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HomeMy WebLinkAboutMinutes 1991N MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of January 14, 1991 Members Present: Aldermen Wold, Collens, Jullar, Esch and Paden Members Absent: Alderman 'Rainey Staff Present: Adamus, Aiello, Barber, Berkowsky, Boddie, Casey, Edwards, Engel, Fair, Figurelli, Jennings, C. Johnson, Larson, Olkowski, Shook, Tonkinson, Wirth, Witt, Zendell, and Zimmerman Presiding Official: Alderman Paden Summary of Action: The meeting was called to order at 7:38 P.K. Minutes of December 10. 1990 Meeting The Committee voted 5-0 to approve the minutes as submitted. City Bills of January 10, 1991 Alderman Wald asked for further information regarding pianos in the library (p. 31). Alderman Esch requested that future bills list descriptions for legal seecvices provide more Information. She also asked if Windy City Sign Company (p. 38) was an Evanston business and/or a minority business enterprise. Alderman Esch requested information pertaining to the disposition of the pole from demolished Fire Station Number 4. There being no further questions, the Committee unanimously recommended approval of the January 10, 1990 City Bills List. COMMUNICATIONS: Response to Bills List Inquiries The Committee accepted this communication without comment. Police Department Mobile Telephones The Committee accepted this communication without comment. Fire Department Monthly Report - December. 1990 the Committee accepted this communication without comment. Alderman Collens interjected that the Committee had received a communication and proposed Noise Ordinance from the Environmental Control Board in the off -week packet. She recommended that Committee advise the Environmental Control Board to table the Noise Ordinance until further notice. The Committee voted unanimously to adopt Alderman Collens' recommendation. PURCHASES: S.A. 1386 - Poplar Avenue The Committee voted unanimously to recommend approval for the low bid from Monarch Asphalt Company at a total estimated cost of $411,980.20. S.A. 1392 -- Alley North of Church, East of llartrey The Committee voted unanimously to recommend approval for the low bid from Capitol Cement at a total estimated cost of $171,279.30. A & PW Committee Meeting Minutes - January 14, 1991 Page -2- Arts and Recreation Magazine Alderman Collons asked- staff for an explanation of how option number 4, which' Included the use of glossy enamel paper stock, was less expensive than option 2 which proposed the use of uncoated stock. Recreation Superintendent Grodsky indicated that staff was also surprised that an apparently more expensive product yielders lower bid prices. The Committee then voted unanimously to recommend approval for the low bids from 1) General Printing for typesetting at a total intimated annual cost of $5,760.00 and 2) Combined Printing Corporation foc printing at a total estimated annual cost of $56,060.00. Refuse Collection Roll Out Cart, Alderman Collens asked what would happen to the carts already on hand. Public Works Director Barber stated that those people who already had carts and wished to keep thew would be allowed to do so. Other extra carts would also be used for special events. He added that extras were needed so that there would be no shortage when staff was dealing with warranty Issues and the vendor. Alderman Wold commented that some constituents had reported seeing sanitation Department workers lifting contents from carts and not utilizing the lifts. Sanitation Superintendent Edwards advised that the lift -equipped truck had been in the shop for repairs necessitating the lifting of contents from carts. Alderman Juliar asked about thefts of carts. Mr. Barber stated that he was aware of but one theft. Markings and numbers on carts make them easily identifiable and will hopefully reduce theft potential. He anticipates that City-wide distribution will also eliminate the need for future thefts. Alderman cold asked staff to notify neighboring communities to be on the lookout for containers possibly taken from Evanston residents. The Committee then voted unanimously to recommend City Council approval for the low bid from Stanton Equipment Company at a total cost of $1,068,660.00. Life Pack Ambulance Equipment The Committee voted 5-0 to recommend approval for the proposal from Physion-Control Corporation at a total cost of $8,885.00. Arts Center Exterior Painting The Committee voted unanimously to recommend approval for the low bid from Campus Painters at a total cost of $10,026.00. Water Plant Switch Gear Replacement The Committee voted unanimously to recommend approval for the low bid from Driscoll Electric Company at a total cost of $694,000.00. Underground Storage Tank Removals The Committee voted unanimously to recommend approval for the low bid from SET Environmental, Inc. at a total cost of $32,387.50. Civic Center Boiler Tubes The Committee voted unanimously to recommend approval for the second low bid from Hayes Boiler & Mechanical, Inc. at a total cost of $6,300.00. A & PW Committee Meeting Minutes - January 14, 1991 L Page -3- ITEMS FOR CONSIDERATION: Docket B-IA-91: Green Bay Road IDOT Reimbursement Agreement Alderman Esch asked if the City would be assuming primary jurisdiction over Green Bay Road. City Engineer James Tonkinson indicated that a transfer from the State to the City would take place at some future date. The Committee then voted unanimously to recommend approval for the Agreement. Docket 9-1A-91: Once per Week Refuse Collection Financial Plan Alderman Collens asked if the proposed plan would have any present or future effect on capital improvement projects. Acting City Manager Bruce Zimmerman responded that debt would be retired through savings in the General Fund and no increase In the property tax levy would be required. As a result there would be no impact on the Capital Improvement Program. He verified for Alderman Collens that there would be an expenditure saving of $75,000 for the proposed 1991-92 Budget should the Plan be approved. The Committee then voted unanimously to recommend approval for the Financial Plan. Docket 10-lA-91: Temporary Event Approval - 19th Annual Custer's Last Stand The Committee voted 5-0 to recommend City Council approval for the 19th Annual Custer's Last Stand. Docket ll-IA-91: Temporary Event Approval - Garden Fair in Raymond Park The Committee voted 5-0 to recommend City Council approval for the Garden Fair. Docket 12-lA-91: Dog Run Budget Amendment The Committee voted 5-0 to recommend City Council approval for the Dog Run Budget Amendment. Docket 13-IA-91: Resolution 1-R-91 - Permit to do Work in State Rights -of -Way The Committee voted 5-0 to recommend City Council approval for Resolution 1-R-91. Docket 14-1A-91: Resolution 3-R-91 - Recapitalization - Evanston Housing, Corporation Alderman Wold stated that the !lousing Commission has done a tremendous amount _ of work to create a successful program. Alderman Paden asked that the Commission make every effort to publicize the program and its benefits. Alderman Wald said there have been several efforts to make the public aware and the Commission was open to suggestions regarding publicizing the program. Alderman Collens confirmed that $250,000 would be provided by the City and $650,000 by private sources. The Committee then voted 5-0 to recommend City ° Council: approval for Resolution 3-R-91. -� Docket 15-IA-91: Resolution 5-R-91 - UPARR Grant Application Authorization _ Alderman Collens asked if the UPARR Grant Application assumed that CDOG funds would be available for the Project. Alderman Julian stated that the Nousing and Community Development Act Committee had approved the CDDG funds usage. �= The Committee then voted unanimously to recommend City Council approval for _ Resolution 5-R-91. = Docket 16-1A-91: Resolution 7-R-91 - I.E.P.A. Loan Signatory Authorization = -- The Committee voted unanimously to recommend City Council approval for Resolution 7-R-91. kiwUhn dWiduo J11I11- .1 •� A & PW Committee Meeting Minutes - January 14, 1991 Page -4- �f Docket 17-1A-91: Resolution »-R-91 - C.T.A. Security Agreement The Committee voted unanimously to recommend City Council approval for Resolution 8-R-91. Docket 18-1A-91: Resolution 9-R-91 - Reserved Parking for Wheelchair -Bound - 2307 Harrison The Committee voted unanimously to recommend City Council approval for Resolution 9-R-91. Docket 316-12A-90: Resolution 83-R-90 - N.U. Collegiate Bicycle Race (No Action) Docket 19-lA-91: Ordinance 5-0-91 - Tenure of Seasonal Employees In response to Alderman Collens, Mr. Zimmerman confirmed that the proposed changes In the Ordinance give rise to part of the $75,000 savings in the Once Per Week Refuse Collection Financial Plan. The Committee voted unanimously to recommend Introduction of Ordinance 5-0-91. Docket 20--lA-91* Ordinance 6-0-91 - Decrease in Class C Liquor Licenses The Chair recognized Mayor Barr who asked that the Committee consider reducing paperwork by allowing her to transfer the existing Class C liquor license from the Va Pensiero Restaurant's past owner to its new owner, Eugene Timothy Gorham. She emphasized that such a transfer would only be made when the appropriate background investigation is completed. Such authorization would negate the necessity of Council adopting both this Ordinance. 6-0-91, as'well as Ordinance 8-0-91. Alderman Collens moved to grant the Mayor the transfer authority as requested. Her motion was unanimously approved. Docket 21-lA-91: Ordinance 7-0-91 - Increase in Parking Ticket Fine for Snow Violations Alderman Collens stated she did not know which scenario, increasing parking fees versus invoicing for towing charges, would create greater collection problems. She asked how soon information regarding the past weekend's snow emergency would become available. Public Works Director Barber responded that a full evaluation could not be prepared until May. Collections Supervisor Patrick Casey stated there were several additional alternatives that should be considered. These include in-house adjudication of tickets and the separation of fines and tow charges on the ticket document. Mr. Casey re-emphasized the City's bad experiences with fine reductions by some Circuit Court judges. Citizens in attendence expressed concern over in-house adjudication and the lack of ticketing in souse Northwest neighborhoods. Mr. Barber responded that removal efforts during snow emergencies focus on those streets whose narrow characteristics require immediate attention and that in some instances wide streets are bypassed. Ile added that Parking Enforcement Officers might ride with plow drivers in the future to address this problem. Alderman Wold suggested holding the introduction of this Ordinance until more information is provided by staff. Alderman Collens stated that time contraints would make it difficult to implement the fine increase this winter. Alderman Csch asked staff to consider the possibility of booting relocated cars whose owners refused to pay the relocation fee. The Committee then voted unanimously to hold the Ordinance in Committee pending development of alternatives by staff. A & Pw Committee fleeting Minutes - January 14, 1991 Page -5- Docket 22-1A-91: Ordinance 8-0-91 - Class C Liquor License for Margarita Club Disposition of this docket item was reached during discussion of Ordinance 6-0-91. Docket 23-1A-91: Ordinance 9-0-91 - Expansion of R.O.P.D. #6 Alderman Collens stated that the proposed Ordinance added two blocks of Eastwood as well as some dead end streets to R.O.P.D. #6 to address problems created by commuter parking. Alderman cold, at the request of Alderman Nelson, proposed some suggestions: 1) delete Poplar Avenue from the R.O.P.D.; 2) change the Poplar Avenue parking restrictions to 7-8 A.M.; and 3) change zoning requirements to make it possible for commuters to use the Dyche Stadium lots. Alderman Collens responded that changing the Poplar hours of restriction would negate the effect of the R.O.P.D. She added that the use of Dyche Stadium was a topic currently being discussed by the H.U. Delegation. Traffic Engineer David Jennings expressed concern regarding potential congestion that would be created by vehicles parked all day by commuters on the east side of Poplar. The Committee then voted unanimously to introduce Ordinance 9-0-91. Docket 286-IOB-90: Ordinance 126-0-90 - Senior Citizen Taxicab/HandicaDD"d Subsidized Coupon Program (No Action) Although no action was slated for thin meeting, Alderman Collens asked for an expenditure history for the Program to be available when the topic is discussed. ITEMS PREVIOUSLY'CONSIDERED: Docket 319-12A-90: Ordinance 133-0-90 - Establishing Emergencv Teleahono System Board Ordinance 133-0-90 was transmitted to the City Council for adoption. Docket 320-12A-90: Ordinance 134-0-90 - hours for Parking in Residents Only Parking District 06 Ordinance 134-0-90 was transmitted to the City Council for adoption. There being no further business the meeting was adjourned at 8:55 P.M. &U-i - Christoph Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of January 28, 1991 Members Present: Aldermen Collens, Esch, Juliar, Paden, Rainey, and Wold Members Absent: None Staff Present: Aiello, Barber, Berkowsk.y,Casey, Edwards, Engel, Ersler, Fair, Figurelli, Jennings, C. Johnson, D. Johnson, Olkowski, Rubin, Shonk, Silkaitis, Witt, Zendell, and Zimmerman Presiding Official: Alderman Paden Summary of Action: The meeting was called to order at 7:38 F.M. Minutes of January 14. 1991 Heetine The Committee voted 6-0 to approve the minutes as submitted. City Bills of January 23. 1991 Alderman Esch asked for further information pertaining to Fire Department Hazmat and Paramedic training (p. 12). She also requested information regarding payments to the Alliance for the Mentally Ill from the Mental Health Board (p.20). There being no further questions the Committee unanimously recommended approval for the January 23, 1991 City Bills. At this time Alderman Paden requested two reports from staff: 1) a report regarding the number of Pit Bulls and sheds allowed per residence, and 2) a status update on burned and boarded buildings, especially the structure located on the north side of Foster Streets between Dodge and Darrow Avenues. COMMUNICATIONS: Response to Bills List Inquiries The Committee accepted this communication without comment. Central Business District Parking Study Update Alderman Collens stated that she has no objections to negotiations with the consultant however she is concerned as to the revenue source for services to be performed. Public works Director Barber stated that the Special Committee's intention was to add the expenditure to the 1991-92 Parking Fund Budget. Alderman Collens indicated her willingness to hear justification for an updated study but expressed reluctance to change the Proposed Budget until such justifications are presented. Mr. Barber stated that the Committee felt a need to address long -terra parking issues in the downtown area. Alderman Collens requested further justification. The Committee then voted unanimously to postpone any action until such justification is provided. Parking Ticket/Boot Status Report Alderman Collens asked if the Mayor's Special Committee has reviewed this report. Mr. Barber responded that the Committee has not as of yet. Alderman Rainey asked for further information regarding the Boot program. She also asked for a legal opinion regarding Chicago's policy of not providing notice to boot eligible vehicle owners. Alderman Juliar stated that the Report under consideration gives the conclusion that fewer Parking Enforcement Officers are needed and the the public has received the message that there will be A & PW Committee Meeting Minutes - January 28, 1991 Page -2- increased enforcement and collection efforts.. Mr. Barber stated that there are still activities for the Parking Enforcement Officers to address. He added that there is ongoing analysis as to the deployment and use of enforcement personnel. Alderman Collens stated that she felt the first priority was to gain compliance with parking regulations and the revenue aspect was secondary. The Committee then voted 6-0 to accept the Report. Main/Chicago Permit Parking Spaces The Committee voted 6-0 to accept the communication. Fire Department Monthly Report - November 1990 The Committee voted 6-0 to accept the Report. PURCHASES: Asbestos Abatement The Committee voted unanimously to recommend approval for the low bid from American Abatement Services at a total cost of $44,690.00. Painting of Sailboard Storage Racks The Committee voted unanimously to recommend approval for the low bid from Campus Painters at a total cost of $8,454.00. Condominium Refuse Collection Contract Extension The Committee voted unanimously to recommend approval for a one year extension of the Condominium Refuse Collection Contract with Active Service at a cost of $5.32 per unit per month. Condominium Recyclables Collection Contract Extension The Committee voted unanimously to recommend approval for a four month extension of the Condominium Recyclables Collection Contract with Active Service at a cost of $2.25 per unit per month. Condominium Storage Containers The Committee voted unanimously to recommend approval for the purchase of 1,400 outside recyclable storage containers from Active Services at a lump sum price of $26,500. Art Center Coach House Roof Repairs Building Operations Director Max Rubin clarified that all three roof areas are on the Coach House Building and .that the the roof was in the worst condition. Alderman Collens directed staff to make every effort to locate funds to complete all necessary repairs. The Committee then voted 6-0 to recommend approval for the proposal from Hanson Roofing at a cost of $6,750.00, Civic Center Fluid Cooler Svstem Repairs The Committee voted 6-0 to recommend approval for the low bid from Dial One Aleyden at a total cost of $55,255.00. Architectural Services for Noyes Center Window Replacement The Committee unanimously voted to recommend approval for the low proposal from Elliott Dudnick and Associates at a total cost of $6,400.00. Engineering Services for Water Plant improvements The Committee voted 6-0 to recommend approval for the proposal from Alvord, Burdick & Howson at a cost not to exceed $76,000.00. A & F'rl Committee'Mleeting Minutes - January 28, 1991 Page -3- ITEMS FOR CONSIDERATION: Docket 32--18-91: Change in Neighborhood Clean -Up Program In response to Alderman Collens, Mr. Barber clarified that the $4,600 savings was already reflected in the Proposed 1991-92 Budget. The Committee then voted 6-0 to recommend approval for -the Program Change. Docket 33-18-91: Exoansion of Recycling Center Alderman Collens asked staff to address several issuos regarding the contract with the Private Industry Council (PIC) (i.e. will the contract be long-term or short-term?; what if PIC goes out oC business?; what will happen if employees don't show up for work?). Mr. Barber stated that many details have to be worked out with PIC. VIC Executive Director Mary Pepperl-Snyder expressed her desire for a long; -term agreement. She added that PIC is currently working with 40 Evanston residents and any contract would contain a contingency plan for those times when employees did not show up for work. Ms. Pepperl-Snyder stated that the proposed program would meet several community needs. Alderman Rainey said that 8th Ward residents were also concerned that people would not show up for work and that there would be a build up of materials. Mr. Barber indicated that staffing levels would be tested at program inception when the volume of materials to be processed was relatively small. Alderman Rainey asked if PIC was currently using Township General Assistance clients. Ms. Pepperl--Snyder, stated that Township clients have not fit into PIC's training programs, however the proposed Recycling Center might provide applicable job opportunities. Alderman Esch asked if PIC has connected with the Shore Workshop. Ms. Pepperl-Snyder indicated that PIC works with many agencies in Evanston and would follow-up on Alderman Esch's suggestion. Alderman Collens asked for further information regarding financial impact to the City should PIC drop out of the Program. She also asked for additional information pertaining to Program operations should commercial users not come on line and/or if other communities express interest in the facility.. Alderman Weld asked if the proposed facility would be able to handle -cardboard from private residences. Mr. Barber responded that residential cardboard was not a part of the original plans mainly due to a lack of markets for the product. In response to Alderman Rainey, Mr. Barber indicated that there are several alternative markets for items currently being recycled, but there are no markets now available for unsorted materials. Alderman Collens then moved for approval of each of the seven steps outlined in staff's memorandum and recommendation. The Committee voted unanimously to recommend City Council approval for: 1. Negotiation of a contract with Roy T. Christiansen/S. Tinucci Architects, Inc. to develop site drawings. Said contract will be submitted to the City Council on February 11, 1991. Alderman Rainey stated her strong position that appearance of the site receive full consideration. 2. Negotiation of a contract with Patrick Engineering to assist with equipment purchases and overall project coordination. Said contract will also be submitted to the City Council on February 11, 1991. 3. Authorization to change the Proposed 1991-92 Budget to, reflect the $76,139 savings that would be realized under the Recycling Program. r A & PW Committee Meeting Minutes - January 28, 1991 Page -4- 4. Authorize staff to begin negotiations for the sale of collected materials. 5. Authorize staff to prepare a review of financing alternatives for the proposed improvements to be submitted to the City Council in February, 1991. 6. Authorize staff to negotiate final terms with ,PIC for Joint operation of the Materials Recovery Center with the agreement to be submitted to the City Council as soon as possible. 7. Authorize staff to advise Valley Scrap of the City's intention to perform Its own processing and marketing of recyclable and its intention to not renew the contract with Valley Scrap which expires in July, 1991. Alderman Esch suggested that Committee members might find Valley Scrap's processing operation to be interesting. Dockrrt 316-12A-90: Resolution 83-R-90 - R.B. Collegiate Bicycle Race Traffic Engineer David Jennings advised the Committee that the actual race data would be April 13th, not April 21st as originally reported. He also advised that a flyer had been circulated to area residents by the race sponsor. The flyer asked that concerns be phoned into the Traffic Engineering Department by 5:00 P.K. on January 28, 1991. Only one call has been received, that of a resident who incorrectly thought the race will be taking place on a Sunday. Alderman Rainey asked who will be determining City staff requirements for the race. Mr. Jennings responded that the Traffic Engineering Department would make such a determination. Alderman Esch suggested the use of Northwestern University Campus Police for street blockage. Mr. Jennings stated that City Police are the primary agency for traffic control. Alderman Rainey expressed concern that on -duty police personnel would be used for the event. Alderman Wold stated that she felt this was an issue for the Chief of Police to decide. Alderman Rainey stated her strong feeling• that the Committee should deal with the possible use of on -duty police and moved that the Committee direct the Chief not to use them for this race. This motion failed by a 3-3 vote (Alderman Wold, Juliar and Paden voting nay). Alderman Vold then moved to amend the Resolution to reflect a strong recommendation to the Chief of Police not to use on -duty personnel. This motion passed 4-2 (Alderman Esch and Rainey voting nay). The Committee then voted to 6-0 to recommend City Council approval for Resolution 83-R-90. Docket 34-1B-91: Resolution 13-R-91 - Designating Signatories for Securities The Committee voted 6-0 to recommend City Council approval for Resolution 13-R-91. Docket 35-18-91: Resolution 14-R-91 - Acquisition of 615 Church Street The Committee voted 6-0 to recommend City Council approval for Resolution 14-R-91. Docket 36-18-91: Resolution 15-R-91 - Reserved Space for Wheelchair -Bound - 1104 Foster _ The Committee voted 6-0 to recommend City Council approval for Resolution 15-R-91. A & PW Committee Meeting Minutes - January 28, 1991 Page -5- Docket 21-1A-91: Ordinance 7-0-91 - Incronse in Fine for Snow Violations Alderman Wold suggested holding this Ordinance until after the current snow season. Alderman Collens asked for a legal opinion regarding the "boot" option (booting of vehicles when $75 tickets are unpaid). Alderman Rainey stated that there was much to discuss on this topic and asked to hold the matter over. She further asked for a report on relocation charges for the recent snow emergency. The Committee voted 6-0 to hold this matter over. Docket 286-1OB-90: Ordinance 126-0-90 - Senior Citizen Taxicab/flandicaDood Subsidized Coupon Program Alderman Rainey stated that she felt the letter from the Taxicab Advisory Board and the Commission on Aging requesting funds from the Township was probably misdirected but she agreed with. the request and will direct a Reference to the Township Committee for a fifty cent subsidy contribution to be considered at their February 6, 1991 meeting. Alderman Collens suggested that the Coupon Program retain its present format with senior citizen cost to increase to .•1.75, the City subsidy to increase to $1.00 and the Township, upon approval, contributing a $.50 subsidy. She moved to have staff draft an Ordinance relecting these increases for the February 11, 1991 A & PW meeting. Alderman Collens added that her proposal would not require any changes to the Proposed 1991-92 Budget. In response to a question from Barry Isaacson, Chair of the Commission on Aging, Alderman Collons stated that all cabs in the City would participate in the proposed program. Walter Wolff, Chair of the Taxicab Advisory Board said that cab companies would be subsidizing the City under Alderman Collen's proposal and he feared that not all drivers/owners would cooperate. Alderman Rainey responded that no one• is subsidizing the City, instead the City, the Township and cab companies would be subsizing senior citizens and that the proposal represents a comprimise for all parties. A citizen in the audience asked if the Committee had considered the use of zones. •Aldermen Juliar and Rainey stated that they thought the meter presents the best solution but nobody wants to use a meter system. The Committee then voted 4-2 (Aldermen Each and Juliar voting nay) to approve the motion of Alderman Collens. Docket 37-lB-91: Ordinance 10-0-91 - Loading Zone - 1506 Sherman At the request of Alderman Juliar this item was held over to the February 11, 1991 meeting. Docket 38-lB-91: Ordinance 11-0-91 - Parking Restrictions - Maple/Main/Lee At the request of Alderman Esch this item was held over to the February 11, 1991 meeting. Docket 39-lB-91: Ordinance 12-0-91 - Truck Restrictions on Asbury Avenue At the request of Alderman Rainey this item was held over to the February 11, 1991 meeting. ITEMS PREVIOUSLY CONSIDERED: Docket 19-lA-91: Ordinance 5-0-91 - Tenure of Seasonal Employees Ordinance 5-0-91 was transmitted to the City Council for adoption. Docket 23-lA-91: Ordinance 9-0-91 - Expansion of R.O.P.D. #6 Ordinance 9-0-91 was transmitted to the City Council for adoption. Christoph Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of February 11, 1991 Members Present: Aldermen Collens, Esch, Julier, Paden, Rainey and Wold Members Absent: None Staff Present: Adamus, Barber, Berkowsky, Casey, D'Agostino, Edwards, Engel, Fair, Figurelli, Jennings, C. Johnson, D. Johnson, Olkowski, Schockweiler, Shonk, Tonkinson, Witt, Zendell, and Zimmerman Presiding Official: Alderman Paden Summary of Action: The Meeting was called to order at 7:39 P.M. Minutes of January 28, 1991 Meeting The Committee voted 6-0 to approve the minutes as submitted. City Bills of February 6,1991 Alderman Wold asked for additional information regarding an expenditure to Dominick's Finer Foods from the James Hill Program Element (p. 21). Alderman Rainey requested an itemization of payments to M & M Security, Service for Lock installations through the CDBG Home Security Program (p. 26). Alderman Collens asked for information pertaining to a payment to Earn and Learn from the City Council account 100.20200 (p. 1) and payments to Dominick's Finer Foods from the Potawatomi Day Camp Program Element (p. 24). Alderman Paden requested a description of services performed by Jack Siegal under the Legal Department (p. 1) and Lawrence Suffredin under the General Contingency (p. 15). Alderman Paden asked for a description of auction license enforcement work performed by Demetrious Cook under the General Contingency (p. 15). There being no further questions, the Committee unanimously recommended approval of the February 6, 1991 City Bills List. COMMUNICATIONS: Response to Hills List Inquiries The Committee voted 6-0 to accept the Communication. Towing Vendor Evaluation -- Alderman Rainey commented that the contractor has made significant strides in =_ adhering to previous Council recommendations and asked staff to encourage continued efforts. The Committee then voted 6-0 to accept the Communication. Value Engineering Study for Long Range Sewer Plan Director of Public works David Barber indicated to the Committee that the report was being forwarded for informational purposes only. Alderman Rainey asked for a better explanation of proposal number 6 pertaining to the elimination of restrictor "0" rings. Mr. Barber clarified that although the -_ proposed installation of two-piece restrictors would require additional up -front costs, maintenance would be easier and less costly. Alderman Collens �_ asked how many staff hours were involved in the Study process. Staff responded that a significant of time was involved but some potential cost A & PW Committee Meeting Minutes - Fobvuary 11, 1991 Page -2- savings were identified during the process. It was noted that the process was required by the State Environmental Protection Agency. Alderman Rainey asked that staff carefully weigh the effects, both in terms of cost and neighborhood disruption, of tunelling versus open cuts. The Committee then voted 6-0 to accept the Report. Update on Rnarded-Uo Buildings Alderman Paden congratulated staff for efforts to reduce the number of boarded building in the community. The Committee voted 6-0 to accept the Communication. Update on Pit Bull Issue Alderman Paden made a Reference to the Planning and Development to develop regulations for the number and size of animal sheds to be located on any given premises. Alderman Each stated that the Ordinance regarding dangerous dogs is ambiguous. Alderman Vold responded that the Police Services Committee wrestled extensively with the problem of dangerous dogs. Any regulation is difficult to enforce and faces several constitutionality issues. Alderman Rainey asked how regulation of sheds would assist existing problems. Alderman Paden stated that at issue is a premises where several large sheds create a significant neighborhood problem. Alderman Rainey suggested asking intervention from the Property Standards Department. Alderman Paden said that she would first ask for such intervention and, if necessary, subsequent consideration by the Planning and Development Committee. The Committee than voted 6-0 to accept the Communication. Update on Boot Program In response to Alderman Vold City Collector Patrick Casey explained that some communities utilize a bond process where parking ticket scofflaws whose cars have been booted are required to post a cash bond in the amount of 50% of the ticket fines due. The City currently faces a situation where people pay their boot release fee, set a court date, and are never heard from again. Alderman Rainey moved that staff immediately draft legislation incorporating booting without "sticker" warnings and the bond process. Mr. Casey advised that a significant amount of legal research was necessary to address both issues. The Committee voted 6-0 to approve Alderman Rainey's motion and directed staff to proceed with draft legislation. Possible Traffic Signal Proiects Alderman Vold moved that the Committee accept the report's four recommendations. In response to Alderman Collens Traffic Engineer David Jennings stated that a signal at Sheridan and Lincoln could be phased to adjacent signals or even set up to utilize traffic actuation. Alderman Rainey stated that the problem created at Sheridan and Lincoln exists because of traffic generated by Northwestern University and that she felt the use of Motor Fuel Tax funds was thus inappropriate. She asked that funding for signalization be requested through the Northwestern Delegation. Alderman Rainey moved to delete MFT funding language from Recommendation #2. This motion was approved unanimously by the Committee. The Communication and amended recommendations were subsequently also unanimously approved. Fire Department Monthly Report - January 1991 The Committee voted 6-0 to accept the January, 1991 Fire Department Monthly Report. A & PW Committee Meeting Minutes - February 11, 1991 Page -3- PURCHASES: Recycling Center Engineering Services Contract Alderman Collens restated her concern for moving forward without a commitment from the Private Industry Council (PIC). Public works Director Barber stated that the proposed Engineer will be assisting with authoring the PIC Contract and no construction or purchase of capital equipment will occur until Contract approval by the Council scheduled for late March. He added that at least two additional communities have expressed interest in using the facility and it may be self -supportive in the unlikely event that PIC did not participate. Alderman Collens shared an article from the January 31. 