did not want their future jeopardized because of the Housing Commission's recommendation, which she believed would by based upon different standards than those used by the CD Committee. Dexter Bailey commented that his impression of the Housing Commission minutes indicated that they wanted to assist ENAW in redefining their mission so that ENAW did not have to defend themselves during the next funding cycle. Aid. Juliar indicated that this was not an isolated problem and that this Committee needed to reemphasize the fact that the ultimate funding decision for CD dollars would be made by the C❑ Committee. Aid. Rainey commented that while she appreciated and desired input from other Committies, another Committee's - recommendation to fund or not to fund a CD agency would not be the sole determining factor in CD funding decisions. Aid. Juliar agreed and added that he also welcomed input from other Committees but that the CD Committee must recognize the narrowness of the other Committies focus when it comes to evaluating CD funded agencies. Housing and Community Development Act Committee (Minutes - May 8, 1990 Page Four B. Copies of Recent Correspondence Regarding the Transfer of ECDC Rehab Loan Portfolio to the City. Pamela Walker briefly reviewed the content of her meeting with the City Manager and added that It was her belief he agreed that ECDC had legitimate concerns. She indicated she felt satisfied with the letters that she had received regarding the matter from the City Manager, but added that as of this date she had not yet received the letter outlining the City's committment to pay ECDC for legal expenses they might incur with the case in litigation. Ms. Walker added she wanted to make it clear that ECDC was also very willing to see the portfolio transfer take place. She acknowledged that the letter from ECDC's attorney which was sent to the City did come across as rather blunt and that she just wanted to make sure that ECDC was not appearing stubborn. She added that as long as ECDC's concerns were addressed by the City they would remain anxious for the portfolio to be transferred and would be cooperative. Aid. Juliar added that the issue had been discussed at the previous City Council meeting and that the City Manager had indicated he thought the City had reached an understanding with ECDC. Aid. Morton asked for clarification regarding whether ECDC had a Purchase of Service Agreement. She also questioned whether ECDC was having to transfer funds from one account to another in order to pay their small business bills. Ms. Walker responded that they did not have a Purchase of Service Agreement signed yet and that is why ECDC was reluctant to transfer the portfolio income. If ECDC transfered the portfolio income without a signed Purchase of Service Agreement, they would not have funds to operate. Pam 'Walker added that she did have a draft copy of the Purchase of Service Agreement, but that there were many, changes in it she still needed to review with Planning staff. Aid. Juliar questioned whether progress was being made. Pam Walker indicated that progress was being made. Aid. ?Morton asked to see the Purchase of Service Agreement and wondered if it was a secret. Aid. Juliar responded that he preferred that the CD Committee not get involved with the administration and negotiation of contracts but that it be left to staff and ECDC to negotiate. He added that if Aid. Morton had specific question that she should direct those to Tony Halford. Aid. ;Morton responded that she did not want to discuss it, she merely wanted to read the Purchase of Service Agreement. Aid. juiiar again reiterated his concern about the CD Committee getting involved with the day-to-day operations which should be left to staff. (At this point Aid. Rainey excused herself from the meeting in order to attend , - a neighborhood meeting.) Aid. Morton commented that she was concerned and wanted to know whether ECDC was being put upon or was being required to implement program changes without sufficient dialogue. She asked Pam Walker whether there had been any dialogue with staff regarding the program changes. Pam Walker responded that there had not been any dialogue related to the changes which staff submitted to her on the contract. Housing and Community Development Act Committee Minutes - May 8, 1990 Page Five Aid. Juliar again responded that he felt it was imperative that the Committee not get involved with the day to day contract negotiation between ECDC and staff; he added that if the Committee members have concerns they should bring them to the full Committee. Aid. Morton expressed an interest in finding out what the special conditions were that ECDC had to meet on their contract. Chris Yonker stated that the changes that his. Walker referred to were not surprises to ECDC but in fact had been directed to ECDC by the CD Committee in August of 1989. These were being formally adopted into the Purchase of Service Agreement. Mr. Yonker added that his. Walker was present at all of the CD meetings in which these changes were discussed; based on that, the changes in the Purchase of Service Agreement should not be a surprise. Mr. Yonker added that if there were no concerns by ECDC, they could go ahead and sign the agreement but that the current letter included with the Purchase of Service Agreement left open the possibility of further discussion regarding the contract. Aid. Juliar indicated that it seemed that it was a difference of opinion regarding the depth of the changes that staff had included in the Purchase of Service Agreement but added that that was the process of contract negotiation. Jane Colleton asked if there was any way of knowing when the Purchase of Service Agreement would be implemented. Chris Yonker responded that the letter of agreement on the rehab portfolio transfer from the City Manager to ECDC would be forthcoming and that the City still needed to receive from ECDC a summary of the case in litigation. Once these pieces of information were in order, and if there were no further concerns from ECDC regarding the Purchase of Service Agreement, they would be signed. He anticipated that the contract would be executed some time in May. The correspondence was accept into the record by Aid. Juliar, III. PRESL•NTATION OF FISCAL YEAR 89/90 CDBG ANNUAL GRANTEE PERFORMANCE REPORT (GPR) A. Staff Present ation/GPR Document Review. Chris Yonker summarized and gave an overview of the Grantee Performance Report document. He indicated that it was the annual document that HUD used to review the City of Evanston's CDBG program. HUD uses this document to determine if the City accomplished what they said they were going to do. Mr. Yonker said that there were several factors that HUD evaluated regarding the use of funds. First, HUD looks at the timeliness of City expenditures to make sure that the City does not retain funds for an excessive period of time. He indicated that Evanston has one of the better timeliness track records in this region. This year the City spent approximately 2.4 million dollars in CDBG funds and this exceeded the standards that HUD had set. (This standard requires expending at least half of the City entitlement annually.) Housing and Community Development Act Committee Minutes - May 8, 1990 Page Six The second factor that HUD uses to evaluate the CDBG program is the efficiency of the program (whether HUD/the Federal Government Is getting the biggest "bang for their buck.") Mr. Yonker added that historically Evanston has been looked at as a model community regarding its expenditures and that the Planning Department fields questions from other cities regarding Evanston's use of funds. He added that the CIty's use of funds closely paralleled the national norm. HUD also reviews the CDBG expenditures in terms of whether or not the administrative or public service caps were exceeded. The City did not exceed either cap. Mr. Yonker went on to say that the City has never had a finding by HUD that has not been cleared. He added that the Committee should be congratulated on the direction they had given in terms of the spending of funds and the fact that most of the funds have been spent in a timely fashion. He noted that he felt very comfortable with the diverse way Evanston had spent their CD dollars and that this was appropriate because not all low income persons have the same needs. Discussion centered briefly on target area benefits versus site -specific benefits. Mr. Yonker indicated that target area benefit projects are very limited and these would include things such as the ALERT newsletter and the multi -family housing inspector as well as certain capital improvements. Site -specific projects would serve a smaller area and would include projects such as rehabilitation of the Fleetwood Jourdain Community Center. Dexter Bailey questioned whether or not the new census information will affect the target area. Mir. Yonker responded that the new census data will probably not be available until 1992 and he anticipated that it will affect the target area. However, staff often undertakes spot surveys In order to determine whether areas are truly low income. Aid. Juliar added that the City had the right to do surveys and change the map as needed. Mr. Yonker cited as an example the McDaniel Avenue street paving project. This area, according to HUD standards, was not low income. However, a site -specific survey determined that the area was indeed low income. Mr. Yonker also touched briefly upon the low Income benefit of the CD dollars spent by the City of Evanston and indicated that approximately 971 of the dollars spent by Evanston benefited low and moderate income individuals. He also added that the City Fair Housing program was one of only four dozen in the nation which exceeded the federal law and it was to Evanston's credit. Ald. Morton commented that the GPR showed that the Planning Department did a great deal of work. She added that it was organized very clearly and that she liked it. She added that she would keep it as a rescurce and it helped her more clearly understand the role that staff played in the CD process. Sam Favors added that he thought the CPR was outstanding and was indicative of a lot of hard work. Aid. Morton moved that it be accepted into the record with honors. This was seconded by Sam Favors. Motion carried 5-0. Housing and Community ❑evelopment Act Committee Minutes - May 8, 1990 Page Seven IV. CD STAFF/COMMITTEE INPUT Chris Yonker briefly informed the Committee about the recent award the City had received in the National Community Development Association (NCDA) Photo Contest. He indicated that the City had received an honorable mention on a street paving photo and that the Child Care Center Rehab photo took first place in the region and third place nationally. Aid. Juliar requested that a memo regarding this fact be prepared by staff and circulated. Chris Yonker then briefly touched upon his recent trip to Washington to attend the NCDA Annual Conference where lie met with the City's Congressional delegation regarding funding of the CD program. He requested that the Committee members write letters to their congressman and senators asking them to pass a budget this year so that CD won't end up getting cut as in previous years in order to meet the Gramm-Rudman deficit reduction law. At this point staff presented a slide show which detailed some of the projects which had been completed during the fiscal 89-90 year. V. CITIZEN INPUT There was no citizen input. VI. ADJOURNMENT Aid. Morton moved that the C❑ Committee meeting be adjourned; motion was seconded by Sam Favors. She meeting was adjourned at 10:05 p.m. STAFF: f G DATE: Jr Jl y%a TH:sb kY56-62 Draft Not Approved /: HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, June 12, 1990 Room 2403 - 7:45 P.M. Evanston Civic Center MEMBEPS PRESENT: Alderman Juliar, Aid. Morton, Jim Currie, Dexter Bailey MEMBERS ABSENT: Alderman Rainey, Aid. Drummer, Jane Colleton, Samuel Favors STAFF PRESENT: Halford, Janusz. Modaber, Palek, Powers, Yonker OTHERS PRESENT: None PRESIDING OFFICIAL; Aid. Morton, Chair (until Aid. Juliar arrived at 8:12 p.m.) CALL TO ORDER: The meeting was tailed to order at 8:00 P.M., a quorum not being present initially. I. MINUTES OF MAY 8, 1990 MEETING. Aid. Morton accepted the minutes into the record. 11. COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of May 10, 1990 Meeting. Aid. !Morton accepted the Housing Commission minutes of May 10. 1990 into the record. Ill. PRESENTATION BY HOUSING STAFF ON THE CITY'S HOUSING REHAB PROGRAMS. Catherine Powers, Director of Housing Rehabilitation and Property Maintenance, introduced her staff members present at the meeting: Stan Janusz, Assistant Director for Housing Rehabilitation and Property Maintenance: Matthew Palek, Cost Contract Specialist: and Bill Povalla. Housing Planner. Ms. Powers showed the Committee a chart of how construction monies were spent over the last few years. Stan Janusz described the operation of the City's single- family/multi- family, rental rehabilitation. and self-help paint programs. He described the application process and summarized the computerization of the department's records, Matthew Palek described how his job tasks served to make sure rehabilitation work was done for issues of health. safety and the BOCA code. Bill Povalla described his role and labor standards compliance in rehabilitation projects of eight units or more. Stan Janusz proceeded to show the Committee a slide show of a selection of housing units in the single- family/multi-family and rental rehab programs. (Ald. Juliar arrived at this time.) Chris Yonker asked Catherine Powers how clients hear about the rehab programs. Ms. Powers responded that many people learned of the programs by word of mouth. She added that the Property Maintenance Department also makes referral when they see code violations in dwellings, Jim Currie asked how the program operates. City housing rehab staff summarized the application process including verification of income and eligibility, evaluation of the house and how grants and loans for rehab are determined. They also described the contractor selection process. Housing and Community Development.Act Commit' Minutes - June 12. 1990 Page Two Aid. Murton asked if Evanston contractors were used on many City rehab projects. Ms. Powers responded that the property owners may choose any contractor they wish as long as the costs are reasonable. She added the City provides persons In the rehab program with a list of area contractors including local and/or minority contractors. Aid. Morton asked why more Evanston contractors are not involved in the program. Ms. Powers answered that not many of these contractors respond to request for bids on City rehab projects. Chris Yonker asked tits. Powers if there had been any changes with the tax delinquencies problem with rehab cases. Catherine Powers responded that the situation is still unusual. Mr. Yonker also inquired as to program costs in single/family versus multi/family rehabilitation. his. Powers commented that last there were a number of multi -family buildings participating in this program and she expects this trend to continue. She added that the program is just touching the surface of the needs of the elderly for rehabilitation of their homes in this community. IV. COMMITTEE REVIEW OF THE PROPOSED AGREEMENT WITH ECDC REGARDING TRANSFER OF REHAB LOAN PORTFOLIO Aid. Juliar asked it the City has reached an agreement with ECDC regarding the Loan Portfolio transfer. Chris Yonker responded that City Manager Joel Asprooth wanted the Committee to review it before it is finalized. Jim Currie made a motion to approve the agreement as written. Aid. Morton seconded the motion. Motion carried 4-0. V. COMMITTEE REVIEW OF 91/92 CDBG FUNDING CYCLE PROCEDURES A. Critique of Previous Year's Procedures and Proposed Procedures for Upcoming Year. Aid. Juliar remarked that it was difficult to discuss these procedures at this month's meeting with half the Committee being absent. He noted that no major changes were proposed in the application process. Chris Yonker commented that having new people on the Committee, he wanted to reinforce the procedures for these new numbers. Aid. Juliar remarked that other boards and commissions in the City felt frustrated when the CD Committee did not follow their advice. ,Mr. Yonker stated that only two boards commented on the CDBG funding requests last year. B. Review of Memo from Plan Commission: Suggestions for CDBG Investment Guidelines Aid. Morton asked if the Plan Commission was suggesting that all of their solutions be incorporated into the application process. Chris Yonker responded that the Plan Commission did an innovative job of putting their concerns together. He said the statement came out of the citizen CD Committee F members' frustration with the lack of priorities in the review process. Housing and Community Development Act Committee ,Minutes - June 12, 1990 Page Three Aid. Morton stated she was very interested in prioritizing some of the long-term funding goals of the Committee. Discussion followed by Aldermen Morton and Juliar and Dexter Bailey regarding using CD funds for street and alley improvements and alley Iighting. The long term funding and maintenance requirements of such a proposal for alley lighting may not be advisable. Aid. Morton reiterated her support for having long term -funding goals. Aid. Juliar remarked that the idea is solid but may encounter political problems. Dexter Bailey suggested doing preliminary funding cuts during the October weekly funding reviews. Aid. Juliar stated that during the final funding night in November, CD Committee members could still ask for a new vote on funding of these cuts. Jim Currie commented that the Plan Commission experienced frustration in trying to determine how funding decisions were made by the CD Committee. They thought it was an appropriate process to comment in the spring of 1990 so that their suggestions may be incorporated in the fall funding decision process. Dexter Bailey commented that he had problems considering CD funding when it is used as a contribution towards an activity the City was responsible for, such as catch basin replacement. Aid. Juliar commented that this issue has been a conflict with the CD Committee. He noted that the original function of the CD legislation was for capital improvements. That is why there is a cap on the social services component of the program. Jim Currie suggested not just looking at ECDC but examining all the agencies that the Committee funds. Aid. Morton remarked on the Plan Commission suggestion to tell agencies they will be funded for only another three years. She believed this would help agencies look at other sources of funds. Aid. Juliar remarked how some agencies originally came to the CD Committee stressing that they would not be coming back for other funds and have become annual recipients of CD funding. Chris Yonker commented that it would be good to wean agencies over a period of several years. He noted that much of our CD money is going toward general operating expenses for social service agencies. The Committee agreed to hold over discussion on the Plan Commission's recommendations until more Committee members are present: the August CD meeting was chosen. Chris Yonker summarized the neighborhood strategy area approach that the CD program used to have and how the regulations have changed since that time. He suggested that the City should also get back into that sort of comprehensive approach to neighborhood improvements. Aid. Morton commented that sometimes we want to help people who don't want to be helped. She asked why there were funding caps. Aid. Juliar replied that the program was not intented to be a social service program. Dexter Bailey suggested asking the City what needs to be done in specific areas. Aid. Juliar commented that the suggestion seemed to indicate the neighborhood strategy area again. He said he did not mind if we return to that as long as the size of the target area is not reduced. Housing and Community Development Act Committee Minutes - June 12. 1990 Page Four Chris Yonker suggested that one option would be to develop a pilot program. He summarized Public Works Director David Barber's sugggstion that the City go to a 50150 program throughout the whole community for the replacement of curbs and sidewalks. Any low to moderate income family interested could be eligible to have CD funds pay for their portion of the curb or sidewalk replacement. He added that this would be similiar to the Housing Rehabilitation program of the City, but it would have to be simple to operate. He said it could be done like special assessments, but a staff person would be required to verify household income. Aid. Juliar commented that this would be a worthwhile topic to focus on at the August CD meeting. Aid. Juliar asked for a concensus from the Committee regarding sending things to other boards and commission. Chris Yonker advocated leaving this matter up to these other boards and commissions as to how they would like to review the CD materials. Jim Currie suggested that this not be required of CD applicants to receive funding from this Committee. Dexter Bailey added that having another commission review a CD application not be a guarantee of funding and that this be communicated to the representative agencies. Chris Yonker stated that some of the CD funded agencies have asked him if they could be told what time their application would be reviewed by the Committee. Aid. Morton asked if we could schedule fixed times for the review of each application so that agencies would know when their presence was necessary. Aid. Juliar commented that sometimes Committee members ask numerous questions of an agency and this can take the review past its normally scheduled time. Aid. Juliar commented that. regarding the prioritization of additional monies, the CD Committee has sometimes done so for projects that have already been funded. He stated that the Committee has not always done so. but on some occasions it has given additional money to projects that did not receive full funding. Chris Yonker suggested. regarding the weaning of the agencies from CDBG operating funds, that the Committee give these agencies as much lead time as possible. Jim Currie asked if this could be done as a blanket statement to all agencies, informing them that there may not be money in future years to fund them. He urged that the letter not be written in a harsh manner. Aid. Juliar stated that the issue was whether the CD Committee will tell agencies that it is weaning them from CD funds. He stated this should be done in July and that staff should do a brief memo to that effect. Chris Yonker asked Aid. Juliar if this should be across the board for all agencies or only for the bigger agencies. Aid. Morton asked 'Mr. Yonker what the funding projections are for the CD program from Washington D.C. Mr. Yonker responded that funding was up in the air and Congress can't even agree on the amount of the deficit, more or less how to reduce it. He added that the biggest worry is _� for Congress to come to agreement on the budget: otherwise. the Gramm-Rudman Act kicks in and retroactive cuts in priority municipal programs, including CDBG, will be large. He added that the CD legislation is still not reauthorized: it is on a continuing resolution. Housing and Community Development Act Committee Minutes - June 12, 1990 Page Five VI. CD STAFF/COMMITTEE INPUT Aid. Juliar commented on the letter in the CD Committee packet from the Church Street business that has applied for a small business loan from ECDC but has not received a yes or no from them. He commented that there are some rather strong statements in the letter that say that ECDC should not be funded. He stated that the Committee needs to look at this letter and staff should examine It as well. He suggested the Committee also speak to Pam Walker because there must be ,mother side to this issue. He added that the Committee cannot ignore this letter. Chris Yonker stated that staff was already looking; Into the letter and would report back to the Committee on staff's findings. Chris Yonker commented that there still is $ 10,000 left to do the interior improvement to the 1817 Church Street building. He asked what staff should do with the money if the City chooses to sell the building soon: it would not be necessary to do the inside improvements. Aid. Juliar advocated doing these improvements anyway, that it might enhance the value of the property. Mr. Yonker responded that it could be a problem if the new owner decides to take the cosmetic improvements out. Chris Yonker also asked the Committee when it would be examining whether to recommend selling the building or not. Aid. Juliar responded that he would recommend staff comment on the issue. Mr. Yonker responded that' the Committee needs to let ECDC know if they are advocating selling the building so that the agency can do something for the next fiscal year. Dexter Bailey asked if 1817 Church Street had been included in the Capital Improvement Plan. Mr. Yonker replied that it had. Aid. Morton wondered who would buy the building. Mr. Yonker responded that the building probably would have to be gutted on the inside because it is not commercially feasible to use in its present state. Chris Yonker commented that ECDC had not yet returned the 1817 Church Street lease. Aid. Morton asked which for -profit tenant was still in the building. Anthony Halford replied that a small cleaning service was a tenant in the 1817 Church Street building. Chris Yonker added that the City does not want to go any longer without a lease on the property because some liability would be involved. He suggested having the Law Department give ECDC thirty days (30) notice to finish examining the lease and to act on it in one way or another. Aid. Juliar suggested that staff draft a letter to ECDC stating that the City must have the lease signed within the next thirty (30) days. Chris Yonker summarized the City's involvement in Penny Park, the new city park on Lake Street near Florence and Ashland Avenues. VII. CITIZEN INPUT There was no citizen comment. VIII. ADJOURNMENT The meeting was adjourned at 10:10 p.m. Staff: �14h TL /K►CJG�Q Date: fi &t�3 4Y65-69 r Draft Not Approved HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, July 10, 1990 Room 2403 - 7:43 p.m. Evanston Civic Center MEMBERS PRESENT: Aid: Drummer, Aid. Rainey, Dexter Bailey, Jane Colleton; Jim Currie; Samuel Favors MEMBERS ABSENT: Aid. Juliar. Aid. Marton STAFF PRESENT: Halford, Lufkin, Modaber, Roethle, Rudd, Terry, Tonkinson, Wirth, Yonker OTHERS PRESENT: Jane Brandley. John Buckley, James Fritz, Alan R. Gitelson, Ann Jennett. Viru Joshl. Helene Lome. Martha McDonald, Thomas Pollock; Robert Roy. Kathy Swanson PRESIDING OFFICIAL: Aid: Drummer. Acting Chair CALL TO ORDER: The meeting was called to order at 7:47 p.m. I. MINUTES OF DUNE 12, 1990 MEETING Aid. Rainey made a motion to approve the :Minutes of the June 12, 1990 meeting as written. The motion was seconded by Jane Colleton. Motion carried 6-�0: IL COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of June 14. 1990 meeting. The Housing Commission Minutes of their June 14. 1990 meeting were accepted into the record by A ld. Drummer. III. PUBLIC HEARING ON COMMUNITY DEVELOPMENT NEEDS FOR FY 91/92 A. Transmittal of Written Needs Statements Aid. Drummer brought the Committee's attention to the written Needs Statements for FY 1991-92 submitted by community agencies and city departments. B. Oral Presentations Aid. Drummer invited representatives of community agencies and city departments to briefly address the Committee on their needs for the coming fiscal year, Housing and Community Development Act Committee Minutes - July 10► 1990 Pape Two Kathy Swanson. Cook County Legal Assistance Foundation (CCLAF) Ms. Swanson said that CCLAF's funding request for FY 1991/92 will be $8,000, a 9.8% Increase over last year's grant. CDBG funds will be used to help pay the salaries of two attorneys and one secretary. CCLAF's,.funding from Legal Services Corporation for next year is secure. CCLAF serves approximately 600 proverty level clients in Evanston. Fifty percent of CCLAF's caseload relates to matters concerning income. food, shelter, medical. freedom from discrimination; twenty percent of CCLAF's caseload relates to housing matters. Ann Jennett. Youth Job Center The Youth Job Center (YJC) has been a CDBG grantee for the last seven years. The agency serves Evanston youth ages 14-23. CDBG funds have helped in a very dramatic way to keep the Youth Job Center program going. CDBG funding this past year was augmented by funds YJC received from the Unified Budgeting Panel and Evanston Township. The Youth Job Center has also stepped up their funding raising efforts with private corporations and foundations (YJC recently received a $4,000 grant from Suburban United Way for its summer program). Ms. Jennett mentioned that components of the Youth Job Center's "Success Center" concept (from last year's CDBG application) will be incorporated into their 1991/92 CDBG funding request. For example. a career connections program. which will include a continuation of the two-day a week GE❑ program Youth Job Center conducts with GRASP, will be part of YJC's 1991/92 program. The YJC would also like to continue their summer program for 30 at -risk youth. whose needs are not picked up by any other Evanston program. Helen Wronskv, Evanston/Northshore YWCA Helen Wronsky introduced herself as the "new" Executive Director of the Evanston/ Northshare YWCA. She thanked the Committee for its 1990 CDBG grants for the Shelter for Battered Women and renovation of the Day Care playground. Ms. Wronsky presented a summary for a substantial funding request from CDBG, for either supplemental or start up funds, one time use of funds for largely capital improvements to help reduce operating costs of the YWCA's building. areas of need are child care. health services. and community services. For example. the "Y" will request CDBG funds for the installation of an automated dishwashing system in the Child Care Center, which will achleve a cost savings of $200/month by the "Y" not having to purchase disposable plates and eating utensils. Keeping operating costs down will help keep fees charged to the Child Care Center's largely L.411 clle n.teiP - down. too. The YWCA will also be requesting continuing funding for its Shelter for Battered Women. as well as funding for minor renovation of the Shelter facility. Finally, the YWCA will be requesting funding for a new teen leadership program, a request for a grant for several staff positions for a year round program. In response to a question from Jane CoIIeton, Ms. Wronsky said the three -year -old teen program currently serves 31 teenage girls. The "Y" hopes to have 50-60 girls in the program during the school year. The program serves the community by trying to break the ` cycle of domestic violence. teen pregnancy. gang related incidents and juvenile delinquency. Housing and Community Development Act Committee Minutes - July 10. 