1991 Chicipto Tribune which stated that the newspaper recycling merket was oversaturated and certain drop-off centers were having difficulty selling the product. Kr. Barber responded that many drop-off centers have contaminated goods (mixed with other products, wet, etc.), and he has vendors who are willing to sign ten-year fixed price contracts. The Committee then voted 6-0 to recommend City Council approval for the proposal from Patrick -Engineering at a total cost of $18,500. Recycling Center Architectural Services Contract The Committee voted unanimously to recommend City Council approval for the proposal from Christianson/Tinucci Architects at a total lump sum cost of $30,000. Southwest T.I.F. Engineering Services Contract Change Order The Committee voted unanimously to recommend City Council approval for the proposal from Camp, Dresser and McKee, Inc. at a total additional cost of $17.644. 1991-92 Insurance Program The Committee voted unanimously to recommend City Council approval for purchase of the following lines of insurance for fiscal 1991: 1) All Risk Property Insurance from Arkwright Mutual Insurance Company at a total cost of $69,144; 2) Ambulance Professional Liability Insurance from Western World Insurance Company at a total cost of $5,567; 3) Excess Workers' Compensation Insurance from Midwest Employer Casualty Company at a total cost of $69,155; 4) Dentist Malpractice Insurance at a total cost of $2,888; and 5) Computer Protection Plan from Chubb Insurance Group at an estimated cost of $6,000. Parking Garage Management Services Alderman Rainey asked where budgeted funds in excess of contract costs will go. Traffic Engineer David Jennings indicated that the funds will return to the Parking Fund as operating cash. Alderman Collens commended Standard parking for their excellent service in the garages over the years. John Hammerschlog of General Parking (the third low bidder) stated that he was an Evanston resident who was concerned with the fact that these services had not been competitively bid in five years. He added that he felt it would be in the City's best interest to solicit bids each year. Alderman Esch stated that she wanted other three to four years contracts bid annually. After being advised that the Administration and Public Works Committee approves contracts she expressed concern that the Plan Review Contract was on the Planning and Development Committee agenda this evening. Alderman Esch then moved that the Committee direct staff to solicit bids for these services next year. Her motion was unanimously approved. The Committee then voted 6-0 to recommend City Council approval for a one year contract with the low bider, Standard Parking, at a total annual cost of $238.000. A & PW Committee Meeting Minutes - February 11, 1991 Page -4- Parking Garage Security Services The Committee voted unanimously to recommend City Council approval for the bid from Burns International Security Services at a total annual cost of $138,902.40. Bent. Ackerman. and Leahy Park Tennis Court Repairs The Committee voted unanimously to recommend City Council approval for the low bid from U.S. Tennis Court Construction at a total cost of $86,060. Water Treatment Chemicals The Committee voted 6-0 to recommend City Council 'approval for the following low bids: 1) American Norit Corporation for the furnishing and delivery of Carbon at a price of $720.00 per ton, 2) American Cyanamid Corporation for the furnishing and delivery of Aluminum Sulphate at a price of $123.80 per ton; 3) Hydrite Chemical Corporation for the furnishing and delivery of Chlorine at a price of $281.00 per ton;, 4) Chemtech Industries for the furnishing and delivery of Hydrofluosilicic Acid at a price of $133.00 per ton; and S) American Cyanamid for the furnishing and delivery of Liquid Cationic Polymer at a price of ; 0.31 per pound. Computer Equipmant The Committee unanimously recommended City Council approval for the purchase of computer equipment from Wang Laboratories, Inc.. at a total cost of $5,879. ITEMS FOR, CONSIDERATION: Docket 42-2B-91: Recycling Center Expansion Financial Plan The Committee voted 6-0 to recommend City Council for the Plan as proposed. Docket 43-28-91: Private Industry Council Contract Extension Alderman Collens commended the Private Industry Council for providing an excellent program. The Committee then voted 6-0 to recommend City Council approval for the Contract extension as proposed. Docket 286-10B-90: Ordinance 126-0-90 - Senior Citizen Taxicab/Handicapped Subsidized Coupon Program Alderman cold moved to increase the purchase price of coupons from $1.75 to $2.00. Alderman Rainey stated she was hesitant to vote on such an increase Without input from senior citizens. City Collector Casey responded that he attended the Commission on Aging meeting on February 9, 1991 where the increase was discussed without any objections. Alderman Rainey asked for a clean copy of the Ordinance for the next meeting that reflects the subsidies provided by the Township and the City. She added that Program participants had to be made aware of the Township's subsidy. The Committee then voted 6-0 to approve Alderman Wold's amendment as well as to recommend introduction of = Ordinance 126-0-90 as amended. - Docket 21-1A-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations (No E Action) _ Docket 37-IB-91: Ordinance 10-0-91 - Loading Zone - 1506 Sherman At the request of Alderman luliar, this item was held in Committee. Docket 38-1B-91: Ordinance 11-0-91 - Parking Restrictions - Hanle/Main/Lee Alderman Each asked that consideration of this item be removed from both the Committee and CityCouncil agendas. The Committee voted 6-0 to 8 approve her - request. 1< A & PW Committee Meeting Minutes - February 11, 1991 Page -5- Docket 39-1B-91: Ordinance 12-0-91 - Truck Restrictions on Asbury Avenue This docket item was held in Committee. Docket 44-28-91: Ordinance 15-0-91 - Once -per -Week Refuse Collection and Yard Waste Containers The Committee voted unanimously to recommend introduction of Ordinance 15-0-91. Docket 45-2B-91: Ordinance 16-0-91 - No Parking, 2511 Orrington Avenue The Committee voted unanimously to recommend introduction of Ordinance 16-0-91. Docket 46-2B-91: Ordinance 17-0-91 - Parking in the Research Park Alderman Paden expressed concern that the proposed parking restrictions would create problems for residents who park on Emerson Street. Alderman Collens asked staff to return additional legislation to the Committee to provide four parking spaces for the residents of 1122 Emerson Street. The Committee then voted 6-0 to recommend introduction of Ordinance 17-0=91. Docket 47-2B-91: Ordinance 18-0-91 - Commuter Parking at Dyche Stadium Alderman Vold asked who would be responsible for signage, striping, and liability. Alderman Collens responded that a lease was being drafted for the next Committee meeting that would address these issues. Alderman Rainey stated that she would like to see revenues generated from the proposed parking lot deposited into the General Fund. The Committee then voted unanimously to recommend introduction of Ordinance 18-0-91. There being no urther business the meeting was adjourned at 9:10 P.K. 6! Christophe Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC W02KS COMMITTRE Meeting of February 25, 1991 Members Present: Aldermen Collens, Esch, Juliar, Paden, Rainey and Weld Members Absent: None Staff Present: Adamus, Aiello, Barber, Baucom, Casey, Ceplecha, D'Agostino, DiCanio, Elg, Fair, Figurelli, Jacobi, Jennings, C. Johnson, Olkowski, Roethle, Shenk, Tonkinson, and Yonker Presiding Official: Alderman Paden Summary of Action: The Meeting was called to order at 7:34 P.M. Minutes of February 11, 1991 Neetinr, Alderman Rainey asked that the minutes reflect the $1.00 City and $.50 Township subsidies to the Senior Citizen Taxicab Program. The Committee voted 5-0 to approve the minutes as amended. City Bills of February 20, 1991 Alderman Wold stated that she felt the royalty payment to Tams-Witmark Music under the Flee twood/Jourdain Theatre was large (p. 24). She asked for further information regarding the payment of royalties and whether performances at the Theatre are intended to break even. Alderman Esch requested a breakdown of the payment to Sayfarth Shaw Fairweather through the City Manager's Office (p. 1). Alderman Esch also asked if space at Family Focus would continue to be rented after the absorption of the Youth Advocacy Program by the Police Department (p. 11). Additionally she requested documentation of three payments to Monroe Truck Equipment through the Fleet Services Fund (p. 38) as well as a payment to Guaranty National Title Company through Special Assessment 1368 (p. 44). Alderman Collens noted that there was a second lawfirm doing work for the Police Pension Board. She asked for a description of the work performed by the new firm. She also directed staff to again ask the Board to provide information regarding legal services provided by both firms listed. Alderman Rainey asked for a breakdown of the scope of services provided by several vendors whose payments appeared under Special Service District #4 (p. 30). She also requested copies of all bills paid to consultants and expert witnesses associated with the acquisition of 615 Church Street (p. 40). Alderman Paden asked for details regarding two rehabilitation cases (p. 32) and an explanation of payment to the Minister's Fellowship of Evanston under the Families in Transition Program (p. 34) E The Committee then voted 5-0 to recommend City Council approval for the February 20, 1991 City Bills List, COMMUNICATIONS: Response to Bills List Invuiries Regarding the Home Security Lock Program, Alderman Rainey asked for additional A & PW Committee Meeting Minutes - February 25, 1991 Page -2-, information pertaining to the nature of residences in which locks were Installed (single vs. multi -family). She also asked for further explanation of the expense to Dominick's associated with the the James Hill program. Alderman Paden asked for a copy of the bill upon which the payment to Jack Siegal was based. Alderman Rainey noted that the Auction License Enforcement Expense was unusual. Assistant City Manager Aiello stated that enforcement action was provided in response to complaints from other Oriental Rug merchants in the community and that an effort was underway to recover the expense from those who registered the complaints. the Committee then voted 4-1 (Alderman Rainey voting nay) to accept the Communication. Grant Street Reconstruction Alderman Collens stated that although the circumstances were unfortunate she was glad to see the contractor act in a responsible manner. The Committee then voted unanimously to accept this communication. Residents Only Parking District Number 7 In response to Alderman Collens, Traffic Engineer David Jennings clarified that the proposed District would include a portion of East Railroad Avenue as wall as Emerson Street between Green Bay Road and Maple Avenue. The Committee then voted 5-0 to accept the communication. PURCHASES: Green Say Road Engineering Services In response to Alderman Collens, City Engineer James Tonkinson verified that award of this Contract would not preclude State participation in the Green Bay Road Project. The Committee then voted 5-0 to recommend City Council approval for the proposal from Ten& & Associates at a cost of $65,840.00. Material Testing Services The Committee voted unanimously to recommend City Council approval for the low bid from Soil and Material Consultants at total estimated annual cost of $18,792.00. Air Bag Rescue System In response to Alderman Rainey, staff clarified that the Rescue System involved a series of air bags that, when inflated, Would facilitate the rescue of victims trapped under heavy objects. The Committee then voted 6-0 to recommend City Council approval for the proposal from Paratech. Inc., at a total cost of $5,700.00. Basketball Court Repairs The Committee voted unanimously to reco=end City Council approval for the low bid from U.S. Tennis Court Construction at a total cost of $13,620.00. Arts Council Long -Range Planning Consultant Alderman Collens noted that the funds required for this worm were provided by a grant from the Illinois Arts Council and the National Endowment for the Arts. The Committee then voted 6-0 to recommend City Council approval for the proposal from Management Cornerstones at a total cost of $8,000.00. Tallmadge Street Light Fixtures The Committee voted 5-0 to recommend City Council approval for the proposal from Bell & Gustus/Bernd Wallace Associates, at a total cost of $5,200.00. �= Parking Garage Management Services Traffic Engineer Jennings distributed an additional memorandum to the i A & PW Committee Meeting Minutes - February 25, 1991 Page -3- Committee and explained staffs two recommendations: 1) Reinstate the option for two one-year contract renewals subject to City Council approval, and 2) Increase the monthly fee to $23,150 to allow the continued employment of current staff at each facility. Mr. Jennings further explained that Standard Parking Corporation' employs nine people, five of whom are Evanston residents. Jim Wilhelm, Senior Vice -President of Standard Parking, stated that the low bid, originally recommended by staff, was based upon the utilization of entry-level personnel and not those people currently staffing the garages who have received cost -of -living increases over their tenure. He added that the process of developing a low bid mandated the use of entry-level people. Alderman Rainey asked Mr. Wilhelm how Standard Parking could legally terminate those people currently employed as well as how the Company would address unemployment compensation issues that would be created by such terminations. Mr. Wilhelm stated that legal counsel had advised Standard Parking that terminations under these circumstances would be upheld and that they might have to deal with unemployment issues at a later date. He added that Standard has no desire to terminate the employees in question, but the reality of competitive bidding created an undesiroable situation. Alderman Rainey expressed her displeasure with the current recommendation and moved to hold further discussion over until the next meeting. Alderman Collens asked when the current contract expired. Mr. Jennings indicated that Standard would extend the contract past the February 28th•expiration date so that the matter could be resolved at the March 11, 1991 Administration and Public Works Committee and City Council meetings. Alderman Rainey emphasized that she wanted • further communication from• staff that completely explained and clarified all outstanding issues to her satisfaction. ITEMS FOR CONSIDERATION: Docket 54-2C-91: Request for Endorsement of Cable T.V. Legislation The Committee voted unanimously to recommend City Council endorsement of Cable T.V. Legislation. Docket 55-2C-91: Resolution 18-R-91 - Lease of 1817 Church Street Alderman Rainey questioned the timeliness of the signing by Evanston Community Development Corporation (ECDC) of last year's lease agreement. Chris Yonker, Coordinator of the CDBG Program clarified for Alderman Rainey that the only sub -tenant currently on the premises of 1817 Church is the Evanston Police Department Foot Patrol Unit. Mr. Yonker also clarified that ECDC provided appropriate insurance documents to the City last year. Alderman Paden requested a report from staff describing the impact that the Foot Patrol Unit has had on the community near 1817 Church Street. The Committee then voted 5-0 to recommend City Council approval for Resolution 18-R-91. Docket 56-2C-91: Resolution 21-R-91 - Dyche Stadium Parking Lot Lease Assistant City Manager Aiello provided highlights of the lease which was distributed to the Committee this evening: the lease would commence March 1, 1991; there would be a few times during the course of the year when, due to prior commitments, the lot would not be available; the City would stripe the lot and the University would pave the facility; the City would pay an estimated $2,500 to the University a for maintenance costs and $400 for snow removal; the City would hold the University harmless against liability; and the City would be liable for costs, fees, and taxes charged with respect to operation of the Property as a parking facility. Alderman Rainey stated her feeling that Committee and Council members should have the opportunity to review the lease prior to its consideration. Alderman Collena advised the Committee that negotiations were just concluded last Friday (February 22, 1991) and suggested that the Lease could be reviewed by each member before the A & PW Committee Meeting Minutes - February 25, 1991 , Page -4- matter was discussed on - the Council floor. The Committee then voted 4-1 , (Alderman Rainey voting nay) to recommend City Council approval for Resolution 21-R-91. At this time Alderman Rainey asked that the minutes reflect her negative vote was cast because she did not have sufficient time to review the lease. Docket 21-1A-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations (No Action) Docket 37-1B-91: Ordinance 10-0-91 - Loading Zone - 1506 Sherman This docket item was held in Committee. Docket 39-lB-91: Ordinance 12-0-91 - Truck Restrictions on Asbury Avenue (No Action) Docket 57-2C-91: Ordinance 19-0-91 - Special Assessment Rebate Alderman Rainey asked Finance Director Robert Shonk to send her a list of areas where the rebates would be distributed. Alderman Collens verified with Mr. Shonk that there was $38,400 in rebate funds available to the General Fund for the 1991-92 Budget. The Committee then voted 5-0 to recommend City Council introduction of Ordinance 19-0-91. Alderman Juliar arrived at this time. Docket 58-2C-91: Ordinance 21-0-91 - 4-Way Stop - Maple and Lee The Committee voted unanimously to recommend City Council introduction of Ordinance 21-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 286-IOB-90: Ordinance 126-0-90 - Senior Citizen Taxicab/Handicapped Subsidized Coupon Program Alderman Collens reminded staff to be sure that Program participants are made aware of the Township and City subsidies. The Committee then voted 6-0 to recommend City Council adoption of Ordinance 126-0-90. Docket 44-2B-91: Ordinance 15-0-91 - Once -per -Week Refuse Collection and Yard Waste Containers Ordinance 15-0-91 was transmitted to the City Council for adoption. Docket 45-2B-91: Ordinance 16-0-91 - No Parking, 2511 Orrington Avenue Ordinance 16-0-91 was transmitted to the City Council for adoption. Docket 46-2B-91: Ordinance 17-0-91 - Parking in the Research Park Ordinance 17-0-91 was transmitted to the City Council for adoption. Docket 47-2B-91: Ordinance 18-0-91 - Commuter Parking at Dyche Stadium Ordinance 18-0-91 was transmitted to the City Council for adoption. At this time Alderman Paden requested a report from staff regarding an individual who needed medical attention while attending a function at the Fleetwood/Jourdain Center last week. She also asked for an update on the Noyes/Green Bay Road Fire Station. There be n further business the meeting was adjourned at 8:30 P.M. Christop r Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of March 11, 1991 Members Present: Alderman Collens, Esch, Paden, Rainey and Wold Members Absent: Alderman Juliar Staff Present: Aiello, Barber, Baucom, Boddie, Brenniman, Casey, Ceplecha, D'Agostino, DiCanio, Fair, Figurelli, Jennings, C. Johnson, D. Johnson, Olkowski, Roethle, .Schockweiler, Shank, Tonkinson, Wirth, Witt, and Zimmerman Providing Official: Alderman Each Summary of Action: The Meeting Was called to order at 7:34 P.M. Minutes of February 25. 1991A Keetinp, Under the topic of the Dyche Stadium Parking Lot Lease, Alderman Rainey asked that the lines three through five on page four be changed from "Alderman Rainey asked that the minutes reflect her negative vote was cast because she did not have sufficient time to review the lease" to "Alderman Rainey asked that the minutes reflect her negative vote was cast because she did not read the lease." Alderman Collens clarified that, under the same topic, Northwestern University would be resurfacing the parking lot, not paving as stated in the minutes. The Committee then voted 5-0 to approve the February 25, 1991 minutes as amended. City Bills of March 6, 1991 Alderman Collens requested additional information regarding a payment to Art on the Loose (p. 21). dues paid to the League of Chicago Theater (p. 29), and the purchase of vault keys from POM Inc. (p. 45). Alderman Paden asked for a report from staff regarding the procedure for selection of Rehab Program contractors and the method for adding contractors to the list from which quotations are solicited. Alderman Rainey expressed her concern regarding a liquor license refund under Finance General Support (p. 2). She made a reference to the Administration and Public Works Committee to enact legislation prohibiting such refunds to licensees that go out of business. Alderman Rainey further directed staff to prepare an appropriate Ordinance. In addition, Alderman Rainey asked for further explanation regarding the purchase of gloves by the Police Department (p. 9). Pending such explanation she requested that payment to Scientific Supply Co. be withheld. Alderman Esch asked that a payment to Kale Uniforms for the purchase of uniform coats for Fire Department personnel (p. 11) be withheld until further justification is provided to the Committee. With the above noted exceptions, the Committee then voted unfinimously 'to approve the City Bills of March 6, 1991. At this time Alderman Paden left the meeting to participate in the Planning and Development Committee's discussion. A & PW Co.,amittee Meeting Minutes - March 11, 1991 Page -2- COMMUNICATIONS: Response to Bills List Inquiries Alderman Rainey asked for further breakdown of the servicos provided by Starkman and Associates at 615 Church Street. Acting City Manager Judith Aiello stated that Starkman inspected the property, developed comparables, and prepared to testify as If the matter were going to trial. Alderman Rainey observed that experts utilized by Criezes Architects for 615 Church all billed at the same rate. Ms. Aiello advised that all services were performed contractually. In response to Alderman Esch Ms. Aiello verified that inspections were done at 615 Church to confirm the property's value. Alderman Wold asked for additional financial information pertaining to the Fleetwood/Jourdain Theater. Director of Parks, Recreation and Forestry Donald Wirth stated that cost data per production has never been determined and asked if a line item budget analysis would be adequate. Alderman Wold advised that a line item budget analysis would address her concenrs. The Committee then voted 4-0 to accept the Communication. Vehicle Immobilization Program Alderman Rainey commended Assistant Corporation Counsel Kathleen Brenniman for her hard work and directed staff to prepare legislation addressing the issues of notice and bond as soon as possible. The Committee then voted unanimously to accept the Communication. Response to Alderman Paden's Fire Department Inquiries Discussion of this item was held until Alderman Paden returned to the meeting. Sale of Surplus Property The Committee voted 4-0 to accept this Communication. PURCHASES: Chandler Center Skylight Improvements Purchasing Agent Kevin Fair clarified for Alderman Rainey that the recommended cost of $8,000 represented a negotiated reduction from the bid of $10,112. The Committee then voted 4-0 to recommend City Council approval for the proposal from Dial One Aleyden at a total cost of $8,000. T Clyde/Brumnel Park Basketball Court Repairs Alderman Rainey asked why the alternate bid Was solicited when it was obvious that the budget appropriation would preclude its acceptance. Assistant Superintendent of Parks Paul D'Agostino responded that the alternate was solicited to help estimate future costs associated with the basketball court. The Committee than voted 4-0 to recommend City Council approval for the proposal from U.S. Tennis Court Construction at a total cost of $2,740.00. Fountain Square Basin Resurfacine, - In response to Alderman Vold, Director of Building Operations Max Rubin stated that the basins were being resurfaced for the first time in fourteen years and that he expected the new surface to last at least fifteen years. The - Committee then voted 4-0 to recommend City Council approval for the bid from - Stone Technology, Ltd. at a total cost of $16,000. Church Street Boat Rama Dredzins, The Committee voted 4-0 to recommend City Council approval for the low bid from Case Equipment at a total cost of $10,980. A & PW Committee Meeting Minutes - March 11, 1991 Page -3- Art Center Coach House Roof Roaair Change Order The Committee voted 4-0 to recommend City Council approval for the proposal from Hansen Roofing at a total cost of $5,550. Parkine Garage Management Services Alderman Rainey moved to re -bid the Contract utilizing specifications that outlined minimum salary levels. Alderman Collens expressed her support for Alderman Rainey's motion and added her recommendation that the specifications provide for two one-year negotiated contract renewals. Acting City Manager Aiello stated that wage guidelines would be provided to the Committee for the next meeting. Alderman Rainey added that the specifications should also address the use of Evanston residents. John Hammerschlag, President of General Parking, suggested that bidders be required to provide 2nd and 3rd year cost projections as opposed to allowing negotiated renewals. He added that the current contractor In charging the City significantly more now during the contract extension period than would be charged if the low bid had boon accepted and implemented. Mr. Hammerschlag stated that General Parking Intended to use Standard Parking's employees at the garage should they (General) receive the Contract. Jim Wilhelm, Senior Vice -President of Standard Parking stated that Standard is prepared to accept the one year Contract as awarded by the City Council in February. He discouraged the re -bidding process adding that it may cause problems for the City at some future date. Alderman Collens stated that she felt there was no choice but to re -bid the Contract. Mr. Wilhelm' expressed concern over the fairness of re -bidding in that all bidders have now had the opportunity to see dollar figures presented by others. (At this time Alderman Paden returned to the meeting.) The Committee then voted unanimously to approve Alderman Rainey's motion to re -bid. COMMUNICATIONS: Response to Alderman Paden's Fire Department Inquiries Alderman Paden asked for further information regarding typical ambulance response times, the status of the proposed Noyes/Green Bay Road fire station site, and the impact to response times for the Flee twood/Jourdain Community Center should a fire station be constructed at Noyes and Green Bay. ITEMS FOR CONSIDERATION: Docket 67-3A-91: Special Event - Young Evanston Artists' Festival The Committee voted 5-0 to recommend City Council approval for the Festival. Docket 68--3A-91: Special Event - St. James Armenian Church Fair In response to Aldermen Esch and Collens, Assistant City Manager Bruce Zimmerman stated that he works to coordinate special events in the downtown area to avoid conflicts. The Committee then voted 5-0 to recommend City Council approval for the Fair. - Docket 69-3A-91: N.U. Easement Agreement for Storm Sewer The Committee voted 5-0 to recommend City Council approval for the Easement. Docket 70-3A-91: Employee Assistance Program Contract with NWMC _ The Committee voted 5-0 to recommend City Council approval for the Contract. Docket 71-3A-91: Resolution 25-R-91 - 1991 Motor Fuel Tax Resurfacing Program Alderman Collens asked it staff was coordinating the Program with the Village =-- of Wilmette so that Garrison and Girard would be paved in their entirety, not just the Evanston portion. City Engineer James Tonkinson stated that the s- A & PW Committee Meeting Minutes - March 11, 1991 Page -4- portions of those streets located in Wilmette were included in the scope of work to be performed. Alderman Rainey directed Mr. Tonkinson to make sure to recover from Wilmette those costs associated with paving north of Evanston's border. The Committee them voted 5-0 to recommend City Council adoption of Resolution 25-R-91. Docket 72-3A-91: Resolution 26-R-91 - Designating Signatories The Committee voted unanimously to recommend City Council adoption of Resolution 26-R-91. Docket 73-3A-91: Resolution 27-R-91 - Ecology Center Parking Lot Lease Alderman Esch stated that this item was to be held over until the next meeting so that it could be discussed by thu full Council in conjunction with Zoning issues pending in the Planning and Development Committee. Alderman Rainey stated that she knew of other parking lot leases to churches where a fee was involved. Traffic Engineer David Jennings advised that fees are generally charged when the lease is 24 hours per day, seven days per week. In this Instance it is only for a few hours each Sunday. Aldermen Paden and Esch expressed concern over potential parking congestion during special church functions which occurred other than Sunday. Alderman Collens suggested designating hours of availability for the church. In response to Alderman Paden, Traffic Engineer Jennings indicated that 29 spaces were required under the City's zoning regulations and that such a number was based upon the capacity of the church. He said that his assumption was that the ten on -site spaces and street parking would be utilized for non -Sunday events. Alderman Rainey stated that in all likelihood the Ecology Center lot would be used by the church patrons for all events and not just on Sundays. She added that the City needs to develop some regulations so that the lot isn't used for church purposes other than on Sunday. Alderman Paden stated that the Planning and Development Committee was also struggling with such parking issues. This Resolution was then held in Committee pending the receipt of further information regarding non --Sunday demand and impact on neighborhood parking congestion. Docket 74-3A-91: Resolution 19-R-91 - Gross Point Road Improvement In response to Alderman Weld, City Engineer Tonkinson stated that the sewer under Gross Point Road was independent from that on Park Place. This project will thus not create sewer back-ups for residents of Park Place. The Committee then voted 5-0 to recommend City Council adoption of Resolution 19-R-91. Docket 75-3A-91: Ordinance 23-0-91 - Gross Point Road Improvement The Committee voted unanimously to recommend introduction of Ordinance 23-0-91. Docket 76-3A-91: Ordinance 26-0-91 - Class 9 Liquor License -- Orphans, Inc. Acting City Manager Aiello clarified the location of Orphans, Inc. Finance Director Robert Shonk, responding to Alderman Rainey, indicated that there were no regulations prohibiting the sale of liquor at facilities adjacent to churches. He added that a representative from St. James Armenian Church was present prior to the Liquor Control Commission meeting but that individual did not stay for the meeting or offer comment regarding this liquor license issuance. James Murray, counsel for Orphans, Inc., expressed the establishment's commitment to working with the church. The Committee then voted 5-0 to recommend introduction of Ordinance 26-0-91. A & PW Committee Meeting Minutes - March 11, 1991 Page -5- Docket 77-3A-91: Ordinance 17-0-91 - Class L Liquor License - Northlight Theater Alderman Rainey pointed out that the Ordinance did not contain the License fee. Mr. Shonk advised that a clean copy of the Ordinance with the appropriate fee would be transmitted to the Committee for the next meeting. the Committee then voted 5-0 to recommend introduction of Ordinance 17-0-91. Docket 21-IA-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations (No Action) Docket 37-1B-91: Ordinance 10-0-91 - Loading Zone - 1506 Sherman, (No Action) Docket 39-1B-91: Ordinance 12-0-91 - Truck Restrictions on Asbury Avenue (No Action) Docket 78-3A-91: Ordinance 29-0-91 - No Turn On Red - Main and Chicago At the request of the Ward Aldermen, this item was held in Committee for discussion on March 25, 1991. ITEMS PREVIOUSLY CONSIDERED: Docket 57-2C-91: Ordinance 19-0-91 - Special Assessment Rebate Ordinance 19-0-91 was transmitted to the City Council for adoption. Docket 58-2C-91: Ordinance 21-0-91 - 4-Way Stop - Maple and Lee Ordinance 21-0-91 was transmitted to the City Council for adoption. COMMUNICATIONS: Response to Bills List Inquiries At this time Alderman Paden, who was in the Planning and Development Committee meeting during discussion of the Response to Bills List Inquiries, stated that she found Corporation Counsel Siegal's invoice unacceptable. She asked for further accounting of hours, dates and descriptions associated with charges made. There being no further business the meeting was adjourned at 8:38 P.K. Christopher /ohnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of March 25, 1991 Members Present: Aldermen Collens, Each, Juliar, Paden, Rainey and cold Members Absent: None Staff Present: Adamus, Aiello, Barber. Berkowsky, Boddie, Brenniman, Burns, Cnooy, Cepleeba, Edwards, Engel, Fair, Figurellt, Franzen, Gcodsky, Hunter, Jennings, C. Johnson, D. Johnson, [.arson, Olkowski, Rubin, Schockweiler, Shonk, Tonkinson, Whalen, Wirth, Witt, and Zimmerman Presiding Official: Alderman Each Summary of Action: The Meeting was called to order at 7:30 P.M. Minutes of lurch 11, 1991 Meeting, The Committee voted 6-0 to approve the March 11, 1991 minutes as submitted. City Bills of March 19, 1991 (Fiscal Year 1990) Alderman Collens asked for further information regarding payments to Cable Television interns (p. 18). She also requested justification for an advance payment to Standard Parking Corporation (p. 38). Aldermen Collens, Each, and Rainey requested a report concerning the use of Evanston Police jail facilities by Northwestern University. The report is to include the number of prisoners detained, the average length of detention, the number of meals provided to such prisoners, the offenses committed for which detention was required, and the costs associated with detaining Northwestern University's arrestees. The Committee then voted unanimously to approve the City Bills of March 19, 1991. City Bills of March 20, 1991 (Fiscal Year 1991) Alderman Collens and Alderman Paden asked for additional information regarding the surety bond purchased through the City Council Program Element (p. 1). Alderman Esch asked for clarification regarding possible duplicate payments to Motorola, Inc. (p. 7) and a description of legal services performed by Jack Siegal and Seyfarth Shaw Fairweather (p. 1). The Committee then voted unanimously to approve the City Bills of March 20, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Rainey movAd to authorize issuance of the previously held payment to Scientific Supply Co. for the purchase of protective gloves for the Police Department. The Committee approved this motion unanimously. Alderman Collens noted that the City provides a significant subsidy for productions at the Fleetwood/Jourdain Theater. She added that fiscal constraints make such subsidies impossible. Alderman Collens then made a reference to the Human Services Committee to consider the issue. Alderman Esch stated that Fire Department dress jackets would be worn infrequently and their purchase represents an unwise expenditure. In response to Alderman Esch, Deputy Chief Phillip Rurns indicated that approximately 60% A & PW Committee Meeting Minutes - March 25, 1991 Page -2- of the coats had been delivered. Ile added that this type of coat has not been provided to non -officers for a number of years and the proposed garment was less costly than those purchased in the past. Alderman Rainey stated that use of such apparel once or twice par year did not justify the expenditure and the purchase of dress jackets was a waste of money. Alderman Esch stated that she did not have any problem supplying dress coats to officers and personnel who would wear them often (i.e. inopectors). Alderman Rainey then recommended, and the Committee concurred, th»t the purchase be denied and the payment be removed from the Bills List. Alderman Paden stated that the response regarding payment to Jack Siegal for legal work was unacceptable. Shij asked for further information pertaining to his hill. The Committee then voted 6-0 to accept the communication. Fire Station Relocation Status Report Alderman Collens referred to staff's recommendations as being premature in that it has been two years since any action has been taken regarding fire station relocations. She suggested postponing further action until Alderman Wollin and future Alderman Engleman are able to provide input. Alderman Paden stated that some neighborhoods are in immediate need and requested staff to gather data so that the issue could move forward quickly. In response to Alderman Collens, Assistant City Manager Bruce Zimmerman advised that - statistical data would be available in late May or early June but it would take some additional time to get updated cost projections because outside engineering and architectural expertise would be required. Both Alderman Collens and Alderman Paden asked staff to expedite the statistical report. The.Committee then voted 6-0 to accept the Communication. Fire Department Monthly Report - February, 1991 The Committee voted unanimously to accept the Report. Recycling Center Update In response to Alderman Collens, Public Works Director David Barber indicated that there was $50,000 in the budget for construction of a screening wall at the new materials processing center. Alderman Rainey stated that the brick wall option should be utilized. The Committee then voted 6-0 to accept the Communication. Sale of Surplus Property The Committee voted unanimously to accept the Communication. Special Events Policy Alderman Collens stated that she felt that establishing written guidelines for special events was a good idea. She added that the concept of revenue loss was new and required additional information. Alderman Paden asked for further data regarding overtime and other out-of-pocket expenses incurred by the City for different events so that appropriate charges could be determined. She also stated that it would be useful to know how many people attend various events and the impact attendees have on local business. Gerald L. Murphy, Executive Director of the Chamber of Commerce read a prepared statement in which he expressed the Chamber's concerns regarding the adoption of the proposed Special Events Policy. Alderman Wold then moved to hold further discussion of this topic over until the next meeting. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of March 25, 1991 Members Present: Alderman Collens, Esch, Juliar, Paden, Rainey and Wold Members Absent: None Staff Present: Adamus, Aiello, Barber, Berkowsky, Boddie, Brenniman, Burns, Casey, Ceplecha, Edwards, Engel, Fair, Figurelli, Franzen, Grodsky, Hunter, Jennings, C. Johnson, D. Johnson, Larson, Olkowski, Rubin, Schockweiler, Shonk, Tonkinson, Whalen, Wirth, Witt, and Zimmerman Presiding Official: Alderman Esch Summary of Action: The Meeting was called to order at 7:30 P.M. Minutes of March 11, 1991 Meeting The Committee voted 6-0 to approve the March 11, 1991 minutes as submitted. City Bills of March 19, 1991 (Fiscal Year 1990) Alderman Collens asked for further information regarding payments to Cable Television interns (p. 18). She also requested justification for an advance payment to Standard Parking Corporation (p. 38). Aldermen Collens, Esch, and Rainey requested a report concerning the use of Evanston Police jail facilities by Northwestern University. The report is to include the number of prisoners detained, the average length of detention, the number of meals provided to such prisoners, the offenses committed for which detention was required, and the costs associated with detaining Northwestern University's arrestees. The Committee then voted unanimously to approve the City Bills of March 19, 1991. City Bills of March 20, 1991 (Fiscal Year 1991) Alderman Collens and Alderman Paden asked for additional information regarding �= the surety bond purchased through the City Council Program Element (p. 1). ` Alderman Esch asked for clarification regarding possible duplicate payments to Motorola, Inc. (p. 7) and a description of legal services performed by Jack Siegal and Seyfarth Shaw Fairweather (p. 1). The Committee then voted unanimously to approve the City Bills of March 20, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Rainey moved to authorize issuance of the previously held payment to Scientific Supply Co. for the purchase of protective gloves for the Police Department. the Committee approved this motion unanimously. Alderman Collens noted that the City provides a significant subsidy for productions at the Fleetwood/Jourdain Theater. She added that fiscal constraints make such subsidies impossible. Alderman Collens then made a reference to the Human Services Committee to consider the Issue. - Alderman Esch stated that Fire Department dress jackets would be worn infrequently and their purchase represents an unwise expenditure. In response to Alderman Esch, Deputy Chief Phillip Burns indicated that approximately 60% 0 A & PW Committee Meeting Minutes - March 25, 1991 Page -3- Proansed Changes to the Boot Program The Committee voted 6-0 to accept the Communication. Parking Garage Management Services Alderman Rainey stated that it was a good thing to direct the vendor to use Evanston residents at the time of Contract inception however it is not good that these same people will be "let go" in the interest of developing a low bid. She added that City staff and the City Council must work together to avoid such problems in the future. Jim Wilhelm of Standard Parking Corporation advised the Committee that every effort would be made to relocate the current employees and to hire Evanston residents as replacements. The Committee then voted 6-0 to accept the Communication. PURCHASES: Alderman Rainey suggested that several purchases be considered as consent agenda items. Those included in this group are marked with an asterisk (*). *Typewriter Maintenance Contract The Committee voted unanimously to recommend City Council approval for the proposal from Regal Business Machines at a total cost of $7,155.00. *Spring, Plant Material The Committee voted unanimously to recommend City Council approval for the proposals from Berthold Nursery ($21,311.00), Shemin Nursery ($12,869.50), Kaknes Landscape Supply ($7,613.00), and Gilbert Zurich ($2,190.00). *Surveying Equipment The Committee voted unanimously to recommend City Council approval for the low bid from Kara Systems at a total cost of $10,475.00. Long Range Sewer Improvements - Phase I Alderman Rainey asked about McNally Construction and Tunneling Company's background and subcontractors. Public Works Director Barber indicated that DiPaolo Construction Company of Glenview would be a primary subcontractor and the City's consultant had thoroughly investigated McNally's references and received most favorable responses. He reminded the Committee that contract award was contingent upon approval of the Illinois E.P.A. Loan. The Committee then voted 6-0 to recommend City Council approval for the low bids: 1) LoVerde Construction Company for work in Basin S03 at a total cost of $2,688,688, and 2) McNally Construction and Tunneling for work in basins S06 and S13. at a total cost of $13,873,811.37. *Main Street Sewer Replacement The Committee voted unanimously to recommend City Council approval for the low bid from LoVerde Construction at a total cost of $323,129.00. *1991 Sewer Maintenance Program The Committee voted unanimously to recommend City Council approval for the low bid from Vincent DiVito Construction, Inc. at a total cost of $109,165.00. *Parking System Lighting Improvements The Committee voted unanimously to recommend City Council approval for the low bid from Corrigan and Freres Electric at a total cost of $19,880.00. 'Recreation Department Computers The Committee voted unanimously to recommend City Council approval for the low bid. from Elek Tek Computer Services at a total cost of $11,223,00. A & PW Committee Meeting Minutes - march 25, 1991 Page -4- '=Crown Center Roofing Consultant The Committee voted unanimously to recommend City Council approval for the proposal from Professional Services Industries, Inc. at a total estimated cost Of $11,400.00. *Water meters The Committee voted unanimously to recommend City Council approval for the proposal from Water Products Company at a total estimated cost of $40,910.00. Research Park Sewer and Water Main lmorovemonts The Committee voted 5-1 (Alderman Paden voting nay) to recommend City Council approval for the low bid from LoVerdo Construction at a total cost of $244,434.00 *Life Pak Ambulance Equipment The Committee voted unanimously to recommend City Council approval for this proposal from Physio Control Corporation at a total cost of $9,624.00. Recycling Vehicles In response to Alderman Collens, Public Works Director Barber stated that the original budget estimate was based upon the purchase of a "Load -All" vehicles, Upon further investigation, staff has found that the Load-All's hopper is too high off the ground which would cause glass to break during the dumping process. The alternative vehicles proposed through this purchase is lower in height and significantly less expensive. He further verified for Alderman Collens that the savings amounted to approximately $35,000 for the Recycling Center account. The Committee then voted 6-0 to recommend City Council approval for the low bids from: 1) Freund International for the furnishing of four truck chassis at a total cost- of $98,889.32 and 2) Cumberland Service Center for the furnishing of four truck bodies at a total cost of $77,320.00. *Heavy Duty Truck Lift The Committee voted unanimously to recommend City Council approval for the low bid from Illinois Truck and Equipment Company at a total cost of $69,906.00. *Underground Tank Removal Change Order The Committee voted unanimously to recommend City Council approval for a change order in the amount of $17,691.24 to SET, Inc. for additional work associated with underground tank removals. *Recycling Center Engineering Services Contract Change order The Committee voted unanimously to recommend City Council approval for a change order in the amount of $7,300.00 to Patrick Engineering for additional work associated with design engineering services for the new recycling center. Construction Engineering Services - Long -Range Sewer Plan Alderman Rainey, referring to Appendix 02 of the Report entitled "Compensation Schedule," noted that engineering costs will correlate to the completion time for the construction contractor. She asked if the estimated engineering costs might be too low. Public Works Director Barber indicated this issue had been discussed with the Illinois E.P.A. and, as a.result of those conversations and at the recommendation of the I.E.P.A., the engineering costs being proposed were somewhat inflated. The Committee then voted 6-0 to recommend City Council approval for the proposal from Harza Environmental Services at a total estimate cost of $1,250,000.00. A & PW Committee Meeting Minutes - March 25, 1991 Page -5- ITEMS FOR CONSIDERATION: Docket 86-3B-91: Modifications to Capital Improvement Program Alderman Wold asked when other viaducts in the City could be bird -proofed. Alderman Rainey moved to amend recommendation number one by adding Mulford Street and Washington Street viaducts to the Bird -Proofing Program. Alderman Paden moved to add the Emerson Street viaduct and Alderman Wold moved to add those at Central Street, Lincoln Street, and Simpson Street. Acting City Manager Aiello suggested the development of a plan for bird -proofing of all City viaducts. Alderman Collenn asked if there was any guarantee that the method of bird -proofing proposed would be successful. Acting City Manager Aiello and Public Works Director affirmed that this technique had been successful elsewhere but reminded the Committee that the pigeons would roost elsewhere within the community and would not just disappear. Alderman Each expressed her concern for the safety and well being of the people making the installations. The Committee then voted 6-0 to proceed with bird -proofing of the two recommended viaducts (Hain Street and South Boulevard) immediately and for staff to develop a plan for the use of the balance of funds available ($63,120.00) to address other viaducts within the City. Docket 87-38-91: Resolution 28-R-91 - Lease of Parking Space - Peer Services, Inc. The Committee voted unanimously to recommend City Council approval for Resolution 28-R-91. Docket 88-3B-91: Resolution 30-R-91 - License Agreement - Library Competition Site Alderman Rainey complimented Acting City Manager Aiello and the Joseph Freed Company for identifying and loaning the site. The Committee then voted unanimously to recommend City Council approval for Resolution 30-R-91. Docket 73-3A-91: Resolution 27-R-91 - Ecology Center Parking Lot Lease (No Action) Although the Committee took no action on this matter, Traffic Engineer David Jennings advised members that the Planning and Development Committee was moving forward with the special use issue. He further advised that staff is still waiting for permission from the Water Reclamation District to enter into the proposed lease agreement and that the special use would not be valid until the lease agreement was approved and executed. Docket 89-3B-91: Resolution 31-R-91 - Emergency Telephone System The Committee voted 6-0 to recommend City Council approval for Resolution 31-R-91. Docket 21-1A-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations (No Action) Docket 37-18-91: Ordinance 10-0-91 - Loading Zone - 1506 Sherman Alderman Juliar moved to have this Docket item removed from the City Council Agenda. His motion was unanimously approved. Docket 39-18-91: Ordinance 12-0-91 - Truck Restrictions on Asbury Avenue In response to Alderman Esch, Alderman Rainey stated that trucks making deliveries to local merchants would be exempt from the restrictions. The Committee then voted unanimously to recommend introduction of Ordinance 12-0-91. A & PW Committee Meeting Minutes - March 25, 1991 Page -6- Docket 78-3A-91: Ordinance 29-0-91 - No Turn On Red - Main and Chicago At the regnest of Alderman Esch the Committee voted 6-0 to remove this item from the City Council agenda. Docket 90-38-91: Ordinance 35-0-91 - Disposition of Liquor License Fees The Committee voted 6-0 to recommend introduction of Ordinance 35-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 75-3A-91: Ordinance 23-0-91 - Grano Point Road Improvement Ordinance 23-0-91 was transmitted to the City Council for adoption. Docket 76-3A-91: Ordinance 26-0-91 - Clans B Liquor License - Orphans, Inc._ Ordinance 26-0-91 was transmitted to the City Council, for adoption. Docket 77-3A-91: Ordinance 17-0-91 - Class L Liquor License - Northlieht Theater Ordinance 17-0-91 was transmitted to the City Council for adoption. There being no further business the meeting was adjourned at 8:55 P.M. i Christopher Johnson Director of Safety and Risk Management d t U. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of April 9, 1991 Members Present: Aldermen Collens, Esch, Juliar, Paden, Rainey and Wold Members Absent: None Staff Present: Adamus, Aiello, Barber, Casey, Ceplecha, DiCanio, Edwards, Engel, Fair, Figurelli, Grodsky, Jennings, C. Johnson, Larson, Olkowski, Roethle, Schockweiler, Shonk, Tonkinson, Wirth, Witt, and Yonker Presiding Official: Alderman Esch Summary of Action: The Meeting was called to order at 7:38 P.M. Minutes of lurch 25. 1991 Meeting, The Committee voted unanimously to approve the minutes of the March 25, 1991 meeting as submitted. Alderman Collens arrived at this time. City Bills of April 3. 1991 Alderman Rainey asked for information regarding the ongoing availability of federal seizure funds for payment of Police Department car phone expenditures (p. 23). She requested further explanation of payments to the Evanston Community Defender and Family Counseling Center through the Community Development Block Grant Program (p. 24). Alderman Rainey also expressed confusion regarding several payments and credits to Patten Tractor and Equipment under the Fleet Services Fund. Fleet Services Superintendent Charles Engel stated that he shared the Alderman's confusion and was thus holding any payment pending further information from the vendor (p. 27). (Note: The Bills List expenditures subsequently approved by the City Council reflected the removal of Patten Tractor and Equipment's entries.) Alderman Collens asked for additional information pertaining to the purchase of tote bags and coffee mugs through the Levy Center Program element (p. 20). The Committee then voted 6-0 to recommend City Council approval for the April 3, 1991 City Bills List. COMMUNICATIONS: Response to Bills List Inquiries Alderman Collens stated that she wished additional information pertaining to - the use of the Evanston Police Department lock up by Northwestern University. Alderman Rainey noted that the response did not address all questions asked at the March 25, 1991 meeting and that the minutes of that meeting reflected accurately the questions to be answered. The Committee then voted 6-0 to accept the Communication. Fire Station Relocation Status Report Follow Up The Committee voted 6-0 to accept the Communication. Recommendation to Add One Communications Operator Alderman Wold asked that every effort be made to seek a spanish speaking individual to fill the vacancy created by the recommendation. The Committee then voted 6-0 to accept the Emergency Telephone Services Board recommendation. A & PW Committee Meeting Minutes - April 9, 1991 Page -2- Special Events Policy Follow Up In response to Alderman Collens, Acting City Manager Judith Aiello indicated that spe^ial event sponsors would be billed based upon staff estimates and that excesses, if necessary, would be billed after each event. Ms. Aiello also clarified that the City Council could reduce or waive fees. Alderman Collens stated that she found the Policy to be reasonable and that she agreed with staff's responses to issues raised by the Chamber of Commerce. Alderman Rainey emphasized that special events should be considered on a case by base basis. She asked for staff comment regarding the possibility of allowing the Chamber to hire independent clean up people for the Garage Sale. Acting City Manager Aiello responded that last year's experience was very poor because several vendors left excessive trash in the parking garage requiring the call out of a City crew during the late evening hours. Public Works Director David Barber stated that it was essential for sponsors and City staff to plan together so that problems like those from last year's Garage Sale do not recur. He added that it was not staff's intent to overload a special event with City employees, however the unfortunate circumstances of last year's Garage Sale showed the need for better special event coordination through the City Manager's Office. Alderman Esch suggested the creation of a sub -committee to meet with staff and sponsors and work out potential problems. Mr. Barber responded that the establishment of a policy would address that goal. Alderman cold stated her preference that staff work out special event details as opposed to an A & PW sub -committee. Alderman Collens questioned if a sub -committee purpose would be to establish an ongoing policy or to consider each special event. Alderman Rainey stated that she would like to see the proposed sub -committee meet with staff and event sponsors on a case by case basis and that the participation of Aldermen in such meetings would eventually reduce the time required for discussion at A & PW meetings. Acting City Manager Aiello indicated that once the Policy was adopted, staff would immediately begin discussion with the Chamber of Commerce. The Committee then voted 6-0 to approve the Special Events Policy as proposed. Acting City Manager Aiello advised the Committee that the Policy would be placed on the City Council Agenda for the April 22, 1991 meeting. Rehab Contractor Report Alderman Paden stated that she wanted more information regarding dates of contract awards during the past year, names of contractors to whom contracts were awarded, and dollar amounts of contracts. She expressed concern that the same contractors appeared to be getting the majority of work. The Committee then voted unanimously to accept the Report. 1991 Sidewalk Replacement Program The Committee voted 6-0 to accept the Report. 1991 Curb Replacement Program The Committee voted 6-0 to accept the Report. HIGHLIGHTS Sub -Committee Report Alderman Wold stated that while she was unable to participate in the process, Aldermen Juliar and Collens did an excellent job preparing the policy. Alderman Collens stated that the policy provided general guidelines that should be reviewed after the publication of one or two HIGHLIGHTS. She added that there Would be some need for editorial flexibility. Aldermen Esch and Rainey also complimented the Sub -Committee for their excellent work. The Committee then voted unanimously to accept the Report. r A & PW Committee Meeting Minutes - April 9, 1991 Page -3- PURCHASES: Crown Center Gym Divider Curtain The Committee voted 6-0 to recommend City Council approval for the second low bid from Porter Athletic Equipment at a total coat of $8,300.00. Fire Hydrants The Committee voted 6-0 to recommend City Council approval for the low bid from E & H Utility Sales, Inc. at a total cost of $20,270.00. 1991 Catch Basin Replacement Program The Committee voted 6-0 to recommend City Council approval for the low bid from Artley Paving and Contracting Company at a total cost of $88,190.00. 