1990 Page Three Viru Joshi. CEDA/Neighbors at Work Mr. Joshi read a letter from Patricia. Vance. which she stressed the continued need for maintenance of Evanstoruaging housing stock financial resources to maintain their property Vance thanked the Committee for Its support Assistance program over the past six years continue support of this program. James S. Tonkinson. City Engineer Director of Neighbors at Work, in funding to provide for upkeep and LMI homeowners do not have the and need financial assistance. Ms. for the Minor Repairs and Painting and encouraged the Committee to Mr. Tonkinson addressed the needs of the City's Public Works Department: - Catch Basin Replacement: request $ 100,000, continuation program; - Curb/Sidewalk Replacement: request $ 100.000, continuation program; - Viaduct Pavement Repair and Resurfacing: request $30,000, no funds approved for this program in 1990; - Alley Resurfacing: request $30,000, continuation program; - Street Paving: request $91.000. new funding request to pave Davis Street (requested last year but not funded); - Special Assessment/Unimproved Streets: request $ 15,000. continuation of a new program initiated last year; City has $5.000 on hand as there were no requests for assistance with special assessments last year. Aid. Rainey suggested that the City include notification to the citizens affected by a special assessment that the City has a special assessment assistance program for LMI residents. Alan R. Gitelson. Evanston Housing Coalition Mr. Gitelson. President of the Evanston Housing Coalition. thanked the Committee and the City of Evanston for its support for the Wesley/Green Bay project, in which three apartment buildings (a total of 24 units) were rehabbed for LMI residents. Mr. Gitelson said that the Evanston Housing Coalition is currently formulating plans for rehabbing a six unit apartment building. A decision on this project is anticipated over the next three or four months. [EHC is planning to come to the CD Committee this year for funding.] EHC is also seeking an executive director for its organization. James Fritz. Earn and Learn James Fritz told the Committee that Earn and Learn will be applying for CDBG funds In order to pay the wages for the students employed in their work skills training program. This will be a continuation of a previous CDBG program administered by Earn and Learn. Thomas G. Pollock. Housing Options for the Mentaliv-111 in Evanston. Inc. (H.O.M.E.) Mr. Pollock, Executive Director of H.O.M.E.. introduced himself to the Committee. H.O.M.E. was formed in 1988. but not fully staffed until last fall. This organization came about to address a housing need for the mentally ill in Evanston. _ i Housing and Community Development Act Committee '.Minutes - July 10, 1990 Page Four The need arose as a result of the federal Omnibus which required that the State of Illinois (and other funding to individuals who are mentally III and affected Albany House and Raintree in Evanston. had to leave these places of residence and there Evanston available to this population. H.O.M.E. wi funds raised for capital costs, to bring down the affordable level for these clientele. Aid. Drummer for UBP funding. Budget Reconciliation Act of 1987 states) no longer provide Medicaid living In nursing homes. This has The, result is those residents have, are currently no housing options in 11 use CDBG funds, along with other debt service of a property to an encouraged H.O.:M.E. to also apply Helene Lome, First Step. Niles Township Sheltered Workshop Ms. Lome thanked the Committee for its 1990/91 grant, which bought four air conditioners for their offices. NTSW will be applying for 1991/92 CDBG funds In order to erect office partitions. Jane Brandlev. Ridgeville Park District ?Ms. Brandley, Executive Director of Ridgeville Park District, thanked the Committee for its past funding for renovation to Ridgeville's parks. She commented on the amazing, positive effect on the neighborhood the refurbishment of Elks Tot Lot has had (soon to renamed Kay Lee Park). People are back outside. using the park and the community is more involved, providing real support for its parks. Ms. Brandley is certain the completion of Brummei Park this summer will have a similar effect on its neighborhood. For the 1991/92 funding year, Ridgeville Park District will be requesting CDBG funds to further renovate Ridgeville Park and Reba Park. Both of these parks received CDBG grants several years ago. At Ridgeville Park, pieces of play equipment are very old and rusted and need replacement. Reba Park will be further developed to make it a more attractive park for the entire community. Martha McDonald. 702 Reba Ms. McDonald. a new Ridgeville Park District board member and a resident of the .� Reba Park neighborhood, urged the Committee's consideration of the renovation of Reba Park. Jay Terrv. Director. Health and Human Services Mr. Terry addressed six areas of need in the Human Services sector: (1) Emergency Assistance: continued funding for two staff positions, the need for counselling and assistance is ongoing; �_= (2) high risk youth: there has been a significant increase in the number of gang and gang -related incidents in the City; (3) substance abuse problems, as identified by the Mayor's task force; (4) family homelessness: there have been an increase in the numbers of homeless " families and a need for affordable housing; ` (3) childcare needs: continuing need for affordable child care; (6) case managements services for the elderly: a growing number of older persons in the community and a growing need for case management services for those persons. - Housing and Community Development Act Committee Minutes - July 10. 1990 Page Five Donald J. Wirth. Director. Parks. Recreation and Forestry Mr. Wirth said his department will be requesting 1991/92 CDBG funding for the, following projects: (1) Fitzsimmon Park Tennis Courts - $10,000; repair and painting of court surface and practice boards; (2) Sargent Park Restoration - $3,000; replacement or restoration of play equipment; (3) Smith Park Restoration - $ 1 1.500; improvements to play equipment and other site amenties; (4) Fleetwood/Jourdain Center HVAC - $75.000; application for funding will be the second phase of a two-year funding request (CDBG grant for $75,000 for FY 1990/91). Mr. Wirth added that Parks, Recreation and Forestry supports several projects that will be requested by Family Focus for the Family Focus/Fleetwood-Jourdaln Theatre: sidewalk replacement and parking lot resurfacing. Aid. Drummer took this opportunity to thank CD staff and Committee members, Don Wirth and his staff for the excellent support. guidance and work provided on the Penny Park project. John Buckley. Family Counseling Service Mr. Buckley, Executive Director of Family Counseling Service, told the Committee that his agency will again be requesting CDBG funds for a case manager position to work with the LMi elderly in Evanston. (Family Counseling has requested. but not been given any CDBG funding for the senior case manager for the past two years.) This year's funding request will be divided between CDBG and UBP, with the CDBG funding request to be about $18,000. Family Counseling has a growing need for CDBG funds for the senior case manager in Iight of severe funding cuts for the elderly by the state. Robert Rudd. Director. Housing and Property Services Mr. Rudd told the Committee that Housing Services will be applying for continued CDBG funding for some of its activities: multi -family housing code inspections, housing planner, vacant lot maintenance and housing rehabilitation programs. The growing Interest in the single-family and multi -family rehab loan programs has nearly exhausted all funds on hand. The Housing Rehab department currently has $726,000 in its account; $500.000 of that amount has already been committed and the $226,000 left will most likely be spent in the next several months (staff has S390,000 worth in applications pending). The CDBG request for the single-family/multi-family rehab program will be for $250.000 - $300,000. Robert Roy. Evanston Community Defender Office :Mr. Roy emphasized the importance of continued CDBG funding for the Evanston Community Defender's office, which serves the LM1 residents of Evanston who have criminal proceedings pending in the judicial system. This program provides access to the criminal justice system for residents who cannot afford private legal counsel. The Community Defender's office also provides a social work program with short term outreach and crisis intervention counselling for their clients. Housing and Community Development Act Committee Minutes - July 10, 1990 Page Six IV. V. The Oral Presentations portion of the Needs Hearing concluded at 8:45 p.m. The Committee then took a brief recess. The meeting was called back to order at 8:52 p.m. C. Review/Adoption of "Community Development and Housing Plan" Mr. Yonker summarized :he purpose of the "Community Development and Housing Plan". stating that the Committee can use the Plan as a planning document for its program for the coming year. It is appropriate for the Committee to remove those portions of the Plan which are no longer relevant to the CDBG program, as well as add needs not heretofore identified. Discussion ensued concerning prioritization of Plan components; timeliness of the Plan - would be better to develop the Plan in the spring before the community Needs Hearing is held in order to give the Evanston community the intent of the Committee; using the current PIan in reviewing the 1991/92 proposals, The Committee decided to defer adoption of the "Community Development and Housing Plan" to the August 14th meeting. D. Review of Draft 91/92 CDBG Proposal Form Mr. Yonker pointed out that this is the first time staff is providing the Committee with a draft copy of the CDBG proposal form. The purpose in doing that is so that Committee members can review the guidelines and instructions given to applicants - see what goes in to developing a CDBG proposal - In the past the Committee has seen only completed applications. Mr. Yonker discussed some of the revised sections of the 1991/92 CDBG application: an enhanced Affirmative Action Plan which asks for racial data of agency board members, agency mission statements. copies of minutes of recent board meetings (in order to learn how involved a board Is in the direction of an agency's programs). Mr. Yonker invited Committee suggestions for changes to the proposal form. He added that the proposal form will be available to the public on July 16. 1990. REQUEST FOR USE OF UNSPENT FUNDS BY NILES TOWNSHIP SHELTERED WORKSHOP Aid. Rainey moved approval of the request from Niles Township Sheltered Workshop to use the $1,300 of remaining of their 1990/91 CDBG grant ($15,000) to purchase eight telling fans for their offices. This will enhance the efficiency of the window air conditioners already purchased and installed with CDBG funds. The motion was seconded by Jim Currie. Motion carried 6-0. CDBG FIRST QUARTER PROJECT REPORT FOR THE PERIOD MARCH 1, i990 TO MAY 31, 1990 Jane Colleton inquired about the status of the McDaniel Avenue paving project. Mr. Yonker replied that a decision is pending whether to make McDaniel a narrower, one-way street or to acquire a strip of land on the west side of the street, which is owned by the homeowners. The City would then have to negotiate with the property owners for purchase of the strip of land on the west side of McDaniel. The City hopes to complete this project this year. Housing and Community Development Act Committee Minutes - July 10, 1990 Page Seven YI. PROPOSED ACTIONS FOR IS17 CHURCH STREET BUILDING Mr. Yonker said staff is concerned that the City's Capital Improvement Program. now before the Administration and Public Works (4&PW). does not outline any further improvements for 1817 Church Street as a City building. If the City wants to keep the building. does it have any plans for capital improvements, and want to schedule them as part of the capital planning process following the architects recommendations? In addition. ECDC's considerations need to be taken into account. Ald. Rainey suggested that ECDC come up with a proposal for three or four alternative sites for office space, the 1917 Church Street building is like a slum property; it is hard to justify the continued expenditure of funds for maintainance of the building. She asked staff to send copies of its memorandum on the sale of the 1917 Church Street building to A&PW for consideration prior to the July 23rd A&PW meeting. Ald. Rainey asked ECDC to prepare a listing of alternative office sites for the August 14th CDBG meeting. Aid. Drummer asked to defer a decision on this agenda item until the chairman and Ald. Morton could be present. The Committee concurred; item held for August 14, 1990 meeting. Aid. Drummer encouraged Committee members to give this matter serious consideration. YII. CD STAFFICOMMITTEE INPUT Staff briefed the Committee on the status of an ECDC loan applicant (complaint letter to Committee). Applicant will resubmit its application to ECDC. Mr. Yonker asked Committee members to think of a date and time. and places to visit for the CD bus tour in September -to be discussed at August 14th meeting. Mr. Yonker announced that Evanston Friends of the Park will be having a planning meeting Wednesday night (July 13, 1990) to address certain problems with Penny Park. He invited all to participate. YIII. CITIZEN INPUT There was not additional citizen input. IX. ADJOURNMENT The meeting was adjourned at 9:25 p.m. STAFF: DATE: 4Y71-77 DRAFT --NOT APPROVED 0 HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, August 14, 1990, Room 2403 - 7:45 P.M. Evanston Civic Center MEMBERS PRESENT: Aid. Jullar, Jane Colleton, Aid. Rainey, Dexter Bailey, Jim i Curry, Samuel Favors, Aid. Morton MEMBERS ABSENT: Aid. Drummer STAFF PRESENT: Halford, Lufkin, MGdaber, Stevens, Yonker OTHERS PRESENT: Pam 'Walker, ECDC; Bennett Johnson, NAACP. PRESIDING OFFICIAL: Aid. Juiiar, Chair CALL TO ORDER: The meeting was called to order at 7:50 P.M. 1. II. MINUTES OF JULY 10, 1990 MEETING. 31m Currie made a motion to approve the minutes of July 10, 1990, as written. The motion was seconded by Jane Colleton. Motion carried 7 - 0. COMMUNICATIONS TRANSMITTALS. A. Housing Commission Minutes of July 12. 1990 Meeting. The Housing Commission Minutes of the July 12, 1990 meeting were accepted into the record by Aid. Juliar. B. Evanston United Way Youth Employment Study. Aid. Morton commented that she was saddened to read the memo submitted. Sam Favors noted that while the material was disheartening it was an opportunity for all agencies to have a forum on a regular basis to discuss a common problem. Alderman Rainey questioned whether the Human Services Committee had had a response to the memo. Chris Yonker responded that the Human Services Committee response was postponed. Housing and Community Development Act Committee Minutes - August 14, 1990 Page Two III. EVANSTON DAY NURSERY REHAB PROJECT. (1988-Request for modification to work program). Aid. Jufiar invited Doris Rudy of the Evanston Day Nursery to discuss her agency's needs. :Mrs. Rudy commented that the request was necessary in order to comply with electrical codes as part of of the expansion they were undertaking. She Indicated that until they received the $1680 they were not able to go ahead with the rest of the renovation work. She added that they were in the process of reviewing drawings in order to obtain a permit but they elected to hold off on obtaining the permit until the electrical work was completed. Aid. Rainey moved approval of the request from Evanston Day Nursery for $1,680 to complete the electrical updating. This action will enable the balance of the Evanston Day Rehab Project to proceed. Dexter Bailey seconded the motion. Motion carried 7 - 0. Chris Yonker added that there was a point of clarification. The Day Nursery was currently negotiating with the low bidder but would still be shy $5,000 to complete the work. He indicated that the Day Nursery would either have to submit a new proposal to complete the work or come and request ULO funds. Mrs. Rudy added that they were in -the process of trying to get references from the low bidder because they are unsure of his qualifications. Alderman Juliar added that based on what was remaining In ULO, the Day Nursery will have to submit a full proposal to complete the balance of the work. IV. REQUEST TO RAISE REBATE CEILING FOR COMMERCIAL AREA ASSISTANCE PROGRAM Tim Clarke synopsized the request which is to raise the rebate ceiling per storefront from $5,000 to $ 10,000 and for each building from $20,000 to $40,000. He indicated the primary rationale for undertaking this step was due to Davis/Bacon issues. He added that Davis/Bacon often increased project costs by as much as 20 to 30%. He also added that based on his discussions with both contractors and owners, an increase in the cap would spur additional owner Investment because this was this was a 50/50 project. Clarke added that the City's money as it is presently used is not often enough of an incentive. For example, he described the Goods project on Main Street which won a preservation E award. This project ended up costing the owners more by using the City's rebate than if they had not used the City's rebate. He added that for some projects on Howard Street the $5,000 was determined by owners not to be enough to justify participation. He added that the bottom line was the rebate program needed to be made as big of an incentive as possible. Dexter Bailey asked if Davis/Bacon requirements would apply to any concurrent work being done by the owner, aside from the facade. Clarke responded that it would only apply to facade work. He added, however, that if the facade project cost $40,000 and the City contributed a $5,000 matching grant the total $40,000 would fall under Davis/Bacon requirements. Alderman Rainey asked whether the Commercial Area Assistance Program was going to be requesting additional funds for the neighborhood storefront improvement program as a result of this request. Clarke responded that the Commercial Area Assistance Program did not anticipate requesting additional funds for neighborhood improvements for another year. Housing and Community Development Act Committee Minutes - August 14, 1990 Page Three However, he added that they would be requesting funds for downtown storefront improvements but that this requested rebate change would not apply to the downtown facade program. Dexter Bailey clarified that this change would allow more money to be spent on the existing facade programs. Aid. 3uliar commented that he was still concerned with the prospect of owners selling soon after facade improvements were completed and unduly profiting from such sales. Clarke responded that the improvement would still remain and that while he understood Aid. 3uliar's concern he had never actually seen it happen. He added that the requested rebate change was really necessary to get long-term owners involved in the project. Clarke added that is was his understanding that designs are actually being constrained by the artificial ceiling imposed by the program which currently was $2.00 private for every $1.00 CD participation. He added that he had not seen owners get involved with the project merely to achieve a "quick buck" to resell. Aid. Rainey commented that she did not think the same would hold true for the downtown because there were more sophisticated owners. Clarke responded that the request this evening did not affect the downtown; there would be a subsequent request for funds to do downtown facades. Aid. Morton questioned where the original rebate ceiling had come from. Clarke responded that it was suggested by staff. Aid. Morton questioned the difference between the CAAP rebate ceiling and FCDC's programs. Alderman 3uliar commented that the programs were not alike in that the City's program was a rebate program with a 50150 match whereas ECDC's began with a $7,000 unmatched up -front grant and then was a 50130 match. Clarke added that even with the change in the rebate ceiling the program would still be a 50150 match. Alderman Morton expressed her concern that by doubling the rebate the program we might lose an opportunity to impact a higher number of buildings. Clarke responded that the actual goal of the program was not to do 100% of the buildings in any one area but to do several and spur the others on to do their own improvements. Sam Favor's questioned whether doubling the rebate would really help impact the larger program and wondered whether the people currently contemplating facade renovations would have gone ahead and done them on their own. Clarke responded that the owners of Goods would have saved more than the $20,000 that the City had actually given them had they have gone on their own without the Davis/Bacon requirements. Alderman Morton commented that Good's was an extremely high quality project and well above the noun of which was normally anticipated. Clarke responded that Good's was an example of the type of goal the CARP program was actually looking for. Clarke noted that there was a property on Howard Street where the City matched 50150 for a total of $20,000 and actual improvements could have exceeded that amount but the owner did not want to exceed the 50150 match ceiling. As a result, the overall facade is a vast improvement, but it could still have been better. Jim Currie added that the intent of the request was to maximize the improvement for the long term. Tim Clarke added that the goal of the program was to improve the visual appearance of the building and impact overall neighborhood shopping. He indicated that oftentimes compromises had to be achieved because of the artificial ceilings. Housing and Community Development Act Committee Minutes - August 14, 1990 Page Four. He noted the example of the overuse of Panel 13 in a lot of buildings (not necessarily in the facade program) and added that it would not surprise him if in another ten years another storefront improvement program would come in to remove panel 15. He added that the recommended change would hopefully allow for improvements that were lasting. Jane Colleton questioned whether, as a result of the change in the rebate ceilings, additional funds would be needed overall. Clarke responded that the funds would be used up quicker and additional funds would probably be requested in another year. Jim Currie noted that he felt the program was very helpful and positive and the overall goal of trying to spur higher quality improvements should be supported. He added that he would like to see the rebate ceiling raised but cautioned that the Committee needed to act as a watchdog so that the money was not spent frivolously. Tim Clarke noted that 13 of the 20 facades done had used the maximum match. He added that if more funds were available the buildings possibly would have been done at an even higher quality. Jim Currie moved approval of the request to raise the rebate ceiling for the Commercial Area Assistance Program from $5,000 to $10,00 per storefront and from $20,000 to $40,000 per building. Alderman Rainey seconded the motion. Aid. Morton asked if this decision meant that there will most likely be a future request for additional funds if momentum was generated for the program as a result of the actions taken this evening. Aid. Juliar responded that this would be an issue to face when it occurred. Aid. Rainey commented that the Committee would be able to gauge the change in the program as a result of the raised rebate ceilings by evidence presented next year. She added that the Committee always had the right to reverse the decision. Ald. Juliar added that the Committee could modify the motion and make it conditional. Chris Yonker added that the Committee could add a sunset provision to the motion and then assess it when the CAAP Program came in for additional funds. aim Currie then modified his original motion to add that the effect of the raised rebate ceilings would be evaluated when the CAAP program requested additional funds. Alderman Morton seconded the amended motion. The motion was approved b - I (Colleton nay.). Chris Yonker added that the item would be on the City Council's agenda on the 27th of August. V. REVIEW OF MEMO FROM PLAN COMMISSION REGARDING SUGGESTIONS FOR CDBG INVESTMENT GUIDELINES (held over from 6/12/90 CD Meeting) Jim Currie noted that the last CD Meeting at which the memo was evaluated a quorum was not present. He added that the Plan Commission had a desire for the CD Committee to have firmer guidelines for its funding decisions. He added that this procedure would require a long-term commitment since the amount of CD dollars are decreasing while the amount of agencies requesting funds are going up. He added that it was his opinion that the suggestions given by the Plan Commission were good but that the CD Committee should really focus on the concept behind the suggestions. He added that the concepts should apply to all programs and not just some of the programs and he would like to work to establish stricter guidelines for CD funding next year. Aid. Juliar commented that he agreed that the Plan Commission's Housing and Community Development Act Committee Minutes - August 14, 1990 Page Five suggestions were worthwhile but he felt that if the CD Committee evaluated their funding decisions over the last several years that there would be a clear pattern of decisions which would probably mirror goals that might have subsequently been put together. He thought that ..the CD Committee had done a good job. Jim Currie reassured Aid. Juliar that the Plan Commission's suggestions were not to be taken as criticism. Aid. Rainey noted that while the concept was good the reality of the situation was that the further away from politics a group is the more objective it could be. She added that ideally the CO Committee should .act the way the. flan Commission recommended. She also agreed with Ald. Juliar that many decisions fall into place after political battles have been fought. She agreed that oftentimes the C❑ programs did not really get the biggest "bang for the bucks" that It could but the decisions were often made based on the size of the particular project's constituency. She added that she agreed that the Plan Commission's recommendation that different types of projects shouldn't compete directly against one another (such as sidewalks vs. tot lots). She added that projects should be categorized by type. Jim Currie noted It was his experience that capital improvement projects often ended up not being funded as consistently as other programs because they generally do not have the constituency that social service programs do. Dexter Bailey commented that the dollars that C❑ put into capital improvements may not really matter because the City was still responsible to carry out capital Improvements which was not necessarly the case with social services. Ald. Juliar disagreed stating that capital projects have fluctuated over time due to funding limitations but that they have had a significant impact on the CO program. He added that while capital improvements were not glamorous they were good for neighborhood revitalization and that it was important not to make arbitrary cuts in capital improvements. Sam Favors noted that the original intent of CD dollars was for capital improvements and added that he did not want to be caught in a situation where there had to be choices made between infrastructure and parks. Jim Currie agreed that the program was originally for the infrastructure. He said that CD Committee needed to look at decisions between long-term Investments like neighborhood infrastructure vs. human needs which were more Immediate and not long-term. He added that CD dollars had become more and more precious over time and it was not a good idea to keep throwing dollars to short-term needs, making agencies increasingly dependent. He added that the Committee needed to set a time to really discuss the memo in depth. Aid. Morton commented that she felt that the memo clearly raised issues that needed to be addressed and that it would be to the advantage of the CD Committee to - work with the Plan Commission. She added that she felt that it gave the Committee direction especially on the issue of agency dependency. She noted that it could help this fall's funding process and she moved to accept the Plan Commission's offer but not necessarily follow all recommendations. She then clarified her motion noting this would be in the form of an invitation to the the Plan Commission to meet with the CD Committee. Housing and Community Development Act Committee Minutes - August 14, 1990 Page Six Jane Colleton questioned how the Plan Commission derived its suggestions. Jim Currie responded that it was not a heavy handed decision but it came from general planning discussions. Ald. Morton noted that she would not be threatened by the Commission's recommendations. Sam Favors noted that the the CD Committee's direction toward funding agencies was changing anyway. He noted that it had become necessary to measure the results and track performance for the Iong term. Jane Colleton questioned whether the recommendations from the Plan Commission were accompanied with an offer of assistance. Aid. Juliar added that he appreciated the offer because the Plan Commission did have experience in goal setting. Dexter Bailey seconded the motion to accept the Plan Commission's assistance in setting goals and priorities for funding decisions and to invite the Plan Commission to a working meeting to accomplish this. The motion passed 7-0. Aid. Rainey commented that while she didn't expect conclusive results from the meeting with the Plan Commission, she noted that it would definitely put the CD Committee in a frame of mind that is more focused for the upcoming funding decisions to be made in the fall. After discussion, the Committee agreed to invite the Plan Commission to meet on September I I to discuss their recommendations. VI. REVIEW OF PROPOSED ACTIONS FOR 1817 CHURCH STREET BUILDING (Held over from 7110190 CD meeting.) Aid. Juliar noted that at the last CD meeting, the Committee had requested ECDC to present information on different locations they could rent in case the 1817 Church Street building was sold. Pam Walker reviewed the rental Information that she had obtained. She indicated that of the five buildings noted, two were in very good shape and needed very )Ittle Ieasehold improvements (1819 Church Street and 1813 Dempster). Her only concern on 1914 Sherman Avenue was that It was not in west Evanston. Dexter Bailey questioned why the square footage varied so much with the new locations that ECDC had investigated. Pam Walker noted that 1817 Church Street has 2200 square feet, of which ECDC uses between 1300 and 1500 square feet. The Committee noted that the 1819 Church Street building, while having many amenities, would generally run almost $50,000 a year in rent. Aid. Juliar noted that it was quite steep. Aid. Rainey questioned whether 1819 Church Street was advertised for sale. Pam Walker responded that she had received a flyer on it. Aid. Rainey commented that if 1819 Church Street were offered for sale and if it could somehow be consolidated with 1917 Church Street, it would be a rather large piece of property to be offered at the same time. A1d.Juliar questioned whether it would be appropriate to ask a real estate company whether this joint sale or simultaneous sale would enhance the chances of selling the building. Jane Colleton questioned what Pam Walker's preferences were on the disposition options for 1817 Church Street. Pam Walker responded that ch- had no preferences. Housing and Community Development Act Committee Minutes - August 14, 1990 Page Seven Aid. Rainey commented that ultimately the City would have to pay for the rent and she was concerned about the unknown costs involved. She added that it was really necessary to get a financial decision and added that she would like to receive some kind of expert help from a real estate company. Aid. Morton asked who would determine where ECDC would eventually end up. Chris Yonker responded that it would be the board of ECDC, but the CD Committee may be partially responsible for their ultimate location because they would be the ones putting limits on the total amount of rent. Aid. Juliar questioned whether ECDC's excess spare could be sublet. Pam Walker responded that technically ECDC cannot rent to any for -profit entity due to tax considerations. Aid. Morton commented that she felt the 1917 Church Street building was an undesirable location for ECDC because it was not handicapped accessible and was not functional office space. Sam Favors asked Pam Walker what ECDC's preferred options were. Pam Walker responded that she had met with the board and the board had reached a consensus that it would actually like to move out of the 1917 Church Street building but the question remained as to where. Aid. Morton asked whether program income that ECDC had generated from the housing rehab portfolio could be used to help offset new rent costs. Aid. Juliar noted that using the program income for rent would not actually be benefitting the overall community. VII. DETERMINATION OF SEPTEMBER CD BUS TOUR DATES AND DESTINATIONS After much discussion, the Committee opted to set a Saturday, September lath date for the CD bus tour which would commence at 9 a.m. and be completed by approximately noon. Vill. CD STAFF/COMMITTEE INPUT Chris Yonker introduced Johnetta Stevens, the new Grants Aide. IX. CITIZEN INPUT There was no citizen input. X. ADJOURNMENT The meeting was adjourned at 9:40 p.m.. Planne [J i ❑atk r k DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE ,MINUTES Tuesday, September 11, 1990 Room 2404 - 7:45 P.M. EVANSTON CIVIC CENTER MEMBERS PRESENT: Aid. Juliar, Aid. Drummer, Aid. Morton, Aid. Rainey, Dexter Bailey, Jane Colleton, Jim Currie, Samuel Favors MEMBERS ABSENT: None STAFF PRESENT: Halford, Lufkin, Modaber, Stevens, Yonker, Borys, and TonkInson OTHERS PRESENT: Al Belmonte, Chair, Plan Commission PRESIDING OFFICIAL: Alderman Juliar, Chair CALL TO ORDER: The meeting was called to order at 7:50 P.M. I. MINUTES OF AUGUST 14, 1990 MEETING Jane Colleton made a motion to approve the minutes of August 14, 1990 as written. The motion was seconded by Aid. Rainey. Motion carried 7 - 0. II. COMMUNICATIONS A. Housing Commission Minutes of August 23, 1990 Accepted into the record by Aid. Juliar B. ECDC subcommittee meeting report. Aid. Juliar requested that Aid. Drummer, Chair of the ECDC Subcommittee, report on the status of the ECDC Subcommittee meetings. Aid. Drummer - reported that he was satisfied with the subcommittee's attempt to get to the - "heart of the problem". The major problem relates to issues surrounding the status of ECDC's mission statement. It appears that ECDC has no mission statement and possibly the mission has changed. Therefore, ECDC will need to define their new mission. Aid. 4lorton reiterated that the mission of ECDC has changed and that she would like to see a copy of the mission statement issued to all the Committee members prior to the next meeting. Alderman Drummer elaborated on how the mission of ECDC has changed; the facade _ program is just about complete and the housing program is completed. The small business and the technical assistance programs are the only programsNOW-- currently in existence. Aid. Juliar and !Morton pointed out that it was the responsibility of the Committee to look at and determine if ECDC's function could be done by another agency or by the City. The subcommittee's minutes` were accepted into the record by Aid. Juliar. c Housing and Community Development Act Committee t,iltrutes -September 11, 1990 Page Two C. Status report from Penny Park Mr. Yonker reported on the transmittal that was submitted to the Aldermen regarding Penny Park. He noted that the project Is presently within budget. Aid. Drummer commented that the neighbors surrounding the park and the Friends of the Park organization had developed a Park Watch Committee. The groups monitoring the park have been quite successful. He stated that since school is back in session there have been little reports of "unsavory activity" in the park. Aid. Juliar admitted that although initially he was not in favor of the project, he was quite pleased with the park project. Sam Favors inquired about the speed limit in the area and that a stop sign on Florence and Lake was needed. Aid. Drummer indicated that in the A&PW meeting a vote was taken to put a stop sign on thc corner of Florence and Lake. Jane Colleton as well as the other Committee members expressed their praise about the Penny Park project. D. CD Bus Tour: Saturday, September 14, 1990. Mr. Yonker announced the bus tour and asked If the Committee would let staff know If they would be able to attend. Invitations were extended to the Mayor, the aldermen and the Plan Commission. Chris explained that there would be two stops on the bus tour and the balance of the tour would be spent driving by project sites. The first stop will be at Over the Rainbow followed by a stop at the Family Focus Community Center. The tour is expected to take two and one-half hours. Aid. Morton announced that she had received correspondence from the Hill Arboretum Apartments (Over The Rainbow) and they are accepting applications for residency. Aid. Morton asked if anyone knew of anyone who could benefit from independent living to have them call the Hill Arboretum Apartments. RE-EVALUATION OF EMERSON STREET BRIDGE FENCE PR03ECT Jim Tonkinson described the Emerson Street Bridge project and indicted that this project would cost 180,000. Aid. Rainey indicated that the Committee had discussed this project at an earlier meeting and had voted to complete this project with the original $15,000 allocation. Ald. Rainey believed the Committee should agree that the project was attempted and failed and that the Committee move on to something else. Aid. Drummer discussed the funding for the McDaniel Avenue paving project and indicated that the project was awarded $94,001) (the original request being for $104.000) through CD funding. The Committee discussed IDOT's responsibility for maintenance of the Emerson 5treet Bridge. IDOT's findings, per Mr. Tonkinson, was that the Emerson Street Bridge is safe. Aid. Morton asked if the Committee could be provided with a copy of a letter from [DOT stating that the bridge was safe. Mr. Tonkinson stated that the letter was from the initial proposal for the project. However, he could write a letter to [DOT requesting that information. He further stated that he could indicate in his letter that the City would not fund that project and wanted to know what IDOT's responsibilities were for maintenance of the Emerson Street Bridge. Housing and Community Development Act Committee Minutes -September It, t 990 Page Three Aid. Rainey moved to cancel the Emerson Street Bridge Fence project and transfer the $15,000 to the McDaniel Avenue Paving project. Aid. Drummer seconded the motion. Motion was carried unanimously. - IV. REVIEW OF MEMO FROM CDBG INVESTMENT GUIDELINES PLAN COMMISSION RE: SUGGESTIONS FOR CDBG INVESTMENT GUIDELINES Aid. Juliar asked At Belmonte, Chair of the Plan Commission, to discuss the Plan Commission's findings in looking at how the Housing and Community Development Act Committee allocates funds for projects. Mr. Belmonte indicated that one of the things that stood out was how the Committee is always forced to compare various types of programs with each other in a very competitive situation. For example, social service programs are being compared against capital improvement programs while housing programs are being compared against neighborhood revitalization programs. Mr. Belmonte suggested that rather than pitting one agency against another, allocations be assigned to subgroups. For example, percentages could be allocated to particular categories. Mr. Belmonte indicated that most of these projects are justifiable and are needed. However, with the decreasing amount of available dollars, the categorization would be useful in terms of allocating money. Only a certain amount of money would be available for a particular category. Another concern the Plan Commission has is how the Committee looks at long-range planning. Mr. Belmonte suggested that program presenters come to the Committee providing Information on long-range planning indicating how the dollars that they're getting for this project affect on completion of the overall goals of that organization. He explained that the process of funding is presently based on short-term planning and often the amount of long-term commitment that is needed is over -looked. For example, if an agency needs a ten year investment, particularly a social service agency, would the Committee be willing to make that investment? Aid. Jullar acknowledged that Al Beimonte was quite knowledgeable about the CD process and that his suggestions would be considered, as he had served as staff to this Committee for a number of years. Aid. Juliar stated that he did not think the Committee has failed in achieving long-range goals in the past. Perhaps long-term planning had not been articulated or written down but it was certainly a consideration in the allocation of funds. Aid. Jullar added that the Committee's procedure or style may appear to be ;saphazard, but no money has been misappropriated. Aid. Juliar felt that the Committee should discuss these issues and try to achieve some consensus. Ald. Morton indicated that she thought the intent of the comments from the Plan Commission was to suggest that the Committee establish more formalized guidelines for allocating CD funds. Aid. Drummer indicated that while he agreed that the comments from the Commission were good ideas, the Committee did have a process where they attempted to address many of the issues that the Commission was concerned about, primarily the long-range planning. in M Housing; and Community ❑evelopment Act Committee Minutes -September 11. 1990 Page Four Dexter Bailey expressed his views about CD funding for Infrastructure. He stated that Infrastructure )eg. curbs and sidewalks) were the responsibility of the City. Ald. Juliar indicated that the basic presumption of the program in providing funds for Infrastructure in deteriorating areas is that it will have a greater than proportional impact on those communities. His comments led to a general discussion on the lmpact of infrastructure on deteriorating neighborhoods. Aid. Juliar stated that staff who have experience working on infrastructure projects In the target areas have been able to see the impact of CD funds on those communities. fir. Belmonte indicated that there Is a basic level of services provided across-the-board by the City and that CD funds are to enhance the level of service. He elaborated on how the system of allocating funds supports agency dependency on CD funds for continued operations. For example, there are agencies who apply for CD funds year after year without seeking funding from other sources. Aid. Juliar indicated that this Committee does a good job in allocating money, especially as compared to other cities. Ald. • Rainey stated she felt federal funding for many of the programs make these groups dependent on pubic funding to survive. She indicated that there were several groups that come to C❑ repeatedly and are totally dependent upon CD funds. those groups seldom seek additional funding from other places. Aid. Rainey felt that the CD Committee has no statutory obligation to guarantee continued funding year after year for any organization. Aid. Drummer explained that CD funds come from the federal government to be used to benefit low/moderate income persons City-wide, not necessarily in the target area. They can also be used for economic development where low irx:ome people will be employed as a result. Aid. Morton indicated that she didn't understand why we have a target area if CD money could be used throughout the entire City. Chris Yonker explained that the target areas were formerly called Neighborhood Strategy Areas. There were two major target areas: Main/Ridgeville and Church/Dodge. Those were the areas where the vast majority of funds were concentrated. The CD regulations have since changed whereas it doesn't matter where you are located; if you are a low to moderate income you can qualify for funding. Aid. Morton asked how does HUD determine the amount of money a City gets? Mr. Yonker responded by saying that the population of a city, the age of the housing stock, the number of low to moderate income people and the percentage of E poverty are a few of the determining factors. Aid. Drummer felt that the Committee should consider the suggestions made by the Plan Commission when looking at the proposals this year. He suggested that the Committee begin to think seriously about putting some of the agencies who are very dependent upon CD funding for their existence on noLic:e. Mr. Yonker reiterated that funding levels were getting smaller and that we Housing and Community Development Act Committee Minutes -September 11, 1990 Page Five were going to have to start prioritizing because CD will not be able to offer continued funding to all programs. He suggested that the target areas could be reduced in size to include only those areas that are Inhabited by predominantly low income people. He stated that this would help CD get away from block improvement programs where non-low/moderate income persons received assistance. Dexter Bailey questioned whether some mechanism could be put into place during this funding cycle to determine an organization's future plans. Mr. Yonker explained that on the proposal form that question is asked and refers to a two-year plan. However, there is no question that addresses the effect/impact of not receiving continued funding on the agency's ability to operate. Ald. Juliar expressed his appreciation for the suggestions from the Plan Commission. He suggested that since the funding cycle was already in progress that the Committee revisit the issues within the next six months when there would be more time to adopt some policy changes. Jim Currie said that he appreciated the comments and thought the Committee should keep in mind many of the suggestions while looking at this year's proposals. V. STAFF/COMMITTEE INPUT Mr. Yonker asked who would be able to attend the Bus Tour. Aid. Morton, Aid. Rainey and Aid. Juliar said that they would not be able to attend. Everyone else would be attending. VI. CITIZEN INPUT There was no citizen input. VII. ADJOURNMENT The meeting was adjourned at 9:40 p.m. STAFF: DATE: 1 ON f q o 4Y33/57Y DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday. October 9. 1990 Room 2402 - 7:45 P.M. EVANSTON CIVIC CENTER MEMBERS PRESENT: Ald. Jullar. Aid. Drummer, Aid. Morton, Dexter Bailey, Jane Colleton, Jim Currie, Samuel Favors MEMBERS ABSENT: Aid. Rainey STAFF PRESENT: Asprooth, Crismond, D'Agostino, Halford, Janusz, Lufkin, Modaber, Stevens, J. Thomas, O. Thomas, Wirth, Yonker, OTHERS PRESENT: Ann Jennett, Youth Job Center: Viru Joshi, CEDA/ENAW; Jane Brandley, Ridgeville Park District; John Buckley, Family Counselling Service; Claire McCarthy Peterson, Housing Options for the Mentally 111; Helene Lome, Niles Township Sheltered Workshop First Step program; James Frit-. Earn and Learn. District 65: Kathy Swanson, CCLAF; Helr n Wronski, Evanston/Northshore YWCA; Delores Holmes, Family Focus; Doris Rudv, Evanston Day Nursery; Robert Roy. Evanston Community Defender: Bennett Johnson, Catherine Bridges. Evanston NAACP. PRESIDING OFFICIAL: Alderman Juliar, Chair CALL TO ORDER: The meeting was called to order at 7.47 P.M. 1. MINUTES OF SEPTEMBER 11, 1990 MEETING Ald. Morton made a motion to accept the minutes of the September 11, 1990 meeting. Jane Colleton seconded the motion. Ms. Colleton asked that the minutes on the first page under Section I1, B. ECDC Subcommittee Meeting Report regarding the agency's mission statement be changed. She noted that the draft copy of the minutes state that ECDC has no mission statement. She wanted the minutes to be clarified to read that the "current mission statement of the agency needed to be updated." Motion carried 6-0 to accept the minutes as amended. II. COMMUNICATIONS A. Housing Commission minutes of September 13 & 27, 1990 Meetings Aid. Juliar accepted the Housing Commission minutes into the record. Housing and Community Development Act Committee Minutes - October 9, 1990 Page Two B. Letter to City Manager Re: Evanston Community Defender Program The letter was received into the record by Aid. Juliar. C. Letter to CD Committee from Evanston Housing Coalition The EHC letter was received by Aid. Juliar. D. Memo to Housing Commission Re: Review of 1991/92 Housing Proposals (similar memo sent to Economic Development Committee and Plan Commission) Chris Yonker announcer) that the Housing Commission has agreed to meet jointly with the CD Committee at the October 23 CD Committee Meeting. Aid. Juliar accepted this memo into the record. E. Copies of Unified Budget Panel (UBP) Proposals, Staff Analyses and Working Notes from Community Defender, CCLAF, Youth Job Center, Earn do Learn, and Family Counselling Services Mr. Yonker remarked that these are copies of the five UBP applications of our mutually funded agencies for the CD Committee to examine. Aid. Juliar received these proposals into the record. Samuel Favors arrived at this time. III. 1991-92 CDBG PROJECT PROPOSALS - PUBLIC HEARING A. Transmittal of Proposal Notebooks to Committee Chris Yonker told the Committee that the proposal notebooks are complete. Staff has reviewed all proposals and made their comments at the front of each proposal. He added that this year there is a new format incorporating a five-year summary of previously funded programs comparing their objectives and goals. The second part of the pink sheet review is based on the CD Committee's discussion with the Plan - Commission regarding what is important in each proposal comparing to standards that the CD Committee has adopted in its Orientation Materials. Mr. Yonker summarized the status of the federal budget negotiations and how thev impact the federal Community Development Block Grant Program. He stated that the Senate has apreerf to %3.2 billion for the 1991 program year for CDBC;, and the 77 House has authorized $3.0 billion. He added that the final amount could be changed by the Gramm-Rudman Act if the joint committee cannot come to an agreement. He stated that this could mean a 32 o cut in the City's CDBG program if Gramm-Rudman takes place. B. Spreadsheet of CDBG Requests Mr. Yonker stated that the funding caps on the two -page spreadsheet are based on an optimistic view of the City's estimated entitlement. Housing and Community Development Act Committee Minutes - October 9, 1990 Page Three C. Preliminary Reallocations of Unexpended Funds to the 91/92 CDBG Progam Year Chris Yonker estimated that there will be approximately $76,000 in unspent prior year project funds which may be transferred forward to the 91/92 CDBG funding year. He stated that Staff has looked at prior year programs only and may examine Year 16 unspent funds if projects are completed prior to the November CDBG meeting when the final vote on reallocations will take place. D. City Manager's Presentation re: Recommendations for City -Sponsored Proposals City Manager Joel Asprooth summarized the funding requests from City -sponsored projects for the 91/92 funding year. Mr. Asprooth stated that the CDBG Administration proposal would he requesting $291,092 in funding for the new year. This represents a 1.8`.>; increase over the current year. This would eliminate the part-time intern and part-time accounting positions. He stated the City believes that the accounting needs can be met through the existing accounting staff for the CDBG program. Regarding Fair Housing. Mr. Asprooth'stated that the request for $78,108 would fund most of the costs associated with this program element, as opposed to this year which funds the salary of the Fair Housing Educator only. He stated that under the Public Services category, the City wou'd be requesting funding for the Emergency Assistance Program and the ALERT Crime Newsletter. Under the Economic Development category, Mr. Asprooth rerr irked that there would be three City -sponsored programs requesting funding: the downtown facade improvements, and C&NW viaduct painting at Main Street and Emerson Street. Mr. Asprooth remarked that the viaduct painting programs are a new initiative which are listed in the Capital Improvement Plan and are badly needed. Under the Capital Improvement component of the neighborhood revitalization category, Mr. Asprooth summarized the City project requests for curb and sidewalk replacement, viaduct pavement replacement, alley resurfacing, the paving of Davis Street, the special assessment assistance for street paving, the resurfacing of the parking lot at the Fleetwood/aourdain Community Center, the replacement of the HVAC system at Fleet wood/]ourdain, improvements to the locker room area at Fleetwood/Jourdain, the restoration of the tennis courts at Fitzsimons Park, and the restoration of Smith and Sargent Parks. Nir Asprooth summarized the City -sponsored funding requests for programs in the housing categorv: the Single-Family/\lulti-Family Rehabilitation Construction funds requesting $250,000 and the Housing Rehabilitation Construction Administration, Property Maintenance Administration, -Multi-Family Inspection and Vacant Lot Improvement programs. He added that the administration and inspection programs in this category would be funded at a continuation level. Mr. Asprooth finished his presentation by commenting that a project contingency fund was also being requested by the City. Is Housing and Community Development Act Committee Minutes - October 9, 1990 Page lour Discussion by Ald. Drummer, Aid. Morton, Dexter Bailey, and Jane Colleton, regarding how much of the 1990 Special Assessment Assistance funds have been spent, the reason for the CDBG Administration cost Increase of 1.8% when two positions are being eliminated, how the CD Administration budget would have to be modified If Gramm-Rudman takes effect and the percentage of requests of the $2.6 million which are from City -sponsored projects. Mr. Asprooth responded that the special assessment money had not yet been spent. He remarked that in 1981, the last time special assessments were funded in the City, HUD had different spending guidelines. He stated that the City believes there are sufficient demands to warrant allocation of more funds next year toward this program. Mr. Asprooth commented that the two positions being eliminated in the CDBG Administration program were part-time positions; no full-time positions would be affected. The 1.9% increase reflects salary Increases and slight increases In line items. Regarding Gramm-Rudman cuts, .Mr. Asprooth stated that there may have to be other staff cuts if Gramm-Rudman goes through. He added that $1.770 million of the total funding requests were from City -sponsored projects. Dexter Bailey asked how creative the City has been regarding inducing the railroads to do the viaduct painting. Mr. Asprooth responded that he believed it would be a long time before the railroads would fund the painting of the viaducts as opposed to structural improvements. He highlighted the necessity for this project to improve the economic vitality of the business communities and how difficult it is to get the railroads to spend scarse capital funds on beautification. Mr. Asprooth commented that the Village of Oak Park has made significant improvements by allocating some of their funds to paint the railroad viaducts. E. Non -City Sponsored Proposal Presentations Marcia Mead, Tom Parkinson and Ann Jennett, Youth Job Center (Proposal No. 9) Marcia Mead, Vice President of the Board of Y3C, introduced Agency Director Ann Jennett and the other Board and Staff members present at the hearing. tics. Xlead thanked the CD Committee for its funding in past years. She commented about the changing environment for jobs for youth in Evanston. There is a decreasing number of jobs in the City of Evanston. Many of the agency's clients are at -risk youth and have fewer job qualifications; therefore, they need more thorough job -readiness training. Ms. Mead stated the agency's current goals are the placement of 500 youth in jobs, the improvement of job readiness training, and career track placement for 80 low to moderate income vouth. She mentioned the creation of an employers' advisory council composed of representatives from companies which hire YJC clients to help Y3C better serve the employers' needs. Board member Tom Parkinson highlighted the agency's budget and listed the foundations from whom the agency has requested money. He added that the budget Housing and Community Development Act Committee Minutes - October 9, 1990 Page FIve increase in staff is to hire a fifth staff person who would primarily serve at -risk clients in depth. Discussion by Aid. Juliar, Aid. Drummer, and Jane Colleton regarding the percentage of the Agency's budget that private funds comprise, the agency's unrestricted fund balance, and relationship with the City's Recreation Department and Youth Advocate regarding youth. Mr. Parkinson responded that as of their fiscal year ending June 30, less than 25% of the Agency's budget was comprised of private funds: approximately $40,000 out of the $168,000 operating budget. M.S. Jennett added it was difficult for a suburban -based agency serving primarilly suburban youth to receive grant funds from foundations based in Chicago. Mr. Parkinson commented that the unrestricted fund balance of $12,600 covered less than one month's expenditures. Aid. Marton asked which agencies hired YJC clients and how many companies are involved. Ms. Jennett responded that fifteen busineses are on the YJC Advisory Council and that fifty percent of these fifteen businesses are Evanston employers. She added that YJC is starting a mentoring program at some of the job sites for employees to work with the YJC hirees. Viru Joshi, Evanston Neighbors at Work (Proposal No. 34) ENAW staff member, Mr. Viru Joshi, commented that Executive Director Patricia Vance was unable to attend this meeting due to another commitment but that she would be available at the October 23 CD meeting to answer in-depth questions. He added he would take any Questions the Committee had this evening back to ,Ms. Vance. Mr. Joshi commented how the increased tax burden in Evanston affects many people, especially lower income persons who are unable to afford needed repairs to their homes. He noted that much of Evanston's housing stock is old, reouiring more repair. Mr. Joshi stated that the repairs needed in these homes have become more extensive over the years. The agency is requesting $197,164 in CD funds, representing a 4 a decrease in funding. "sir. Joshi explained that the minor repairs and painting assistance program is Citywide but it targets areas with at least 30 % low to moderate income households. He added that next year's program will have some changes and will employ fewer persons, with those who are hired having more experience. ,Mr. Joshi noted that Neighbors at Work has also applied for a .Marshall Field Corporation grant but it has not yet received notification of funding. Aid. Orurnmer asked about the educational component of the program. Mr. Joshi !