1991 50l50 Sidewalk and Curb Replacement Program After City Engineer James Tonkinson clarified for Alderman Wold the difference between Type B and Type B6.12 curbing the Committee voted unanimously to recommend City Council approval for the low bid from Schroeder & Schroeder, Inc. at a total estimated cost of $111,450.00. Parking Lot Resurfacing, The Committee voted 6-0 to recommend City Council approval for the low bid from J.A. Johnson Paving Company at a total estimated cost of $36,574.80. Sewer Pipeline Cleaning Alderman Rainey, noting the root cleaning aspect of the contract, asked why the root dissolving solution used for previous jobs could not be utilized for this contract. Water Superintendent Richard Figurelli indicated that the root dissolving solution was appropriate for instances where the sewer was not totally blocked, however the sewers in question here are totally obstructed and require a special foam application. The Committee then voted 6-0 to recommend City Council approval for the low bid from Visu Sewer Clean and Seal, Inc. at a total cost of $82,942.90. Chandler Center Raquetball Court Repairs The Committee voted 6-0 to recommend City Council approval for the low bid from Pro -Star, Inc. at a total cost of $27,500.00. Sewer Engineering Services Phase I - Change Order In light of the fact that the Engineer's proposal was dated March 18, 1991, Alderman Rainey asked why this purchase was not presented to the City Council at the March 25, 1991 meeting. Public Works Director Barber responded that time constraints prevented him from preparing the appropriate memorandum to the Council. In further response to Alderman Rainey, Mr. Barber indicated - that the recommended value engineering fees were for participation by Harza's personnel in the Value Engineering Study. He clarified that consultant costs associated with the Study totalled approximately $22,000. The Committee then voted 6-0 to recommend City Council approval for the proposal from Harza Environmental Services, Inc. at a total cost of $42,000.00. Police Radios The Committee voted unanimously to recommend City Council approval for the proposal from Motorola, Inc. at a total cost of $16,230.80. Police Mobile Terminals The Committee voted unanimously to recommend City Council approval for the proposal from Motorola, Inc. at a total cost of $32,340.00. A & PW Committee Meeting Minutes - April 9, 1991 Page -4- Emergenev Operations Center Radios The Committee voted unanimously to recommend City Council approval for the proposal from Motorola, Inc. at a total cost of $6,140.00. Elevator Maintenance -Contract for Sherman Avenue Garage Noting that this contract has not been let for bids in a number of years, Alderman Rainey instructed staff to either solicit bids next year or do some checking with other potential vendors to assure that any future contract extension pricing is competitive. The Committee then voted unanimously to recommend City Council approval for the proposal from Commercial Elevator Company at a total annual cost of $7,146.96. Replacement of Water Plant Switch Gear - Change Order The Committee voted 6-0 to recommend City Council approval for the proposal from Driscoll Electric Company at a total cost of $7,724.00. Ten Light Bars for Police Cars Alderman Collens observed that this recommended purchase was unbudgeted and stated that she thought it too early in the fiscal year to spend savings within the Fleet Services Fund. Aldermen Collens and Rainey expressed their desire to hold off on this purchase as well as that of staff cars. Assistant City Manager Bruce Zimmerman advised that the Fleet Services Fund was depleted last year during the gasoline crisis. He added that light bars and staff cars would have been included in the budget had the Fund been in better shape. The Committee then voted 6--0 to withdraw the purchase of light bars until some future date. Two Truck Chassis and Bodies The Committee voted unanimously to recommend City Council approval for: the proposal from Monroe Truck Equipment for the furnishing and delivery of two truck bodies at a total cost of $18.439.00; and the low bid from Freund International for the furnishing and delivery of two truck chassis at a total cost of $79,644.72. Eight Staff Cars Alderman Collens moved to withdraw this purchase from consideration. In response to Alderman 8sch, Public Works Director Barber indicated that these vehicles were replacing vehicles as old as ten years with at least 45,000 miles. Four of the vehicles would be retained for summer seasonal use. He added that without the purchase of replacement vehicles it would be necessary to lease cars for those seasonal personnel. Alderman Rainey stated that this purchase would increase the size of the City fleet. Alderman Esch suggested a vehicle "pooling" concept. Mr. Barber responded that the charge -back system currently utilized would make a vehicle pool very difficult to implement. The Committee then voted 4-2 (Aldermen Vold and Juliar voting nay) to withdraw this purchase from consideration. FA Three Wheel Loaders Alderman 'Rainey asked if there were other vehicles being obtained through a lease/purchase agreement. Public Works Director Barber responded that this was the first true lease/purchase arrangement but potential future lease/purchases will be evaluated. In response to Alderman Rainey, Fleet Services Superintendent Charles Engel advised that delivery of these vehicle would take place in approximately ninety days. The Committee then voted OW unanimouslyunanimously to recommend City Council approval for the low bid from Case Power and Equipment Company at a total cost of $278,466.42.- ' G E_ A & PW Committee Meeting Minutes - April 9, 1991 Page -5- ITEMS FOR CONSIDERATION: Docket 96-4A-91: 1991 AlleV Resurfacing Program Alderman Paden asked if the four alleys proposed in the Program were the only ones to be resurfaced this year. City Engineer Tonkinson indicated that another alley could be added only if there are significant savings realized during the bidding process. The Committee then voted 6-0 to recommend City Council approvnl for the 1991 Ailey Resurfacing Program. Docket 73-3A-91: Resolution 27-R-91 - Ecolozy Center Parking Lot Lease (No Action) Docket 21-IA-91: Ordinance 7-0-91 - Increase in Pine for Snow Violations (No Action) Docket 78-3A-91: Ordinance 29-0-91 - No Turn On Red - Main and Chicago (No Action) Docket 97-4A-91: Ordinance 31-0-91 - 3.U.L.I.E. Agreement The Committee voted unanimously- to recommend City Council introduction of Ordinance 31-0-91. Docket 98-4A-91: Ordinance 38-0-91 - S.u.A.N.C.C. Board Membership The Committee voted unanimously to recommend City Council introduction of Ordinance 38-0-91. Docket 99-4A-91: Ordinance 39-0-91 - Decrease in Class B Liquor Licenses The Committee voted unanimously to recommend City Council introduction of Ordinance 39-0-91. At this time Alderman Collens stated that the March 25, 1991 minutes did not strongly enough reflect her concern regarding the City's subsidy of the Fleetwood/Jourdain Theater. Aldermen Collens and Rainey directed staff to prepare a memorandum to the Human Services Committee recommending immediate consideration of the issue. Alderman cold, in response to a request by Alderman Rainey at the April 1, 1991 City Council meeting, suggested that members of the Administration and Public Works Committee consider a possible Council meeting date to discuss the pending sewer rate increase. After a brief discussion it was decided that the matter should be considered by the new City Council at a special meeting recommended for Monday, April 29, 1991. ITEMS PREVIOUSLY CONSIDERED: Docket 39-18-91: Ordinance 12-0-91 - Truck Restrictions on Asbury Avenue Ordinance 12-0-91 was transmitted to the City Council for adoption. Docket 90-3B-91: Ordinance 35-0-91 - Disposition of Liquor License Pees Ordinance 35-0-91 was transmitted to the City Council for adoption. There being no further business the seating was adjourned at 8;55 P.M. dl.-74J Christoph6� Johnson Director of Safety and Risk Ranagement MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of April. 22, 1991 Members Present: Aldermen Collens, Esch, Juliar, Paden, and Wold Members Absent: Rainey Staff Present: Adamus, Aiello, Barber, Berkowsky, Burns, D'Agostino, Edwards, Engel, Fair, Figurelli, Franzen, Grodsky, Jennings, C. Johnson, Olkowski, Rubin, Schockweiler, Shonk, Tonkinson, Wirth, Witt, Zendell, and Zimmerman Presiding Official: Alderman Esch Summary of Action: The sleeting was called to order at 7:35 P.H. Minutes of April 9, 1991 sleeting Alderman Collens suggested that staff prepare a report for new members of the Administration and Public Works Committee regarding the City fleet. Such a report should specifically address the deployment of staff cars (i.e. who uses them for what purposes, a description of the system used for purchase and replacement, etc.) and provide an overview of the budgeting process for the Fleet Services Fund. The Committee then voted 5-0 to approve the April 9, 1991 minutes as submitted. City Bills of April 17, 1991 The Committee voted unanimously to approve the City Bills of April 17, 1991. COMMUNICATIONS: Response to Bills List Inquiries The Committee voted unanimously to approve the Communication. Rehab Contractor Report Alderman Paden asked that staff prepare a package of all materials distributed to the Committee on this topic. Additionally she requested the names and addresses of the people who owned the various contractors that do rehab work. Alderman Paden further asked for a listing of those contracts and contractors solicited directly by property owners. The Committee then voted unanimously to approve the Communication. Fire Department Monthly Report - March 1991 The Committee voted 5-0 to approve the March, 1991 Fire Department Monthly Report. Church/Dodge Police Outpost Alderman Paden asked the Police Department to prepare a report showing crime statistics in the Church/Dodge area prior to Foot Patrol presence in the area compared to those after arrival of the Unit. The Committee voted unanimously to approve the Communication. PURCHASES: 1991 Street Resurfacing Program -_ The Committee voted 5-0 to recommend City Council approval for the low bid from Palumbo Brothers, Inc., at the unite prices bid for an estimated total of $1,229,006.44. t ,n A & PW Committee Meeting Minutes - April 22, 1991 Page -2- Hauon park Redevelopment The Committee voted 5-0 to recommend City Council approval for the low bid from R.F. Idriss Landscaping at a total cost of $19,160.10. Crown Center. Ice Rink Dasher Boards The Committee voted 5--0 to recommend City Council approval for the low bid from Burley Rink Supply at a total cost of $64,995.00. Water Department Valves and Valve Boxes The Committee voted 5-0 to recommend City Council approval for the low bid from Burley E & H Utility Sales at a total cost of $7,048.59. ITEMS FOR CONSIDERATION: Docket 107-4D-91: Special Events policy The Committee voted 5-0 to recommend City Council approval for the Policy. Docket 108-4D-91: I.D.O.T. Green Bay Road Agreement The Committee voted unanimously to recommend City Council authorization for the Acting City Manager to execute the Agreement. Docket 109-4D-91: Resolution 36-R-91 - Art Center Coach House Apartment Lease (1st Floor) In response to Alderman Collens Acting City Hanager Judith Aiello indicated that the 1990 Arthur Goldner Survey of Rents showed that the range of rents for one bedroom apartments in the vicinity is $530 to $770 per month and the range for two bedroom apartments is $580 to $950 per month. Thus the rents charged for the Coach House are in the mid to top end of rents charged. The Committee then voted 5-0 to recommend City Council approval for Resolution 36-R-91. Docket 110-4D-91: Resolution 37-R-91 - Art Center Coach House Apartment Lease (2nd Floor) The Committee voted 5-0 to recommend City Council approval for Resolution 37-R-91. Docket 111-4D-91: Resolution 38-R-91 - Kiwanis/St. Francis Foot Race _ Mr. Bill Scherr, representing Kiwanis, asked the Committee to waive City fees associated with the Race. He stated that the fees would be paid from the Kiwanis Welfare Fund which is used to support local social service agencies. Aldermen Wold and Juliar stated that they could not support the requested fee waiver in that City fees would be paid by taxpayers if the waiver was granted. Alderman Wold asked staff to make sure that parking requirements for the event were appropriately addressed. Alderman Collens stated that very few special events were fund raisers for local charities and, in recognition of Kiwanis community involvement, moved to reduce the fee to $750. Her motion failed by a 4-1 vote (Aldermen Paden, Wold, Esch and Juliar voting nay). The Committee then voted 5-0 to recommend City Council approval for Resolution 38-R-91. Docket 73-3A-91: Resolution 27-R-91 - Ecology Center Parking Lot Lease (No Action) Docket 21-1A-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations (No Action) Docket 78-3A-91: Ordinance 29-0-91 - No Turn On Red - Hain and Chicago (No Action) A & PW Committee Meeting Minutes - April 22, 1991 gage -3- Docket 112-4D-91: Ordinance 30-0-91 - Ailey Vacation - Lincolnwood/Isabella The Committee voted 5-0 to recommend City Council introduction of Ordinance 30-0-91. Docket 113-4D-91: Ordinance 41-0-91 - Sale of Certain Real Property The Committee voted unanimously to recommend City Council introduction of Ordinance 41-0-91. Docket 114-4D-91: Ordinanca 42-0-91 -- 3-Way Stops - Reba/Elmwood and Barton/Dobson The Committee voted unanimously to recommend City Council introduction of Ordinance 42-0-91. Docket 115-4D-91: Ordinance 43-0-91 - Bryant Avenue Parking Restrictions The Committee voted 5-0 to recommend City Council introduction of Ordinance 43-0-91. Docket 116-4D-91: Ordinance 44-0-91 - Parking Restriction - 2227 Emerson Street Traffic Engineer David Jennings advised the Committee that the resident of 2227 Emerson Street was now requesting the parking restriction for all times, not just 8.00 A.K. to 6:00 P.H. as contained in the proposed Ordinance. A clean copy of the Ordinance reflecting this change Will be forwarded to the City Council for the May 6, 1991 meeting. The Committee then voted 5-0 to recommend City Council introduction of Ordinance 44-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 97-4B-91: Ordinance 31-0-91 - J.U.L.I.E. Agreement Ordinance 31-0-91 was transmitted to the City Council for adoption. Docket 98-4A-91: Ordinance 38-0-91 - S.W.A.N.C.C. Board Membership Alderman Esch moved to amend the Ordinance to change the name of City representative Judith Aiello to that of Eric Anderson. The Committee voted 5--0 to approve the amendment. :he Committee then voted unanimously to recommend City Council adoption of Ordinance 38-0-91. Docket 99-4A-91: Ordinance 39-0-91 - Decrease in Class B Liquor Licenses Ordinance 39-0-91 was transmitted to the City Council for adoption. There being no further, business the meeting was adjourned at 8:05 P.M. Christopher'Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of May 6, 1991 Members Present: Aldermen Esch, Nelson, Newman, Rainey, and Wollin Members Absent: Alderman Paden Staff Present: Adamus, Aiello, Barber, Burns, Casey, D'Agostino, Edwards, Fair, Figurelli, Franchi, Jennings, C. Johnson, D. Johnson, Larson, Rubin, Shonk, Tonkinson, Wirth, Witt, Zondell, and Zimmerman Presiding Official: Alderman Nelson Summary of Action: The sleeting was called to order at 7:04 P.M. Minutes of April 22, 1991 Meeting The Committee voted 4-0 to approve the April 22, 1991 minutes as submitted. City Bills of May 1, 1991 Noting the payment of awards to design competition winners, Alderman Wolin asked for Information regarding the balance of funds in the Library Capital Project Fund. Alderman Rainey requested follow-up information for a payment to North Shore Towing through the Dutch Elm Disease Control Program Element (p. 14) and a payment to Hoekstra Building through the Crown Ice Rink Program Element (p. 27). Alderman Nelson asked for a report from the Library Director regarding videos. Said report is to include the number of videos on hand and the amount charged to patrons for their use, the number of video players on hand and the amount charged for their use, and the titles of the last ten videos purchased. He further asked for additional information regarding Recreation Department Special Programs Honorariums (p. 28) and the Evanston Neighbors at Work Repair and Painting Program (p. 31). Alderman Neuman asked for a copy of the bill submitted to the Legal Department by Seyfarth Shaw -: Fairweather (p. 2). The Committee then voted unanimously to approve the City Bills of May 1, 1991. COMMUNICATIONS: Rehab Contractor Report Due to the absence of Alderman Paden, this item was held until the next meeting. I.E.P.A. Loan Agreement The Committee voted 4-0 to accept this Communication. At this time Alderman Nelson announced that discussion of all issues relating to the Recycling Center would take place after other agenda items had been considered. False Alarm Fines After receiving staff clarification that bids for collection services were _ being solicited in the near future, the Committee voted unanimously to accept the Communication. Alderman Esch arrived at this time. u A & PW Committee Meeting Minutes - May 6, 1991 Page -2- PURCHASES: Yard Waste Bags Alderman Rainey requested that the Committee give consideration at the May 20, 1991 meeting to modifying the City policy of requiring local businesses who sell yard waste bags to sell theca at cost. She indicated some of those businesses were experiencing inventory problems. The Committee then votod unanimously to recommend City Council approval for the proposal from Union Camp Corporation at a total cost of $84,787.20. Hinman Avenue Tot Lot Redevelopment This purchase was held until the May 20, 1991 meeting with staff to provide additional information regarding references for the low bidder, St. John's Construction, and the status of projects previously awarded to Turf Care Landscaping, the second low bidder. Service Center Security Gate The Committee voted unanimously to recommend City Council approval for the low bid from Midwest Fence at a total cost of $17,211.00, 1991 Alley Resurfacing Program The Committee voted unanimously to recommend City Council approval for the low bid from J.A. Johnson Paving at a total estimated cost of $55,164.00. Viaduct Bird Proofing, The Committee voted unanimously to recommend City Council approval for the proposal from Anderson Pest Control at a total cost of $51,690.00 with the understanding the the Monroe Street viaduct would be added to the Program. ITEMS FOR CONSIDERATION: Docket 118-5A-91: Employee Dental Insurance Plan The Committee voted 5-0 to recommend City Council approval for the Plan. Docket 119-5A-91: Curb and Sidewalk Replacement Program The Committee voted unanimously to recommend City Council approval for the Program. Docket 73-3A-91: Resolution 27-R--91 - Ecology Center Parking Lot Lease Staff advised the Committee that the Metropolitan Water Reclamation District has not yet approved the sub -lease. The matter was thus held over until the next meeting. - Docket 120-5A-91: Resolution 44-R-91 - Asbury/Dempster and Ridge/Dempster MFT Funding The Committee voted unanimously to recommend City Council approval for Resolution 44-R-91. Docket 121-5A-91: Resolution 45-R-91 - Asbury/Dempster and Ridge/Dempster IDOT Agreement The Committee voted unanimously to recommend City Council approval for Resolution 45-R-91. Docket 122-5A-91: Resolution 46-R-91 - Parking for Wheelchair Bound - 1914 Asbury The Committee voted unanimously to recommend City Council approval for -- Resolution 46-R-91. A & PW Committee Meeting Minutes - May 6, 1991 Page -3- Docket 123-SA-91: Resolution 47-R-91 - Parking for Wheelchair Bound - 1107 Lake The Committee voted unanimously to recommend City Council approval for Resolution 47-R-91. Docket 124-SA-91: Resolution 48-R-91 - Water Reclamation District Easement Agreement Public Works Director David Barber, in response to Alderman Wollin, clarified that tunneling under McCormick Boulevard would alleviate traffic problems at the intersection with Emerson Street. He also confirmed that neighborhood meetings would be held prior to construction in this area as well as those effected by construction in Southwest Evanston. The Committee then voted unanimously to recommend City Council approval for Resolution 48-R-91. Docket 78-3A-91: Ordinance 29-0-91 - No Turn On Red - Hain and Chicago The Committee voted unanimously to recommend City Council introduction of Ordinance 29-0-91. Docket 126-5A-91: Ordinance 45-0-91 - Special Assessment 1394 - BrYant Avenue F North of Chancellor Alderman Wollin thanked the Board of Local Improvement for their efforts pertaining to this project. The Committee then voted unanimously to recommend City Council introduction of Ordinance 45-0-91. Docket 127-5A-91: Ordinance 47-0-91 - Parking Restrictions - DemostertAsbury The Committee voted unanimously to recommend City Council introduction of Ordinance 47-0-91. Docket 128-5A-91: Ordinance 48-0-91 - Adjustments to Various No Parking Zones The Committee voted unanimously to recommend City Council introduction of Ordinance 48-0-91. Docket 129-5A-91: Ordinance 49-0-91 - Parking Restriction - Lincoln West of Ashland The Committee voted unanimously to recommend City Council introduction of Ordinance 49-0-91. !E, Docket 21-1A-91: Ordinance 7-0-91 - Increase in Pine for Snow Violations (No Action) In response to Alderman Rainey, Public Works Director Barber indicated that a snow emergency report will be forwarded to•the Committee for consideration at the first meeting in June. COMMUNICATIONS: Recycling Center Update The Chair recognized Public Works Director Barber who provided an overview of the Project, its original estimated cost and current cost projections. He explained that the current proposed budget of $1,467,000 exceeds the original estimate of $800,000 due to several factors: 1) Building Construction - The existing office building was originally thought - to be usable for the facility. It has become clear that the building is not adequate. The one small restroom which does not contain shower facilities will not address the needs of 12 full-time site employees. The new building will require some additional structural consideration to house the processing _-- components (baler and sorter). It will also require a dock leveler to accomodate trucks of varied heights and widths. =- A A PW Committee Heating Minutes - May 6, 1991 Page -A- 2) Site Preparation - Concrete for curbs and surface preparation is necessary to support the weight and stress that will be created by heavy trucks. The cost for this concrete work was not a part of the original budget. 3) Processing Equipment (Baler, Huffer and Conveyer; and Sorter and Conveyor) - In the preliminary budget, the City's consultant and staff assumed the use of small portable equipment that has since been found inadequate. A fluffer, needed for magazine processing and not originally included in the budget, adds nearly $70,000 to equipment costs. The installation of a permanent sorter with recessed hoppers adds approximately $60,000. Alderman Rainey stated her strong support for Private Industry Council (PIC) involvement in the Project but expressed her concern with PIC's ability to market to commercial establishments the notion of high-grade paper recycling. She added that she has not yet seen a business plan for this aspect of the Project. Mary Pepperyl/Snyder of PIC responded that PIC has received a grant from the Chicago Community Trust Foundation to engage the services of an expert to address this issue. Ms. Pepperyl/Snyder stated that over 100 Evanston businesses, including Northwestern University and at least one major financial institution, have expressed interest during a preliminary survey. Alderman Rainey stated that she needed to see concrete evidence (i.e. contracts, letters of intent, and a timetable) demonstrating the commercial sector's commitment as it is essential to PIC's success. Acting City Manager Judith Aiello indicated that the new management company for the 1800 Sherman Avenue building has expressed strong interest in the Program. In response to Alderman Esch, Ms. Pepperyl/Snyder stated that PIC was aiming for a September, 1991 implementation. Alderman Esch asked if the PIC had analyzed variable costs associated with the project. Mr. Barber advised that Patrick Engineering has preparod a four-year business plan reflecting such variable costs. The plan will be presented to the Committee on May 20th. Alderman Esch noted that computer costs were not included in the budget as of this time. She asked if the truck scale as proposed could be replaced by the facility at the Service Center. Mr. Barber responded that the scale at the Recycling Center would have to be staffed both days and evenings to accomodate truckers picking up loads. The Service Center scale only is staffed during the day. Also in response to Alderman Esch, Mr. Barber advised that the -_ building would have a brick facade. Alderman Wallin asked that every effort be made to target restaurants for recyclables. She questioned the fact that the site drawing made it appear that only three vehicles would have access to the drop-off area at any given time. Mr. Barber stated that unlike the present facility, people who were dropping off materials would be on site for a short period of time. Compost -_ and other materials to be picked up will be located at a different, yet to be determined site. Alderman Wollin asked if the facility would allow for processing of materials from other communities. Mr. Barber indicated that other markets could be solicited at some future date however he would recommend measuring and analyzing the Evanston load prior to doing so. In response to Alderman Newman, Mr. Barber advised that the Project will be financed through the sale of bonds that will be retired by revenues generated - from the sale of recyclable materials. He added that the additional projected costs require a twenty year bond retirement schedule (as opposed to the i originally proposed ten year schedule) to maintain appropriate cash flows. He WEI currently projects profit of between $90,000 and $100,000 per year after expenses and debt retirement payments. �- . A & PW Committee Meeting Minutes - May 6, 1991 Page -5- Alderman Nelson asked if PIC had sample contracts at this time. Hs. Pepperyl/Snyder stated that PIC is working with their consultant to develop contracts. In response to Alderman Rainey, Hs. Pepperyl./Snyder stated that PIC is working with Active Service Corporation to determine who will actually be picking up commercial materials. She added that the cost and source of payment for such pick up has yet to be determined. In that current contracts for pick-up and materials management expire July lot, Alderman iiollin asked if arrangements had been made for these services until the anticipated September 1, 1991 Project implementation. Mr. Barber stated that both firms involved (Active Service and Valley Scrap) have boon contacted and staff in awaiting their responses. In the alternative, the Recycling Coordinator has contacted other sources. Alderman Rainey asked how large the latest Chicago Community Trust Foundation Grant to the PIC was. Ms. Pepperyl/Snyder indicated that the grant was in the amount of $20,000 and would be used for marketing purposes. Alderman Nelson stated that the Committee needed the following items/documents from PIC and staff: sample contracts for commercial users; letters of intent from prospective commercial clients; a consolidated business plan; and, a pro forma of financial projections. In response to Alderman Nelson, Mr. Barber stated that the proposed plan calls for upgrading the Recycling Coordinator from part to full-time, continued use of the part-time employee already on board and working at the site and the reinstatement of one of nine positions eliminated through the once -per -week pickup system. Alderman Nelson asked if staff had looked into utilization of a private firm to manage the Project with an incentive contract based upon a percentage of revenues beyond a certain break even point. Mr. Barber stated that two years ago a private materials processor provided pricing of $35.00 per ton. The current costs foe Valley Scrap are approximately $31.50 per ton. The PIC Business Plan projects processing costs, including debt service, at $30.700 per ton for the first year. As the volume of materials goes up the following years, processing costs would drop to an estimated $29.50 per ton. Alderman Nelson said that he needed more information regarding net return based upon volume and revenue variations. Alderman Nelson also asked for financial information regarding similar facilities operated by other communities. In response to Alderman Nelson, Hr. Barber stated he hesitated to open the Evanston facility to other area municipalities when he anticipates reaching capacity in 1-1/2 years with just Evanston recyclables. He added that there is room to the East for expansion of the facility should that become necessary. Alderman Rainey asked Alderman Nelson if it was his intention to see a facility whose capacity was larger than 90 tons per day and capable of processing materials from other communities. Alderman Nelson responded that he wanted to see the facility generate the most revenue possible whether through expansion or utilization of 12 hour days or even two full shifts. Alderman Rainey suggested that it would be appropriate to determine other communities interest in using the Evanston facility before committing to expansion of either the Center or hours of operation. Both she and Alderman Nelson agreed that expanding to a two -shift operation would be preferable to enlarging the facility. nary Pepperyl/Snyder stated that PIC would be ready to work with the City should a second shift be instituted. Alderman Nollin indicated that she wanted to make sure the facility addressed Evanston's needs before other communities were solicited. A & PW Committee Meeting Minutes - May b, 1991 Page -6- Alderman Nelson asked what would happen if PIC could not meet labor requirements for the Center. Mary Pepperyl/Snyder stated that PIC has a number of labor pools to tap and staffing would not be an issue. She added that PIC would contractually guarantee appropriate staffing levels. Alderman Nelson asked staff if there was a need to approve the contract for sale of old newsprint and the proposed purchases at this meeting. Alderman Rainey stated that despite of the two main Committee concerns (Recycling Center capacity and possible use of private management) the capital equipment would still be needed. The Committee then considered those docket items passed earlier during the meeting. PURCHASES: Demolition of 2222 Oakton Street The Committee voted 5-0 to recommend City Council approval for the low bid from Robinette Demolition at a total cost of $7,695.00 Baler/Conveyor and Conveyor/Sorter for Recycling Center The Committee voted 5-0 to recommend City Council approval for the proposal from Imrscher & Sons, Inc. at a total cost of $409,058.40. Truck Scale for Recycling Center The Committee voted 5-0 to recommend City Council approval for the low bid from Columbia Scale Co. at a total cost of $49,523.00. Fork Lift for Recycling Center The Committee voted 5-0 to recommend City Council approval for the proposal from Clarklift of Chicago North, Inc. at a total cost of $16,891.00. Recycling Center Architectural Services Change Order The Committee voted 5-0 to recommend City Council approval for a change order In the amount of $16,750.00 to R. Christiansen - S. Tinucci Architects, Inc. ITEMS FOR CONSIDERATION: Docket 125-•5A-91: Resolution 50-R-91 - Sale of Old Newsprint Alderman Rainey noted a discrepancy regarding the language "primary term" in the proposed Contract. Staff was directed to clarify the discrepancy prior to Contract execution. The Committee then voted 5-0 to recommend City Council approval for Resolution 50-R-91. ITEMS PREVIOUSLY CONSIDERED: Docket 112-4D-91: Ordinance 30--0-91 - Alley Vacation - Lincolnwood/Isabella Ordinance 30-0-91 was transmitted to the City Council for adoption. E Docket 113-4D-91: Ordinance 41-0-91 - Sale of Certain Real Property Ordinance 41-0-91 was transmitted to the City Council for adoption. Docket 114-4D-91: Ordinance 42-0-91 - 3-Way Stops - Reba/Elmwood and Barton/Dobson Ordinance 42-0-91 was transmitted to the City Council for adoption. Docket 115-4D-91: Ordinance 43-0-91 - Bryant Avenue Parking Restrictions Ordinance 43-0-91 was transmitted to the City Council for adoption. - Pot 1- 9W 0 A & PW Committee Meeting Minutes - May 6, 1991 r Page 7- Docket 116-4D-91+Ordinance 44-0-91 - Parking Restriction - 2227 Emerson Street Ordinance 44-0--91,--as amended, was transmitted to the City Council for adoption. The being no further business the meeting was adjourned at 8:59 P.H. Christoph Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of May 20, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden. Rainey, and Wollin Members Absent: None Staff Present: Adamus, Aiello, Barber, Berkowsky, D'Agostino, Edwards, Engel, Ersler, Fair, Figurelli, Franzen, Grodsky, C. Johnson. D. Johnson, Larson, Lindwall, Olkowski, rowers, Rubin, Shonk, Tonkinson, Wirth, Witt, Wright, and Zendell Presiding Official: Alderman