_ responded that with the training component of the program it takes more administrative costs to supervise and there will be changes in the people doing the work. Jane Brandley, Ridgeville Park District Ms. Brandley told the CD Committee that Ridgeville Park District would be requesting $51,645 to make improvements to Reba Park. They will be adding Housing and Community Development Act Committee Minutes - October 9, 1990 Page Six equipment for preschool children, more trees and landscaping and resurfacing the basketball court. The Park District is trying to work with the neighbors to redirect parents and children back into the park. She commented that in the wake of recent activities that occurred in Reba Park area, the neighborhood is responding with evening supervision and outreach by the Park District. She added that the CD Committee funding of Brummel Park galvanized the neighborhood and thanked the Committee for this funding. At this time, Ms. Brandley read a letter from the Reba Place Fellowship. tits. Brandley added that this organization has been more effective in saving the neighborhood. Aid. Drummer ouestioned ibis. Brandley regarding if the $+51,000 requested would Include playground safety modifications and how many more parks in the Ridgeville Park District would need to be fixed. Ms. Brandley responded that the funding does Include safety modifications. She added that Ridgeville and the two Kamen parks were yet to be improved. She highlighted Ridgeville Park as a priority because of the high percentage of LMI persons living in the area. Ms. Brandley added that there had been no revitalization of some of these parks in the Ridgeville District for 15 to 20 years. Ms. Brandley commented that Ridgeville Park District has requested funding for a state grant but was told that these are normally done by professionals. She added that the Park District could not have completed the C❑ application without the assistance it received from the City's Planning Department. Jane Colleton requested a list of Planning Department staff project assignments from Chris Yonker. John Buckley, Family Counseling Services (Proposal No. 10) Mr. Buckley told the Committee his agency is requesting $20,770 from CD funds under the Public Services category. This number represents 70% of the project cost for an elderly case manager for his agency: he will be soliciting the remaining 30 D from the Unified Budget Panel. He summarized the aging of the general population stating, that 20% of the Evanston population is 60 years of age or older. He remarked that no CD funds are currently being used for that segment of the population. He added that as people are living longer there is a greater need for services to help keep them living independently. He commented that many seniors do not know the resources in the community and/or how to access them. Mr. Buckley stated that the Family Counseling staff has the expertise to work with this population but not enough staff hours to serve them properly. He added that at any given time there are 10 to 20 Evanston seniors that the agency cannot serve promptly. Mr. Buckley noted that 15 years ago Family Counseling barely served the senior population and that today 40% of their workload is with seniors. He stated that the agencv cannot keep up with the demand for services by senior citizens. Aid. Drummer asked how much the agency worked with volunteers. Mr. Buckley responded that the agency would like to have more volunteers but that it's difficult to recruit them these days. He cited more women entering the workforce and more volunteers being available in the evening hours, which are not prime hours for Housing and Community Development Act Committee Minutes - October 9, 1990 Page Seven working with the senior citizen population who lock their doors at twilight. Jane Colleton commented on the delays she experienced trying to get services for her mother four years ago. She added that the agency provided quality service once It was able to serve her mother; she stated she appreciated and understood his comments of the need to serve seniors promptly. Sam Favors asked what geographical area the agency serves. Mr. Buckley responded that Family Counseling Services serves Evanston, Skokie, Golf, Niles, Lincolnwood, and Morton Grove. Mr. Favors asked It the case worker would serve all of these communities. ,Mr. Buckley respondeed that the CD fund its elderly case manager would work with Evanston clients exclusively and that the agency believes that a full-time person could be fully utilized in this job. Claire McCarthy Peterson, HOME First - Building Acquisition (Proposal No. 33) Ms. Peterson, President of the Board of Directors of HOME First, stated that her organization is requesting $35,000 in CD funds to be used as a portion of a downpayment on a building to house up to 8 current Evanston residents with mental illnesses. She commented that the agency has $11,000 in savings and that it would be sponsoring its first fundraiser soon. She stated they are looking for a two- or three -flat building under $225,000. She added that the agency has received two small grants from Washington National Insurance and the Evanston Community Foundation. %is. Peterson described the problem facing the mentally ill in Evanston. Under the Omnibus Reconciliation Act, persons who are mentally ill and living in long-term care facilities who do not require skilled nursing services will have to be discharged. She noted that these people cannot get housing on their own and no other agency in this area or in the State is approaching the situation in the same manner as Home First. Discussion by Sane Colleton, Aid. Morton and Aid. Drummer regarding how the mentally ill clients will pay for their housing, whether HOME First can contract with the Mental Health 708 Board for services and the time frame of the project. Ms. Peterson responded that the proforma submitted with the CD application represented a worse -case scenario for funding of this project. She summarized the Community Integrated Living Arrangements program which provides up to $25,000 per client for housing. She added that some clients receive Social Security which is higher than SSI and a small percentage come from wealthy families who can help support them in this independent living process. 1is. Peterson stated that HOME First has been working with the 708 Board and is helping to draw up the licensing standards for group homes with the new zoning ordinance. She added that there are - organizations which screen people for the living arrangements. Regarding the time frame, Ms. Peterson explained that the biggest challenge is getting the down payment. She noted that volunteers have been working for the past 6 to 7 months examining newspapers and determining selling prices and availability of housing stock in the Evanston and wmkie area. She commented that the agency is working with Cyrus Realtors in hopes this will cut down on the time. She said they have pro bono lawyers available for doing closing work. Housing and Community Development Act Committee A4inutes - October 9, 1990 Page Eight Aid. Drummer asked if Ms. Peterson had statistics on the number of mentally ill in Evaston requiring housing. Ms. Peterson responded that the organization has a sense of the number of people in facilities which will be discharged soon. Their estimates are 80 persons according to the City's Mental Health Board Director Jeanne Fox. She added that some estimates indicate 100 people in Evanston need such housing arrangements. Sam Favors asked what would happen if the organization does not receive the full $35,000 it is requesting from the CD Committee. Ms. Peterson responded that HOME First will keep doing fundraising until they obtain a sufficient down payment to afford a home. She added that although housing in Evanston is expensive, the agency is attempting to allow Evanston residents to remain in the community in which they grew up and did not want the housing to become a magnet for persons in other communities to live in. Helene Lome, Niles Township Sheltered Workshop/First Step Room Partitions (Proposal No. 32) Helene Lome, Executive Director of the First Step program, summarized the various day programs that First Step offers to the chronically mentally ill population in Evanston. She stated that the agency is requesting funding to install permanent floor -to -ceiling room partitions in its classrooms and offices for more privacy for staff working with clients. She stated that the program is handicapped without partitions because it does not insulate against conversations that the therapists are having with the client. She stated that all of the clients the program serves are Evanston residents and all are on public aid. Jane Colleton asked if the permanent partitions would interfere with newly -installed air conditioning units funded by CDBG this program year. %is. Lome responded that in the large rooms this will not affect the air conditioning units because they are window units and would be located on both sides of the partitions. James Fritz, Earn and Learn/District 65 Youth Pre -Employment Training Program (Proposal No. 8) James Fritz, staff member of Earn and Learn, thanked the Committee for its past funding of the program. He stated that the $5,400 District 65 is requesting in CD funds would be used to finance 40 weeks of paid training for 45 income -eligible middle school at -risk students. He stated that the summer program is helpful when children are more susceptible to bad influences. He stated some youth have poor communication skills and need improvement on them in order to get jobs. Aid. Drummer asked who determines "at risk." Mr. Fritz replied that the school district determines who is at risk and makes reierrais to the Earn and Learn program. He added that the Earn and Learn intake process is designed to determine which situations have both families and students interested in participating in the program. Sam Favors asked what the $5,100 received from the CD Committee last year was used for. Mr. Fritz responded that it was to be used toward a vehicle purchase for the Earn and Learn program. Mr. Fritz added that the Earn and Learn program is outgrowing Housing and Community Development Act Committee ,Minutes - October 9, 1990 Page Nine its quarters at Haven School and will be looking for a new site. Kathy Swanson, Evanston Legal Services Program (CCLAP) (Proposal No. 5) Kathy Swanson, Managing Attorney of the Evanston office of Cook County Legal Assistance foundation, commented that the CD funding request for next year is less than this year's request, however it is higher than the allocation received. She explained that the attorneys and staff in the office, are unionized and that funding from the parent Legal Services Corporation office has not yet reached the pre-1981 funding level. Ms. Swanson clarified that there Is no duplication between the criminal clients served by the Evanston Community Defender prograrn and the civil legal clients CCLAF serves. She stated that most of the cases her agency works with are persons who have public aid, general assistance and disability problems. She added that a lot of their work also deals with landlord/tenant issues, evictions, .and other housing matters facing lower income persons. Ms. Swanson stated that her agency relies much on CD funding and has appreciated the past support from the Committee. lane Colleton asked if the agency can serve non-LMI persons if they pay for services. this. Swanson responded that the agency is prohibited by law from charging fees for its services and it restricts the legal services it provides to low income persons only. Helen Wronski, Evanston/North Shore YWCA, Battered Womens' Shelter, Teen Development Program, Womens Shelter Improvements Programs (Proposal Nos. 6, 12, and 30) Ms. Wronski commented that the Y''/CA has a 125-year nationally, and a 60-year history in the Evanston/North Shore area. She stated the mission of the YWCA was to eliminate racism and empower women and girls. Ms. Wronski stated that the request for funding for the Battered Womens' Shelter represented a 30% increase. This program funds personnel costs: one full-time counselor, one quarter -time counselor and one children's aide. She gave the Committee an outline of the numbers of volunteers who assist on the crisis line, assist children and provide legal advocacy. She stated there is a 54% increase in statistics. There are more walk-in clients which the agency hopes will defer and prevent further domestic violence. She added that trainees require supervision and there are also more strict reporting requirements for the funding sources. his. Wronski described the Teens for Tomorrow teen development program designed to serve wirls in the 11 to Ins year -old age bracket, whi,-h the Evanston Recreation Department identified as an under -served population. ifs. Wronski stated this program is part of a national YWCA program that the agency is implementing locally. The Womens' Shelter improvements are primarily to make it more handicapped accessible for clients of the shelter. his. Wronski stated that the agency received a $15,000 grant from the Illinois Coalition Against Domestic Violence for this purpose. She added that the CD funds would be used in this project to modify the bathroom. Housing and Community Development Act Committee Minutes - October 9, 1990 Page Ten Delores Holmes, Family Focus, Community Center Improvements (Proposal No. 29) Delores Holmes, Executive Director of Family Focus/Our Place, told the Committee her agency is requesting $79,662 to repave the northeast portion of the agency's parking lot, replace the ceiling tiles in the building, do roofing work on a portion of the building and install an ejection pump for the sewer system. as. Holmes added that the agency is trying to provide a resource center for the black community and thanks the Committee for its past support. She commented that they have received a $50,000 grant from the ;McCormick Foundation for asbestos removal and also funds from the Amoco Foundation. She stated Family Focus houses other agencies in the building and it is difficult to maintain the building. Jane Colleton asked if ceiling tiles would be replaced in just the hallways or throughout the entire building. Ms. Holmes responded the whole building because they were installed in 1960 and it is difficult to find replacement tiles. She added that there is a need for new framing to support the tiles. The agency wants to replace all of the tiles in order to be consistent. Doris Rudy, Evanston Day Nursery, Nursery Building Rehab Supplement (Proposal No. 31) Doris Rudy, a board member of the Evanston Day Nursery, told the Committee theI organization is 75 years old and is requesting $16,165 for the second phase of a two-phase project for rehabilitating the building. The first phase was to rehab the kitchen, which was completed one week ago. She summarized how the CDBG grant was spent and added that it cost four times the amount first requested due to the increased building costs since the project was started and the federal labor standards involved. Ms. Rudy added that the agency has $11,540 remaining from the first grant issued by the CD Committee and is looking for additional funds for use in the rehab of the Director's office which is a former pantry and cannot accommodate more than one parent to speak with the Director at one time. Ms. Rudy stated that the agency has advertised for bids twice, however the bids received were unsatisfactory due to the quality of the low bidder's work. All bids received were over the remaining CDBG grant amount. tiffs. Rudy added that the Evanston Day Nursery is a landmark building and that the organization has been through the Zoning Board of Appeals special permit process and the Preservation Commission on this project. Jane Colleton asked %ls. Rudy if she anticipated any other changes in the building. Ms. Rudy responded that she did not because it was an old building. Ms. ColIeton asleed if the nav Nur%ery would be returning for more CD funding in future years. Xis. Rudy summarzied the wish list of the agency for other improvements to the building, such as repairing the gingerbread fascia and the interior oak trim, m.c:ding. Robert Roy, Evanston Community Defender's Office (Proposal No. 4) Mr. Roy described the Evanston Community Defender's Office as a non-profit agency operating in Evanston since I973. The agency provides legal and social work Housing and Community Development Act Committee "Minutes - October 9, 1990 Page Eleven services to low to moderate income Evanston residents on criminal matters. He summarized how the program developed from purely legal to Iegal social service in order to reduce the recidivism of clients it served. lie added that the agency tries to deal with educational needs as well and provides access to the part of the community that the community wants to impact on. Mr. Roy stated that his agency serves 100% Iow income Evanston and Evanston Township residents. He stated his staff is comprised of two attorneys, one social worker and a two-thirds time office manager/secretary. Mr. Roy stated that the agency also receives UBP funding and Invited the Committee to visit the Community Defender's office prior to the next funding meeting. He stated that the CD funding support has helped the office to get money from the lawyer's trust fund. He stated his agency is requesting $81,839 to support exiting activities of the office. The public hearing concluded at 10:05 P.M. 1V. CD STAFF/COMMITTEE INPUT Chris Yonker reminded Committee members that th CD Committee will meet for the next three Tuesday nights and the meetings will commence at 7:00 P.M. V. ADDITIONAL CITIZEN INPUT Bennett Johnson, representing the Evanston Chapter of the NAACP, stated that the Over the Rainbow organization had made a covenant with the Community Awareness Block Club to hire minority contractors and employees and has ignored that promise. He stated that of the over $2 million to build this project, only about $20,000 has gone to minorities. He stated his agency has filed a complaint with HUD and asked the C❑ Committee to look into how the Over the Rainbow organization has violated this agreement. Alderman Drummer commented that the CD funds were held for quite a long time due to the delays with the closing of the HUD Ioan. Jane Colleton requested that the NAACP provide written copies of this agreement with the Over the Rainbow Association to the Committee to examine. Chris Yonker stated that Over the Rainbow contacted him this week and gave him a fact sheet to distribute to Committee members; he distributed the fact sheet. VI. ADJOURNMENT Being no further business, the meeting adjourned at 10:10 P.M. STAFF: �z O* pa&oljej� DATE: 4Y64-74 DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, October 16, 1990 Room 2403 EVANSTON CIVIC CENTER MEMBERS PRESENT: Aid. Drummer, Aid. Rainey, Dexter Bailey, Jim Currie, Samuel Favors MEMBERS ASSENT: Aid. Juliar, Aid. Morton, Jane Colleton STAFF PRESENT: Halford, Lufkin, Modaber, Stevens, Yonker, Aiello, D'Agostino, Grodsky, Kassen, Marino, Tonkinson, Wirth OTHER PRESENT: Donovan L. Beech, Dvnacept, Inc.; Jane Rrandley, Ridgeville Park District; Albon Favors; Marilyn Fischbach. YWCA, - Richard Haar, First Step; Delores A. Holmes. Family Focus; Virginia Hughes; Melinda Irby, ECDC; Terry Jenkins, EVMARK: Njoki Kamau; Joyce Lord, YWCA; Kathryn McDonald: Martha McDonald; Torio Osborne. ECDC; John Pope; Doris J. Rudy, Evanston Day Nursery; Jean P. Scher; Harry S. Taylor: Pamela A. Walker, ECDC; Helen Wronski, YWCA CHAIR: Aid. Drummer, Acting CALL TO ORDER: The meeting was called to order at 7:10 p.m. 1. COMMUNICATIONS/TRANSMITTALS A. Copies of CD Staff Assignment Sheets reauested by Jane Colleton. Accepted into the record by Aid. Drummer. B. Family Counseling Center (Proposal #10): List of current Board Members. Accepted into the record by Ald. Drummer. C. ECDC responses to Staff Review (Pink) sheet (Proposal #14). Accepted into the record by ALd. Drummer. D. CCLAF responses to Staff review (Pink) sheet (Proposal #5). Accepted into the record by Ald. Drummer. E. Ridgeville Park District responses to Staff Review (Pink) sheet (Proposal #38). Accepted into the record by Aid. Drummer. F. Updated 91/92 CD13G Proposal Spreadsheet. Accepted into the record by Aid. Drummer. Housing and Community Development Act Committee `IInutes - October 16, 1990 Page Two G. Miscellaneous materials from Unified Budget Panel: 1) Working notes on Community Defender Review Session; 2) Staff Analysis on Youth Job Center Proposal. Aid. Drummer commented that these materials would he held until the Individual proposals are discussed. H. Copy of City Capital Improvement Plan (CIP) Summary of CDBG - Funded Projects and City Manager's Priorities for Funding of Capital Projects in FY 91/92. Aid. Drummer commented that this had been requested from the City Manager at the last Committee meeting. Accepted into the record by Aid. Drummer. It. IN-DEPTH REVIEW OF FY 91/92 CDBG PROPOSALS FOR ECONOMIC DEVELOPMENT AND NEIGHBORHOOD REVITALIZATION Proposal 13 - Downtown Facade Improvements Judith Aiello, Assistant City Manager for Economic Development, said this new project should do for the Evanston downtown business district what the facade improvement projects have done in the neighborhood business districts. This program will be available to all businesses in the entire downtown area. The program will be marketed by EVMARK. EVAMARK is a special service district, put in place several years ago to do both marketing/promotion and capital improvements in downtown Evanston, as well as targeting the leasing of some of the vacant storefronts. There is no additional tax money available in this special service district because they are already taxed to the maximum, which is $250,000 a year. Were this project not to be funded by CDF3G. EV,MARK would have to not do something else. Citing the improvements made to the Chicago/Dempster and Chicago/!.lain business districts as a result of the facade improvement programs. it is hopeful that in combination with EVMARK's marketing efforts, this program can he used as an incentive for leasing in downtown Evanston. The $100,000 funding request will be targeted for nine storefronts this year. The need for a downtown facade improvement program came about because there are a number of vacant storefronts in downtown Evanston and there is no comparable program for facade improvements as there are in the neighborhood commercial districts. Primal 14 - ECDC Small 5usiness Center Ms. Pamela Walker, ECDC Interim Director. said that ECDC's budget request for the Small Business Center totalled $223,201; $42,000 is included in anticipation of ECDC moving its offices from 1817 Church Street. The balance of the funding request is for $181,201 to operate the Small Business center which includes the revolving loan program and a new entrepreneurial training program. Ald. Drummer referred to the ECDC subcommittee's report, which had been presented to the full CD Committee a week ago. One recommendation in the report is to maintain the subcommittee in order to assist ECDC. Housing and Community Development Act Committee Minutes - October 16, 1990 Page Three Aid. Rainey commented that the ECDC subcommittee report was an excellent report: it was one of the most important reports to come out of a City Council Committee in a long time. Aid. Rainey noted the balance of unspent funds ECDC has on hand M49,558) and :asked why ECDC is asking for over $200,000 in new funds when it has S349,51% In unspent funds. She wondered if ECDC's budget requires over $500,000 In binds. Aid. Drummer added that ECDC will also have available to it $45,000 for the, sale of the 1801 Lyons Street building and vet to be calculated program inc-mot. from housing loans for i=Y's 89/90 and 90/91. part of the unspent $349,558 is targeted for completing the Simpson and Emerson Street facade programs and rrinfntenance of the revolving loan program. Ms. Walker clarified that the funding reauest for this year is for administration of the loan program, not new money for commercial loan funds; ECDC is using money it now has for maintenance of the loan program. Aid. Rainey calculated that funds needed for completion of the facade programs totals 5116,000; whereby, ECDC has $150,000 that is not targeted and therefore available to the agency. Aid. Drummer agreed with this figure. Considering the approximately $150,000 in unspent funds ECDC has on hand, Aid. Rainey made an informal motion to reduce ECDC's 91/92 funding reauest of $223,201 by $160,901. The motion was seconded by Oexter Bailey. Noting that this meeting was not the funding allocation meeting and that three committee members were absent, Samuel Favors recommended that a vote on Aid. Rainey's motion wait until all Committee members could be present. aid. Rainey encouraged the Committee to reduce funding requests in areas where the impact will not be felt by the agency {ECDC). She cited the total anticipated CDf3G funds for 91/92 at 51,742,509. allowing 5719.100 for Public Services and Administration, this leaves $1,023,409 left to be allocated among the Economic development, Housing and Neighborhood Revitalization projects. Jim Currie thought it would be better for the Committee to decide at a later date what ECDC will be allocated rather than to recommend any changes to the agency's funding reauest. The Committee agreed to defer consideration of Aid. Rainey's motion until the Committee's funning allocation meeting. Proposal 15 - Main Street C&NW Viaduct Painting Proposal 16 - Emerson Street C&NW Viaduct Painting Jim Tonkinson, City Engineer, discussed Proposals 15-22 with the Committee - all sponsored by the Cit,r's Engineering Department. Both viaducts are scheduled for the next fiscal year under the City's Capital Improvement Plan. Both all -steel structures are owned :sy tr}e C&NW railroad; C&NW has not responded to repeated reauests from municipalities for viaduct painting. The viaducts need to be cleaned, painted and have mesh installed across the areas where pigeons roost. Mk a �- Housing and Community Development Act Committee Minutes - October 16, 1990 Pane Four Oak Park, a community with C&NW viaducts similar to Evanston's, has installed mesh and a chemical agent on their viaducts to deter pigeons. It would be difficult to cut the- estimated cost of the project. The City has received many complaints about the condition of its viaducts, particularly the Main Street viaduct. Proposal 17 - Curb/Sidewalk Replacement This is a combination curb and sidewalk replacement program which the City has been running for 15 vears. The funding request is for $100,000. it is estimated that 3,200 L.F. of curb (2/3 mile) could be done at an estimated cost of $17.00/L.F. (including sod and curb Installation). At $3.00 per sq. ft., approximately 1,400 so. ft. of sidewalk could be replaced. Engineering Department would like some flexibility in the program to spend more of the grant on curbs, for example, if there is a greater need for curb replacement. Proposal 18 - Viaduct Pavement Replacement The City has operated this viaduct program for seven years. The $30,000 funding request is proposed to replace the pavement under the Simpson Street viaduct at Green Bay Road. Last year the abutments were done on this viaduct and Commonwealth Edison did replace some concrete when they did duct work under the viaduct. However, the structure is settling and the rest of the pavement under this structure is in bad condition and getting worse. Proposal 19 - Allev Resurfacing This is a 10-year program funded with CDBG and G.O.B. Bond funds. Three alleys are scheduled for replacement at an estimated cost of $10,000 per alley: North of Grove East of Oak Street, North of Greenleaf East of Elmwood, and North of Madison Street East of Elmwood. All three alleys were installed prior to 1940. Proposa! 20 - Davis Street Paving Davis Street is one of three segments of streets that qualify for CDBG funds for paving. It is the last one to be paved in the 2nd Ward. The funding recommendation is $91,000. Davis Street paving was proposed last year, but not funded due to a shortage of CDBG funds. The City would plan to bid out Davis Street paving together with the McDaiiiri Avenue paving project (prior year project), status pending with the City's Law Department. Proposal 21 - 5oeciai Assessment Assistance/Street Paving Eligibility for this program is based on income. The funding request is for $15,000. Considering a prior year's average of assessments and payments by property owners, Engineering estimates that four property owners could be served. Under HUD regulations, however, the $15,000 could be divided up among more property owners on a given street, if they qualified for this program. The City Manager and the City Housing and Community Development Act Committee Minutes - October 16, 1990 Page FIve Council will have to review and approve guidelines for administering this program. Guidelines are anticipated to be similar to those established for the SW Paving Project. Dexter Bailey asked about adding the $91,000 Engineering is requesting for Davis Street paving to the Special Assessment allocation. Mr. Tonkinson explained that it would cost less to pave Davis Street as an individual CDBG project rather than put it under the Special Assessment Assistance program, because of the very small number of property owners abutting Davis Street in this block. Ald. Rainey asked that if only two property owners qualified for special assistance on a paving project, could they share the entire grant, i.e., receive $7,000 in assistance? Mr. Yonker responded that under HUD guidelines the City would set the cap on level of assistance to each eligible property owner. Proposal 22_ Flee twood/Jourdain Parkin The $9,000 funding request would put a 1-1/2 inch overlay on the parking lot, located on the east side of the Center. Engineering for the project would be done in-house. Proposal 23 - Fleetwood/Jourdain HVAC S sy tern Replacement Frank Kassen, building Operations, introduced Donovan Beech, President of Dvnacept, Inc., the consultant firm hired by the City to perform engineering services for the Fleetwood/Jourdain HVAC System Replacement project. The Fleetwood/Jourdain HVAC project received a 1990/91 CD5G grant of $75,000. An assessment of the Center's present furnace (bailer was done last year and although the current boiler can operate this winter, it is currently operating at 6010 efficiency: a new HVAC system could operate with 88% efficiency. All areas of the Fleetwood/Jourdain Center would be served by the HVAC proposal except the offices on the south end of the building, the dance room and weight room (these areas are presently air conditioned). Possible west side window replacements are included in the City's Capital improvement Plan for 92/93 and have been factored into Dynacept's estimates. Due to budgetary constraints, Dynacept has been looking at blower/fan types of equipment. This is not the best system from an energy savings viewpoint - a better system would be an absorption unit, but the cost would be $280,000. With proper maintenance, the life expectancy of the replacement system will be 20-30 years. The HVAC system will be under a five-year warranty. Dynacept will prepare the specifications for the replacement HVAC system including type of equipment so that the contractors will be bidding on the same unit. Aid. Rainey asked that cost estimates for the proposed HVAC system be submitted to the ` Committee in writing so that Committee members may review them prior to November 13. This information was to have been given to the Committee prior to _= the October 16 meeting, as indicated in the Fleetwood/Jourdain HVAC Replacement proposal. Housing and Community Development Act Committee Minutes - October 16, 1990 Page Six Proposal 24 - Fleetwood/Jourdain Locker Rooms Upgrade Richard Grodsky, Superintendent of Recreation, gave the Committee an estimated cost breakdown for the Fleetwood/Jourdain Locker Roomst 1,200 Circuit installation to bring up to City code 3,200 Fluorescent lighting 3,000 Paint 1,800 Mirror replacement 800 Plumbing (showerheads, faucets) $10,000 Total Estimate Written cost estimates will be provided to the Committee. He noted that the Fleetwood/Jourdain locker rooms are dark, dingy and dismal; the lockers are okay. Proposal 23 - Fitzsimons Tennis Court Restoration Paul D'Agostino. Assistant Superintendent of Parks, presented the three City sponsored parks proposals. The $10,000 funding request for Fitzsimons Park is to replace the tennis court surface and backstops. In response to staff pink sheet comments, Mr. D'Agostino explained that the project could not be bid otit with other resurfacing projects because of the different types of surfaces, (stro-ets v. tennis courts). The surface is not yet unplayable, but deteriorates more each winter. Parks Dept. could delay project one more year but would prefer to do it In 91/92 program year. The average life scan of a tennis courts). is 8-10 years; Fitzsimons was last resurfaced in 1977. Parks Dept. has not met this Year's performance goals because of staff vacancies over the past year. This situation will be taken care of soon. This project is listed as desirable in the City CIP. Proposal 26 -Smith Park Restoration Mr. D`Agostino did not think the construction of Penny Park will have much effect on community use of Smith Park. The two are separated by a major thoroughfare (Lake Street), which acts as a "barrier." One or two home day care centers use Smith Park on a regular basis. Neighborhood groups maintain flower gardens. Smith Park was last improved in 1980; Parks Department restores City parks every 10-12 years. Pr000sal 27 - Sargent Park Sargent Park was partially renovated two years ago under the City's Playground Safety Modifications program. Prior to that time, the last time anything was -_ done to this park was in 1974-75. The 91/92 CDBG funding request is to do landscaping, repair benches and fencing. Housing and Community Development Act Committee .A.Unutes - October 16, 1990 Page Seven Pr000sal 28 - Reba Park Revitalization Jane Brandley, Director of Ridgeville Park District, presented Ridgeville's proposal for refurbishing Reba Park. In 1978 Ridgeville received a CDBG grant for $5,100 for partial renovation of Reba Park: a wood play structure was installed surrounded by a berm, and a low fence separating the park from the basketball court (across the rear of the park next to the alley). The park design was unsuitable for the younger child. There were too many places to sit and teens tended to congregate. In 1986 Ridgeville responded to a neighborhood concern about safety design in Reba Park. Ridgeville received a $10,000 CDBG grant. The berm was flattened and wood play equipment removed. The fire engine, climber, two swing units, and two climbing ropes were installed. The wooden fence across the park had already been removed. In an effort to make the park safer for children a chain line fence was installed to separate the basketball court from the rest of the park. Ridgeville now wants to further develop Reba Park to make it an attractive, easy to maintain and safe place for people of all ages. Ridgeville has appeared before the City's Site Plan Review Committee, which has approved the design concept and suggested that addition of lighting to the park. Ridgeville has not yet obtained Quotes on lighting. Ridgeville will assume the cost of park lighting, if necessary. Ridgeville is working with neighbors and Reba organizations to make the neighborhood a safer place for all with a park appropriately planned for community use. Nis. Brandley asked members of the audience representing Reba Park to stand. She then introduced Jolen Pope, who talked about some of the outreach efforts he is doing with the Reba Park community. Sam Favors asked if Ridgeville could still do the job if it received less than its $51.645 funding reouest. Ms. Brandley responded that part of the project would have to be cut. Aid. Rainey asked, on behalf of another council member. why Ridgeville Park District is not taxing at its limit? Nis. Brandley responded that Ridgeville currently taxes at 4.99% a year, its citizens also support the City parks through other taxes and that Ridgeville is relieving the City of the maintenance of the parks under its jurisdiction. Ms. Brandley said Ridgeville Park District will probably request future CDBG funds for Ridgeville Park. Proposal 29 - Family Focus Community Center Improvements Dolores Holmes, Director of the Family Focus/Our Place Center, said the $79,662 funding request is prior;.izcd as follows: $35,000 for the replacement in (a) the gymnasium and, (b) the hallways and then partial roof replacement. ,s Family Focus has received grants from other foundations including Amoco and the McCormick Foundation. Overall, the building needs about $500,000 in capital improvements. Presently, there's leakage in the roof over the Fleetwood/Jourdain Theatre, which is leased to the City Recreation Department. Hanson Roofing is inspecting the all rubber roof, which is in good condition. The portion ofthe roof over the theatre was not paid for with CDBG funds. Housing and Community Development Act Committee A;iinutes - October 16, 1990 Page Eight Proposal 30 - YWCA Women's Shelter im roveMLrLm Marilyn Fischbach, incoming President of the YWCA Board of Director's, spoke to the Committee about allegations made against the Evanston/Northshore YWCA and the manner in which funds for the Shelter for Battered Women are being appropriated. She stated that the problem %eems to be a misunderstanding about the way funds are allocated to an agency. Ms. Fischback assured the Committee that the YWCA is following United Way guidelines for public accounting of funds. Committee members expressed their concern about the YWCA Shelter, and noted that while it is not the Committee's intention to become involved in internal personnel matters, the Committee had to know the facts about the Shelter's funding in order to make a sound decision about the YWCA's application for a 91/92 grant. Questions about whether money is appropriately allocated are important and need to be clarified and dealt with In a formal way, preferably in writing. The Committee needs to discern among rumors, allegations and the facts about the Shelter. Ald. Rainey expressed reservations about making any funding decisions about the Shelter right now based on the information currently circulating. Helen Wronski, Executive Director of the YWCA, introduced Joyce Lord, Associate Director of the Shelter, and announced that she (Helen Wronski) is acting director of the Shelter, and that Joyce Lord and Marianne Forest are managing the day-to-day operations of the Shelter. The YWCA is conducting formal interviews for a replacement Shelter director and expects to have a director in place by November Ist. There have been no interruptions in service to Shelter clients. %is. Wronski and the Contracts Review Committee of ICADV have met and are working on the issue. There is considerable national and local support for the Shelter. Forty per cent of the Shelter's funding is from ICADV. The YWCA staff has also met with Owen Thomas and had extensive conversations about staff turnover. The Evanston/Northshore YWCA thinks it is acting responsibly and it follows national YWCA management guidelines. The YWCA also follows the requirements of each grant program to the best of its ability. Ms. Wronski said that the cost estimates for the capital improvements funding request were provided by Continental Construction. The YWCA also has also -- filed a grant application with the Evanston Women's Club for the same project and will learn in November the statispf tie request. Should the YWCA receive funding for this project from the Woman's Club, it will withdraw its CDBG grant application. Proposal 31 - Evanston Dav Nursery Rehab - Supplement Doris Rudy, Evanston Day Nursery F3oard member, gave staff updated pages to its proposal with additional and corrected figures (to be included in Committee = packets). Mrs. Rudy reviewed the plans for the office/room addition with the Committee. Ninety per cent of the Day Nursery's budget is allocated toward staff salaries, which are very low at about 56.00/hour. The Evanston Day Nursery is starting an endowment for teacher excellence fund and just received a $25,000 grant over the next five years. The facility is suffering from years of neglect due to budgeting constraints. F_DN has applied to the McCormick Foundation for capital funds but was turned down because it is a small day care = center. '� Housing and Community Development Act Commission Minutes - October 16, 1990 Page Nine The majority of families enrolled at EDN are Title XX eligible: five children are from full -fee families and pay $119 a week. Many projects and fund raising efforts are administered by the BDN Board. Many things are done by volunteers. The Evanston Day Nursery has been In existence for 73 years, does not want to become dependent upon CDBG or other funds; wants to remain financially independent. Construction should take shout six weeks, Proposal 32 - First Step :Zoom Partitions Richard Haar thanked the Committee for the air conditioning and ceiling fans First Step was able to install with its 90/91 CDBG grant. The funding request for 91/92 is for $1,700 for room partitions. Having room partitions will enable staff to expand their services; staff will be able to serve 4-5 people at the same time. First Step has no other sources for capital funds. [[[. CD STAFF/COMMITTEE INPUT There were no additional staff/committee comments. Aid. Drummer reminded Committee members about the next two Committee review sessions, October 23 and October 30, both meetings beginning at 7:00 p.m. IV. CITIZEN INPUT Former YWCA Shelter for Battered Women staff member Kathy McDonald and former Shelter Director Njoki Kamau addressed the Committee about their concerns about the YWCA/Shelter situation. The Committee added that these concerns be submitted in writing to the Committee. .Mr. Alban Favors voiced his support for paving Davis Street in 91/92. Aid. Rainey added that the CD Committee had promised the Davis Street community that "next year would be the year" (to pave Davis Street) if the citizens would remain patient. V. ADJOURNMENT The meeting was adjourned at 9:46 p.m. Staff: ' dr 44c--- Date: October 26, 1990 4 Y 32-40 DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE Joint Fleeting HOUSING COMMISSION MINUTES Tuesdav, October 23, 1990 Room 2403 - 7:00 P.M. EVANSTON CIVIC CENTER HOUSING AND COMMUNITY DEVELOPMENT MEMBERS PRESENT: Aid. Juliar, AId. Drummer, Aid. Morton, Ald. Rainey, Dexter Bailey, Jane Colleton, Jim Currie, Samuel Favors HOUSING COMMISSION MEMBERS PRESENT: Aid. Brady, Aid. Warshaw, Aid. Wold, Jerry Kotas. Robert Bush, Art Newman, Joan Ritter STAFF PRESENT: Yonker, Stevens, Modaber, Povalla, Powers, Janusz PRESIDING OFFICIAL: Aid. Juliar, Chair CALL TO ORDER: The meeting was called to order at 7:00 p.m. I. MINUTES OF OCTOBER 16, 1990 MEETING Aid. Morton made a motion to approve the minutes as written. The motion was seconded by Aid. Juliar. 'Motion carried 7-0. IT. COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of October il, 1990 Accepted into the record by Aid. Juliar. B. The Committee acknowledged receiving the responses to Staff Review (Pink) Sheets from Housing and Property Maintenance Department and Home First. Catherine Powers addressed the Committee and responded that she would answer any questions when her proposals were discussed. r Housing and Community Development Act Committee Minutes - October 23, 1990 Page Two III. IN-DEPTH REVIEW OF FY 91/92 HOUSING PROPOSALS HOME FIRST BUILDING ACQUISITION (Proposal #33) Tom Pollock, Executive Director of Home First described their proposal for a capital grant to purchase a building to house mentally ill adults. The operations expense will be provided from a grant funded by the Department of Mental Health. This property would house at a minimum eight individuals who are severely mentally ill. Although this is a first year request, Home First does not anticipate the need for CD funding for any more than three years. Mr. Pollock added that Home First staff was experienced in real estate acquisition and property management. Aid. Warshaw questioned if there would be any staff living on the premises to provide services for the residents. Mr. Pollock explained that Home First was only involved in property acquisition and another agency will be contracted to provide service. Evanston Hospital is being considered as a service provider for the residents. Aid. Warshaw stated that the anticipated cost to purchase the proposed property was very low for a three -flat in Evanston. Aid. Rainey asked if Home First was familiar with a house in Chicago located at 7720 Marshfield where mentally ill adults were living independently. Claire Peterson described the differences between the two projects. The 7720 Marshfield house is being financially sponsored by family members of the residents. Mr. Pollock added that the 7720 Marshfield house was comparable to their project because thev were both a family -like setting. However, the 7720 Marshfield building was staffed by professional people 24 hours a day. Claire Peterson explained at great length the difference between the projects. Mr. Pollock indicated that he had considered two properties; one was a three -flat located in the 2000 block of Asbury which lists for $240,000. The Asbury property is in need of considerable repair to make it habitable. The second alternative was a HUD property on McDaniel Street. Aid. Brady thought the project was admirable; however, she still questioned the financial aspect of the program. She felt that many of the line item figures were unrealistic. Aid. Brady expressed considerable concern with the utility allowance and low management fee. In addition. Aid. Brady questioned the residents' SSI checks being turned over to Home First leaving the residents with a nominal personal expense allowance. Mr. Pollock explained that it was quite common in group home settings for residents to turn over their checks to the managing agencies. Aid. Rainey and Ald. Brady expressed their support and regrets for the project. They regret that the project did not seem feasible given the financial aspect of the proposal. Sam Favors asked if Home First had contacted the community where they were anticipating purchasing a house to see if the project would be acceptable to the community. Tom Pollock explained that with this type of project the property should be acquired prior to approaching the community; M". Pollock felt it would not be in the best interest of the project to speak to the community until the property is purchased. He did feel,however, that Home First wanted to be good neighbors and would be very active in the Evanston curnmunity at large. Housing and Community Act Development Committee 'Ainutes - October 23, 1990 Page Three Aid. Rainey asked if Home First could define the term "severely mentally ill." Mr. Pollock defined "severely mentally ill" as people whose functions are severely impaired: for example, the inability to manage their daily affairs, clothe themselves and take care of their basic necessities. However, this term is variable because a lot of stability can he maintained through medication. Aid. Juliar asked if Home First maintained such a home presently. Mr. Pollock's response was no. Aid. Drummer responded to the comment in the letter of Home First Indicating that first-time applicants for grant funds are routinely denied. He expressed that the CD Committee has funded quite a number of first-time projects who had initially said they would only need funding for one year and continued to return repeatedly for additional funding. Mr. Pollock responded that he was under the impression that first-time projects were denied funding from many different funding sources and he was attempting to stress the fact that Home First was a very needed and worthy cause that should he considered for funding. Aid. Wold questioned if Home First was looking at other communities outside of Evanston. Mr. Pollock's response was that their Board indicated their first home must he located in Evanston. ENAW - MINOR REPAIRS AND PAINTING PROGRAM (Proposal #34) Pat Vance from Evanston Neighbors at Work introduced Beverly Williams, Chairman of their Advisory r3oard, and Booker Sharp who is the Painting and kilnor Repairs supervisor. ENAW is submitting a proposal for the continuation of the minor repairs and painting program wiVi a slight change in direction. Ms. Vance began by responding to the questions that were raised on the pink sheet. She also discussed her finding from a research project where she did a comparative analysis of similar type programs in Chicago. She found that ENAW'S quotas were unrealistic. ENAW is proposing to change the trainee aspect of the program to include hiring skilled handymen to replace some of the trainees. ENAW explained that while' they still wanted to do some training they were looking to other organizations for funding to support the training aspect of the program. ENAW has applied to the N9arshall Field Foundation for funding to support the training aspect of the program. Ms. Vance addressed two of the issues on the pink sheet regarding{ complaints and clarified those issues for the Cog„rnit:ee. She stated that oile complaint was related to the length of time it took to complete a project. %is. Vance explained that the complaint was levied in `-larch, 1989 because ENAW was unable to come out and paint the house immediately. It was impossible for ENAW to respond immediately because of the lengthy waiting list. She acknowledged that the second complaint listed on the pink sheet was responded to the same day. Aid. Drummer discussed the screening process for selecting applicants for employment. He thought that a more selective screening process would most likely produce better qualified workers. Ald. Drummer expressed concern about Housing and Community Development Act Committee Minutes - October 23, 1990 Page Four ENAW's plan to move away from the training aspect of the program. He feels that the program is twofold: funded initially because it gave disadvantaged youth an employment opportunity (while learning a trade) in addition to providing services for people who could not afford to otherwise have the work done. Aid. Drummer also stated that he had difficulty with the proposal because it indicated that the handymen might possibly live outside of the Evanston community. Ms. Vance explained that she ran z test ad in the Evanston Review and the Tribune, for handymen. She indicated that the response was greater from people who lived in Chicago. Ms. Vance received only two calls from Evanston residents. Aid. Drummer indicated that a greater effort needed to be made to reach out in the Evanston community for workers. Aid. Drummer suggested reaching out to the Evanston High School students who were ,given some training in shop classes and probably had a better work ethic. Aid. Wold stated that she was pleased with the proposal and especially pleased that ENAW was looking for additional funding for the training aspect of the program. She indicated that the Housing Commission was pleased to see housing dollars being used for actual repair work on houses. Aid. Brady expressed concern with the high cost for each job. Ms. Vance responded that the programs She looked at in Chicago worked with larger dollars and fewer houses. Aid. Rainey asked if Ms. Vance could define what ENAW considers to be a "unit." She wanted clarification if a unit was a little two -bedroom house or a big mansion because of the significant impact on the per -unit cost of the repair work. Aid. Rainey also asked for a definition for "minor repair". Pat Vance stated that she included in the quarterly report a more elaborate description of the types of work that were being done in each unit. Aid. Morton questioned the mission of ENAW and asked if the goal was to paint houses. She further stated that if the training aspect of the program was no longer working that it should be discontinued. Aid. Morton also talked about the program reaching out to the people who have moderate incomes rather than just the low income people. Many moderate income people are unable to make repairs on their houses because they were just above the low income guidelines. Art ,Newman indicated that if this was a training program and continued as a training program that he would be unable to support it. Aid. Drummer proposed continuing the program as it is because only a small number of the dollars are set aside for training. The majority of the money is spent on the actual painting and repair of the houses. HOME SECURITY LOCK PROGRAM (Proposal #40) Mike Shep described the Home Security Lock program and indicated that this was the first year locks have been installed on windows. He stated that his Department looked at houses where their lock4 were installed to see if there were any repeat burglaries. The Department found that there were some houses that were burglarized but entry had not been gained through any of the areas where security devices had been installed. Housing and Community Development Act Committee: Minutes - October 23, 1990 Page Five Aid. Juliar Questioned Horne Security Lock's market. Mark Shep indicated that more marketing needed to be done to get the message out about the program. The Committee offered suggestions as to where the program could advertise their services. -!like Shep explained that the only qualifiers for the program were people who were homeowners and met the Income guidelines. He also indicated that the majority of people who use their services are seniors who are on fixed Incomes. Aid. Wold questioned the number of locks the program was targeting this funding cycle. Mike Shep explained that the goal was four locks per quarter. HOUSING REHAB AND PROPERTY MAINTENANCE PROGRAMS A. Rehab Construction Administration (Proposal #36) Rehab constructior, is requesting funding for administrative cost and staff to administer the Housing Rehab Construction program. Rehab construction is responsible for servicing the portfolio which is about $3,000,000 at present. B. Rehab/Property Maintenance Administration Program (Proposal #37) This program is an administrative component which is an oversight to property maintenance and housing rehabilitation for the City of Evanston. In addition, it includes the housing planner position. Catherine Powers indicated that the housing planner position had been eliminated from the administrative cap. A general fund program element will be picking up the portion that was formerly in the administrative cap. C. Multi -Family Housing Inspection Program (Proposal #38) This program provides an inspector and a part-time secretary at 30 o for inspection of buildings with three or more units in the CIS target area. This request is for ongoing administrative funds. Jim Currie asked for an explanation on the number of other City inspectors in the area and how the CD inspector position differs from the other inspectors. Catherine Powers explained that there were five other inspectors in the City and the CD inspector oniv worked in the target area at an accelerated pace in buildings that were three or more units. Ald. Drummer asked if there is any interaction between Evanston Neighbors at Work and the Housing and Property Maintenance Department. Catherine Powers said there was a great deal of interaction between the two agencies. Housing and Property Maintenance often provides Housing and Community Development Act Committee Minutes - October 23, 1990 Page Six Neighbors at Work program with materials for painting projects. Ms. Powers further explained that if the Department was short of money, Evanston Neighbors at Work would do some exterior painting jobs for them. In addition, the inspectors make referrals to Neighbors at Work. Aid. Drummer indicated that a great number of houses on the west side and southeast side of the City were still not being reached. Catherine Powers described the efforts her Department had made in trying to reach out to those communities. She further explained that 99% of the work that is being and was done has been concentrated in those areas. Aid. Morton talked about changing the focus of the program to include moderate income people so that they could Qualify for some of the repair programs. She further indicated that the City was losing a lot of homes because these people were not able to have the finances to maintain their properties. Ald. Brady asked if it were possible to have staff accommodate an additional 25 homes a year, or are you at peak efficiency right now. Catherine Powers indicated that the number of houses targeted are realistic as compared to the number of staff that are available. SINGLE-FAMILY/MULTI-FAMILY REHAB CONSTRUCTION FUNDS (Proposal #35) The request for rehab construction funds is $250,000. Presently. $209,000 is committed for single-family and $230,000 is committed for multi -family projects; that is a total of $521,000 committed dollars. Aid. Drummer asked if someone from the Housing Commission would comment on the proposals. Robert Bush responded that he did not speak for the entire Commission but that he was pleased with the proposal and would recommend that the Housing and Property Maintenance Department get close to or what they were proposing for their projects. Aid. Warshaw agreed with Mr. Bush and stated that there was no place in the City for residents to go to get this kind of assistance; therefore., the funding of this program was ouite necessary. Jim Currie questioned the number of low income people being served. Catherine Powers responded and said in the multi -family units, 9010 of the people served are low/moderate income. In addition, 93 a of the people receiving loans are at least 80% of the medium income. VACANT LOT TMPROVEMENT PROGRAM' (Proposal 1#39) Catherine Powers summarized the problems that exist with vacant lots in the =- City of Evanston. The problem is with compliance, with many of the landlords living outside of the Evanston community. The maintenance of these uncared for lots impact greatly upon the appearance of neighborhoods. When these lots are not maintained they are typically filled with glass bottles, abandoned cars and all sorts of undesirable things. Summer is the worst time of year for the vacant lots. Housing and Community Development Act Committee Minutes - October 23, 1990 Page Seven The Housing and Property Maintenance Department Is proposing a small amount of money to he set aside for a pilot program to maintain those vacant lots that cannot or will not come into compliance. Ms. Powers indicated that there are about six vacant lots in the City of Evanston that are constantly a problem. Aid. Warshaw indicated that in addition to maintaining these vacant lots, these landlords are brought to court and made to comply with the maintenance of their lots. Mr. Bash asked if Housing, and Property Maintenance had any authority to put a lien on the property; Catherine Powers indicated that the Department has that authority. Mr. Bush stated that he thought the courts could only put a lien on property. lie also questioner} that if there were no legal expenses added into the proposal, what would happen if there needed to be an attorney to bring delinquent vacant lot owners to court. Housing and Property Maintenance staff said they would took into the role of the court and their authority to place liens on property. IV. CD STAFF INPUT No CD staff input. V. CITIZEN INPUT No citizen input. The meeting was adjourned at approximately 9:10 P.M. Staff: Tf Date: 4Y41-47 It DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, October 30, 1990 - Room 2403 EVANSTON CIVIC CENTER MEMBERS PRESENT: Aid. Drummer, Aid. Rainey, Aid. Morton, Samuel Favors, Dexter Bailey (tardy), aim Currie (tardy), Jane Colleton (tardy) MEMBERS ABSENT: Aid. Juliar STAFF PRESENT: Halford, Lufkin, Modaber, Terry, Thomas, Berman, Hurd OTHERS PRESENT: John Buckley, Muriel Goodfriend, Roberta Buchanan, Family Counseling Center; Brian Scruggs, Police Department; Kathy Swanson, CCLAF; Joyce Lord, Lupe Kranz, :Marianne Forest, Carolyn Kambeck, Marilyn Fischbach, John Birchy, YWCA; Judith Borden, Skyler, Roach do Borden; Robert Roy, William Parks, :'Malcolm Sharp, Steve Bernstein, Evanston Community Defender; Michael Curry, Food Aid Center of Evanston; Rich Weiland, Earn and Learn; Njoki Kamau; Kathy McDonald; Marcia Meade, Ann Jennett, Helen Madison, Tom Parkinson, Youth Job Center CHAIR: Aid. Drummer, Acting CALL TO ORDER: The meeting was called to order at 7:07 p.m. I. THE MINUTES OF OCTOBER 16, 1930 MEETING The approval of the minutes of October 16, 1990 meeting were deferred until later in the evening so that a full quorum could be present. II. COMMUNICATIONS/TRANSMITTALS Aid. Drummer called the meeting to order and notified the Committee that he would be acting as Chair that evening due to Aid. Jullar's absence. Aid. Drummer noted that the separate communications from several of the agencies would not be dealt with until their particular proposal was reviewed in turn. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Two III. IN-DEPTH REVIEW OF FISCAL YEAR 91/92 CDBG PROPOSALS FOR PUBLIC SERVICE AND ADMINISTRATION Proposal #3 - Emergency Assistance Services Jay Terry, Director of Health and Human Services, indicated that the request was for support for one caseworker. ,Mr. Terry acknowledged that assistance levels were down but that requests for assistance were not down. He noted that all applicants do get a great deal of technical assistance in the form of referrals and counseling, whether or not they get financial assistance. Aid. Drummer noted that the only real issue brought up in the merno to the Human Services Committee was whether or not Human Services could provide service outside of the City limits, the answer being no. (At this point, Jim Currie arrived). Aid. Morton questioned whether the funds would be used to provide new staff. Mr. Terry responded that the funds requested were to support the continuation of an existing position. Aid. Drummer noted that while the request for funds was the same as last year, the amount is significantly less than what the CD program has funded Emergency Assistance in the past. Aid. Morton requested clarification on the projected decline in the amount of applicants. ,Mr. Terry responded that when the figures were put together In July they anticipated a slight decrease but now they expect the numbers to exceed what was originally projected, in light of the changing economy. Aid. Rainey questioned whether any other community in the area was providing a similar service. Mr. Terry responded that several other communities such as Skokie, Niles and Northbrook provided similar service on a smaller scale and sometimes this was administered by the Salvation Army. Aid. Rainey questioned whether it would be cheaper in the long run to let the Salvation Army administer the Emergency Assistance Program and provide them with a nominal administrative fee. Mr. Terry responded that they would have to compare administrative costs but didn't expect that the Salvation Army could do it cheaper. Aid. Rainey expressed her disagreement. Aid. Morton disagreed with Aid. Rainey and added that she didn't believe that transferring the service to the Salvation Army would significantly reduce costs. Aid. Rainey responded that she was speaking of the big picture ($328,000) and was referring not only to CD dollars but also to the general fund and township money as well. She added that this way administrative dollars could be kept lower and the service would remain intact for those needing emergency assistance. Aid. Drummer requested that Planning staff review a similar proposal that Neighbors at Work had proposed a couple of years earlier in which they proposed to handle the Emergency Assistance Program. Proposal #4 - Evanston Community Defender Mr. Bob Roy indicated that the Community Defender was a not -for -profit organization which provided legal and social work to indigent Evanstonians since 1973. He added that it is community -based, and that they try to integrate their own service with the social service organizations within Evanston. Housing and Community Development Art Committee Minutes - October 30, 1990 Page Three He noted that the Community Defender had access to a population that was in need of positive change; approximately 55% of the clients were under age 25, 27% under age 17, 83% were male, a large percentage were female head -of -households, 94% were black and 19% were under age 20. The budget represented only a 3% increase over last year's request and a 24% increase over what was allocated last year. In addition, the funds would be used to supplement the salaries of two attorneys and one full-time social worker. He added they were presently looking for other sources to support a third full-time attorney, but that realistically those funds would not be available until next year. He noted that CDBC funds were core to the existence of the Community Defender. Aid. Morton questioned whether he believed he was being overly optimistic about finding other funding sources to support a third full-time legal counsel. Mr. Roy noted that the funding source which they hoped to rely on had grown larger as mandated by the state but that it was a very Iarge, competitive application process and so there was no guarantee. He noted that the new funds would not be replacement dollars but would be used for the expansion of services. Aid. Drummer asked how salaries were able to be paid in prior years if part of the increase in CDBC funds for this year was to pay salaries. ,Mr. Roy responded that first outside bills were paid and salaries were paid after that. He noted that sometimes salaries were unpaid. William Parks added that Mr. Roy had cut much of his own salary in the last couple of years in order to meet the budget. Aid. Drummer noted that represented to him an act of real sacrifice. AId. Drummer added that he had been involved in the Human Services Committee discussion regarding the duplication of services between the County Defender and the Community Defender and noted that he had no concern in this regard. Mr. Roy thanked the Committee for their consideration. Proposal #5 - Evanston Legal Services (CCLAF) Kathy Swanson indicated that CCLAF was requesting $8,000 to support their operation. She added that Evanston currently funds a total of $83,000 out of CCLAF's total $400,000 budget. She added that while CCLAF serves the entire northshore, approximately 50-b0% of their clients were from Evanston. She added that while they serve a high number of Evanston clients, only 10% of their Evanston funding came from CD sources. She added that CD funding was used to pay the partial salaries of some of her staff. Proposal #7 - Food Aid Center of Evanston Rev. Michael Curry gave a brief synopsis of the base program and passed out y sample invoices of the food recently purchased as well as a synopsis article. He indicated that the food that was purchased was also supplemented by direct -= distributions from organizations such as Kraft and Campbell's and that fresh food was purchased regularly from the South Water Street market. Rev. Curry also discussed ways the program operated in order to control duplication of services. He indicated that the program operates with the assistance of 258 volunteers and that the organization raised two-thirds of its operating budget from non -CD sources. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Four Ald. Drummer asked how many people were involved daily in the program. Rev. Curry responded that two persons worked with the program on a daily basis and sometimes as many as 5-6 people. The volunteers work predominantly on the days of food distribution (twice a month). Ald. Rainey requested to see a listing of the balance of the Food Aid Center's budget by source. Rev. Curry responded that he could provide that and mentioned that other sources included private for -profit businesses such as Baxter and service clubs like Kiwanis. Aid. Drummer noted that FACE operated with referrals from the Emergency Assistance Program and asked why there was no formal relationship for referrals with the Township. Rev. Curry responded that there was frequent correspondence with the Township. Aid. Morton asked how FACE determines what types of food are given to their clients. Rev. Curry responded that they came from the distributors and they tried to balance it and provide a variety for all ages of people. Ald. Drummer noted that he was pleased to see the number of churches involved but noted that there were 76 churches in Evanston altogether. He then asked where the volunteers usually came from; Rev. Curry responded that most come from church organizations and that some congregations have a tendency to do more than others. At this point, Aid. Drummer called for the approval of the minutes of October 16, 1990. Sam Favors moved for the approval of the minutes and the motion was seconded by Dexter Bailey. Motion passed 7-0. Communicatlons/Transmittals G - Memo from Earn and Learn Program Re: Request for Reallocation of 90/91 CD Funds Approved for Van Purchase Aid. Drummer noted that prior to reviewing Earn and Learn's 91/92 CDBG public service proposal, the request to reallocate 90/91 CD funds be reviewed. Rick Weiland, Coordinator of the Earn and Learn Program, reminded the Committee that Earn and Learn had received $5,100 in CDBG dollars in order to purchase a replacement van for use by the Earn and Learn students in delivering literature. Mr. Weiland noted that the Earn and Learn policy board was in the process of reconsidering the structure of the program and may no longer need to purchase the van. He did request, however, that the CD Committee give Earn and Learn permission to rent a van for three weeks during the winter when they have a commitment to do some literature delivery. He requested that should the Earn and Learn policy board determine that a van purchase would be in order, Earn and Learn could use the money subsequent to that decision date which he anticipated would be sometime in February of 1991. Mr. Weiland estimated that the rental of the van for three weeks would cost approximately $1,000. Mr. Weiland added that should they not need to purchase a van, they would either return the money or come back with an alternate proposal. - Ala. Drummer asked what Earn and Learn was presently using in lieu of renting a van. Mr. Weiland responded that they were still using the van which they hoped to replace but its expected life was pretty much expended. Aid. Drummer cautioned Mr. Weiland that according to CDBG regulations, all public service funds allocated for a certain year need to be expended during that year (prior to Housing and Community Development Act Committee Minutes - October 30, 1990 Page FIve March 1, 1990); otherwise they would be reprogrammed. Therefore, he encouraged the Earn and Learn board to make a decision on whether or not to purchase a van prior to that deadline. Ald. Rainey noted that the reason it had to be expended prior to March 1, 199I was because were Earn and Learn to spend the money past that deadline it would affect next year's public service cap. She noted that she herself had no problem with the request and advised Earn and Learn to consider a lease/purchase. Weiland responded that a lease purchase would not be practical at this time since they knew they would only have to lease a van for three weeks. He added that a purchase may not even be needed. Aid. Rainey moved to approve the use of up to $1,000 to lease a van for a period of three weeks. Should the program be continued by District 65, the balance of the funds would be used to help purchase the new van. Aid. Morton asked whether or not Earn and Learn could use the balance for other programmatic needs it they would not need to purchase a van. Aid. Rainey responded that this would only be possible by submitting the request to the full Council. Based on this discussion, Aid. Rainey amended her motion to read that the motion was to approve the use of up to $1,000 from Earn and Learn's 90/91 allocation to lease a van for a period of three weeks; the motion was seconded by Ald. Morton. Motion passed 7-0. Proposal fib - Youth Pre -employment Training (Earn and Learn) Mr. Weiland noted that there were two contingencies to this request: District 65 was not entirely sure they wanted to continue the work component of 'this program and, with the present economic condition, was not sure whether work would be available anyway. Therefore, fir. Weiland requested that the $5,400 be applied directly to the training of the students. Weiland noted that this would ensure that there was some type cf program for the students even if work would not be available. Sam Favors asked whether the $5,400 would also be used to cover administrative costs. Mr. Weiland replied that administrative costs for staff were paid directly by District 65. Mr. Favors clarified that because of this, should District 65 determine not to continue this program itself, the funds would still be in place for some type of training. Mr. Weiland noted that it was the Earn and Learn Foundation which was applying for the money, not the Earn and Learn program; the Earn and Learn Foundation was independent from District 65. Dexter Bailey commented that he believed this was to protect the program in case District 65 determines not to continue the program. Mr. Weiland agreed. Mr. Favors asked how many students were actually served by the program. Weiland replied.that 45 were served with a waiting list of 300. Weiland noted that one source of income that the program uses to operate is contracts with tor -profit businesses. He noted that last summer Earn and Learn had received $11.000 from Washington National to do a project for them. Mr. Weiland noted that the program only accepts students who get referred by someone within the school District 65 organization and that the student had to be interested and Housing and Community Development Act Committee Minutes - October 30, 1990 Page Six have some type of parental involvement. In response to a Committee question, Mr. Weiland responded that Earn and Learn does use volunteers but volunteers are limited, the staffing level was currently at 3-112 full-time employees. Proposal q9 - Youth Employment (Youth Job Center) Marcia Meade (YJC Board) gave a brief overview of the YJC program. She noted that their focus this year was going to be changing slightly with respect to job readiness. She noted that it is much harder to place students with clients now because job readiness skills have decreased over the years. She noted that the caseload has also become tougher which is why they were requesting funding for an additional staff person, bringing their total budget to $91,222. Aid. Rainey commented that she appreciated the retention rates chart. She noted that this type of information had to be extremely difficult to put together. Aid. Drummer asked the Youth Job Center to comment on the projections for job placements for this year and why they were lower. Ann Jennett responded that they were lowered from 600 to 500 because it was in their estimation that job readiness skills were lacking in so many clients that they had to spend more time with them.She added that this year YJC was adding a new goal which was the guarantee of 80 jobs being produced that will lead to career positions. Aid. Drummer asked what kind of training will be offered to the students. Ms. Jennett responded that job readiness training had two components: one would be basics, such as dress, how to conduct oneself during an interview, and the other aspect would consist of follow-up skills. Helen Madison provided a couple of examples of the type of clients that come into the Youth Job Center and why it can sometimes take up to two hours to counsel a client. She noted that often the staff at the Youth Job Center would provide on -site mock interviews in order to prepare clients for the real interview. Aid. Drummer asked what type of communication the Youth Job Center maintained with the high school. Tom Parkinson (YJC Board) commented that there was a subcommitee set up to work on the development of ideas to work in cooperation with the high school and said that there hadn't been enough interaction in the past. Discussion then centered on how many students actually went through the high school and yet did not seem prepared for the work force. Aid. Morton noted that the school system was not the issue; the issue was the fact that this was a segment of the population that would always be there regardless of the school system involved. Ann Jennett responded that regardless of the source of the problem, the fact remained these students 'were just as f important as the ones who were successful. Ald. Rainey commented that a = service like this was very important because without catching students now and enabling them to get a job and a career, these were the very people who would - later become emergency assistance clients and would cost much, much more in the future. She noted that the Youth Job Center was more than just a preventative measure; it was a cure to the problem to some extent. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Seven Proposal #10 - Elderly Case Manager (Family Counseling Services) John Buckley, Executive Director of Family Counseling Services, stated that the request before the Committee was to fund a case manager to exclusively serve elderly residents of Evanston. They were requesting $20,770 which was two-thirds of the cost of this position. He noted that the need for this type of service had grown dramatically in the last ten years and now service to the elderly is by far Family Counseling Service's largest program. He stated that they n1so access federal and city funds, all of which are insufficient. He added that a full-time caseworker would be able to assist approximately 60 to 75 persons per year, the waiting list is growing and the agency was ready to integrate the position and was prepared to handle any type of CD reporting requirements. Muriel Goodfriend presented a case -by -case illustration of typical clients that would be served by the Family Counseling Center. This ran the gamut from assistance in financial matters to health matters. She noted also that the incidents of elderly abuse or at least the reporting of elderly abuse was on the rise. Aid. Morton asked how elderly abuse or people that were abused were referred to Family Counseling. Ms. Goodfriend replied that there were a variety of sources such as a State 1-800 number, police, neighbors, etc. Mr. Buckley noted that they had had five reports in the last ten days. AId. Rainey questioned what the nature of elderly abuse consisted of. Ms. Goodfriend replied that it can run from financial exploitation to passive neglect. Aid. Drummer questioned whether Family Counseling Services worked with the Commission on Aging or the levy Center. Ms. Goodfriend replied that they had an extensive network and relied on both of these agencies. Aid. Drummer noted that there was discussion on formulation of a multi -purpose senior center and asked if it would help Family Counseling Services' mission. Ms. Goodfriend replied that it would because it would help recipients become more familiar with all the assistance that was available. Aid. Drummer asked how Family Counseling Services measured their success. Ms. Goodfriend replied that there were two ways that she personally measured their success: one was whether a client's need was met and the other was whether they would ever come back to Family Counseling Services again if they had another need or issue to deal with. It was noted that this particular service also served Evanston and Niles Township. Proposal #11 - Alert Crime Newsletter Brian Scruggs of the Police Department gave an overview of the Alert Newsletter, noting that they were requesting $5,400 which was a 40% increase over what they received last year but was consistent with what they had actually requested the year before. He said that the request was based on actual costs (the balance of last year's being made up through the general fund) and Lhat the Newsletter would begin employing reader surveys. He noted that they had done surveys In the past but they had been generally informal. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Eight Aid. Rainey questioned the use of the crime statistics which were put in the :Newsletters; she felt it was old news and was not useful. Mr. Scruggs replied that the information was there to give an overview of crime In the area and noted that they would also be listing a phone number that readers could call for current information. Aid. Rainey stated that if the Fire Department could give monthly detailed reports, the Police Department should be able to do that as well. Mr. Scruggs replied that he would suggest this and try to implement a tighter reporting schedule. ,Mr. Scruggs also stated that CD funds were used only to serve the target area. Sam Favors believed it would be beneficial if the Newsletter focused more on ways that people could actually combat crime. Ald. Morton believed the Newsletter needed a section to report regularly on the Wedge program. She also felt that most readers do not generally read long articles and preferred that they be kept short and to the point. She felt it would also be helpful if the Newsletter would occasionally provide an explanation of common laws of benefit to neighborhood residents. Aid. Rainey agreed, noting for example what a person could do in the case of a loud, disruptive party at night at a neighbor's house or when a citizen would have to file a formal complaint. Jane Colleton expressed her surprise that since this issue came out a week before Halloween that there were no tips to ensure safety and the only message for the Holiday was "Have a Happy Halloween." Dexter Bailey commented that he was surprised that there was an ad for the establishment of an enhanced 911 service in Evanston and he asked if it was a paid ad. Ald. Rainey replied that it was a City -approved plan but noted that it was an Interesting concept and wondered perhaps whether the money for printing the ad should be paid back. She noted that the City already had a budget for this advertising. Dexter Bailey thought it would be much cheaper if the Police Department generated the Newsletter in-house on their own computer as opposed to sending it to a printer. Mr. Scruggs responded that they had a long-standing desire to obtain such equipment and believed that it would definitely lower their overall costs. Proposal fib - YWCA Battered Women Shelter (Operating Costs) ,Marilyn Fischbach, Board President, addressed recent issues in the press regarding the YWCA. She wanted to reassure the Committee that the rumors circulating were just that - rumors and allegations - and were unsubstantiated. She asked the YWCA's legal counsel to give a brief statement. Judith Bordon (Skylar, Roach and Bordon) introduced herself and stated that she was not there to refute the allegations that have been made against the YWCA; however, she = noted that the YWCA strongly and absolutely disagreed with the allegations that -_ had no basis in fact. She noted that the YWCA provided an essential service to the community through its battered women's 'shelter; there was nothing submitted in any of the recent materials that have been circu.ating which would even give the impression that the service offered is not necessary. Aid. Drummer alluded to the accusations that had been circulating regarding the YWCA and noted that it was something that really could not be addressed that evening until it had been thoroughly reviewed by staff. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Nine Aid. Rainey noted that there were several issues at the YWCA that really did not pertain to CD funding and she wanted to make sure that Owen Thomas was aware of that and would keep his investigation focused on what pertained to the CD Committee. She understood that there were personnel matters that were potentially on the table for discussion as well and any such discussion should be handled only in executive session. Marilyn Fischbach wanted it noted for the record that the YWCA has been fully cooperative with anyone that has come to them for information and has been, and will continue to be, willing to share financial statements and other pertinent data. Aid. Morton's concerns had to do with the future of the shelter, whether it had sufficient staff to operate and whether the funds were used for the purposes in which they were stated they would be used. Fischbach responded that the YWCA was committed to the alleviation of domestic violence and believed that the shelter would continue to provide uninterrupted service. The YWCA had a complete staff in place although currently there were two vacancies, one for an executive director (a decision would be made within the next couple of days in this regard). Fischbach Introduced several members of the counseling sector of the YWCA and the domestic violence program. Helen Wronski, Executive Director of the YWCA, stated that the request was for continued funding for positions as well as a slight increase in personnel cost; this would cover the cost to counselors and part of the children's coordinator salary. Approximately 40% of the grant went toward administrative casts, such as telephone expenses. She added that they would like to add one new full-time counseling position which would be a generalist counselor whose major emphasis would be on walk-in clients. Aid. Morton reiterated her earlier question and asked whether or not staff was actually in place. Ms. Wronski replied that currently there were two vacancies, one was for the director of the shelter which they anticipated to fill by November 15, and the other was for the children's worker. She noted that the program has remained intact and there have been no Interruptions in services. Dexter Bailey expressed his immediate concern that it did not appear there was an easy way to separate the YWCA's budget from the battered women's shelter budget; he would have no way of knowing whether or not the money that they received for this program was actually being spent on the budget that had been approved. Ms. Wronski replied that the YWCA operated on a system of fund accounting and that individual funds are not segregated but that they keep functionalized balances on all programs and that could and would provide these to the CD Committee. Aid Rainey questioned whether or not the CD Committee would know if the YWCA had any leftover CD funds at the end of a program year. Ms. Wronski replied that she believed that the difference was a difference in semantics and that each fund was assigned an account number, so the expenditures for each grant would be able to be totally accounted for. She noted that there was a difference between overall fund balances and functionalized account balances. Aid. Drummer stated that the YWCA shelter served the entire North Shore and asked what percentage of those served came from Evanston. Ms. Wronski replied that 35% of those served were Evanston residents. Aid. Drummer asked what percentage of volunteers came from Evanston. Marianne Forest, YWCA staff Housing and Community Development Act Committee Minutes - October 30, 1990 Page Ten person, replied that that data was available and approximately 75% of the volunteers came from Evanston. In response to Aid. Drummer's follow-up question, she noted that while the majority of volunteers were female, there were a couple male volunteers. Aid. Drummer asked how the shelter actually measured its success. Marianne Forest replied that there are several ways in which success can be measured. These included. a woman becoming empowered, getting a job, receiving court justiceand having her children being taken care of. She was concerned that a woman needed to be given options. She also felt that they were successful when she believed that a woman was safe. Overall, she believed that once a woman made a choice based on all the options available, her ability to make a choice was a way to measure success. Aid. Drummer questioned how long it took a client to go through the overall process. Ms. Forest replied that it took approximately ninety days, but that some went beyond that amount of time. Aid. Drummer asked what the YWCA shelter advocated when women came in for counseling. Ms. Forest replied that the YWCA did not advocate anything, but provided social service and only showed clients all the available options they had. She noted that there is a percentage of people that actually did return home, versus those that actually terminated relationships. Helen Wronski felt that by a woman returning to her home, as long as it was a matter of choice, It could not be construed as a failure. Aid. Drummer asked whether the volunteers at the shelter did other things besides answer the phones. Arcs. Wronski replied that they were also involved in Iegal advocacy, the speakers bureau training and some work with children. Dexter Bailey felt that domestic violence was a two-sided problem and questioned whether there were any types of support services available for the abusers. ,Ms. Forest responded that while there is no direct service they do provide referral. Aid. Drummer asked whether the YWCA was presently operating at capacity. She replied no, although its capacity was exceeded occasionally, particularly during the summer and at Christmastime. Proposal 012 - YWCA Teen Development Program Ms. Wronski introduced the director of the Teen Development Program, JoAnn Birchy, who is the Community Services director. Discussion centered on whether the salary for the teen director position was adequate given the job responsibilities that were entailed. Ms. Birchy responded that the person they would be hiring would be somebody fresh out of school and that the YWCA had historically rewarded people who stayed and grew within a position. Aid. Drummer asked whether or not there would be incentives for the teen director in terms of additional training. Ms. Birchy responded that there would be. Ms. Wronski also indicated that there was additional education that was provided by the YWCA related to their mission. She also noted that the work of the teen director would be supplemented by a volunteer staff. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Eleven Sam Favors questioned how long the program actually existed. Ms. Wronski responded that the program was in existence for one year. Sam Favors asked whether or not the program would be terminated if CD funds were not received. Wronski responded that the program would continue because it was one of the YWCA's three main priorities for this year: the first being child care, the second being shelter for victims of domestic violence, the third being teens. Aid. Drummer questioned where the YWCA normally got their referrals for this program and Ms. Birchy responded that they came from schools, community organizations, the program teen coalition, girl scouts and Earn and Learn. III. ADMINISTRATION/PLANNING Proposal #2 - Human Relations Commission Mark Berman, Chair of the Human Relations Commission, stated that the primary responsibility of the Fair Housing program was to enforce the City's Fair Housing Ordinance and, when necessary, pursue litigation. There was a need for the program to become more proactive as opposed to reactive and it needed to support other activities like Fair Housing enforcement. It was especially Important to increase the dialogue with realtors in order to maximize their ability to reach conciliation agreements with these agencies. Aid. ❑rummer noted that last year the Fair Housing program had requested $73,000 in CDBG funds and it actually received $35,000. This year they were requesting more funds from CDBG and wanted to know how the difference was made up last year. Willie Hurd stated that last year's total budget for Fair Housing was $102,000 and that the difference was made up from the City's general fund. He also noted that Iast year's budget did not include legal fees. Last year's budget did include approximately $32,000 in additional special grants from HUD. This year, Fair Housing was anticipating receiving additional funds from HUD and therefore may not need additional City dollars. Nick! Modaber stated that this year the administrative funding portion of the entire CD budget had been restructured to take the housing planner out of that component. This restructuring allowed for more money to be left over for Fair Housing out of the administrative cap and, hopefully, would require less money from the general fund. Jane Colleton questioned whether or not the CD Committee was required to fund up to the administrative cap. Aid. Drummer responded that the cap was simply a maximum and that they could fund considerably :i;-,der it if they desired. Ald. Drummer questioned why when funds were levied and collected by the Fair Housing program they were not used to defray costs or did not show up as program income. Mr. Hurd responded that while he was aware that there was a separate account set up to collect fines, he was not sure why it did not show up as program income. Aid. Rainey requested that Fair Housing respond to this question and indicate what program income or fines collected has been spent for out of this program. Housing and Community Development Act Committee ,Minutes - October 30, 1990 Page Twelve Mr. Berman indicated that it was an internal accounting mechanism and that all funds collected eventually did go back to the City. Nicki Modaber interjected that according to her conversations with Owen Thomas he had indicated that the program does not rely on fines because they were reluctant to get into a situation where they would appear to prey on realtors In order to get operating dollars. Aid. Rainey commented that she did not believe there was any line item in the budget regarding Fair Housing income. Aid. Rainey then questioned what the impact of a successful resolution of the two big cases currently being handled by the Fair Housing program would have on next year's cases. Mr. Berman responded that the first thing successful resolution of the cases would do would be to increase the perception that legal action implies that the City is committed to Its own Fair Housing Ordinance. In addition, he indicated that this would give added clout to the program especially in terms of its ability to deal with realtors. Aid. Rainey said that she was hoping that an ultimate outcome of successful litigation would be overall behavior modification. Proposal pl - CDBG Administration (Planning Department) Nicki Modaber Indicated that this request, totaling $291,092, represented a 1.8% increase over last year's proposal. She indicated that the proposal included the salaries of the Coordinator, three full-time Planners, one grant's aide, one full-time secretary, 30% of the Economic Development Analyst's time and 15% of the Assistant City Manager's salary. Both of the latter two were related to economic development programs that fell within the CDBG program. She also indicated that there would be no intern position this year and that the position of part-time accountant would also be eliminated. She commented that the purchase of the personal computer for the department has enabled the department to get by without that position. The new senior accountant in the Accounting Department will assume these duties. Aid. Rainey requested a justification on how the Economic Development Analyst spent his time in the last year, particularly on what CD projects. Nicki Modaber Indicated that the Economic Development Analyst is responsible for operating the City's facade program. Tony Halford indicated that the most recent facades scheduled for work were the Bank of Evanston and the ones on Noyes Street. Nicki Modaber added that the Economic Development Analyst is also working on the downtown transportation center proposal which is CD funded. Aid. Drummer thought it would probably be appropriate to get a justification for the 15% of Judy Aieilo's salary as well. Jim Currie questioned whether Planners that were 100% CD -funded were spending 100% of their time on CD -related activities. Nicki Modaber responded that the majority of the planners' time was devoted to their own CD projects with only a nominal amount of time being devoted to non -CD projects such as census data requests. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Thirteen IV. ADOPTION OF ECDC SUBCOMMITTEE REPORT Aid. Drummer began by indicating that the Subcommittee report could not be held over any longer and that it needed to go to the City Council for their review prior to the November 13 funding meeting. He Indicated that along with the report, the recommendations needed to go to the City Council as well. Ald.Drummer added that he had received a memorandum from Pam Walker requesting that the report be held until ECDC's Board could review the timetables. He indicated that the timetables were not in stone and that they could be revised at a later date but that the balance of the stated and recommendation should go to the City Council. Aid. Morton noted that she was not happy with the report because she felt that the content was very negative in nature and that very strong words were used that should have been more neutral. Aid. Drummer disagreed and indicated that the report had strong language because there were things at ECDC that needed to be put in order. He also noted that the report was agreed upon by ECDC and their board as well. Dexter Bailey noted that the report had been toned down considerably by the Subcommittee. Aid. Morton reiterated that she felt that the report should have been much more neutral, should never have any type of indication of emotion in a report, was not objective, and that organizations like the NAACP would pick up on it. Aid. Drummer noted that the report was not being submitted to Council for their approval but merely for their review. Aid. Drummer also noted that the report had pointed out the good that ECDC did but had a responsibility to point out the negative factors and admitted that there was ample discussion regarding instances where the recommendations stated they "must" be accomplished versus "should" be accomplished. Aid. Morton said she did not disagree with the content, but the tone of the report. Dexter Bailey reiterated that the concerns AId. Morton had regarding the tone of the report were not voiced by ECDC and they participated in the meeting. Jim Currie noted that this discussion was based entirely on semantics and noted that the word "must" was an objective word especially in relation to how it was used in the report. He indicated that whenever you have a situation where someone is asked repeatedly to do something and they do not do it, then "must " is an essential word. At this point, Jane Colleton made a motion to approve and submit the ECDC final report, recommendations and accompanying "Minutes to the City Council for their review. The motion was seconded by ❑exter Bailey and passed 6-1 (Morton Nay). IV. CT) STAFF/COMMITTEE INPUT Nick! Modaber reminded the Committee that the next meeting would be on Tuesday, November 13 at 6:30 p.m. in the City Council chambers, at which time the CDBG budget allocations would be determined. At that time, staff would be able to give the Committee a clearer idea of the total amount of the City's HUD allocation. Housing and Community Development Act Committee Minutes - October 30, 1990 Page Fourteen YI. CITIZEN INPUT Bruce Cameron, a staff person at the YWCA, indicated that he works with the children at the YWCA Shelter for Battered Women. He indicated that the report presented earlier by the staff from the YWCA was erroneous, that he was the only male staff or volunteer that he had ever seen at the YWCA. He indicated that the YWCA's workload with children had decreased dramatically. He noted that children are no longer receiving, the service that they should be receiving. He noted that contrary to what the YWCA reported earlier, that their service area went as far south as Chicago and as far north as Waukegan. He summed up his feelings by saying that the other staff did not represent what was really happening at the YWCA and he was steeply concerned about it. Njoki Kamau then spoke regarding her tenure -at the YWCA and that she was committed to continue to help battered women. She noted that while the national YWCA has a policy on racism, it did not get involved in local issues. The meeting adjourned at 11:43 p.m. Staff: 1 4 �( G Date: Ill g /Ft, 4Y49-b3 i . r DRAFT - NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, November 13, 1990 Cltv Council Chambers - 6:30 p.m. EVANSTON CIVIC CENTER MEMBERS PRESENT: Aid. Jullar, Aid. Drummer (late), Aid. Rainey, Dexter Bailey, Jane Colleton, Jim Currie (late), Samuel Favors MEMBERS ABSENT: Aid. Morton STAFF PRESENT: Halford, Lufkin, Modaber, Stevens, Yonker, Crismond, D'Agostino, Grodsky, Janusz, Powers, Scruggs, Thomas, Tonkinson OTHERS PRESENT: Ald. Esch; Jane Brandley, Ridgeville Park District; John Buckley, Family Counseling Services; Delores Holmes, Family Focus; Allan H. Hoyne, Reba Church; Pamela Walker, Torio Osborne, Belinda Irby, ECDC; Terrell A. Jackson, FACE; Ann Jennett, Youth Job Center; Carolyn Kambick, Janet Larson, Helen Wronski, Evanston/Northshore YWCA; Helene Lome, Niles Township Sheltered Workshop; Mary Miller; Robert Roy, Evanston Communitv Defender; Doris Rudy, Evanston Day Nursery PRESIDING OFFICIAL: Alderman Jullar, Chair CALL TO ORDER: The meeting was called to order at 6:44 p.m., a quorum being present. I. MINUTES OF OCTOBER 23 and 30, 1990 MEETINGS Aid. Rainey made a motion to approve the minutes of the October 23 and October 30, 1990 meetings; motion seconded by Samuel Favors. Motion carried, 5-0. II. COMMUNICATIONS/TRANSMITTALS A. Housing Commission Minutes of October 23, 1990 Accepted into the record by Aid. Juliar. B. Housing Commission Memo Re: Housing -Related CDBG Expenditure History Accepted into the record by Aid. Juliar. C. HOME FIRST Memo Re: Additional Info on Proposal #33 Accepted into the record by Aid. Juliar. Housing and Communitv Development Act Committee 441nutes November 13, 1990 Page Two D. Fair Housing Memo Re: Responses on Program income (Proposal lit) Aid. Rainey commented that this Fair Housing memo is one of the clearest written vet explaining a question that has been before the CD Committee for a long time. Accepted into the record by Aid. Juliar. E. Ridgeville Park District Letter Re: Taxing Capacity (Proposal #28) Aid. Rainey thought the tone of the letter was unnecessary and stated her inquiry had not been made in a hostile manner. She had asked if Ridgeville had taxed to its taxing limit and it was a question about limitations on taxing rather than having a pointed meaning. The memo was accepted into the record by Aid. Juliar. F. Budget Policy Committee Memo Re: City Budget Prioritization Process Accepted into the record by Aid. Juliar. G. Past CD Committee Materials Re: Administration of Emergency Assistance Program (Proposal 113) Accepted into the record by Aid. Juliar. H. Earn & Learn Study Committee: Final Report (Proposal #8) Accepted into the record by Aid. Juliar. 1. Letters of Support Re: Community Defender (Proposal #4) Accepted into the record by Aid. Juliar. J. YWCA Press Release Re: Battered Women's Shelter (Proposal #!6) Accepted into the record by Aid. Juliar. K. ECDC Memo Re: Proposed Reduction of CD Funding Request (Proposal #t14) Accepted into the record by Aid. Juliar. L. CD Staff Memo Re: Justification of CD Funding for Two Economic Development Positions in CD Administration Budget (Proposal #f 1) Accepted into the record by Aid. Juliar. M. Recreation Department Memo Re: Fleetwood/Jourdain Center Locker Rooms Upgrade Project (Proposal #24) Accepted into the record by Aid. Juliar. Housing and Community Development Act Committee Minutes November I3, 1990 Page Three N. Recreation Department Memo Re: Proposal from Dynacept, Inc. for the Fleetwood/Jourdain Center HVAC System Project (Proposal #23) Accepted into the record by Aid. JuIiar. Aid. Jullar also acknowledged receipt of the following communications: A. Summary of available funds for the 91 /92 program vear B. Revised reallocations of unspent funds from previous years programs C. Recommendations on 91 /92 proposals from the following Commissions: I. Plan Commission demo 2. Housing Commission Memo 3. Economic Development Committee Minutes Aid. Rainey said she was disappointed that the Economic Development Committee had not responded to the CD Committee's request to prioritize CDBG economic develooment projects for the Committee. She felt it was unfortunate because, along with the Housing Commission and the Plan Commission memos, input from other Commissions is very helpful to Committee members in making their decisions. She asked that Aid. Juliar, a member of the Economic Development Committee, relay the CD Committee's disappointment and concern to the Economic Development Committee. IV. CLARIFICATION ON ASSIGNMENT OF MORTGAGES FROM ECDC'S HOUSING REHAB LOAN PORTFOLIO TO THE CITY Aid. Rainey moved that the Committee accept the transfer of the loan portfolio from ECDC minus the case in Iitigation and that the cost for servicing any complaints which may require a correction come from the revenue of the loan portfolio. The motion was seconded by Jane Colleton. Mr. Yonker said that ECDC and the Citv had finally reached agreement and the City will accept formal assignment of the mortgage notes in the portfolio. Previouslv, the City's position had been that the Citv would accept service of the portfolio but leave the mortgages in ECDC's name. In response to Mr. Favor's concern about the number of potential problem cases which may arise. Mr. Yonker explained that most of the projects had been completed in 1984 and 1985 and the Citv anticipates that even if there are expenditures to make corrections for past work, complainants would probably not have a strong case because of the time which has passed between completion of the work and the filing of a complaint. The City is aware of one case that will have to be looked into when the loan portfolio is actually transferred. !Notion carried, 5-0. V. ADOPTION OF 1991 CD COMMITTEE MEETING SCHEDULE Mr. Favors moved to adopt the 1991 Cr) Committee meeting schedule as proposed; motion seconded by Jane Colleton. Motion passed, 5-0. I-iouiing And Community Development Act Committee kAinutes November 13, 1990 Page, Fotir III. FORMULATION OF COMMITTEE RECOMMENDATIONS TO CITY COUNCIL ON FUNDING OF CDBG PROPOSALS FOR THE 91 /92 PROGRAM YEAR Aid. Juliar opened the discussion on the budget by pointing out that the Committee had received $2,677,000 in funding requests and yet the City expects its 91 /92 CDBG allocation to be approximately $1,795,000; therefore, the Committee will have to reduce the total funding requests by $882,000. Aid. Juliar brought the Committee's attention to a memorandum from ACORN requesting $150,000 in CDBG funding which would assist them in the purchase of their building. the purchase price being $280,000. $150,000 would represent a down payment. AId. Juliar said that this proposal was received by the Committee tonight, has not been debated, did not have a presentation before the Committee, but comes to the Committee before its budget allocation process is complete and, therefore, the Committee needs to review it and resolve ACORN's funding request. A spokesman for the ACORN board of directors reviewed the proposal and the reason for coming before the C❑ Committee at this time in the budget process. In August, the ACORN board did not know if the 909 Foster Street building was going to be for sale and, since that time, the property has been offered for sale to ACORN. Another buyer may purchase the building and ACORN may have to move; however. ACORN is interested in retaining the building as a drop -in center and for its ongoing programs. Aid. Rainey asked why ACORN couldn't sign an Intent to Purchase agreement with purchase actually taking place at a later date. The gentleman responded that the offering price for the building is very attractive considering the high cost of residential property in Evanston. _ Aid. Rainey asked about the $ 1.5 million grant from HUD which ACORN had received this year. It was explained that the grant was for second -stage housing for mentally ill women and children. The program will be administered in Chicago. The requirements of the grant mean that ACORN has to run that project in Chicago where it can gain access to at least a ten -unit affordable building. Aid. Rainey pointed out that it was too late to discuss this proposal; this is something that should have been =— developed long before tonight and that agencies should be aware that CDBG funding is not the public trough for gaining easy funds for community projects. She told ACORN that there are manv other funding sources available within the City of Evanston. Aid. Rainey suggested that ACORN contact the Housing Commission to see if they have any funds available which might be invested in ACORN's behalf. Aid. Rainey moved that the discussion on the ACORN proposal be terminated at this time; motion - seconded by Samuel Favors. - Aid. Drummer reminded Committee members that a lot of money had already been - put into the 909 Foster Street building through previous CDBG grants. Therefore, if ACORN purchases the building it nullifies the previous grant agreements and, per those grant agreements, there should be some money coming back to the City. He agreed with Aid. Rainev that now was not the time to be discussing this proposal and that it was unfair to the other agencies to handle this matter at this time. The motion carried, 7-0. Housing and Community Development Act Committee Minutes November 13, 1990 Page Five ADMINISTRATION/PLANNING CATEGORY Aid. Drummer moved to approve the two projects In the Administration/Planning category at the requested funding levels. Aid. Drummer proposed that the remaining $10, 00, which would be authorized tinder the cap for this funding category, be allocated into the general pool for the remaining projects. Samuel Favors seconded the motion. The motion was approved 7-•0. CDBG Administration $291,092 Fair Housing 78,108 Subtotal $369,200 PUBLIC SERVICES CATEGORY Ald. Rainey discussed the programs under the Public Services category and expressed regret that, in the past, new programs had come before the Committee and had to be turned down because there simply wasn't enough money to go around. She felt that either the Committee didn't have the energy to scrutinize the programs already in existence, with a way of finding additional monies which could be used to start up a new program, or that the Committee didn't have the "heart" to cut anv of the existing programs out of the public services category. This vear the CD Committee has been presented with two new programs, the Teen Development program and the Elderly Case Manager program, which she feels conceptually have great promise and respond to a crying need of both teenage girls and senior citizens in Evanston. Ald. Rainey felt the CD Committee could no longer responsibly refuse to recognize new programs; therefore, she suggested that the Committee make the following allocations in the Public Services category: reduce by 6% the 1990 funding levels for each of the existing programs. When, reduce the funding request for the two new proposed projects by 6V 'rhe funding for the Elderly Case '.tanager would be $19.523 and the Teen Development Director $17,296. The total funding allocation for the Public Services category would be $257,080, which meets the cap. Aid. Rainey added that she wanted to put the two new programs on immediate notice that the intent in funding these programs is to give these agencies start-up money; however, the agencies sponsoring the programs should, in their planning for the future and as soon as next year, look to other funding sources for continued funding and not to plan to return to the CD Committee in their second and continuing years for renewed funding. Aid. Drummer added that if the Committee ended up funding 12 agencies, and next year all 12 agencies returned to the Committee. it will be - necessary to cut one of the funding requests. Ald. Drummer felt the Committee = should Rive strong consideration to Ald. Rainey's proposal. Samuel Favors wondered what the impact of a 6 n cut in the 1990 funding level would have on the agencies already in the CDBG program, in particular an agencv like FACE. Since all the programs are worthwhile, it is extremely difficult to look at one program and measure it against another as being better or not as good as the other programs. Housing and Community Development Act Committee Minutes November 13, 1990 Page Six AId. Juliar brought the Committee's attention to the fact that $10,000 of ECDC's entrepreneurial training program may have to be funded out of the Public Services category; therefore, he advised the Committee to take this fact, and the impact it will have on the Public Services budget, into consideration. Mr. Yonker clarified that the City wants to allocate the $10,000 for entrepreneurial training out of the Economic Development portion of the budget, but that the HUD Regional Office is insisting that it come from the Public Services category. The City has appealed HUD's decision with the HUD Central Office in Washington, D.C. Mr. Yonker advised the Committee that it could leave the $10,000 allocation in the Economic Development category, with the understanding that should the City not be successful in its appeal they would have to reopen the Public Services budget or deal with this $10,000 allocation at a later date. Aid. Rainey responded that further into the budget deliberations she is planning to make some funding allocations which would bring ECDC's funding request to under $50,000 and, in her opinion, the $10,000 needed for entrepreneurial training could come from monies ECDC has on hand. She felt that it was much better for ECDC to cut its entrepreneurial program rather than these other Public Service agencies give uD E 10,000. AId. Juliar added that he is concerned, like Sam Favors, with Public Services category allocations petting cut each year. He is of the opinion that the Committee is going to have to eliminate funding for a particular Public Services program in order to keep the other programs alive and healthv. Ald. Juliar suggested eliminating funding for the Evanston Communitv Defender. While he admired the work done by Community Defender and by Bob Roy, there is a similar program offered by the Cook County Public Defender's office. A discussion ensued among Committee members and staff regarding what types of projects HUD includes in its 1510 Public Services cap each year. The issue concerning ECDC has to do with their providing technical assistance to potential clients. According to HUD, ECDC conducts a one-on-one technical assistance interview, then the funding for this program can be allocated to the Economic Development categorv; however, should ECDC provide Economic Development assistance to a group of people rather than one-on-one. then the Project is considered by HUD to be a job training program and hence a Public service. Cr) staff thinks that HUD is splitting hairs on this one and pointed out that there is nothing in the CDBG regulations concerning the level of technical assistance. The committee preferred to await HUD's decission on the Citv's appeal. Discussion returned to the funding levels for the 1991 /92 Public Service projects. Aid. Rainev asked that any agency let the Committee know at this time if a 6 n cut in - the 1990 funding level as the allocation for 91/92 grogram would hurt or cripple an -_ agency from continuing with its program. Ann Jennett, Executive Director of the Youth Job Center, responded that their agency had received a cut from the Unified Budgeting Panel and, with a potential cutback in CDBG funds, it would be extremely difficult for their agency to survive. She added that in the next year YJC - Housing and Community Development Act Committee ".Minutes November 13, 1990 Page Seven would have to raise $50,000 from private sources. She felt it was impossible to cut back any further and still serve the number of clients which they have been serving. Mr. Yonker told the Committee that although the City had not received anything official yet from HUD, the City is expecting to receive an additional 1% of the 90/91 entitlement which had been reserved by HUD to replace a potential shortfall in CDBG funds coming from UDAG recaputures. One percent of last year's entitlement, which was $1.5 million, works out to approximately $15,000 which HUD will make available to Evanston 91 /92. The same funding caps would apply in allocation of the $15,000; up to 15% can be allocated for Public Services, and up to 20% can be allocated to the Administrat icn/Planning category. Aid. Drummer moved that the Committee make the 91/92 allocations at the same level as the existing agencies were funded for 90/91, leaving $23,529 which can be divided between the Teen Development Director and the Elderly Case Manager programs. Aid. Rainev amended the motion so that the Emergency Assistance funding request be cut by $10,000, that the $10,000 be added to the balance of $23,000 on hand, making a total of $33,529 available for the two new programs, and asked that Evanston Township assist Emergencv Assistance in making up the shortfall in its budget request. Ald. Drummer added that he didn't have anv problem with that amendment. Jim Currie seconded the motion. Motion carried 7-0. Aid. Rainey made a motion to divide the $33,529 available proportionately between the two new funding requests, therebv funding the Teen Development Director at $15,750 and the Elderly Case Manager at $17,779. The motion was seconded by Samuel Favors. Committee members discussed the fairness versus the arbitrariness of funding decisions for the programs in the Public Services category. Jim Currie observed that there were differences in increases in funding requests submitted by the various agencies with some agencies coming in with a very modest request, while others come in with a much larger funding increase request which indicated to him that perhaps some agencies are very good at managing their funds. Mr. Currie noted that the YWCA did have a teen program this year which served 75 girls. With the CDBG funding request, the Teen Development program proposed servicing 125 girls. He pointed out that the YWCA was able to have a program for teenage girls this vear without CDBG funds. Ald. Rainey said that the only fair way to deal with an unfair situation is to make. for instance, a 6% cut in the overall funding level for all the agencies rather than to cut the funds of anv one agency in order to free up funds for new programs. Jim Currie moved to eliminate the funding request of $3,871 for Alert Crime Prevention Newsletter. Jane Colleton seconded the motion. Aid. Juliar argued strongly against this amendment. He felt the Alert project was a worthwhile one and he strongly supported it. The vote on the motion to eliminate the funding for the _ Alert Newsletter carried 4-3. Aid. Rainev moved that the $3.871 remaining in the Public Services category be allocated to the Youth Job Center. Motion seconded by Samuel Favors. The motion passed 4-3. The Public Service category was funded as follows: Housing and Communitv Development Act Committee Minutes November 13, 1990 Page Eight Emergency Assistance Services $ 18,000 Evanston Community Defender 67,000 Evanston Legal Services (CCLAF) 7,100 YWCA Battered Women's Shelter 23,750 Food Aid Center of Evanston 19,500 Youth Pre Employment Training 5,100 Youth Job Center 83,871 Elderlv Case Manager (Family Counseling) 17,779 ALERT Crime Newsletter -0- Teen Development Program 15,750 Sub total 257,850 ECONOMIC DEVELOPMENT CATEGORY Aid. Rainey moved to eliminate entirely the amount of $100,000 for Downtown Facade Improvements. The motion was seconded for purposes of discussion by Dexter Bailey. Ald. Juliar recommended that the project be funded, at least or $50,000, as this is the only activity under the CDBG program proposed for downtown Evanston. Aid. Rainev thought the project was worthwhile but, because the area upon which the project is intending to make an impact is so large, $50,000 will not give the City the ability to renovate manv storefronts. Mr. Yonker pointed out that with a $100,000 grant, the City ",tanager's office propose to renovate nine storefronts. Aid. Rainev preferred that funding for downtown improvements be deferred until a time when the Committee and the City would have more money available to it that could be put into a more comprehensive downtown facade improvement program. Aid. Drummer added that he was against the total elimination of funding for downtown facade improvements, but could agree with a $50,000 funding level. The vote on Aid. Rainey's motion to eliminate funding for Downtown Facade Improvements was defeated, 1-6. Mr. Yonker discussed the handout given to the Committee before this evening's meeting concerning the status of funds potentially available for ECDC's commercial revolving loan fund. He pointed out that ECDC has on hand $249,000. Deducting from the $174,830 which ECDC has available in the commercial revolving loan fund, the $115,901 from prior Year (87/88 and 88/89) program income as suggested by Aid. Rainey at a prior meeting, this will leave ECDC with the balance of $58,929. Staff estimates 91192 program income of about S2,500 bringing the anticipated loan fund balance to $61,429. ECDC will also have about $45,000 in acquisition/venture proceeds from the sale of the 1801 Lyons property and $30,000 estimated income for two years (at $15,000 per year) from the 89/90 and 90/91 Housing Rehab Portfolio which can be used for commercial loans. This will give ECDC an additional $75,000 which could be added to the $61,429 for a total loan fund balance of $136,429. Legal fees for the rehab case which is now in litigation would come out of ECDC's income. Housing and Community Development Act Committee Minutes November 13, 1990 Page Nine Dexter Bailey asked if ECDC has any comments about the $45,000 being designated for a small business incubator. Pameta Walker, interim Director of ECDC responded that during the 90/91 funding cycle, $45,000 had been earmarked toward the incubator project, but ECDC is still working on this concept. Aid. Rainey stated her philosophy on use of public funds: (1) that you do not levy the taxpayer for any monies that you are not going to spend in the same levv year; and (2) that you do not make a grant of public funds for use at sometime in the future and not in the current grant year because there will be another funding cycle coming up in the subsequent year. Therefore, in her opinion, both the $45,000 and the $115,901 need to be used by ECDC this year. It is not right for agencies receiving public funds to bankroll those public funds; further, Aid. Rainev thought the $174,830 ECDC has in the loan fund is unnecessarily high, given the fact that in the history of ECDC's loan program only three loans are being repaid. The likelihood of several loans being approved in the next Year is slim and ECDC does not need such a substantial balance of funds on hand for commercial