Nelson Summary of Action: The Meeting was called to order at 7:34 P.M. Minutes of May 6, 1991 Meeting The Committee voted unanimously to accept the minutes as submitted. City Bills of May 151 1991 Alderman Nelson asked for a description of the tasks performed, issues addressed, and positions taken by the City's lobbyist, Lawrence Suffredin (p. 19). He also asked for a list of videos purchased by the library (p. 21). Alderman Rainey asked for a list of locations where Nature's Perspective provides train station landscape maintenance (p. 41). Alderman Esch requested copies of bills submitted by attorneys Siegal and Seyfarth Shaw Fairweather (various pages). She also asked for a summary of reimbursements to petty cash accounts (p. 27). Alderman Paden also asked for copies of a legal bills as well as information regarding the date staff advised outside counsel of billing format changes. The Committee then voted 6-0 to approve the May 15, 1991 City Bills. COMMUNICATIONS: Response to Bills List Inquiries Alderman Newman stated that he found the Seyfarth Shaw Fairweather billing format to be unacceptable in that specific dates, functions, and time requirements were not itemized. He suggested that the City Council approve all contracts for legal services. Alderman Newman said that Seyfarth Shaw Fairweather has recently been fired by the City of Waukegan which was dissatisfied with their performance and he thus questions whether the City of Evanston should continue to utilize their services. He added that it might prove frugal to examine the possibility of using the City's Legal Department to perform some of those functions currently done by outside counsel. Alderman Nelson suggested that staff docket discussion of this topic for a future meeting. Alderman Newman asked that such discussion take place within thirty days. Alderman Paden stated that for purposes of discussion, she wanted staff to provide the Committee with copies of all legal bills for fiscal year 1990 so that members could better determine the nature and cost of services provided by outside counsel. Alderman Paden further stated that attorneys need to be evaluated on a regular basis to ensure the best service available at the least cost. Alderman Nelson directed staff to contact Alderman Paden prior to the next meeting to confirm information to be provided to the Committee when addressing this issue. A & PW Committee fleeting Minutes - May 20, 1991 Page -2- Referring to the response pertaining to artwork at the Library, Alderman Nelson suggested that the Library Board consider at some future date the possibility of selling the work. Alderman Rainey commented that there might be a purchaser who would wish to continue display of the painting at the Library. The Committee then voted unanimously to accept the Communication. Rehab Contractor Report Alderman Paden stated that she felt there were too few contractors on the approved list. She said sho was going to discuss contractor selection with some rehab clients. Alderman Paden asked staff to furnish a copy of the Rehab Program's Equal Employment Opportunity requirements. Alderman Rainey noted the written questions posed by Alderman Washington and placed on Committee members desks this evening. Staff indicated that responses to those questions would be provided to the Committee for the June 10, 1991 meeting. The Committee then voted unanimously to accept the Communication. Fire Department Monthly Report - April 1991 Alderman Newman noted that there were several mischievous alarms at Northwestern University fraternities and sororities. Fire Captain Alan Berkowsky explained the false alarm fine system to the Committee. Alderman Newman suggested that a policy be developed to impose appropriate penalty upon those who maliciously pull alarms. Alderman Rainey asked staff to consult with the Legal Department to determine whether or not a fine could be levied for mischievous acts and to return a recommendation to the Committee. The Committee then voted 6-0 to approve the April, 1991 Fire Department Monthly Report. Alderman Nelson asked staff to docket discussion of the 1990 Fire Department Annual Report for the June 10, 1991 meeting. Church/Dodge Police Outpost Alderman Paden stated that it seemed unusual for there to be an increase in reported crime when the number of arrests was also increasing. Police Commander Arthur Evsler responded that high police visibility frequently generates citizen confidence and alleviates some individual's hesitancy to report criminal activity. The Committee then voted 6-0 to accept the communication. Recycling Center Update Alderman Rainey restated her concern regarding the P.I.C.'s ability to market the commercial sector in the time frame outlined in the Business Plan. Public Works Director Barber indicated that the time table has been pushed back three months and that the P.I.C. has already received commitments from three large local businesses. He added that a listing of commercial clients would be provided to the Committee at the June 10, 1991 meeting. The Committee then voted 6-0 to accept the Communication. Parkway Plantings Alderman Nelson, referring to Chapter B-6--1 of the City Code, asked for clarification of the definition of unmowed and uncultivated grasses. Public Works Director David Barber stated that the Traffic Engineer examined locations on a case by case basis and took appropriate action when there was a sight obstruction. Alderman Nelson stated he would work with the Traffic Engineer to address a problem in the Sixth Ward. The Committee then voted unanimously to accept the Communication. Utilization of KBE's and WBE's in Public Works Projects Alderman Drummer joined the Committee for discussion of this Communication. He advised members that the entire City Council is now focused on this issue. A & PW Committee Meeting Minutes - May 20, 1991 Page -3- Alderman Drummer acknowledged that some study needed to be done with regards to the impact of the Richmond decision. He added that the City Council needs to proceed with the development of a plan while research is being completed. Alderman Rainey stated that she needs also needs a better understanding of the Richmond case. Alderman Newman indicated that this area of law is unsettled and there is probably pending federal legislation which will also impact the development of a MBE/WBE policy. Alderman Nelson stated that policy formation would require the participation of the City Council and suggested the establishment of an ad hoc committee to work with staff toward that end. The Committee then voted unanimously to create an ad hoc committee composed of Alderman Nelson and Alderman Paden from A & PW, Alderman Drummer from Human Services and a yet to be determined representative from Planning and Development. The ad hoc Committee will attempt to report back to the Council by mid -July. Yard Waste Bag Consumer Pricing Alderman Rainey summarized the memorandum noting that a constituent vendor was hesitant to stock yard waste bags when there was no profit to be realized from their sale. Alderman Newman stated his objection to allowing profit for vendors in that it is mandatory for citizens to purchase bags and the bags provide a "draw" for stores who sell them. In response to Alderman Rainey. Sanitation Superintendent Zeltee Edwards indicated that staff is aware of two vendors who are currently charging more than $.80 per bag. Mr. Edwards added that the City will no longer allow sale of bags at these locations as a result. Aldermen Esch and Wolliz both expressed their opposition to changing the current policy. Alderman Rainey stated she would share the Committee's feeling with her constituent. The Committee then voted 6-0 to accept the Communication. Designation of Committee Member for Library Interviews The Committee unanimously elected Alderman Rainey as its representative. PURCHASES: Hinman Avenue Tot Lot Redevelopment Alderman Rainey asked staff to forward copies of St. John's bid forms to her. The Committee then voted 5-1 (Alderman Nelson voting nay) to recommend City - Council approval for the second low bid from Turf Care Landscaping at a total cost of $19,753.75. 480 Volt Switch Gear for the Water Department The Committee voted unanimously to recommend City Council approval for the proposal from Westinghouse Electric Supply Company at a total cost of $24,986.00. Police Pistols In response to Alderman Rainey, Commander Ersler stated that retired revolvers will be traded in at a value of $125 each. He added that future purchases will be made for the nine sergeants with less than 20 years of service and new hirees as needed. In response to Alderman Wollin. Mr. Ersler verified that the City receives a significant discount on the proposed pistols. The Committee then voted 6-0 to recommend City Council approval for the proposal from Shore Galleries at a total cost of $7,500.00. Demolition of 615 Church Street Alderman Newman asked that staff keep him advised of all construction activity in the area of the library. The Committee then voted unanimously to recommend City Council approval for the low bid from G.M. Wrecking at a total cost of $8,300.00. A & PW Committee Meeting Minutes - May 20, 1991 Page -4- Demolition of Green Bay Road Viaduct The Committee voted 6-0 to recommend City Council approval for the low bid from National Wrecking Company at a total cost of $8,800.00. Personal Computers In response to Alderman Nelson, Assistant Finance Director David Johnson indicated that I.B.M. personal computers are now compatible with WANG equipment and this proposed purchase does not represent an abandonment of the WANG system. The Committee then voted 6-0 to recommend City Council approval for the low bid from COMARK, Inc. at a total cost of $13,038.00. Softball Diamond Backstop and Fencing Repairs The Committee voted unanimously to recommend City Council approval for the bid from Fencemasters, Inc. at a total coat of $7,960.00. Light Bars The Committee voted unanimously to recommend City Council approval for the proposal from Lund Industries at a total cost of $15,095.00. Vehicles Members of the Committee expressed consensus that staff will have to make do with vehicular equipment on hand. The Committee voted 6-0 to not authorize the purchase or lease of vehicles as recommended. Green Bay Road Water Main and Sewer Improvements The Committee voted 6-0 to recommend City Council approval for the low bid from LoVerde Construction at a total cost of $538,868.00. Storm Sewer Contribution Charges - Phase I Studv The Committee voted unanimously to recommend City Council approval for the proposal from Jones and Henry Engineers at a total cost of $12,000.00. Concrete Pavers for Maple Avenue The Committee voted 6-0 to recommend City Council approval for the proposal from LPS Pavement Company at a total cost of $29,106.60. Southwest Industrial Area Survey The Committee voted unanimously to recommend City Council approval for the proposal from B.H. Suhr & Company at a total cost of $7,800.00. Long -Range Sewer Program -- Phase II Design The Committee voted 6-0 to recommend City Council approval for the proposal from Harza Environmental Services, Inc. at a total cost of $930,000.00. ITEMS FOR CONSIDERATION: Docket 138-58-91: Central Business District Parking Study Update In response to Alderman Newman, Alderman Rainey explained that the Update is necessary to address parking issues during upcoming downtown construction projects. The Committee voted unanimously to recommend City Council approval for the Update. Docket 73-3A-91: Resolution 27-R-91 -- Ecology Center Parking Lot Lease The Committee voted 6-0 to recommend City Council adoption of Resolution 27-R-91. Docket 139-58-91: Resolution 51-R-91 - Legislative Reapportionment The Committee voted 5-1 (Alderman Nelson voting nay) to recommend City Council adoption of Resolution 51-R-91. A & PW Committee Meeting Minutes - May 20, 1991 Page -5- Docket 1.40-SB-91: Resnlution 52-R-91 - S.W.A.N.C.C. Bnlofill Alderman Rainey explained that Congressman Yates and Senator Simon could show more support for the balefill and this Resolution would request same. The Committee then voted 6-0 to recommend City Council adoption of Resolution 52-R-91. Docket 21-lA-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations (No Action) Docket 141-5B-91: Ordinance 40-0-91 - Dedication of Parking Lot 036 The Committee voted unanimously to recommend City Council introduction of Ordinance 40-0-91. Docket 142-5B-91: Ordinance 52-0-91 - Greenwood Street Dedication The Committee voted unanimously to recommend City Council introduction of Ordinance 52-0-91. Docket 146-SB-91: Ordinance 53-0-91 - R.E.P.D - Emerson/East Railroad The Committee voted 5-1 (Alderman Nelson voting nay) to recommend City Council introduction of Ordinance 53-0-91. Docket 147-SB-91: Ordinance 56-0-91 - Decrease in Class C Liquor Licenses The Committee voted unanimously to recommend City Council introduction of Ordinance 56-0-91. Docket 148-SB-91: Ordinance 57-0-91 - Increase in Class C Liquor Licenses The Committee voted unanimously to recommend City Council introduction of Ordinance 57-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 78-3A-91: Ordinance 29-0-91 - No Turn On Red - Main and Chicago Ordinance 29-0-91 was transmitted to the City Council for adoption. Docket 126-SA-91: Ordinance 45-0-91 - Special Assessment 1394 - Bryant Avenue North of Chancellor Ordinance 45-0-91 was transmitted to the City Council for adoption. Docket 127-5A-91: Ordinance 47-0-91 - Parking Restrictions - Dempster/Asbury Ordinance 47-0-91 was transmitted to the City Council for adoption. Docket 128-5A-91: Ordinance 48-0-91 - Adjustments to Various No Parking Zones Ordinance 48-0-91 was transmitted to the City Council for adoption. Docket 129-5A-91: Ordinance 49-0-91 - Parking Restriction - Lincoln West of Ashland Ordinance 49-0-91 was transmitted to the City Council for adoption. There being no further business the Committee adjourned to executive session at 9:03 P.M. �zt� Christopher hnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC W0RKS COMMITTEE Meeting of June 10, 1991 Members Present: Aldermen Each, Nelson, Newman, Paden, Rainey, and Wollin Members Absent: None Staff Present: Adamus, Aiello, Anderson, Barber, BerkowBky, Casey, Dunbar, Edwards, Elg, Fair, Figurelli, Franchi, Franzen, Grodsky, Haynes, C. Johnson, D. Johnson, Schockweiler, Shonk, Sleet, Taylor, Tonkinson, Wirth, Witt, Wright, Zendell, and Zimmerman Presiding Official: Alderman Nelson Summary of Action: The Meeting was called to order at 7:34 P.M. Minutes of May 20, 1991 Meeting, The Committee voted unanimously to approve the minutes as submitted. City Bills of June 5, 1991 Noting that the purchase of 905 Davis Street was approved by the City Council in executive session Alderman Newman asked that an effort be made to make the public aware of terms of the acquisition. Alderman Each asked for further information regarding payments to Door Systems (p. 5) and to American Flag and Banner (p. 6) through the Building Operations Department. Alderman Rainey asked for an update on the Senior Citizen Taxicab Program reflecting the effects of new rates and opening up the Program to all cab companies. She also requested an itemization of payments associated with the Home Security Lock program (p. 37) and further information regarding the Parking System Contract with Desman Associates (p. 54). Alderman Paden asked for further information regarding payments to Jensen-Oldani for the City 'Manager search (p. 21) and to Joyce Remodeling for rehab work (p. 39). Alde man Nelson requested a list of videos purchased by the Library. The Committee then voted 6-0 to approve the City Bills of June 5, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Nelson asked for further information regarding the City's lobbyist Lawrence J. Suffredin (i.e. what issues have been addressed, what stance was taken, and which City representative directed his activities). The Committee then voted 6-0 to accept the Communication. Zebra Mussel Report The Committee voted unanimously to accept the Communication. Rehab Contractor Report Alderman Paden indicated that she was doing further investigation regarding the Rehab program and would get back to the Committee upon conclusion of the investigation. 1990 Fire Department Annual Report Alderman Rainey stated that she would have found year-to-year comparisons helpful. Fire Captain Alan Berkowsky indicated that the Report did contain A & PW Committee Meeting Minutes - June 10, 1991 Page -2- a previous year comparison by census tract. Alderman Rainey commented that the census tract reports clearly identify areas of the City where false alarms are a problem. Alderman Newman asked what the Fire Dopartment is doing to address false alarms at Evanston Hospital caused by faulty detectors. Captain Borkowsky stated that personnel are working with the hospital on an ongoing basis to reduce false alarm occurrence. Alderman Rainey indicated that she has noticed a reduction in the number of false alarms at Evanston Hospital. Alderman Esch asked for an analysis of response times before and after implementation of the "Jump company" system. Alderman Paden asked for a report on the recent fire in the 2100 block of Dewey Avenue. The Committee then voted unanimously to accept the Communication. Ro oction of Bids - Combined Sewer Rehabilitation The Committee voted unanimously to accept the Communication. Recycling Center Update Tho Chair recognized Public Works Director David Barber who gave a brief overview of staff's memorandum and recommendations. He stated that the bids for the Recycling Building were well in excess of budget projections because the drawings were incomplete and the Memorial Day holiday created some timing problems for potential contractors. As a result bids have been rejected and the project will be re -bid on June 25th. Construction will take approximately 6 months so that the projected opening date for the new Recycling Center would be moved back to January 1, 1992. Alderman Rainey suggested that staff continue efforts to address plastics as soon as possible and asked what impact the proposed delay would have on the magazine and newsprint contract. Mr. Barber indicated that staff is exploring plastic recycling options with Active Service and potential processing contractors. He added that newspaper and magazines had to be separately baled for recycling purposes. Alderman Wollin asked how the $164,000 deficit would be handled. Mr. Barber stated that the addition of plastics for recycling and the fact that personnel vacancies would not be filled would both help to address the shortfall. Alderman Nelson asked staff to prepare a new pro forma based upon the modified schedule. In response to Alderman Newman, Mr. Barber advised that previously approved capital purchases have been placed on hold. In response to Alderman Nelson, Mr. Barber indicated that the time delay will allow P.I.C. to identify more commercial clients. He added that a list of customers already on board will be forwarded to the Co=nittee in the near future. The Committee then voted unanimously to accept the Communication. At this time Alderman Newman referred to the Mayor's Committee assignments and noted that there was only one Administration and Public Works Committee representative on the Budget Policy Committee when the policy is to have two alderman from each standing committee. The Committee voted 6-0 to ask the - Mayor to correct the situation by increasing Administration and Public Works Committee representation by one alderman while decreasing Human Services representation by one alderman. PURCHASES: Contract Extension - Active Service Alderman Rainey observed that the extension runs through November 29th and that further extensions would be on a month by month basis thereafter. She - directed staff to negotiate for no increased pricing for monthly extensions _ after November 29th. The Committee then voted unanimously to recommend City Council approval for an extension of the Contract with Active Service at a - total cost of $155,845.00. A & PW Committee Meeting Minutes - June 10, 1991 1 Page -3- Maple Avenue Improvements Alderman Newman asked the Chair to advise the City Council that this recommendation was for utilization of a of a minority owned business. The Committee then voted unanimously to recommend City Council approval for the low bid from Artley Paving and Contracting at a total estimated cost of $527,604.50. Emerxencv Sewer Repair - Ridge/Sheridan Place The Committee voted unanimously to recommend City Council approval for the low bid from LoVerde Construction Company at a total estimated cost of $16,273.75. 1991 Catch Basin Replacement Program Change Order The Committee voted unanimously to recommend City Council approval for the proposal from Artley Paving and Contracting at a total cost of $11,770.00. Actuarial Services for Pension Funds The Committee directed staff to solicit proposals for this work next year and then voted 6-0 to recommend City Council approval for the proposal from William M. Mercer Incorporated at a total cost not to exceed $8,000.00. 1991 Combined Curb and Sidewalk Replacement Program Alderman Rainey asked if the $9,000 budget balance would allow for additional work to be performed. City Engineer James Tonkinson indicated that some of the balance would be used for material testing but staff will gladly review any recommended additions to the Program. The Committee then voted unanimously to recommend City Council approval for the low bid from Globe Construction Company at a total estimated cost of $181,665.75. Parts for Tallmadge Street Lights In response to Alderman Nelson, staff indicated that the recovery rate for damage to City street lights is in excess of 90%. The Committee then voted unanimously to recommend City Council approval for the proposal from Bell Gustus/Bernd-Wallace Lighting Associates at a total cost of $10,500.00. Recruitment Services for Fire Chief Alderman Rainey asked if staff had sought proposals from all City Manager search finalists. Personnel Director Judith Witt advised that all City E Manager search firms had been contacted with the exception of the Hollins Group who had previously expressed interest in City Manager searches only. Alderman Rainey stated that she thought there was some interest expressed by Hollins who was the only known minority owned firm. Alderman Nelson suggested holding further discussion for two weeks so that Hollins could be 'contacted. Alderman Newman stated he favored utilization of the PAR Group in that they were the only firm who stated that they would talk to Union representatives during the search. Alderman Rainey stated that she would not support the staff recommendation to use Jensen-Oldani. The Committee then voted 6-0 to - hold this matter over until the June 24, 1991 meeting. ITEMS FOR CONSIDERATION: Docket 21-IA-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations Alderman Rainey stated that the staff recommendation would result in an expensive program funded by taxpayers and not those people who violated parking regulations. She moved to return to the old system of towing vehicles to an impounding location to be released only upon payment of towing charges. Alderman Newman indicated he would not support using collection agencies for such small bills. Alderman Esch commented that the City of Chicago is revoking drivers licenses when people do not pay parking tickets. Assistant f A & PW Committee Meeting Minutes - Juno 10, 1991 Page -4- to the City Manager Patrick Casey vouponded that State Statute requires ten outstanding tickets for license revocation. Alderman Newman noted that Chicago also imposes a large fine increase for those people who do not pay tickets on a timely basis. He stated that he also favored making people pay to get their cars back after towing. Alderman Wollin stated that the Program did provide faster snow removal. Public Works Director Barber added that faster snow removal saved overtime coats as did the elimination of a storage lot staffed twenty-four hours per day. Alderman Nelson made a substitute motion to keep the present program and double the towing fee if not paid within 45 days. Alderman Rainey stated that there had to be a way to fold the tow service fee into the ticket fine. Alderman Paden suggested decreasing the 45 day period to 30 days and perhaps triple the fine after another time interval. Alderman Rainey again stated her opposition to taxpayers assuming the cost burden for those people who violate the law. Assistant Finance Director David Johnson advised the Committee of past problems with Circuit Court judges greatly reducing fines or dismissing parking ticket violations. Alderman Newman suggested discussing these problems with Judge Sullivan. Alderman Nelson suggested holding further discussion of this topic until the June 24, 1991 meeting. Docket 154-6A-91: Rent Subsidv for Mumm's Print Shop The Committee voted 6-0 to recommend City Council approval for Mumm's Print Shop's rent subsidy. Docket 155-6A-91: I.D.O.T Maintenance Agreement The Committee voted 6-0 to recommend City Council approval for the I.D.O.T Maintenance Agreement. Docket 156-6A-91: 'Fountain Square Arts Festival The Committee voted 6-0 to recommend City Council approval for the Fountain Square Arts Festival. Docket 157-6A-91: Resolution 53-R-91 - N.W.M.C. Public Works Emergency Mutual Aid Agreement In response to Aldermen Wollin, Public Works Director Barber stated that he was not aware of any occasion when mutual aid has been received or given. The Committee then voted 6-0 to recommend City Council approval for Resolution 53-R-91. Docket 158-6A-91: Resolution 54-R-91 - N.W.M.C. Public Works Non -Emergency Mutual Aid Agreement The Committee voted 6-0 to recommend City Council approval for Resolution 54-R-91. Docket 159-6A-91: Resolution 55-R-91 - Acquisition of Property for Transportation Center The Committee voted 6-0 to recommend City Council approval for Resolution 55-R-91. Docket 160-6A-91: Ordinance 60-0-91 - Decrease in Class C Liquor Licenses Alderman Newman stated that he wanted the new owners of Yesterday's to meet with residents of Sherman Gardens. One of those residents, Dorane Anderson, questioned how the City determines the identity of owners of establishments that serve alcoholic beverages. Mayor Barr indicated that verification is made by examining articles of incorporation. Alderman Newman confirmed with the Mayor that a meeting would be held between the new owner and Sherman Gardens residents. The Committee then voted unanimously to recommend City Council introduction of Ordinance 60-0-91. A & PW Committee ?fleeting Minutes - June 10, 1991 i page -5- Docket 161-6A-91: Ordinance 61-0-91 - Decrease in Class D Liquor Licenses The Committee voted unanimously to recommend City Council introduction of Ordinance 61-0-91. The Committee also voted unanimously to recommend suspension of the rules and City Council adoption of Ordinance 61-0-91. Docket 162-6A-91: Ordinance 62-0-91 - Increase in Class D Liquor Licenses Alderman Rainey asked Mayor Barr when it would be appropriate to ask questions regarding applicant information contained in a Confidential Memorandum. The Mayor indicated that City Council executive session would be the appropriate forum for such a discussion. The Committee then voted unanimously to recommend City Council introduction of Ordinance 62-0-91. Docket 163-6A-91: Ordinance 63-0-91 - Sale of Municipally -Owned Real Proaerty The Committee voted unanimously to recommend City Council introduction of Ordinance 63-0-91. The Committee also voted unanimously to recommend suspension of the rules and City Council adoption of Ordinance 63-0--91. Docket 164-6A-91: Ordinance 64-0-91 - Increase in Class B Liquor Licenses The Committee voted unanimously to recommend City Council introduction of Ordinance 64-0-91. The Committee also voted unanimously to recommend suspension of the rules and City Council adoption of Ordinance 64-0-91. Docket 165-6A-91: Ordinance 6S-0-91 - Increase in Class C Liquor Licenses The Committee voted 6-0 to recommend City Council introduction of Ordinance 65-0-91. Docket 166-6A-91: Ordinance 66-0-91 - Removal of Stop Signs - Normandv/Lawndale The Committee voted 6-0 to recommend City Council introduction of Ordinance 66-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 141-5B-91: Ordinance 40-0-91 - Dedication of Parking Lot #36 Ordinance 40-0-91 was transmitted to the City Council for adoption. Docket 142-5B-91: Ordinance 52-0-91 - Greenwood Street Dedication Ordinance 52-0-91 was transmitted to the City Council for adoption. Docket 146-5B-91: Ordinance 53-0-91 - R.E.P.D - Everson/East Railroad Ordinance 53-0-91 was transmitted to the City Council for adoption. At this time the Chair recognized Margarita Matlis of 625 Milburn who urged the Committee to support parking regulations on Milburn Street. The being no further business the meeting was adjourned at 9:04 P.M. Christopher' -Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of June 24, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden, and Rainey Members Absent: Wollin Staff Present: Adamus, Aiello, Anderson, Barber, Berkowsky, Casey, Dunbar, Edwards, Elg, Fair, Franzen, Grodsky, Haynes, Jacobi, Jennings, C. Johnson, D. Johnson, Rubin, Schockweiler, Steuben, Taylor, Tonkinson, Wirth, Stitt, Wright, Zendell, and Zimmerman Presiding Official: Alderman Nelson Summary of Action: The Meeting was called to order at 7:33 P.M. Minutes of June 10. 1991 Meetinx The Committee voted unanimously to approve the minutes as submitted. City Bills of June 19, 1991 Alderman Newman asked for a general description of the services provided by Criezis Architects for the Building Department (p. 7). Alderman Esch asked for a breakdown of the services reflected on the current Criezis invoice. Alderman Esch also requested a copy of the City's Chart of Accounts. Alderman Rainey asked for information regarding legal expenses paid to the Evanston Community Defender through the Community Development Block Grant Fund (p. 38) and architectural services provided by Criezis Architects for the Single Family Rehabilitation Program (p. 39). She also requested a copy of the Purchase Report for dasher board replacement at the Robert Crown Center. Alderman Nelson asked for an update on viaduct bird -proofing. The Committee then voted unanimously to recommend City Council approval for City Bills of June 19, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Nelson asked for a better description of legislation addressed by the City's lobbyist Lawrence Su€fredin. Alderman Newman questioned whether the City Council should provide future direction to Mr. Suffredin. The Committee then voted 5--0 to refer the issue of lobbyist direction to the Rules Committee. Alderman Rainey asked for a staff report pertaining to the City's legal status and maintenance obligations with regard to the holiday Inn public parking area. The Committee then voted unanimously to accept the Communication. Cable TV Subscriotion Issue Further discussion of this topic was deferred until the July 8, 1991 meeting. Fire Department Monthly Report - May 1991 Alderman Esch expressed her ongoing concern regarding the jump company system. She also noted that the Report clearly identified repeat false alarm offenders who would probably save money by repairing their alarm systems. In response to Alderman Newman, Eire Captain Alan Berkowsky indicated that the written policy for false fire alarms was contained in the City Code. Alderman Paden stated that the west side fire station needed to be addressed in the near future. City Manager Eric Anderson stated that the fire station issue A & PW Committee Meeting Minutes - June 24, 1991 Page -2- r should involve input from the new fire chief. Alderman Rainey thanked staff for the expanded information contained in the Report. The Committee then voted 5-0 to accept the Report. Dewey Avenue Fire Alderman Esch stated that she was glad to see the additional training that would be provided as a result of this incident. Alderman Rainey asked for a written explanation of why an ambulance dispatched to a working fire would be staffed by one person. The Committee then voted 5-0 to accept the Communication. Outside Counsel Follow -Up Information Alderman Paden asked that Aldermen examine the legal bills sent to them and submit suggestions to Christopher Johnson. She recommended formation of a committee composed of Aldermen Engleman, Newman, and Paden work to with Corporation Counsel to cut legal expenses in half. Upon inquiry by Alderman Rainey, Alderman Paden indicated that the proposed committee need not be limited to practicing attorneys but should include input from anyone with experience in the legal field. Further discussion of the topic was deferred until the July 8, 1991 meeting. PURCHASES: Davis Street Pavink The Committee voted unanimously to recommend City Council approval for the low bid from J.A. Johnson Paving at a total estimated cost of $80,702.25. Butterfly Valves for the Water Department The Committee voted 5-0 to recommend City Council approval for the low bid from Frabimor Equipment and Controls Company at a total cost of $12,286.64. Dehumidification Equipment for the Water Plant In response to Alderman Rainey, Assistant Water Superintendent Regina Steuben clarified that in-house installation of the equipment would yield savings of approximately $25,000 from the budget appropriation. The Committee then voted unanimously to recommend City Council approval for the low bid from G.V. Zintel Associates at a total cost of $31,440.00. Recyclables Processing and Marketing Contract The Committee voted 5-0 to recommend City Council for the proposal from International Salvage and Recycling with the following payments being made to the City: Newsprint - Board Market's monthly low side price for Chicago news less $28.00 per ton processing cost; Glass - Owens-Illinois monthly published price less $20.00 per ton processing cost; Aluminum Cans - ALCOA announced Can Mill Price less $260.00 per ton for processing costs; and Steel Cans - $10.00 per ton. Green Bay Road Consulting Engineers Alderman Rainey asked if staff has done a long-term maintenance schedule to determine cost effectiveness of the Green Bay Road jurisdictional transfer. City Engineer James Tonkinson responded that he had done some informal _ calculations which indicated that it would take over 100 years of maintenance costs to equal the amount of funding provided by the State of Illinois for the - improvements to Green Bay Road. The Committee then voted 5-0 to recommend City Council approval for the proposal from Ten& & Associates, Inc., at a total cost of $96,072.00. --= A & PW Committee Meeting Minutes - June 24, 1991 Page -3- Recruitmont Services for Fire Chief Alderman Rainey, noting that expenses Incurred by Jensen-Oldani during the City Manager search exceeded $10,000, voiced her support for the proposal from the PAR Group which fixed expenses at $4,500. Alderman Newman also expressed his support for PAR in that they were the only firm under consideration that displayed sensitivity to labor relations. The Committee then voted 5-0 to recommend City Council approval for the proposal from the PAR Group at a cost of $13,000 plus $4,500 expenses. ITEMS FOR CONSIDERATION: Docket 175-6A-91: Howard Street Livhts The Committee voted 5-0 to recommend City Council approval for the installation of davit -arm fixtures on Howard Street at an estimated cost of $151,000, Docket 176-6A-91: Lot 64 Rate Decrease Alderman Newman and Alderman Nelson both expressed concern over marketing efforts with regards to City parking facilities. Alderman Rainey stated that these concerns alight well be addressed in the upcoming parking study. The Committee then voted 5-0 to recommend City Council approval for the reduction of fees in Lot 64 from $22.00 per month to $12.00 per month. Docket 177-68-91: Chamber of Commerce 20th Annual Worlds Largest Garage Sale The Committee voted unanimously to recommend City Council approval for the Garage Sale. Docket 178-68-91: Chamber of Commerce Sidewalk Sale - Central Street The Committee voted unanimously to recommend City Council approval for the Sidewalk Sale. Docket 179-6B-91: Resolution 57-R-91 - M.F.T. Street Maintenance he Committee voted 5-0 to recommend City Council approval for Resolution 57-R-91. Docket 180-6B-91: Resolution 58-R-91 - League of Women Voters Office Lease Renewal Alderman Newman, noting that the rent charged to the League was a bargain, asked for a report from staff showing lease terms for all Civic Center tenants. The Committee then voted 5-0 to recommend City Council approval for Resolution 58-R-91. Docket 181-6B-91: Resolution 59-R-91 - Handicapped Parking Space - 1201 Hull, Terrace The Committee voted 5-0 to recommend City Council approval for Resolution 59-R-91. _ Docket 182-6B-91: Ordinance 67-R-91 - Green Bay Road Jurisdictional Transfer The Committee voted 5-0 to recommend City Council approval for Ordinance 67-R-91. The Committee also voted unanimously to ask the City Council to suspend the rules and adopt the Ordinance. Docket 21-lA-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations Alderman Newman moved to amend the proposed Ordinance to increase the snow emergency parking fine from $75 to $150 if not paid within thirty days. Assistant Finance Director David Johnson stated that judges have frequently reduced fines and significantly reduced potential parking ticket revenues. Alderman Rainey and Alderman Paden responded that staff needs to work with A & PW Committee Meeting Minutes - June 24, 1991 Page -4- judges in the 2nd District to address this problem. Alderman Newman moved to further amend the Ordinance to assess an initial fine of $75 to be increased to $100 if not paid in 10 days and to $150 if not paid in 30 days. Alderman Rainey asked how staff was alerting people whose vehicles have been relocated. Public Works Director David Barber advised that special brightly colored notices were placed on relocated vehicles last year and similarly colored tickets would be prepared for the coming year. The Committee then voted unanimously to recommend City Council introduction of Ordinance 7-0-91 as amended. Docket 167-6A-91: Ordinance 54-0-91 - Vacating Public Allov - University/Emerson/Oak Alderman Nelson suggested that this Ordinance be referred to the Research Park Committee. Alderman Rainey responded that the matter belongs in the Administration and Public Works Committee. Alderman Nelson moved City Council introduction of Ordinance 54-0-91. Alderman Rainey called the question. The Committee voted unanimously to call the question and then voted 1-4 (Aldermen Rainey, Newman, Esch and Paden voting nay) to introduce the Ordinance. Docket 168-6A-91: Ordinance 55-0-91 - Vacating Public Allev - University/Emerson/Oak Alderman Nelson moved City Council introduction of Ordinance 55-0-91. Alderman Rainey made a substitute motion to hold the matter over until the next meeting. The substitute motion passed 4-1 (Alderman Nelson voting nay). Alderman Nelson appointed himself as minority spokesman to report the Committee's actions on Ordinances 54-0-91 and 55-0-91 to the City Council. Alderman Rainey asked which parliamentary rule allowed City Council action on an item defeated in Committee. Alderman Newman stated that rules in the U.S. Congress prohibit consideration of a matter defeated in Committee. Alderman Nelson asked Alderman Rainey if she wished to present the majority position at the City Council. She responded that if a minority report was presented a majority response would be made. Docket 183-6B-91: Ordinance 69-0-91 - Milburn Street Parking Restrictions The Committee voted 5-0 to recommend City Council introduction of Ordinance 69-0-91. Docket 184-6B-91: Ordinance 70-0--91 - No Left Turn - Milburn and Sheridan The Committee voted 5-0 to recommend City Council introduction of Ordinance 70-0-91. Docket 185-6B-91: Ordinance 71-0-91 - No Parking Bryant/Leonard Place The Committee voted 5-0 to recommend City Council introduction of Ordinance 71-0-91. Docket 186-6B-91: Ordinance 72-0-91 - R.E.P.D. "A" Boundary Changes The Committee voted 5--0 to recommend City Council introduction of Ordinance 72-0-91. Docket 187-6B-91: Ordinance 73-0-91 - R.E.P.D. "E" Boundary Changes The Committee voted 5-0 to recommend City Council introduction of Ordinance 73-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 160-6A--91: Ordinance 60-0-91 - Decrease in Class C Liquor Licenses Ordinance 60-0-91 was transmitted to the City Council for adoption. 9 A & PW Committee hooting Minutes - June 24, 1991 1 Page -5- Docket 162-6A-91: Ordinance 62-0-91 - Increase in Class D Liquor Licenses Ordinance 62-0-91 wan transmitted to the City Council for adoption. Docket 165-6A-91: Ordinance 65-0-91 - Increase in Class C Liquor Licenses Ordinance 65-0-91 was transmitted to the City Council for adoption. Docket 166-6A-91: Ordinance 66-0-91 - Removal of Stop Signs - Normandy/Lawndale Ordinance 66-0-91 was transmitted to the City Council for adoption. There being no further business the Committee adjourned at 8:38 P.K. Christoph Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of July 8, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden, Rainey and Wallin Members Absent: None Staff Present: Adamus, Aiello, Anderson, Barber, Boddie, Burns, Casey, Edwards, Elg, Engel, Fair, Figurelli, Franzen, Grodsky, Hill, Hunter, C. Johnson, D. Johnson, LoBianco, Olkowski, Rubin, Schockweiler, Shank, Taylor. Tonkinson, Wirth, Volberding, Yonker, Zendell, and Zimmerman Presiding Official: Alderman Rainey Summary of Action: The Meeting was called to order at 7:38 P.M. Minutes of June 24, 1991 Meeting As she was absent from the June 24th meeting. Alderman Wallin asked the Committee to explain how snow parking violation fines were determined. Alderman Newman stated that the increased fines were in response to Alderman Rainey's concern that those people who violated the law were not paying for towing services required during a snow emergency. Alderman Rainey added that prior to the current vehicle relocation plan, violators received a $25 ticket and had to pay $50 to retrieve their towed cars. In response to Alderman Wollin, Public Works Director David Barber indicated that all parking ticket fines increase after ten days. Alderman Rainey pointed out that the Evanston schedule of parking ticket finos is much less than in Chicago. Alderman Newman suggested that the initial. fine be $75, which would increase to $100 after ten days and MO after 60 days (compared to 30 days in the amended Ordinance 7-0-91 under consideration). The Committee decided to further amend the Ordinance on the Council floor during adoption discussion. Alderman Rainey stated that the June 24th minutes incorrectly identified a bills list inquiry as pertaining to the Evanston Community Defender when it should have been the Evanston Community Development Corporation. The Committee then voted unanimously to approve the June 24, 1991 minutes as corrected. City Bills of July 2. 1991 Alderman Wollin asked for further information regarding payments to Stephen A. Laser Associates through the Personnel Department (p. 2) and Management Cornerstones through the Arts Council (p. 18). Alderman Esch requested documentation for the payment to Carnow, Conibear & Associates for asbestos removal lab analysis (p. 45). Alderman Newman asked for a description of services performed by temporary personnel in the Health Department (p. 10). Alderman Rainey asked for additional information about "911 Books" purchased by the Police Department (p. 8), locks installed through the Home Security Lock Program (p. 36), and advance payments made to the Evanston Community Defender and Family Counseling Services (p. 36 and 37). Alderman Rainey also asked for a report containing the loan balance and payment schedule for the TIF Bonds Series 1986 (p.43). Alderman Paden requested additional information regarding the purchase of property from the Chicago Northwestern Transportation Company (p. 44). A & PW Committee Meeting Minutes - July 8, 1991� Page -2- i COMMUNICATIONS: Response to Hills List Inquiries The Committee voted unanimously to accept the communication. Senior Citizen Taxicab Program Alderman Rainey stated that she wanted the report to show the impact of the new program and compare current usage to that from last year. Commission on Aging Director Jane Volberding indicated that such information would be available only after the six-month unauditied revenue and expenditure figures were developed. Alderman Rainey asked for a follow-up report as soon as such information becomes available. The Committee then unanimously accepted the Communication. 1992-93 Budget Public Hearing The Committee voted 5-0 to schedule the Public Hearing for 7:00 P.K. on July 22, 1991 in the City Council Chamber. 1990 Cable Commission Annual Report - 1990 ECTV Corporation Report The Chair recognized Don Sampen, Chairman of the Cable Commission who introduced Commission members Robert Gordon, Dave Haworth, and Marlo McAllister as well as Ross Rowe, Executive Director of ECTV Corporation. Mr. Sampen thanked Assistant to the City Manager Vincent Adamus for his ongoing support and assistance. Alderman Wo11in, noting the unreported revenues revealed by audit, asked it the Commission felt there were any ongoing accounting problems at Cablevision. Mr. Adamus and Mr. Sampen responded that they do not sense fraud or impropriety and that the unreported revenues represented less than 1% of total revenues. Alderman Wollin and Mr. Sampen both expressed their concern for some "negative response" advertising recently contained in the Cablevision program guide as well as timeliness of its distribution. fir. Sampen stated that the Commission has shared these concerns with Cablevision. In response to Alderman Nelson, Mc. Adamus indicated that the 33% market penetration in Evanston is extremely low compared to other communities. Mr. Sampen added that the Commission is encouraging Cablevision to better market their product. Alderman Nelson noted that more subscribers would yield more income for Cablevision and a higher franchise fee to the City. In response to Alderman Nelson, Mr. Sampen stated that Cablevision's rates in Evanston are on the high side but not out of the range paid by subscribers in other communities. The Committee then voted unanimously to accept the two Reports. Ambulance Response At the request of staff this matter was held until the July 22, 1991 meeting. Civic Center Tenants The Committee voted unanimously to accept this Communication. Fire Department Response Times At the request of staff this matter was held until the July 22, 1991 meeting. Bird Praofinn Status Report The Committee voted unanimously to accept the Report. Holiday Inn Parking Lot Staff verified for Alderman Esch that the City does have 117 spaces in the facility. The Committee then voted 5-0 to accept the Communication. r� A & PW Committee Hooting Minutes - July 8, 1991 Page -3- Outside Legal Counsel Sub -Committee Alderman Paden asked that a date be set for the Sub -Committee to meet and that the Sub -Committee be composed of Aldermen Newman, Engelman, and herself. Alderman Wollin stated that she did not think that A & PW could establish a Sub -Committee which included a member who sits on another standing committee. She added that the Sub -Committee should include the City Manager. Alderman Paden stated that Alderman Engelman's legal background would make him a valuable member of the Sub -Committee. Alderman Rainey responded that Alderman Enr,olman would be encouraged to attend meetings. She stated that she would contact Sub -Committee members and set a meeting date as soon as possible. The Committee then voted unanimously to accept the Communication. PURCHASES: Library Janitorial Services Alderman Paden stated that a company which is 51% female owned does not represent a minority owned business. She requested a staff report on this issue. Staff verified for Alderman Rainey that the contract price was slightly less than the amount paid last year. The Committee then voted unanimously to recommend City Council approval for the low bid from Tri-Angle Maintenance at a total annual cost of $21,480.00 Civic Center Janitorial Services In response to Alderman Rainey, Building Operations Director Max Rubin indicated that, although the contract price had decreased somewhat from last year, he does not anticipate any personnel changes by the contractor. The Committee then voted unanimously to recommend City Council approval for the second low bid from Tri-Angle Maintenance at a total annual cost of $39,921.48. Crown Center Roof Repairs The Committee voted 6-0 to recommend City Council approval for the low base bid from National Roofing Corporation at a total cost of $297,510.00. Green Say Road Sewer Improvements In response to Alderman Nelson, Purchasing Agent Kevin Fair and City Engineer James Tonkinson stated that this sewer relining, which had been previously bid with all bids rejected, was an extremely specialized process. Previous bidders were not State of Illinois pre -qualified and thus did not bid. The Committee then voted unanimously to recommend City Council approval for the bid from Pressure Concrete Construction Co., at a total cost of $328,970.50. Holiday Inn Parking Lot Engineering Services for Design and Supervision Alderman Rainey asked if problems with upper floors were creating the City's ground floor difficulties. Public Works Director David Barber indicated that staff is working with the Holiday Inn to simultaneously correct defects on the upper levels. The Committee then voted 6--0 to recommend City Council approval for the proposal from Desman Associates at a total cost of $20,000.00. ITEMS FOR CONSIDERATION: Docket 189-7A-91: Resolution 61-R-91 - Evanston/Northwestern university J.U.L.I.E. Agreement The Committee voted 6-0 to recommend City Council approval for Resolution 61-R-91. Docket 190-7A-91: Ordinance 68-0-91 - 1991 Property Tax Levy The Committee voted unanimously to recommend City Council introduction of Ordinance 68-0-91. A & PW Committee Meeting }Minutes - July 8, 1991 Page -4- Docket 191.-7A-91: Ordinance 76-0-91 - MWRDGC Sewor Repair on Chicago Avenue Alderman Rainey verified with representatives of the MWRDGC that there would be no street opening associated with this pru.joct and that there would be minimal disruption of traffic. The Committee then voted 6-0 to recommend City Council introduction of Ordinance 76-0-91. Docket 192-7A-91: Ordinance 71-0-91 - Decrease in Class B Liquor Licenses The Committee voted unanimously to recommend City Council introduction of Ordinance 77-0-91. Docket 193-7A-91: Ordinance 78-0-91 - One -Way Alloy - Sherman/Noyes The Committee votcrd 6-0 to recommend City Council introduction of Ordinance 78-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 21-1A-91: Ordinance 7-0-91 - Increase in Fine for Snow Violations Ordinance 7-0-91, as amended, was transmitted to the City Council for adoption. Docket 183-6B-91: Ordinance 69-0-91 - Milburn Street Parking Restrictions Docket 184-68-91: Ordinance 70-0-91 - No Lett Turn - Milburn and Sheridan Docket 185-6B-91: Ordinance 71-0-91 - No Parking Bryant/Leonard Place Docket 186-68-91: Ordinance 72-0-91 - R.E.P.D. "A" Boundary Changes Docket 187-6B-91: Ordinance 73-0-91 - R.E.P.D. "E" Boundary Changes Docket 160-6A-91: Ordinance 60-0-91 - Decrease in Class C Liquor Licenses Docket 165-6A-91: Ordinance 65-0-91 - Increase in Class C Liquor Licenses The above previously introduced Ordinances were. without further comment by the Committee, transmitted to the City Council for adoption. There being no further business the Committee adjourned into executive session at 8:50 P.M. 2 Chris tophe�/Johnson Director of Safety and Risk Management WD ; ti MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of July 22, 1991 Members Present: Aldermen Esch, Newnan, Paden, and Rainey Members Absent: Nelson Staff Present: Adamus, Aiello, Anderson, Barber, Berkowsky, Burns, Casey, Edwards, Elg, Engel, Ersler, Fair, Figurelli, Franzen, Pox, Crodsky, Haynes, Jennings, C. Johnson, Rubin, Saver, Shank, Tonkinson, Wirth, Yonker, Zendell, and Zimmerman Presiding Official: Alderman Rainey Summary of Action: The Meeting was called to order at 7:04 P.M. Minutes of July 8, 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. 1992-93 Budget Public Hearinp, Richard Stillerman, 2330 Park Place, welcomed City Manager Eric Anderson's approach to the budget stating that it could be a turning point for Evanston's taxpayers. Mr. Stillerman read a prepared statement which included eight recommendations: 1) The Budget must not freeze property taxes while raising other taxes; 2) The City Council should be prepared to prioritize services provided by the City in the event some have to be reduced to meet cost constraints; 3) The City Council should establish a limit on future salary increases, review salaries of all City personnel, and place a Council member on the City negotiating team; 4) The City Manager should examine employee benefits and increase employee participation in health insurance premiums; 5) eliminate the accumulation of sick and vacation time for more than a one year period; b) The City Manager should review all capital projects and other programs effected by unreserved and/or undesignated funds reported in the annual Financial Report; 7) The City Council and the City Hanager should again examine the Research Park so that no funds are expended for infrastructure Improvements in areas not committed to development. Further consideration should also be given to Levy Center relocation and the annual $250,000 payment to TOPCORP; and 8) The City Council should continue to seek financial contributions from Northwestern University for services provided by the City. Mr. Stillerman stated that he has heard very little from the N.U. Liaison Committee. He concluded his remarks by thanking the City Manager and City Council and wishing all well in the Battle of the Budget. Bea Danielson, 2419 Payne Street. welcomed Mr. Anderson and the breath of fresh air he is injecting into the Budget. She expressed concern with the City's Recycling Program in that markets for recyclables appear to be dwindling. She asked for the cooperation of all involved in the budget process. Harry Shubart, 1218 Elmwood, asked that City services be examined for more efficient delivery (i.e. services delivered when necessary as opposed to on a routine basis). He expressed his support for the D.A.R.E. Program. Mr. Shubart asked that the budget be based on services needed as opposed to funds available. He suggested that Council members read the book Parkinson's Law by C. North Parkinson. A & PW Committee Meeting Minutes - July 22, 1991 Page -2- t Joyce Hutchinson, 5,96 Sheridan Square, referring to Alderman Nelson's proposal to eliminate 10 position in the Police Department, suggested that crime was too prevalent to permit any reductions in the area of public safety. She cited several criminal incidents in her neighborhood. 1 Alderman Newman asked if staff was considering all of Alderman Nelson's recommendations even though some would probably roceive little City Council support. City Manager Eric Anderson stated that all recommendations were being examined by staff. Alderman Newman stated that he did not want staff to waste time looking at suggestions that would not receive Council consideration. Alderman Rainey suggested that Alderman Newman refer this matter to the Budget Policy Committee at the City Council meeting. At this time the 1992-93 Budget Public Hearing was concluded and the Committee to a short recess. City Bills of July 17. 1991 Alderman Wollin asked for further information regarding the installation of a compressor at the Robert Crown Center (p. 26). Alderman Paden asked for copies of legal bills from Jack Siegal and Burke and Ryan. She also requested further information regarding a payment to First Milwaukee Bank through the Debt Service Fund (p. 43) and various payments under the Special Assessment Fund (p. 49-50). Alderman Esch asked for a break down of services provided by Criezis architects for Levy Center Relocation (p. 45). Alderman Newman requested a report on the purchase of office supplies from Burgess Anderson and Tate, a projection of total expenditures to Criezis architects for services provided to the Building Department (p. 7), and further information regarding utilization of automobile dealerships (Joe Jacobs Chevrolet) for vehicle repairs (p. 37). Alderman Rainey asked for a copy of the overhead door maintenance contract with American Overhead Door Company (p. 6) and for further information regarding accident repair payments in the Fleet Services Fund (p. 41). The Committee then voted 5-0 to recommend City Council approval for the City Bills of July 17, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Rainey asked if City Council approval was granted for the utilization of temporary personnel for the replacement of a full-time public health nurse in the Health Department. Alderman Newman requested a report reflecting funds expended for the Research Park and the revenue sources for those funds expended. The Committee then voted unanimously to accept the communication. Ambulance Response Alderman Rainey stated that Committee members had received this evening a report from the City Manager which described the formation of a staff committee to review "jump" company operations. She suggested that further A A PW Committee discussion of ambulance response and other jump company issues be deferred until the staff committee submits its findings in September. Alderman Newman stated that formation of the staff committee was an excellent idea and he supported inclusion of union members and officers. Alderman Esch also expressed her support for the effort to resolve jump company issues. Fire Department Monthly Report - June 1991 Fire Captain Alan Berkowsky clarified for Alderman Wollin that many fire alarms are designed to activate when power outages take place. The Committee then voted unanimously to accept the June, 1991 Fire Department Monthly Report. A & PW Committee Meeting Minutes - July 22, 1991 Page -3- Energv Alternative Task Force Request for Special Meeting After a brief discussion the Committee concluded that no August meeting date was feaoible and asked staff to investigate September dates with the task force and consultant. The Committee then voted unanimously to accept the communication. Minority Business Enterprises Alderman Paden stated that the sub -committee composed of herself, Alderman Nelson, and Alderman Drummer had not yet met and has not made any plans to meet in the future. Alderman Rainey responded that she would assist in arranging a meeting. The Committee then voted 5-0 to accept the communication. PURCHASES: Skid Loader for Recycling Center The Committee voted 5-0 to recommend City Council approval for the proposal from Case Power and Equipment Company at a total cost of $13,576.00. Recycling Center Building JAlderman Wallin commended Public Works Director David Barber for his efforts and asked how the building had been effected by cost reductions. Mr. Barber indicated that the second story had been eliminated as well as other areas not essential to recycling operations and the needs of facility employees. He added that the facility could be expanded to the east in the future should additional space become necessary. In response to Alderman Rainey, Mr. Barber advised that, while the recommended contractor has a very good reputation in the industry, specific reference checks had not been conducted. Alderman Rainey stated that she would recommend City Council approval with the understanding that contract implementation would not proceed until staff had completed detailed reference checks. Mr. Barber clarified for Alderman Wallin that the drop off center would be relocated to North Shore Towing during construction and that a map would be placed at the Recycling Center for participant's information. The Committee then voted 5-0 to recommend City Council approval for the negotiated low bid from Capital Construction Group at a total cost of $898,699. ITEMS FOR CONSIDERATION: Docket 201-7B-91: Central Street Arts and Crafts Fair Ruth Smalley from the Chamber of Commerce verified for Alderman Wallin that loudspeakers for the Ronnie Rice concert would be facing west. Alderman Newman suggested that organizations sponsoring such events be sure to encourage neighborhood participation during the planning stages. The Committee then voted unanimously to recommend City Council approval for the Fair. Docket 202-7B-91: 1992 EVMARK/Gus Giordano Dance Congress Aldermen Wallin and Newman both expressed concern regarding the serving of alcoholic beverages at family -oriented events. Assistant City Manager Judith Aiello clarified that a one -day liquor license had been issued to the Custer Street Fair organizers but she was not aware of any other fair or event where alcohol sales were permitted. Alderman Wallin moved to approve the Dance Congress concept as requested with the exception of beer and wine sales. Alderman Paden stated that there needed to be a consistent policy for alcohol sale at special events. Alderman Newman stated that beer and wine would be available at downtown restaurants for those people who wished a drink. The Committee then voted 5-0 to recommend City Council approval for the Dance Congress concept as amended. A & PW Committee Meeting Minutes - July 22, 1991 Page -4- Docket 203-7B-91: Soccer Field Capital Imorovoment Program In response to Alderman Rainey, staff clarified that sufficient monies exist In the Capital Improvement Fund to address change orders and/or emergencies associated with current projects. The Committee then voted unanimously to recommend City Council approval for the Program. Docket 204-76-91: P.I.C. Agreement Alderman Wollin stated that she was encouraged by P.I.C.'s efforts to date. She asked for an updated business plan. Public Works Director Barber Indicated that a business plan had been distributed to the Committee in May. Alderman Newman expressed concern regarding termination language in the contract, specifically that which required cause to terminate. He asked that staff review this portion of the contract. Alderman Rainey suggested holding the Agreement over until the next meeting with staff to provide letters of agreement between P.I.C. and its clients, the P.I.C./Northwestern (University Contract, and a status report regarding P.I.C.'s negotiations with Active Service. The Committee voted unanimously to hold the matter over until the August 12, 1991 meeting. Docket 205-78-91: Department of Energy and Natural Resources Recycling Grant Alderman Rainey congratulated staff on their efforts in obtaining this Grant. The Committee then voted 5-0 to recommend City Council acceptance of the Grant. Docket 206-7B-91: Resolution 62-R-91 - E.N.A.W. Van Lease The Committee voted unanimously to recommend City Council approval for Resolution 62-R-91. Dockot 207-7B-91: Resolution 63-R-91 - Eiden Park Easement Agreement The Committee voted 5-0 to recommend City Council approval for Resolution 63-R-91. Docket 208-7B-91: Resolution 64-R-91 - Parking Space for Wheelchair Bound - 1506 Madison The Committee voted unanimously to recommend City Council approval for Resolution 64-R-91. Docket 209-7B-91: Ordinance 78-0-91 - Class D Liquor License - Noyes Street Cafe Alderman Rainey asked that the Liquor Commissioner forward appropriate information regarding the applicant to the Committee. The Committee then voted 5-0 to recommend City Council introduction of Ordinance 78-0-91. e Docket 210-7B-91: Ordinance 82-0-91 - Sale of Surplus Property In response to Alderman Rainey, Fleet Services Superintendent Charles Engel -_ stated that the bid opening was scheduled for August 5th to move cars out for �_ which no storage facility exists. In response to Alderman Newman, Mr. Engel indicated that advertising was directed at car dealers who pay premium dollar for used police vehicles. The Committee then voted 5-0 to recommend City Council introduction and adoption of Ordinance 82-0-91. Docket 211-7B-91: Ordinance 83-0-91 - Loading Zone - 600 Church Street Alderman Wollin asked that parking regulations established by creation of the loading zone be strictly enforced. Alderman Rainey stated that enforcement of any kind was very difficult at this location. The Committee then voted 4-1 (Alderman Wollin voting nay) to recommend City Council introduction of Ordinance 83-0-91. �- r 4 A & PW Committee Meeting Minutes -July 22. 