revolving loans. Aid. Rainev moved to fund ECDC's administration budget at $223,201 using the $115,901 in 87/88 and 88/89 income, the $45,000 from the sole of the 1901 Lyons property and $62,300 in new 9I /92 entitlement funds. Mr. Yonker added that whatever is not spent from the $30,000 in 89/90 and 90/91 rehab program income for legal or correction fees plus an estimated $15,000 in income in 91 /92 can also be added to the $61,429 loan fund balance. Ads. Walker said that the entrepreneurial training program proposed for 91/92 would enhance the number of applicants for loans from ECDC and therefore should enhance the number of loans which could be approved. Aid. Rainey pointed out that three loans are being paid back in the context of a total program which has been in existence for almost six Years. She felt there was enough monev in the loan fund at the $61,000 level, considering the past interest in the loan program and the success with which ECDC has had in loan repayments. She stated, this is a very lucrative program and the agency should be highly appreciate receiving a grant of $61,000+ instead of arguing with the committee. Considering the many funding requests before the Committee this evening, Aid. Rainey felt it is possible to justify or rationalize a larger grant than the $61,000 she suggested. Aid. Drummer agreed with AId. Rainey that $61,000 may be a comfortable enough balance to maintain the commercial revolving loan fund, but he expressed concern about the $45,000 for the incubator coming from the acquisition/venture program. He said he would like to see the $45,000 used another way. The Committee discussed ECDC's proposed incubator project and the level of funding for it. Aid Rainev still thought that retaining an unused S45,000 for something to happen down the line is a waste of monies right now and it is irresponsible for the Committee to consider an appropriation of this type; agencies should not be allowed to bankroll CDBG funds. Aid. Drummer thought if there was no movement on this project next Year then the Committee could reallocate the $45,000. Jim Currie added that ECDC's funding request could be further Housing and Community Development Act Committee %,iinutes November 13, 1990 Page Ten cut by $40,000 if ECDC does not move from their 1817 Church Street offices. The $40,000 has been included as a contingency in the funding request in the event that ECDC moves out of the building and has to rent office space. ECDC has said all along that should they not move from 1817 Church Street, their 91 /92 funding request would be reduced by the $40,000. The vote on Aid. Rainey's motion carried, 4-3. Dexter Bailey moved to eliminate the $100,000 funding request for the Main Street C&NW Viaduct Painting project: motion seconded by Samuel Favors. Aid. Rainey commented that the slain Street business community was concerned about the unattractive condition of the viaduct. Mr. Tonkinson said the viaducts are structurally sound. Motion carried 6-I. Aid. Rainey moved to eliminate the $150,000 proposed funding for the Emerson C&NW Viaduct Painting project; Jim Currie seconded the motion. Motion carried, 3-2. Aid. Drummer moved to fund the Downtown Facade Improvements project at $75,000, cutting the funds requested by $25,000; motion seconded by Samuel Favors. Aid. Rainey amended Aid. Drummer's motion to fund the Downtown Facade Improvements at $50,000. The amended motion carried, 4-3. CAPITAL IMPROVEMENTS CATEGORY Aid. Drummer moved to cut the funding request for Curb/Sidewalk Replacement by $20,000, making that 91 /92 allocation $80,000; motion seconded by Aid. Rainey. Motion carried, 6-1. Aid. Rainey moved to eliminate funding for the following projects: #18 - Simpson St. Viaduct Pavement and Replacement $30,000 #19 - Alley Resurfacing $30,000 #22 - Fleetwood/Jourdain Parking Lot $9,000 #24 - Fleetwood/Jourdain Locker Rooms Upgrade $10,000 #25 -- Fitzsimmons Tennis Court Restoration $10,000 Total Funds to be Cut: $89,000 The motion was second by Aid. Drummer. Dexter Bailey thought that the Fitzsimmons Tennis Court project ought to be funded this year since that project had been proposed last vear and not funded and the tennis courts are reaching the point where the city either needs to resurface them or decide not to have them any longer. Aid. Rainey pointed out that she was following the City Manager's list of priorities and that the Fitzsimmons tennis courts were in the lowest level of priority on his listing. Motion carried, 7--0 AGENCY BUILDING REHABS CATEGORY Aid. Drummer moved to reduce the funding request for Family Focus from $79,662 to $50,000. He added that the $50,000 request should be used to replace the ceiling tiles throughout the building and to repair the roof. Housing and Community Act Development Committee Minutes November 13, 1990 Page Eleven Ald. Rainey requested a clarification on how the $50,000 grant allocation for Family Focus is to be used. it was determined that $16,035 will be used for improvements to the parking lot; $10,670 will be used for repairing the roof, with the balance of $23,295 to be used for replacing ceiling tiles. This Is an acceptable allocation plan to Dolores Holmes. Dolores Holmes, Director of the Family Focus/Out Place Center, said that it will cost approximately $14,000 to replace the ceiling tiles in the gym. Family Focus is interested In replacing the ceiling tiles in the hallways in order to make the building a more attractive place for tenants. Ms. Holmes added that her preference is to repair the roof and the parking lot and then, with whatever money is left in the grant, repair ceiling tiles. Motion carried, 7-0. Aid. Drummer moved to delete the funding of $10,200 from the Evanston Northshore YWCA for the Women's Shelter Capital Improvements. Motion seconded by Jim Currie. Motion passed, 7-0. HOUSING CATEGORY Aid. Drummer moved to eliminate the funding request of $35,000 for Proposal #33 - Home First -Building Acquisition; motion seconded by Jim Currie. Motion carried, 7-0. Aid. Drummer moved to cut the funding request for the Project Contingency Fund (ULO) from $60,000 to $20,000: motion seconded by Jim Currie. Ivir. Yonker pointed out to the Committee that most of prior years' ULO funds have been reallocated and that this would leave approximately $4,200 for any project contingencies. Since funding requests are based on estimates and not on actual bid prices, CD staff prefers to have some money held in contingency in case the bids come in over a project's budget and allocation. That way the Committee will be able to complete a project during the current funding year rather than hold it until more money is allocated the following year. Aid. Drummer's motion passed, 7-0. Aid. Drummer moved to cut the funding request for Single Family/Multi-Family Rehab Construction funds by $50,000, thereby making the grant request $200,000; motion seconded by Aid. Rainey. Motion carried, 7-0. MISCELLANEOUS MOTIONS The Committee discussed the 1991 funding request of $102,500 for the Fleetwood/Jourdain HVAC system. Paula Crismond, Recreation Department, clarified for the Committee that this money will be used together with the $75,000 granted for this project last vear. To date, approximately $16,000 has been allocated from the $75,000 to pay for consultant services in preparing the engineering specifications and designs. The remaining $59,000 in 1990 funds, together with the $102,500 1991 funding request, will give the City $161,500 for the actual HVAC Project. Housing and Community Act Development Committee Minutes November 13, 1990 Page Twelve Aid. Drummer moved to reduce the money available to ECDC in their commercial revolving loan fund by $10,000; motion seconded by Jim Currie. Aid. Rainey said that she would rather cut $40,000 in contingency moving funds In ECDC's administration request than cut any more from their loan fund; ECDC cannot use the $40,000 allocated for moving contingency unless it moves. Aid. Drummer said he would be willing to take the $10,000 cut from the moving contingency fund, making that account $30,000 rather than have it come from the commercial loan side of ECDC's budget. The substitute motion was acceptable to Jim Currie. The motion carried, 5-2. (This vote reduced ECDC's total administration allocation from $223,201 to $213,201). Dexter Bailey mmoved to eliminate the $4,500 request for Proposal #39 (Vacant Lot Improvement Program). He recommended that the Housing Department amend their 1990 program to set aside a portion of their demolition funds for vacant lot improvement if that is a highly desirable item. Motion seconded by Jane Colleton. Motion carried, 7-0. Aid. Rainey moved to reduce the funding level for Proposal #21 (Special Assessment Assistance/Streets) from $15,000 to $5,000. Ald. Drummer seconded the motion for purposes of discussion. Committee members noted that the City had $5,000 on hand from the 90/91 funding cycle for special assessment assistance and that guidelines for the use of that money are being drawn up and will be discussed at the December Committee meeting. Motion carried, 6-1. Dexter Bailev moved to reduce the funding request for Proposal #36 (Rehab Construction Administration), Proposal #37 (Rehab Property Maintenance Administration) and Proposal #38 (Multi -Family Inspection Program) proportionateiv by the balance that is needed to be cut in order to bring the budget into balance, that being. `;60,517; motion seconded by Jane Colleton. Committee members argued against cutting funding requests in these three programs because thev represent staff salaries and minimum budgets required in order to carry out programs. While the Niulti-Family Inspector was a position added specifically to do inspections in the target area, the Committee is interested in maintaining that program. The 14ulti-Family Inspector exceeds his performance goals every year. 'Motion failed, 1-6. Ald. Rainey moved to reduce the allocation for Proposal #31 (Evanston Day Nursery Building Rehab -Supplement) by $10,000; motion seconded by Jane Colleton. Dexter Bailey argued against cutting back on the funding for the Day Nursery because the funding request is to finish up a project which was previously funded by the CO Committee and. to his knowledge, the Day Nursery is one of the few agencies which has said to the CD Committee that it will not come back_ next year asking for additional CDBG funds. Given the history of the Evanston Dav Nursery and its ability to operate for many Years without public subsidy. he is against eliminating the funding request for the room addition project. Doris Rudy. board member of the Evanston Day ;Nursery, said that completion of the - project will be reflected in the quality and the kind of service which the Nursery staff will be able to give to its clients. Motion failed, 0-7. Housing and Community Development Act Committee Minutes November 13, 1990 Page Thirteen Aid. Rainey moved to eliminate the $30,000 in moving contingency funds from the ECDC budget. The motion failed for lack of a second. Jane Colleton moved to eliminate funding in the amount of $51,645 for the Reba Park revitalization project. Aid. Drummer seconded the motion for purposes of discussion. It was suggested that perhaps funding for the Reba Park revitalization project could be spread out over two years. Aid. Rainey argued against the suggestion stating that the south end of Evanston has a serious shortage of public facilities; it doesn't have a Fleetwood/Jourdain Center or a Robert Crown Center. She felt that to cut the funding for Reba Park would be a slap in the face for the citizens in south Evanston and a devastating blow to the Reba Park/Custer Avenue neighborhood. Either the Committee should decide to fund a project in its entirety or not do it at all. Jane Colleton pointed out that this is the third park revitalization request submitted over a period of three years by Ridgeville Park District. Ms. Colleton felt that the CD Committee had been very generous in its funding allocations towards south Evanston. Jim Currie added his support for the Reba Park project. It is obvious to anyone who sees this park that it is in dire need of at least a very good cleaning and sprucing up. Dexter Bailey proposed a substitute motion eliminating $12,500 from the Reba Park revitalization budget which is designated for purchase of preschool play equipment. Mr. Bailey recommended funding the Reba Park revitalization project at S39,145. The substitute motion was acceptable to Jane Colleton but unacceptable to Aid. Drummer. Vote on the main motion to eliminate funding for Reba Park revitalization in the amount of $51,645 failed I-6. Aid. Drummer moved to reduce the funding request for Proposal #34 (Elinor Repairs/Painting Program) by $20,000, reducing the funding request from $197,164 to $177,164; motion seconded by Jim Currie. Motion carried, 7-0. Aid. Rainey moved to cut the $50,000 funding allocation for downtown facade improvements by $ 10,000; motion seconded by Samuel Favors. Motion carried, 4-3. Aid. Rainey moved to eliminate the $30,000 in moving contingency funds from the ECDC budget. Motion failed for lack of a second. Jane Colleton moved to eliminate from the Reba Park project funding for the preschool play piece, the stone dolphin, and trees and planting material, thereby cutting Ridgeville's request by $22,920, making the new funding request $28,725. 1'lotion failed for lack of a second. Aid. Drummer moved to further cut the curb/sidewalk replacement project by $10,000; motion seconded by Jim Currie. Aid. Rainey spoke against cutting this project any further when, on the other hand, the Committee is willing to allow $30,000 in contingency funds to sit in an account in the event ECDC should have to move from its 1817 Church Street building. Other Committee members argued against cutting the ECDC allocation any further. Motion carried, 4-2 (Aid. Juliar temporarily absent). M Housing and Community Development Act Committee Minutes November 13, 1,990 Page Fourteen Aid. Rainey moved to delete $5,000 from Proposal #20 (Davis Street Paving Project); motion seconded by Dexter Bailey. Motion carried, 5-1 (Aid. Juliar temporarily absent). Aid. Rainey moved to cut $5,000 from Proposal #23 (Fleetwood/Jourdain HVAC Svstem); motion seconded by Dexter Bailey. Jim Currie argued against making any further cuts from this project because he is familiar with the work of the engineering firm involved and he knows that Dynacept makes its estimates pretty tight. Motion failed, 3-4. Dexter Bailey moved to further cut the project contingency fund (ULO) budget by $10,000; motion seconded by Aid. Rainey. Motion carried, 7-0. Aid. Drummer moved to further cut $5,517 from Proposal #35 (Single Family/Multi-family Rehab Construction Funds); motion seconded by Aid. Rainey. Motion carried, 7-0. FINAL ADOPTION OF 91/92 BUDGET Aid. Drummer moved to adopt the 91/92 CDBG budget at the funding levels recommended and discussed by the Committee and that these recommendations be forwarded to the City Council; motion seconded by Aid. Rainey. Motion carried, 7-0. (A copy of the Budget spreadsheet as adopted by the Committee is attached to these minutes). B. Revised Reallocations of Unspent Funds from Previous Years' Programs Ald. Drummer moved to reallocate $76,509 in prior years' unspent funds to the 91/92 CDBG program year; motion seconded by Aid. Rainey. Motion carried, 7-0. VI. CD STAFF/COMMITTEE COMMENTS Mr. Yonker reminded the Committee that the next meeting will be held at 7:45 p.m. on December I at which time Staff will have prepared the Proposed Statement to HUD for the 91/92 CDBG program. VII. CITIZEN INPUT Aid. Jean Esch expressed her outrage to the Committee at the innuendos and allegations which had been brought against her by former YWCA Shelter employee, Kathryn McDonald. Aid. Esch explained to the Committee the YWCA procedure for hiring contractors and policies concerning participation in day-to-day matters by YWCA board members and regretted that Ms. McDonald had not brought up her concerns during the time of her employment when they could have been more properly addressed. Vi1I. AD30URNMENT The meeting wss adjourned at 10:45 p.m. Staff: 4,14� F Date: l 2 l/t/f f go L" 4Y62-75 As of 11/13/90 PROJECT/PROGRAM NAME ADMiNiSTRATION/PLANNING i. COBG Administration 2. Fair Housing 1991-1992 CDBG PROGRAM PROPOSAL SUMMARY FY 1991 FY 1990 FY 1990 REQUEST PROJECT/PROGRAM SPONSOR REQUEST ALLOCATION 10/9/90 City Planning Department Knan Relations Comission SUBTOTAL: 1990 CAP: $369.200 (Original) Funds to be cut: $379.800 (Revised) PUBLIC SERVICES 3. Emergency Assist. Svcs. City Health-Jhnuan Services 4. Evanston Community Defender Community Defender S. Evanston legal Services CCLAF 6. Battered Women's Shelter Evanston/Northshore YWCA 7. Food Aid Center of Evanston FACE A. Youth Pre -Employment Training Earn and Learn/Dist. 65 9. Youth Employment Youth Job Center 10. Elderly Case Manager Family Counseling Services 11. ALERT Crime Newsletter City Police Department 12. Teen Development Program Evanston/Northshore YWCA SUB70TAL: 1990 CAP: $249.900 (Original) Funds to be cut: $257,850 (Revised) ECONOMIC DEVELOPMENT FINAL CD COMMITTEE CITY MANAGER'S COUNCIL RECOMMENDATIONS RECOMMENDA71ONS APPROPRIATIONS 11/13/90 1/7/91 1/28/91 $264,065 $286.079 $291,092 $291.092 73,836 35.438 78.108 78.108 N/A N/A 369,200 369.200 (-0-) 34,955 28.0110 26.000 18.000 79,562 67,000 81,839 67.000 8.375 7,100 8.000 7.100 55,706 23,750 31,060 23,750 30,000 19,500 30,100 19,500 20.000 5.100 5,400 5,100 103.241 80,000 91,222 83,871 17,256 -0- 20.770 17,779 5.160 3,871 5,400 -0- -0- -0- 18.400 15.750 NIA N/A 320.191 257.850 (62,341) 13. Downtown Facade improvements City Mgr's. Off./Planning Dept. -0- -0- 100,000 14. S-all Rosiness Center ECDC 421,581 190,000 223,201 15. Main St. CAMW Viaduct Painting City Engineering Dept. -0- -0- 100,000 _- 16. Emerson CSNW Viaduct Painting City Engineering Dept. -0. -0- 150,000 SUBTOTAL: NIA NIA 573,201 63Y4 (-0) 40,000 52,300 -0- -0- 92,300 4 As of 11/13/90 PROJECT/PROGRAM NAME ADMINISTRATION/PLANNING 1. (DOG Administration 2. Fair Housing 1990 CAP: $369.200 (Original) $379,800 (Revised) PUBLIC SERVICES 1991-1992 COBG PROGRAM PROPOSAL SUMMARY FY 1991 FY 1990 FY 1990 REQUEST PROJECT/PROGRAM SPONSOR REOU£ST ALLOCATION 1019/90 City Planning Department Human Relations Commission SUBTOTAL: Funds to be cut: FINAL CD COMMITTEE CITY MANAGER'S COUNCIL RECOMMENDATIONS RECOMMENDATIONS APPROPRIA71ONS 11/13/90 1/7/91 1/28/91 $264,065 $286,079 $291.092 $291,092 73.836 35.438 78,108 78.108 N/A N/A 369,200 369.200 3. Emergency Assist. Svcs. City Health -Human Services 34.955 28,000 28,000 18.000 4. Evanston Community Defender Community Defender 79,662 67.000 81,839 67.000 S. Evanston legal Services CCLAF 8,375 7,100 81000 7.100 6. Battered Women's Shelter Evanston/Harthshore YWCA 55,706 23.750 31.060 23,750 7. Faad Aid Center of Evanston FACE 30.000 19,500 30,100 19,500 R. Youth Pre -Employment Training Earn and Learn/Dist. 65 20,000 5.100 5,400 5,100 9. Youth Employment Youth Job Center 103,241 80.000 91,222 83,871 10. Elderly Case Manager Family Counseling Services 17,256 -0- 20.770 17,779 11. ALERT Crime Newsletter City Police Department 5,160 3.871 5.400 -0- = 12. Teen Development Program Evanston/Northshore YWCA -0- -0- 18,400 15.750 SUBTOTAL: NIA N/A 320,191 257,850 1990 CAP: $249.900 (Original) Funds to be cut: (62,3411 $257.850 (Revised) ECONOMIC DEVELOPMENT 13. Downtown Facade Improvements City Mgr's. Off./Planning Dept. -0- -0- 100,000 40.000 14. Small nusiness Center ECDC 421.581 190.000 223,20) 52.300 15. Main St. CARW Viaduct Painting City Engineering Dept. -0- -0- 100,000 -0- 16. Emerson CANW Viaduct Painting City Engineering Dept. -0- -0- 150,000 -0- SUBTOTAL: N/A N/A 573.201 92.300 63Y4 DRAFT -NOT APPROVED HOUSING AND COMMUNITY DEVELOPMENT ACT COMMITTEE MINUTES Tuesday, December 11, 1990 7:45 p.m. - Room 2403 EVANSTON CIVIC CENTER MEMBERS PRESENT: Aid. Juliar, Aid. Drummer, Aid. Rainey, Aid. Morton (late), Dexter Baiter, Jane Colleton (late), Jim Currie, Samuel Favors MEMBERS ABSENT: None STAFF PRESENT: Halford, Lufkin, Modaber, Powers, Stevens, Yonker OTHERS PRESENT: Airs. Esch; Delores Holmes, Family Focus; Robert Roy, Evanston Community Defender; Pamela Walker. Torio Osborne, ECDC; Barbara Kaufman, Evanston Day Nursery; Betty Korshak. Janet Larson, Carolyn Kambich, Helen Wronski, Evanston/North Shore YWCA PRESIDING OFFICIAL: Ald. Juliar, Chair CALL TO ORDER: The meeting was called to order at 7:4a p.m., a quorum being present. I. MINUTES OF NOVEMBER 13, 1990 MEETING II. Dexter Bailey made a motion to approve the minutes of the November 13, 1990, meeting. The motion was seconded by Samuel Favors. Aid. Rainey asked that minutes be corrected on page 9, 3rd paragraoh, 2nd line from the bottom, to read "AId. Rainey felt it is not possible to justify or rationalize a larger grant than the $61,000 she suggested."- otion carried, 6-0, as amended. COMMUNICATION/TRANSMITTALS A. Housing Commission Minutes of November 9, 1990 This was received into the record by Aid. Juliar. B. Copy of Public Hearing Notice Published in the Evanston Review This was received into the record by Aid. Juliar. C. Letter from Family Counseling Service Re: 91/92 Funding of Elderly Case Manager Accepted into the record by Aid Juliar. t Housing and Community Development Act Committee Minutes ; December 11, 1990 Page Two D. Copy of Human Services Committee Report on YWCA Shelter for Battered Women Aid. mummer commented that the Human Services Committee met the previous night on this issue. They decided that no action would be taken by their Committee until the Human Relations Commission report is received. The report was received into the record by Aid. Juliar. (Aid. ')Morton arrived at this time.) III. PUBLIC HEARING PROPOSED 1991/92 COMMUNITY DEVELOPMENT BLOCK GRANT BUDGET Aid. Juliar opened the Public Hearing at 7:53 p.m. A. Staff Update on National CDBG Funding Levels and Committee Allocation of Additional $36,000 In 91/92 CDBG Funds Chris Yonker summarized Acting City !Manager, Bruce Zimmerman's, recommendations for the extra 536,000 in CDBG funds. Mr. Yonker added that this number is still an estimate, that HUD would probably let the City know its final allocation amount in early January. Discussion by Aldermen Morton, Rainey, Drummer and Juliar and Dexter Bailey regarding, the allocation of the $36,000. Aid. Rainey stated that she disagreed with staff's recommendations. She made a motion to allocate $5,400 to the Food Aid Center of Evanston. $20,600 to the Housing Rehab Construction Loan Fund and $10,000 to the Curb/Sidewalk Replacement Progr..m. Aid. )Drummer seconded the motion for purposes of discussion. Aid. Drummer recommended that of the $5.400 maximum of the $36,000 that could be spent on public service programs, that $3,871 be given to the ALERT Newsletter, and the balance to Food Aid Center of Evanston (FACE). Aid. Drummer put this suggestion as an amendment to Aid. Rainey's motion. Aid. )Morton seconded the amended motion. Amended motion carried, 5-2, giving $3.871 to the ALERT Newsletter and $1,529 to FACE. The Committee proceeded to discuss the balance of Aid. Rainey's motion. Aid. Drummer suggested amending the balance of the motion to provide $16,600 to the Housing Rehab Construction Loan Fund, $10.000 to fund the Fleetwood/ Jourdain Locker Rooms and $10,000 to the Curb/Sidewalk Replacement Program. The amended motion was seconded by Jim Currie. Discussion ensued between Aid. '.Morton and Delores Holmes regarding the —_ amount of funding Family Focus received and what the agency's priorities were for the CT) funds. Delores Holmes replied that the roof was the first priority, the parking lot resurfacing was second and any remaining funds would be used to - replace deteriorated ceiling tiles. Aid. Juliar commented that he would like to see some of the $36.000 be put toward the new downtown facade program in order that something could be t 1 Housing and Community Development Act Committee klinutes December 11, 1990 Page Three accomplished with the program. Jim Currie summarized that the downtown Improvement group discussed the use of facade money. He believed that the City could get a larger return for its money by investing more money in the facade program than it could from doing public works projects such as curb replacement. raid. Drummer withdrew his amendment to Aid. Rainey's motion. Aid. Juliar called for the vote on Ald. Rainey's motion. Motion failed, 4-3. Aid. Drummer made a motion to .allocate $10,000 to the Housing Rehab Construction Loan program, $10,000 to the Curb/Sidewalk 2eplacement program and $10,600 to the Downtown Facade Imorovement program. The motion was seconded by Ald. Rainey. Dexter Bailey reminded the Committee that it had already allocated 55,400 of the $36,000 to Public Service programs. Aid. Morton asked Catherine Powers for clarification on the City's Vacant Lot Program. %ts. Powers responded that the program was not funded for next vear. Sally Lufkin stated that there were demolition funds left in the 90/91 program which could be used for vacant lots with Committee approval. Chris Yonker stated that it was his sense that the Committee had wanted this to be the case with unspent demolition funds. to be converted into funds available for vacant lot improvement. Aid. Juliar called for the vote on allocating $10,000 for Curb/Sidewalk Replacement program. $10,000 to the Housing Rehab Construction Loan fund and $10,600 to the Downtown Facade Improvement program; motion carried, 7-0. B. Revised 91 /92 CDBG Proposal Spreadsheet Chris Yonker stated that this revised spreadsheet would reflect the additional $36,000 in CD funds and it would go with the CD Committee's recommendations to the City Council meeting on January 14, 1991, to be passed at Council's January 28 meeting. Aid. Morton asked how the demolition program would be listed. Nlr. Yonker replied that last year money was requested for both demolitions and vacant lot maintenance; however, only demolition was funded. To keep the two items separate, it was referred to only as a demolition program. Ald. Rainey asked that City amend its last year's final statement to reflect money being spent for vacant lot improvement. Aid. %iorton asked if there were any Home _ Security Lock funds left. Johnetta Stevens replied that l6th year money is now being spent. C. Review and Adoption of "Proposed Statement of Objectives and Projected Use _ of Funds" Chris Yonker thanked Johnetta Stevens for her coordination of the 1991-92 proposed statement. Aid. Drummer made a motion to approve the proposed statement, including tonight's allocations of the additional $36,000. The motion was seconded by Sam Favors. Motion carried, 7-0. Housing and Community Development Act Committee Minutes December 11, 1990 Page Four D. Citizen Comment Betty Korshak, former president of the Evanston/North Shore YWCA board, commented that the YWCA is appealing the decision of the Illinois Coalition Agasint domestic Violence's (ICADV) decision to revoke funding'to the YWCA for the nattered Women's Shelter. She added that if the YWCA did not succeed through the grlr_vance process with ICADV, they would still serve as a shelter for battered wornen. Barbara Kaufman, Evanston Day Nursery, thanked the CD Committee for its funding of improvements to the Day Nursery building. Delores Holmes, Family Focus/Our Place, thanked the Committee for the $50,000 CO allocation. She added that the Family Focus building was an active community center which served clients benefiting from other CD -funded programs such as the Food Aid Center. Janet Larson, YWCA board member and Chair of the Shelter committee, thanked the CD Committee for its funding of the Shelter. She stated that the YWCA takes the charges leveled against it seriously and will try to correct them. Robert Roy, Director of the Evanston Community Defender program, thanked the CD Committee for its funding on behalf of his staff, the Community Defender board of directors and the low-income Evanston clients it serves. Carolyn Kamdich, new YWCA board member, thanked the Committee for its funding of the Battered Women's Shelter. (Jane Colleton arrived at this time). %ls. Kamdich added she was pleased that Helen Wronski is the director of the YWCA and that she is pleased to serve on its board. Aid. Jean Esch, speaking as a member of the YWCA association and past member of the board, told the Committee how much she appreciated its support and especially the most perceptive and sensitive report prepared by Jay Terry, the City's Director of Health and Human Services. _ The Public Hearing was concluded at 8:45 p.m. IV. REVIEW OF PROPOSED 'GUIDELINES FOR SPECIAL ASSESSMENT ASSISTANCE PROGRAM Jane Colleton made a motion to approve the guidelines. The motion was seconded by Dexter Bailey. Motion carried, 8-0. V. CONSIDERATION OF PROPOSED 91/92 RESIDENTIAL ANTI -DISPLACEMENT AND RELOCATION ASSISTANCE PLAN (Aid. %iorton briefly departed from the meeting at this time). `lotion was made by Aid. Drummer to approve the plan. The motion was seconded by Aid. Rainey; motion carried, 7-0. ram- y Housing and Community Development Act Committee Minutes December 11, 1990 Page Five V1. CDBG SECOND QUARTER PROJECT REPORT FOR THE PERIOD JUNE 1, 1990 to AUGUST 31, 1990 Aid. Rainey commented on the number of late reports submitted to staff. She stressed a memo was needed to remind agencies that quarterly reports are the only wav the CD Committee knows what they are doing. Aid. Juliar asked if it was a consensus to notify all agencies by letter to be prompt with their quarterly reports. It was the consensus of the Committee to do so. Aid. Drummer made a motion to approve the quarterly report. The motion was seconded by Aid. Rainey. Motion carried, 7-0. VII. CD STAFF/COMMITTEE COMMENTS Chris Yonker stated that there are three CDBG resolutions going to City Council during the month of January. He stated that the reallocation resolution and anti -displacement and relocation resolution could be passed at the City Council meeting on January 14. He stated that the CDBG budget resolution would be introduced at that time and passed in two weeks at the meeting on January 28. He added that on behalf of the Cr) staff he wanted to wish the Committee members "Happy Holidays." Tony Halford commented that the asterisks on the CD quarterly reports indicated late and non -submission of quarterly reports. VIII. CITIZEN INPUT There was no additional citizen input. IX. ADJOURNMENT Sam Favors made a motion to adjourn the meeting. The motion was seconded by Aid. Morton. Motion carried, 8-0. The meeting was adjourned at 8:50 p.m. Staff; Date: 6 • /y l G 74 4 Y76-80