1491 Page -5- Docket 7.12-7B-91: Ordinanr_.e 85-0-91 - R-O.P.D. 4 Boundary Changes The Committee voted 5-0 to recommend City Council introduction of Ordinance 85-0-91. Docket 213-7B-91: nrdinanr,e 86-0-91 - R.E.P.D. "E" Boundary Changes, The Committee voted -'unanimously to recommend City Council introduction of Ordinance 83-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 190-7A-93.: Ordinance 68-0-91 - 1991 Property Tax Levy. Docket 191-7A-91: Ordinance 76-0-91 - KwRDGC Sewer Repair on Chicago Avenue Docket 192-7A-91: Ordinance 77-0-91 - Decrease in Class B Liquor Licenses, Docket 193-7A-91: Ordinance 78-0-91 - Ono -clay Alley - Sharman/NoM The above previously introduced Ordinances were, without further comment by the Committee, transmitted to the City Council for adoption. There being no further business the Committee adjourned at 8:56 P.K. Christopher Johnson Director of Safety and Risk Management (, f MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of August 12, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden, Rainey and Wollin Members Absent: None Staff Present: Ad4mus, Aiello, Anderson, Barber, Casey, Edwards, EIC, Engel, Fair, Franzen, C. Johnson, D. Johnson, Olkowski, Rubin, Schockweiler, Shonk, Shuler, Steuben, Taylor, Tonkinson, Wirth, Wolinski, Zendell, and Zimmerman Presiding Official: Alderman Rainey Summary of Action: The Meeting Was called to order at 7:04 P.M. Alerman Wollin moved and the Committee voted unanimously to convene into executive session at 7:05 P.M. The Committee reconvened into public session at 7:25 P.M. and took a five minute recess. Minutes of July 22, 1991 Meeting Alderman Wollin noted that her name was omitted from the list of alderman present at the meeting. With this correction the Committee voted unanimously to approve the July 22, 1991 minutes as amended. City Bills of August 7, 1991 Alderman Nelson asked for additional information regarding the purchase of food for camps from Dominick's Finer Foods through the Recreation Department (p. 29 & p. 33) and the number of wage assignments under the General Fund (p. 35). Alderman Esch inquired about a market value analysis performed by Patrick Michel under the CDBG Fund (p. 38). Alderman Rainey asked for a status report regarding litigation involving the Evanston Community Development Corporation (p. 39). She also requested further information pertaining to the utilization of part-time personnel in the Health Department and a breakdown of services provided by Criezis Architects associated with the Levy Center relocation (held over from July 22, 1991 meeting). The Committee then voted unanimously to approve City Bills of August 7, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Newman noted that Criezis Architects will be paid approximately $217.000 during the current fiscal year to provide plan review and inspection services. He questioned whether this was an example of a service provided by an outside agency that could be performed in-house on a less costly basis. Director of Building and Zoning James Wolinski explained that Criezis uses six staff and several consultants to provide the required services. City Manager Eric Anderson added that staff is evaluating the inspection/plan review program during the budget review process. In response to Alderman Rainey, Mr. Wolinski stated that Criezis only charges $95.00 per hour When conducting re -reviews. Mr. Wolinski further advised the Committee that a Request for Proposals was being developed for solicitation of bids from prospective plan review and inspection service providers in the very near future. r A & PW Committee Meeting Minutes - August 12, 1991 Page -2- Referring to a response regarding legal bills submittod by Jack Siegal. Alderman Paden suggested that a uniform format bo developed for utilization by outside counsel. Alderman Rainey stated that the sub -committee that is examining the use of outside counsel should dovolop such a form. Alderman Newman stated that the sub -committee meeting hold during July was very productive and that the sub -committee was waiting for some additional information from Assistant Corporation Counsel Herbert Hill. Upon receipt of such information the sub -committee will report back to Administration and Public Works Committee members. The Committee than voted 6-0 to accept the Communication. Parking Study The Chair recommended, and the Committee concurred, to defer discussion of the Study until August 26, 1991 at which time it will be a special order of business. Energy Alternatives Task Force Request for Special Meeting The Committee voted unanimously to hold the special meeting at 9:00 A.M. on Saturday, September T, 1991. Liquor Ordinance Reference Alderman Rainey asked the Committee to hold discussion until 8:30 P.M. at which time Mayor Barr would be present. El Stop Reference Alderman Newman stated that the City needs to promote C.T.A. elevated train usage to reduce the likelihood of station closures. He added that all Interested parties need to brainstorm (i.e. asking senior citizens to use,the CTA as opposed to the subsidized taxicab program). Alderman Rainey asked staff to immediately author a letter to the CTA expressing Alderman Newman's concerns thus placing the CTS on notice that the City would oppose any station closings. Alderman Nelson stated that quantitative figures were needed to show the impact of service cuts on local businesses so as to involve the business community in development of techniques to prevent station closures. Alderman Newman added that the Noyes and Foster Street stations experienced significant use by Northwestern students and staff and thus the University should be involved. He then recommended, and the Committee concurred, that the City/Chamber Committee give consideration to this issue as all potentially effected parties are represented therein. Emergency Purchase - Crown Center Condenser The Committee voted 6-0 to accept the Communication. Handicapped Parking, In response to Alderman Wollin, Traffic Engineer David Jennings clarified that handicapped parking would be required in lot 04 (Central at Stewart) even if an on -street space were provided on the south side of Central Street. Also in response to Alderman Wollin, Mr. Jennings indicated that handicapped spaces at the Art Center were placed in the driveway because it required the deletion of only two parking spaces whereas utilization of space in the parking lot would delete four parking spaces. The Committee then voted unanimously to accept the Report. Church/Chicago Parking Garage Louvres Alderman Newman stated that he asked for the Communication in an attempt to catch the contractor's attention and, hopefully, speed up louvre installation. The Committee then voted 6-0 to accept the Communication, A & PW Committee Meeting Minutes - August 12, 1991 Page -3- Towing Vander Evaluation - quarterly Report Alderman 1lollin requested that staff work with North Shore Towing to improve signage at their facility especially in light of their recent involvement in the recycling program. The Committee then voted 6-0 to accept the Communication. PURCHASES: Sand, Stona, Concrete and Sylvax The Committoe voted 6-0 to recommend City Council approval for the following low bids: Tonyan Brothers for the furnishing and delivery of sand at a cost of $8.20 per ton for FAI and $7.50 per ton for FA2; Vulcan Materials for the furnishing and delivery of stone at a cost of $8.95 per ton for CA6 and $9.80 per ton for CA7; Builders Ready Mix for the furnishing and delivery of concrete at a cost of $56.00 per cubic yard, and Sherwin Corporation for the furnishing and delivery of sylvax at a cost of $75.00 per ton. Engineering Services - Sherman Avenue Garage Masonry Repairs In response to Alderman Rainey, Traffic Engineer Jennings indicated that there is $50,000 budgeted in the Capital Improvement Plan for this work during fiscal 1991-92. Mr. Jennings added that the repairs will cost an estimated $80,000 - $85,000 and that staff is working to modify the Capital Plan to reflect these updated cost estimates. Alderman Nelson asked if there were plans pending to add retail space to the ground floor of the parking garage. Mr. Jennings responded that such retail consideration would be in the future and that this project was to address masonry defects only. The Committee then voted unanimously to recommend City Council approval for the proposal from Desman Associates at a total cost of $15,000.00. Evanston Gateway Signs Construction Alderman Rainey, noting that no gateway signs are to be placed on Howard Street, moved to amend the recommendation to add the installation of an additional sign at Howard and Ridge. She stated that neighborhood residents are constantly looking for a method of identification with Evanston that such a sign would help to provide. Traffic Engineer Jennings indicated that the parkway width at that location would make installation difficult. Alderman Rainey suggested modifying. the sign to adapt to the limited space available. Assistant City Manager Judith Aiello indicated that some development in the Howard/Ridge area might provide a site conducive to the installation. Alderman Nelson expressed his objection to having two signs at south entrances when there will be only one each at north and west entrances. The Committee then voted 5-1 (Alderman Nelson voting nay) to approve Alderman Rairney's amendment to the recommended purchase. The Committee voted 5-1 (Alderman Nelson voting nay) to recommend City Council approval for the low bid from D. Linari Construction, Inc., at a total estimated cost of $20,000.00. Civic Center Carpeting In response to Alderman Nelson, Director of Building Operation Max Rubin indicated that the carpet specifications were identical to those prepared when the Civic Center opened. The Committee voted 6-0 to recommend City Council approval for the proposal from Central Rug and Carpet at a total cost of $20,080.00. COMMUNICATIONS: Liquor Ordinance Reference At this time Mayor Barr joined the Committee for discussion of Alderman Newman's reference. Alderman Neuman stated that he has two concerns regarding the Liquor Ordinance: 1) aldermen need more information pertaining to persons A g Pu Committee Meeting Minutes - August 12, 1991 Page -5- Docket 226-8A-91: Resolution 68-R-91 - Georgian Hotel Easement Agreement The Committee voted 6-0'to recommend City Council approval for Resolution 68-R-91. Docket 226-8A-91: Resolution 69-R-91 - MFT Paver System update The Committee voted unanimously to recommend City Council approval for Resolution 69-R-91. Docket 227-8A-91: Resolution 70-R-91 - MFT Contract Maintenance The Committee voted unanimously to recommend City Council• approval for Resolution 70-R-91. Docket 228-8A-91: Resolution 71-R-91 - Handicapped Parking Space - 618 Callan The Committee voted 6-0 to recommend City Council approval for Resolution 71-R-91. Docket 229-8A-91: Resolution 72-R-91 - Handicapped Parking Space - 582 Sheridan Square The Committee voted 6-0 to recommend City Council approval for Resolution 72-R-91. Docket 230-8A-91: Ordinance 87-0-91 - 4-way Stop - Keeney and Dewey The Committee voted unanimously to recommend City Council introduction of Ordinance 87-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 209-7B-91: Ordinance 78-0-91 - Class D Liauor License - Noyes Street Cafe Docket 212-•7B-91: Ordinance 8S-0-91 -- R.O.P.D. 4 Boundary Changes Docket 213-7B-91: Ordinance 86-0-91 - R.E.P.D. "E" Boundary Changes The above previously introduced Ordinances were, without further comment by the Committee, transmitted to the City Council for adoption. Docket 211-7B-91: Ordinance 83-0-91 - LoadinK Zone - 600 Church Street Alderman Vollin asked that this item be removed from the City Council consent agenda. There being no further business the Committee adjourned at 8:55 P.K. Az &11 /-/ Christophp"r Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of August 26, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden, Rainey, and Wollin Members Absent: None Staff Present: Adamus, Aiello, Anderson, Baucom, Brenniman, Brown, Casey, D'Agostino, Edwards, Elg, Fair, Figurelli, Franzen, Jacobi, Jennings, C. . Johnson, D. Johnson, Kassen, Linkowski, Schuler, Shonk, Szymanski, Taylor, Tonkinson, Wirth, Witt, and Zimmerman Presiding Official: Alderman Rainey Summary of Action: The Meeting was called to order at 7:07 P.H. Minutes of August 12, 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. Special Order of Business - Parking Study In response to Alderman Wollin, Alderman Rainey stated that the Parking• Sub -Committee has not yet evaluated the Study beyond the point of expressing support for the utilization of hand-held computers for the issuing of parking tickets. Alderman Wollin stated that further staff input was necessary regarding staffing and deployment issues. Alderman Rainey indicated that cost/benefit analysis regarding personnel issues will forwarded by staff prior to budget deliberations. Alderman Wollin stated that more details are necessary prior to consideration of visitor permits for Resident Exempt Parking Districts (REPD), especially regarding potential misuse of such permits should they be issued free of charge. Alderman Rainey advised that the Parking Sub -Committee did discuss this issue and felt that residents of the Districts would have to live with their desire to have visitor permits and the potential for misuse they might create. She added that the Parking Sub -Committee recommended issuing residents of the districts each one visitor permit that would have to be renewed each month. Alderman Newman cited the Study recommendation to charge REPD permit holders the same $6 fee charged to Residents Only Parking District (ROPD) permit holders and expressed his disagreement with such a recommendation. He stated that ROPD permits provide greater benefits to residents than REPD permits. Alderman Rainey responded that both areas require additional enforcement which requires funding. The Committee decided that consideration would he given to the recommended $6 REPD permit fee at some future date. Alderman Wollin, citing the Study recommendation pertaining to cost differentials for on- and off-street parking, suggested that the Committee examine the issue of lack of incentive for parking garage users. Alderman Esch stated that she thought many people were not aware of the first hour free policy at the two parking garages. She added that garage parkers do not have to worry about parking tickets. Alderman Rainey observed that the Study recommended having the second hour of parking in garages free so as to encourage long -terra shopping (as opposed to the current first hour free which might encourage short-term parking only). A & PW Committee Meeting Minutes - August 26, 1991 Page -2- :r Alderman Rainey asked the Committee for comments on the Study's recommendations pertaining, to parking meter collection security. Alderman Wollin stated that she needed more staff input to address this issue. Alderman Rainey added that although there were no implications of impropriety, over one million dollarb was collected from meters each year and security should be addressed. In response to Alderman Nelson, Traffic Engineer David Jennings indicated that the Study recommendation regarding computerized ticket issuance would receive full staff attention. The Committee then discuniied at relative length the issue of parking ticket collection. Alderman Wollin and Alderman Newman expressed concern that 207. of tickets issued are to out-of-state vehicles which presented unique collection problems. Alderman Newman stated that cooperation from Northwestern University was essential to address this problem. Alderman Wollin shared with the Committee a letter from attorneys representing the Village of Highwood. She stated that the format it presented, threatening a $500 lawsuit to those who have not paid parking tickets, was very effective. Alderman Newman moved to make it a priority to identify out-of-state violators and share such information with Northwestern University to enlist their support in the City's collection efforts. The Committee voted unanimously in favor of Alderman Newman's motion. Alderman Rainey suggested immediate implementation of a policy which would replace stickering of boot eligible vehicles with mail notification of violators whose vehicles are so eligible. She also suggested immediate implementation of the Study recommendation to boot vehicles on Fridays. Alderman Newman moved to direct staff to draft appropriate legislation to address these two issues. The Committee voted 6-0 in favor of this motion. Alderman Nelson asked staff to explore expanded credit card applications with regard to processing and collection of parking ticket revenues as well as potential use in parking facilities. In response to Alderman Rainey, Traffic Engineer Jennings indicated that a report regarding privitization of the two parking garages would be forwarded to the Committee in the near future. Alderman Wollin concluded discussion of the Parking Study by complimenting staff on its zensitivity to citizens and their concerns regarding parking issues in Evanston. City Bills of August 21. 1991 Alderman Newman stated that the current Seyfarth, Shaw, Fairweather •b Geraldson bill did not have sufficient information regarding hours billed. Alderman Paden asked for a copy of the letter sent by staff to Seyfarth regarding billing procedures and format. She also asked for another meeting of the Outside Counsel Sub -Committee as soon as possible. Alderman Esch asked that copies of all Criezis Architects bills be forwarded to the Committee in the future. Alderman Rainey asked that the payment to 'Evanston Community Development = Corporation (ECDC) for legal services be held until the Committee received a status report from ECDC for the associated litigation (p. 32). She also requested further information regarding payments to Deborah Schuler (p. 27) and M & M Security Service (p. 32). The Committee then voted unanimously to recommend City Council approval for the City Bills of August 21, 1991 excluding the $11,320.00 payment to Evanston Community Development Corporation. A R PW Committee Meeting Minutes - August 26, 1991 Page -3- COMMUNICATIONS: Response to Bills List Inquiries The Committee voted unanimously to accept the Communication. Liquor Ordinance Reference (h/o from 8/12/91) (No Action) Fire Department Monthly Report - JUIv. 1991 Alderman Paden expressed concern about the number of lockouts and the fact that the service is provided free of charge. Alderman Newman and Alderman Rainey stated their continued concern regarding the number of false fire alarms. Noting that efforts of other communities were highlighted in the August 22, 1991 Evanston Review, the Committee directed Fire Department staff to draft legislation addressing false fire alarms for consideration at the September 30, 1991 meeting. The Committee then voted unanimously to accept the July, 1991 Fire Department Monthly Report. PURCHASES: Transportation Center At staff's request this purchase was removed from the Agenda. Noyes Center Windows In response to Alderman Rainey, Building Operations Supervisor Frank Kassen clarified that the specifications requested bids for two types of windows, one with true divided panes and the other with a solid pane with muntin grilles. He advised that there were advantages to each type of window and that the divided panes were being recommended as they more closely match the existing windows at the facility. Because there was a $12,000 difference between the two window types, the Committee held selection of the type to be installed until members were able to see samples submitted. To facilitate installation prior to bad weather, the Committee did vote unanimously to recommend City Council approval for the utilization of Mid -America Industrial, Inc. with window type and cost to be determined at the September 16, 1991 meeting. Police Towing Contract Alderman Rainey asked staff to be sure to include language in the Contract reflecting the possible assumption of booting in-house at some future date. The Committee then voted 6-0 to recommend City Council approval for the proposal from North Shore Towing for the period September 1, 1991 through August 31, 1991. Street Lighting Improvements -- Green Bay Road In response to Alderman Nelson, staff clarified that the fixtures to be installed were the davit arm type. The Committee then voted 6-0 to recommend City Council approval for the low bid from Hecker & Co., at a total cost of $266,982.50. Street Lighting Improvements - Howard/Sheridan/Noyes The Committee voted unanimously to recommend City Council approval for the low bid from Wood Electrical Contruction at a total cost of $243,857.45. Siren Reconstruction Alderman Nelson asked staff to make every effort to move the siren on Fire Station #5 as far away from the alley and residents to the South as possible. The Committee then voted 6-0 to recommend City Council approval for the proposal from Braniff Communications, Inc., at a total cost of $21,744.90. r i A & PW Committee Meeting Minutes - August 26, 1991 Page -4- King Lab School Fencing Project The Committee voted unanimously to recommend City Council approval for the low bid from Action Fence at a total cost of $7,695.00. Sewer TV Tnsoection and Cleaninp, The Committee voted unanimously to recommend City Council approval for the low bid from Video & Sealing, Inc., at a total cost of $45,230.86. Green Bav Road Phase II Eneineering Cont,rar.L Change Order The Committee voted 6-0 to recommend City Council approval for the proposal from Ten& & Associates, Inc., at a total cost of $10,998.00. Curb and Sidewalk Replacement Program Change Order The Committee voted unanimously to recommend City Council approval for the proposal from Globe Construction at a total cost of $12,552.25. Transportation Center Construction Engineering At the request of staff this item was removed from the agenda. Parking Ticket Collection Agency Contract The Committee voted unanimously to recommend City Council approval for the proposal from Tole -Collections, Inc., at a cost of 30% of revenues collected. Sewer Basin S03 Change Orders The Committee voted 6-0 to recommend City Council approval for (1) extension of the completion date for LoVerde Construction from June 10, 1992 to June 18, 1992, and (2) an additional $10,470.00 for installation of manholes with larger diameters than those originally specified. ITEMS FOR CONSIDERATION: Docket 223-8A-91: R.E.P.D. Visitor Permits Wo from 8/12/91) This item was held in Committee. Docket 233-8B-91: Amendment to Parks Capital Improvement Project Schedule In response to Alderman Rainey, Director of Parks, Recreation and Forestry Donald Wirth clarified that Cartwright and Clyde/Brummel Parks were not interchangeable in the recommended schedule because Cartwright Park was not located in the Community Development Block Grant target area. He also clarified for all Committee members the locations of all parks involved in the proposed Program. The Committee then voted unanimously to recommend City Council approval for the Amendment. E Docket 234-8B-91: Closing of Grove Street for a Grand Opening, The Committee voted unanimously to recommend City Council approval for the Closing. Docket 235-8B-91: Ordinance 89-0-91 - Snow Emergency Penalties The Committee voted 6-0 to recommend City Council introduction of Ordinance 89-0-91. Docket 236-88-91: Ordinance 90-0-91 - Lekotek Lease Renewal - The Committee voted 6-0 to recommend City Council introduction of Ordinance 90-0-91. Docket 237-BB-91: Ordinance 91-0-91 - Parking Prohibition - Dempster/Maple Traffic Engineer Jennings, responding to a question from Alderman Rainey C A & PW Committee Meeting Minutes - August 26, 1991 Page -5- stated that the removal of parking spaces at Maple Avenue should have minimal impact on the Dempster Street business district. The Committee then voted 5-1 (Alderman Rainey voting nay) to recommend City Council introduction of ordinance 91-0-91. Docket 238-88-91: Ordinance 92-0-91 - Snow Emergency Towinr, The Committee voted unanimously to recommend City Council introduction or Ordinance 92-0-91. Docket 245-$8-91: Resolution 75-R-91 - Prevailing Wage Rates The Committee voted unanimously to recommend City Council approval for Resolution 75-R-91. ITEMS PREVIOUSLY CONSIDERED: Docket 230-8A-91: ordinance 87-0-91 - 4-Way Stop - Keeney and Dewey The above previously introduced Ordinance was, without further comment by the Committee, transmitted to the City Council for adoption. There being no further business the Committee adjourned at 8:47 P.M. e& Christopher Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of September 16, 1991 Members Present: Aldermen Each, Nelson, Newman, Paden, Rainey and Wollin Members Absent: None Staff Present: Adamus, AieI.lo, Anderson. Barber, Brenniman, Casey, D'Agostino, Edwards, Elg, Engel, Fair, Figurelli, Franzen, Grodsky, Jenningn, C. Johnson, D. Johnson, Rubin, Schockweiler, Shonk, Wirth, Witt, and Zimmerman Presiding Official: Alderman Paden Summary of Action: The Meeting was called to order at 7:05 P.M. Alderman Nelson moved and the Committee voted unanimously to convene into executive session at 7:06 P.H. The Committee reconvened into public session at 7:47 P.M. At this time Alderman Paden submitted to staff a petition containing signatures of 500 Evanston residents supporting the City Council's decision to build a fire station in the 5th Ward. Alderman Paden asked for a status report regarding the west side fire station and the Fire Chief vacancy. City Manager Eric Anderson advised that he anticipates receipt of names of recruits for the Fire Chief position in the next four to six weeks. Mr. Anderson added that the new fire station will be a top priority for the new Chief. Minutes of August 26, 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. City Bills of September 11, 1991 Alderman Rainey asked for a staff report regarding Loss Funds managed through and payments made to the State Treasurer by the Safety/Risk Management Department (p. 5). The Committee then voted unanimously to approve City Bills of September 11, 1991. COMMUNICATIONS: g9sponse to Bills List Inquiries Alderman Rainey moved approval for the previously held payment to Evanston Community Development Corporation in the amount of $11,320.00. The Committee voted unanimously to authorize the expenditure. Aldermen Paden and Newman reminded staff that the Outside Legal Counsel Sub -Committee is waiting for further information from the First Assistant Corporation Counsel. They further asked for another meeting date for the Sub -Committee. Referring to the then Acting City Manager Judith Aiello's letter of April 18, 1991 to outside counsel regarding billing format, Alderman Paden asked staff to hold attorneys to such guidelines and return for correction those bills that do not conform. Alderman Newman asked if the use of Criezis Architects for plan review and inspection services represented an example of a cost effective privatization of City services. City Manager Anderson advised that an analysis regarding this topic would be forwarded to the Committee for the September 30, 1991 meeting. The Committee then voted 6-0 to accept the Communication. A & PW Committee Meeting Minutes - September 16, 1991 Page -2- t Liquor Ordinance Reference (h/o from 8/26/91) - No Action Fire Department Monthly Report - August 1991 In response to Alderman Rainey, Acting Fire Chief David Franzen indicated that power drops are created by either excessive power usage (usually air conditioning) or electrical storms and that power surges generally occur during storms, Alderman Rainey stated that she found it troubling to continuously see the same people with recurring false fire alarms. She asked staff for a report identifying the 10 largest false fire alarm fine scofflaws, the number of alarms they have had, the dollar amount owed, the time period involved, their fine payment history plus a description of how large institutions with more than one building are handled for false alarm purposes. Alderman Rainey also requested a copy of a Fire Department Monthly Report from two years ago so that she could compare its false alarm statistics to those at present. She indicated to staff that this background information was necessary to give future consideration to any legislation effecting false alarm regulations. Alderman Wollin asked for clarification regarding a chemical vat fire contained in the Report. The Committee then voted unanimously to accept the Report. Emergency Purchase - James Park Soccer Field Top Soil Director of Parks, Recreation and Forestry Donald Wirth clarified for Alderman Rainey that a planning error required this to become an emergency purchase. The Committee then voted 6-0 to accept the Communication. Emergency vehicle Pre-Emption Equipment In response to Alderman Rainey, Traffic Engineer David Jennings stated that it will cost approximately $2,000.00 to replace the seven existing pre-emption devices with 3M equipment. He added that there was little possibility of recourse against Rockhall whose equipment has proven unsatisfactory. Alderman Nelson commented that this was another example of the fact that low bids are not always in the City's best interest. The Committee voted unanimously to accept the Communication. Teletrac Vehicle Locator System Alderman Wollin stated that the Teletrac equipment is excellent and she is pleased that it was provided to the Police Department free of charge. Deputy Chief Charles Schockweiler clarified for the Committee that the locator devices are activated when potential auto thieves tampered with target vehicles. The Committee then voted unanimously to accept the Communication. PURCHASES: Noyes Center Windows (h/o from 8/26/91) After a brief discussion the Committee unanimously selected the muntin grille style window. Members voted unanimously to recommend City Council approval for the appropriate alternate bid from Mid -America Industrial, Inc., at a total cost of $79,120.00. Lovelace Park Fencing, The Committee voted unanimously to recommend City Council approval for the low bid from Tru-Link Fence at a total cost of $11,999.00. Service Center Masonry Repairs In response to Alderman nelson, Director of Building Operation Max Rubin stated that this project involved masonry sealing that should last 7-10 years. The Committee voted 6-0 to recommend City Council approval for the low bid from PermaSeal, Inc., at a total cost of $19,390.00. A & PW Committee Meeting Minutes - September 16, 1991 Page -3- Transportation Center Construction Engineering Survices Alderman Rainey asked for a report regarding the Transportation Center Construction Project as soon as possible. Tho Committee then voted 6-0 to recommend City Council approval for the proposal from Howard, Needles, Tammen and 8ergendoff at a total cost not to exceed $829,235.00. James Park Soccer Field Sod The Committee voted unanimously to recommend City Council approval for the low bid from Lurvey Sod Farms at a total cost of $14,220.00. ITEMS FOR CONSIDERATION: Docket 223-BA-91: Resident Exemption Parking Dintrict Visitor Permits Wo from 8/12/91) Alderman Newman expressed his support for the concept of charging people a fee for R.E.P.D. permits with an appropriate reduction in cost for those who have purchased City vehicle licenses. He stated that it was his reference to the Committee to consider visitor permits so that problems on Orrington and Sherman Avenues near Northwestern University could be addressed. At Alderman Newman's request, the Chair recognized Jane Hall, a resident of the area in question, who stated that she was most interested in visitor permits even if there was an associated $1 fee. Alderman Rainey expressed her concern for R.E.P.D. residents who drive either leased or company -owned vehicles in that they would not have purchased City of Evanston vehicle licenses and would not receive a reduced fee for R.E.P.D. permits. She also expressed her opposition to a $1 visitor permit fee. Alderman Newman agreed with Alderman Rainey and stated that the main issue revolved around student parking. He volunteered to serve on a sub -committee to address this problem. Alderman Newman moved that the Committee recommend City Council approval for the concept of charging a fee (reduced by City vehicle license fee) for R.E.P.D. permits and table the issue of visitor passes for further discussion by the Committee at a future meeting. The Committee voted unanimously in favor of Alderman Newman's motion and to have a sub -committee, composed of Alderman Newman and Alderman Wollin, further examine the issue of visitor permits. Docket 251-9A-91: Mason Park Lighting In response to Alderman Rainey, Director of Parks, Recreation and Forestry indicated that the City's policy was to not light parks after closing hours unless there was a demonstrated security problem. Alderman Wollin stated that she has a problem with the $800.000 Bond Fund Balance in that the City Council has not prioritized projects for which such funds are to be utilized. City Manager Eric Anderson responded that funding the two projects under consideration this evening would not have an impact on the Capital Improvement Program (C.I.P). Alderman Rainey requested a memorandum from staff updating the C.I.P. She also asked for specifics regarding the nature and type of lighting proposed for Mason Park. Director of Building Operations Rubin stated that a consultant has been to the Park and plans and specifications are being developed. He added that actual design and cost will be reported back to the Committee prior to Project commencement. The Committee then voted 6-0 to recommend City Council approval for the staff recommendation to expend up to $10,000.00 for lighting improvements in Mason Park.. Docket 252-9A-91: Fleetwood/Jourdain HVAC - Capital Improvement Program Alderman Rainey asked that this item be held in Committee pending the receipt of a staff report showing an accounting of all funds spent on HVAC work at the Fleetwood/Jourdain Community Center. A & PW Committee Meeting Minutes - September 16, 1991 Page -4- Docket 253-9A-91: Energy Alternatives Task Force Recommendations Task Force representative Jim Suhr clarified that the City Council was being -requested to authorize the preparation of a request for proposals for a detailed power supply study and that there was no recommendation to expend funds at this time. Alderman Newman asked that this Item be removed from the City Council consent agenda so that the public could be made aware of the status of electric energy service and the Commonwealth Edison Franchise Agreement. The Committee then voted unanimously to recommend City Council approval for the Energy Alternatives Task Force recommendations regarding franchise renewal, municipalization, and the Northwest Municipal Conference Model Franchise. The Committee also voted unanimously to recommend City Council approval for the development and Implementation by the Task Force of a comprehensive citizen participation process. Docket 254-9A-91: Retirement Incentive Program Alderman Rainey asked that this item be removed from the City Council consent agenda. Alderman Newman stated that he could not support the program in that incentives already exist for employees to retire. City Manager Anderson stated that adoption is necessary now to give employees notice for December 1st implementation. He added that this effort was essential to meet the recently approved budget policy and create vacancies without laying off employees. The Committee voted 4-2 (Aldermen Newman and Rainey voting nay) to recommend City Council approval for the Program. Docket 255-9A-91: Banners on Streetlight Poles on Sheridan Road Traffic Engineer David Jennings presented the the Committee a photograph depicting one of the proposed banners. He explained that the banners were a class gift from Northwestern alumni to be displayed indefinitely on light poles along Sheridan Road adjacent to Northwestern university property. Alderman Fiske joined the Committee and questioned several associated issues including length of display and control over design. He stated that he felt the banners to be inappropriate. In response to Alderman Newman, Mr. Jennings indicated that banners are exempted from sign ordinance regulations. The Committee then voted to hold this item in Committee for future consideration. Docket 256-9A-91: Closing Dartmouth Place for Tennis Tournaments Alderman Newman asked staff to be sure to notify neighbors of such special events in the future. The Committee then voted 6-0 to recommend City Council approval for the closures. Docket 257-9A-91: Ordinance 94-0-91 - Boot Ordinance Amendments The Committee voted 6-0 to recommend City Council Introduction of Ordinance 94-0-91. Docket 258-9A-91: Ordinance 95-0-91 - 4-Way Stop - Prairie & Jenks _ The Committee voted unanimously to recommend City Council introduction of Ordinance 95-0-91. Docket 259-9A-91: Ordinance 96-0-91 - No Parking - 1206 Pitner The Committee voted unanimously to recommend City Council introduction of Ordinance 96-0-91. Docket 260-9A-91: Ordinance 97-0-91 - ROPD #7 - Prairie North of Jenks The Committee voted 5-0 to recommend City Council introduction of Ordinance O 97-0-91. �= DL .6„ , N A & PW Committee Meeting Minutes - September 16, 1991 Page -5- ITEMS PREVIOUSLY CONSIDERED: - Docket 235-8B-91: Ordinance 89-0-91 - Snow Emergency Penalties - Docket 236-BB-91: Ordinance 90-0-91 - Lekotek Leaso Renewal - Docket 237-BB-91: Ordinance 91-0-91 - Parking Prohibition - Dempster/Maple - Docket 238-8B-91: Ordinance 92-0-91 - Snow Emergency Towing The above previously introduced Ordinances Were, without further comment by the Committee, transmitted to the City Council for adoption. There being no further business the Committee adjourned at 9:13 P.M. Z_;Z15t / Christopher�ohnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of September 30, 1991 Members Present: Aldermen Each, Nelson, Newman, Paden, Rainey and Wollin Members Absent: None Staff Present: Aiello, Anderson, Barber, Borys, Casey, D'Agostino, Elg, Fair, Figurelli, Franzen, Grodsky, Jennings, C. Johnson, D. Johnson, Olkowski, Rudd, Schockweiler, Schuler, Tonkinson, Volberding, Wirth, Witt, Wolinski, and Zimmerman Presiding Official: Alderman Paden Summary of Action: The Meeting was called to order at 7:36 P.M. Minutes of September 16, 1991 Meeting, Alderman Newman indicated that Alderman Fiske had asked him to request a change in the minutes under the discussion of Northwestern banners on Sheridan Road. Alderman Newman stated that Alderman Fiske did not feel that the banners were innapropriate as reflected in the minutes but Alderman Fiske was concerned about the banners design and length of display. He asked that the minutes be corrected to reflect this change. Alderman Rainey, referring to consideration of emergency vehicle pre-emption equipment and Alderman Nelson's statement that low bids are not always in the City's best interest, asked that her statement about equipment originally purchased being the only product at the time that fit in City of Evanston traffic control cabinets be added to the minutes of September 16th. The Committee then voted 6-0 to approve the September 16, 1991 minutes as amended. City Bills of September 25, 1991 Alderman Nelson, noting that only 17% of those people using the homeless shelter were Evanstonians, asked for a staff report regarding attempts to recover associated costs from communities where other facility users originate. He also requested further explanation of services performed by Thomas F. McGuire & Associates for the Fire Pension Board (p. 48). Alderman Rainey :coved, and the Committee unanimously voted to, delete payment for a subscription to the magazine Governing as the publication is usually provided to government officials free of charge (p. 6). She also requested additional information regarding a wage assignment to the Department of Public Aid (p. 26) and a pension refund to a former police officer (p. 49). Alderman Paden requested explanation for a Stairmaster power supply purchase (p. 10) and payments of taxes to the Cook County Collector (p. 34). The Committee then voted unanimously to approve the City Bills of September 25, 1991. At this time Alderman Newman suggested moving agenda items under the category "Communications" to the end of the Committee agenda. He stated that lengthy discussion of such agenda items often made it difficult for the Committee to fully address items appearing on the City Council Agenda the same evening. Alderman Nelson indicated that he felt the Committee Chair should make such a determination when reviewing the agenda with staff. Alderman Rainey concurred with Alderman Nelson and asked that members of the Committee, when serving as Chair, make every effort to review agendas with staff prior to the time of City Council packet assembly and distribution. A & PW Committee fleeting Minutes - September 30, 1991 Page -2- COMMUNICATIONS: Response to Bills List Inquiries The Committee voted 6-0 to accept the Communication. Docket 271-9B-91: Ordinance 100-0-91 - 5-Way Stop - Judson/Grave/Lake Because a constituent was present to discuss this topic, Alderman Newman asked the Chair to move its consideration up on the agenda. He stated that the intersection in question is on the border between the first and third wards and that Alderman Brady, on behalf of the third ward, supports the stop sign installation. Alderman Newman added that 23 rosidents have signed a petition supporting the stop sign. Randy Bailey, one of the petitioners and resident of 320 Lake Street, stated that the intersection is confusing and an accident waiting to happen. He advised the Committee that the corner is a school bus stop and that there are many children in the neighborhood. The Committee then voted 6-0 to recommend City Council introduction of Ordinance 100-0-91. Liquor Ordinance Reference W o from 8/12191) This item was held until the mayor was able to join the Committee. Subsidized Taxicab Program Update Alderman Wollin stated that she was glad to see the increase in Program usage by disabled individuals. Commission on Aging Director Jane Volberding indicated that the increase was due to Program publicity and staff's ability to better identify Program users. Alderman Rainey commended staff on an excellent report. The Committee then voted unanimously to accept the communication. False Fire Alarms Alderman uollin expressed her surprise that the Presbyterian Home was so delinquent in payment and asked if a collection agency has been used for false alarm fines in the past. Assistant Finance Director David Johnson indicated that collection agencies have not been used in that past adding that the City Collector's Office has sent two notices to every firm/company owing fines to the City. Alderman Rainey moved to direct the Law Department to send final notices to false alarm scofflaws. She stated that she did not want to see a collection contractor receive one-third of the revenues due from false alarm fines. Alderman Rainey also stated that she wished to see some sort of penalty imposed upon those people who do not pay false alarm fines on a timely basis. Alderman Newman asked the feasibility of requiring fine payments from applicable companies prior to issuance of their business licenses. City Manager Eric Anderson responded that this idea would be considered by staff while drafting amendments to the alarm ordinance. Alderman Esch asked if the City has an accounts receivable department within the Collector's office. Assistant Finance Director Johnson responded that there are personnel within the Collector's office whose main responsibilities include accounts receivable. Alderman Esch suggested filing invoices in the City Collector's office by street address (as opposed to numerically by invoice number) so that all fines and fees could be cleared at one time. Assistant Finance Director Johnson indicated that a recent examination of open invoices has revealed that, with the exception of false alarm fines, there is not a large volume of debt outstanding. In response to Alderman Esch, Director of Building and Zoning James Wolinski stated that the Department is not currently billing for sign inspection fees in that files need to be updated. He added that upon completion of such updating, sign billing would be reinstated. Also in response to Alderman -_ A & PW Committee Meeting Minutes - September 30, 1991 Page -3- Esch, Mr. Wolinski indicated that there is no City sign inspector at the present time and that sign inspection responsibilities have been assumed by a structural inspector. Alderman Wollin noted that the staff report indicated that the vast majority of false alarm fines are related to Police Department alarms. She suggested an aggressive approach toward collection of police alarms. Deputy Chief Charles Schockweiler stated that the Police Department responds to over 5,000 alarms annually of Which 90-95% are false. Alderman Esch indicated that she thought it might be cheaper for some people who experience significant false alarm activity to fix their alarms than to pay fines assessed as a result of alarm malfunction and asked staff to communicate this point to those individuals. The Committee then voted unanimously in favor of Alderman Rainey's motion pertaining to Legal Department follow-up of false alarms. Plan Review and Inspection Services Alderman Esch asked staff for further information from budget years 1984 through 1987 so that she could better analyze the program specifically regarding personnel costs, training expenses, and the impact of staff reductions. She stated that she felt the Building and Zoning Department is undermanned for smaller building projects and some people are not obtaining appropriate permits as a result. Alderman Rainey stated that she has examined budgets from 1984 and 1985 and has found format changes which make it difficult to compare those with the current budget. She also requested further information for clarification purposes. Alderman Wollin asked about a time frame for Request for Proposal (RFP) distribution. Director of Housing and Property Services Robert Rudd indicated that RFP distribution must occur soon to avoid crunching the issue of plan review and inspection services privatization into others which will be taking place during budget deliberations in January. Referring to the fact that contractual services have seen significant increases in the past five years, Alderman Rainey asked if such increase reflected more building activity. Mr. Rudd responded that last year there was over $1 million in permit fees revenue compared to approximately $300,000 the year prior to engaging the consultant which does reflect several large building projects during fiscal 1990-91. He explained that such fluctuations are part of the justification for using contractual services in that the contractor, not the City, is required to make staff adjustments to meet demands. Alderman Rainey questioned the continuing City staff level when so much additional work is being assigned to the contractor. Mr. Rudd explained that much of the increase in contractual expense was due to large projects such as those at Northwestern University, the Research Park, and the two hospitals. Alderman Rainey stated that she needs more information regarding staffing of the Building and Zoning Department and contractual payments made during the past several years to make a decision regarding the privatization issue. Alderman Newman stated that much of the privatization decision to be made will depend on results of the Request for Proposals. He suggested proceeding with the RFP to determine markets while discussion continued at the Committee level. Alderman Esch asked for information regarding state statute regulation of permit fees. Alderman Newman asked for a comparison of Evanston building permit fees to those in other communities. The Committee then voted unanimously to have staff proceed with the Request for Proposal process and report requested information back to the Committee as soon as possible. Liquor Ordinance Reference The Chair recognized Mayor Barr who joined the Committee for discussion of this topic. The Mayor reviewed the Committee's concern regarding procedures A & PW Committee Meeting Minutes - September 30, 1991 Page -4- for transferring of liquor licenses and cited the appropriate language in the liquor ordinance. She indicated that while atudying the liquor ordinance she did find a language discrepancy in section 3-5-8(C) of the ordinance for which corrective legislation will be developed in the near future. Alderman Newman asked if the provision requiring the reporting of manager changes at establishments which serve liquor Was being enforced. The Mayor responded that owners are consistently reminded of the provision but there are some occasions when it is not obeyed. Alderman Paden suggested a special meeting of the Committee to discuss liquor issues. Alderman Rainey stated her preference to have the Liquor Commission hold such a meeting and invite members of the Administration and Public Works Committee as well as other members of the City Council. Mayor Barr agreed that the Liquor Commission forum was most appropriate and asked Committee members to convey their concerns prior to such a meeting. Alderman Newman concluded the discussion by asking for a staff report showing a three year history of citations issued by the Police Department to parents in cases where minors were consuming alcohol. Capital Improvement Program Update Alderman Wollin thanked staff for the project update placed on the Committee members' desks this evening. She asked why funding for removal of leakage from underground storage tanks was not included on the list. Public Works Director David Barber responded that funding for tank removal had been previously approved and was thus not part of the $840,000 addressed in the staff memorandum. In response to Alderman Wollin, Assistant City Manager Judith Aiello clarified that lighting of Mason Park was the only emergency project not previously contained in the Capital Improvement program. The Committee then voted 6-0 to accept the Communication. Transportation Center Bid Rejection Alderman Wollin expressed her dissatisfaction with the consulting engineer who provided incorrect wage rates to bidders. Staff clarified for Alderman Wollin that the term Disadvantaged Business Enterprises (DBE's) is the State of Illinois equivalent to Minority Business Enterprises and Women Business Enterprises terms used by the City of Evanston. The Committee then voted 6-0 to accept the Communication. Report on Residential Parking Permit Costs Traffic Engineer David Jennings confirmed for Alderman Wollin that the $4.00 fee per twenty visitor permit and $10.00 fee per parking permit would be the same for both Residents Only Parking Districts (R.O.P.D.) and Resident Exempt Parking Districts (R.E.P.D.). Mr. Jennings further clarified for Alderman Rainey that residents would have to show proof of City sticker purchase prior to being issued either type of district parking permit. Alderman Newman asked staff to closely monitor the use of visitor permits. Mr. Jennings responded that the issue of visitor permit abuse was yet to be addressed by the sub -committee composed of Aldermen Wollin and Newman. Alderman Esch asked that the new policy and associated fees be appropriately publicized. The Committee then voted 5-1 (Alderman Nelson voting nay) to direct staff to prepare legislation enacting the recommendations. Alderman Nelson stated that he felt fees should be higher ($15) for R.O.P.D.'s in that the property right provided to residents of those districts mandates a higher fee. Mason Park Lighting Alderman Rainey commented that she hoped proposed improvements would cost _ significantly less than the $10,000 limit. The Committee then voted unanimously to accept the Communication. I A & PW Committee Meeting Minutes - September 30, 1991 Page -5- PURCHASES: Work Clothink The Committee voted unanimously to recommend City Council approval for the second low bid from North Shore Uniform Service at a total estimated annual cost of $18,586.50. Payroll Software The Committee voted 6-0 to recommend City Council approval for the proposal from Information Development Consultants at a total cost of $24,700.00. Vehicle License Application Forms Alderman Rainey directed staff to solicit competitive bids for this work next year. The Committee then voted unanimously to recommend City Council approval for the proposal from Wallace Computer Forms at a total cost of $5,100.00. Art Center Roofing Proiect The Committee voted 6--0 to recommend City Council approval for the second low bid from Hanson Roofing at a total cost of $21,800.00. Hot Surface Asphalt Recycling Program. The Committee voted 6-0 to recommend City Council approval for the low bid from J.A. Johnson Paving at a total estimated cost of $204,811.20. Water Plant Modifications The Committee voted unanimously to recommend City Council approval for the low bid from Advance Mechanical Contractors, Inc., at a total cost of $444,900.00. Recycling Center Change Order In response to Alderman Rainey, Public Works Director David Barber indicated that he hoped that this would be the last change order for the project. He added that the proposed modification to the baler would eliminate some heavy lifting for Center personnel and would further allow better sorting which could yield additional revenue. Mr. Barber clarified for Alderman Rainey that the consulting engineers were not involved in developing this change order in that it would not alter structure configuration. The Committee then voted 6-0 to recommend City Council approval for the proposal from Tech Sales, Inc., at a total cost of $9,636.84. Sewer Root Cleaning Water Department Superintendent Richard Figurelli, in response to concerns raised by Alderman Wollin, indicated that the process used was E.P.A. approved. He added that the application was effective because it sealed openings in the sewer after root removal. Alderman Rainey asked staff to be sure to notify residents of areas where sewers were cleaned of the City's efforts and the fact that sewers were being cleaned with minimal disruption. The Committee then voted unanimously to recommend City Council approval for the proposal from Visu-Sewer Clean and Seal, Inc., at the unit prices offered for a total estimated cost of $27,414.35. Fall Plant Material The Committee voted 6--0 to recommend City Council approval for the purchase of: 130 trees from Shemin Nursery at a total cost of $17,500.50; 75 trees from Berthold Nursery at a total cost of $9,398.00; 22 trees from Arthur Weiler Nursery at a total cost of $3,455.00; and the purchase of 5 trees from Klehm i Nursery at a total cost of $1,166.50. A & PW Committee Meeting Minutes - September 30, 1991 Page -6- Underground Storage Tank Removal Change Order In response to Alderman Wollin. Public Works Director Barber stated that Lot 20 was located on the property where the old City yard used to be. The Committee then voted 6-0 to recommend City Council for: 1) the proposal from Environmental Risk Consultants at a total cost of $9,000,00; and 2) the proposal from SET, Inc.. at a total cost of $65,960.32. Parking Lot Resurfacing Contract Order In response to Alderman Newman, City MannGer Eric Anderson indicated that the lot in question would be demolished should the Levy Center site be developed. Traffic Engineer Jennings advised the Committee that the lot was over the floor of an old building previously on the site and that resurfacing as proposed would normally last 5-10 years. Alderman Newman stated that he would rather defer this project until the fate of the Levy Center is known. Staff advised the Committee that the lot's condition posed a safety hazard to patrons of the Levy Center. The Committee then voted unanimously to not recommend City Council approval for the proposal from J.A. Johnson Paving at a total cost of $19,756.00. Maple Avenue Soil Disposal In response to Alderman Wollin, City Engineer James Tonkinson stated that costs for removal of the contaminated soil to the Northbrook site was included In the excavating cost contained in the original contract. He added that Lake Landfill originally accepted the material but later changed their mind. Alderman Newman asked if proposals had been solicited from vendors other than SET, Inc. Public Works Director Barber indicated that SET, Inc. was the low bidder for underground storage tank removals. Staff clarified for Alderman Rainey that it would not be cheaper to utilize the Calumet City dump and it was much easier to get a permit for the Racine site. The Committed then voted 6-0 to recommend City Council approval for the proposal from SET, Inc., at a total cost of $99,525.00. ITEMS FOR CONSIDERATION: Docket 223-8A-91: R.E.P.D. Visitor Permits - Tabled Docket 252-9A-91: Fleetwood/Jourdain HVAC - Capital Improvement Program Alderman Rainey commented that, at time of inception, the Community Development Advisory Committee was assured that the recommended appropriation was sufficient to complete a project that would meet the needs of the Center. She stated that Committees need to be firmer in demanding staff to provide more accurate numbers. She added that this represented very sloppy work by staff. The Committee then voted 5-1 (Alderman Rainey voting nay) to recommend City Council approval for additional Capital Improvement funding in the amount of $134,000 for HVAC improvements at the Fleetwood/Jourdain Community Center. Docket 255-9A-91: Banners on Streetlight Poles on Sheridan Road Alderman Wollin stated that she wanted the University to provide the City with specifics as to when the banners would be displayed. She also wants the University to fully understand that the banners will be displayed no longer than 14 days at a time and that the banner design will be consistent to that presented to the Committee at the September 16, 1991 meeting. Alderman Newman stated that should Northwestern not hold to the two week display limitation, the City Council would reconsider permission being granted this evening. Subject to these conditions, the Committee voted 6-0 to recommend City Council approval to allow the display of Northwestern University banners on Sheridan Road during special events. 0 A & Pw Committee Meeting Minutes - September 30, 1991 Page -7- Docket 269-9B-91: Resolution 77-R-91 - Use of MFT Funds for Material Tostink Services The Committee voted unanimously to recommend City Council approval for Resolution 77-R-91. Docket 270-9B-91: Resolution 78-R-91 - Belmont Steel Industrial Revenue Bond Assistant City Manager Judith Aiello clarified for Alderman Rainey that the bond funds realized were to be used by Belmont Steel to refinance an equipment purchase. The Committee then voted unanimously to recommend City Council approval for Resolution 78-R-91. ITEMS PREVIOUSLY CONSIDERED: Docket 257-9A-91: Ordinance 94-0-91 - Boot Ordinance Amendments Alderman Rainey advised the Committee that she would be making one additional amendment on the Council floor to make language consistent throughout the Ordinance. The Committee then transmitted Ordinance 94-0-91 to the City Council for adoption. Docket 258-9A-91: Ordinance 95-0-91 - 4-Way Stop - Prairie & Jenks Docket 259-9A-91: Ordinance 96-0-91 - No Parking - 1206 Pitner Docket 260-9A-91: Ordinance 97-0-91 - ROPD 07 - Prairie North of Jenks The above previously introduced Ordinances were, without further discussion by the Committee, transmitted to to the City Council for adoption. There being no further business the meeting was adjourned at 9:20 P.K. Christophe Johnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of October 14, 1991 Members Present: Aldermen Esch, Newman, Paden, Rainey, and Wollin Members Absent: Alderman Nelson Staff Present: Adamus, Aiello, Anderson, Barber, Brenniman, Edwards, Elg, Engel, Fair, Figurelli, Franzen, Jennings, C. Johnson, Olkowski, Rubin, Rudd, Schockweiler, Tonkinson, Wirth, Witt, Wolinski, and Zimmerman Presiding Official: Alderman Paden Summary of Action: The Meeting was called to order at 7:38 P.M. Minutes of September 30, 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. City Bills of October 9, 1991 Alderman Newman, referring to discussion at the Mayor's Community Forum on Saturday, October 12, 1991, asked staff to discuss a citizen recommendation to purchase office supplies and equipment from the Quill Corporation. In response, staff indicated that the Buyer in the Purchasing Division consistently checks with several vendors in purchasing such goods. While Quill has been found to be an excellent vendor for some items, most often Burgess, Anderson A Tate is the supply house that gives the City the best pricing. Alderman Newman asked that the minutes reflect the fact that the Police Department utilized Wippin Awards, an Evanston business. Alderman Rainey requested a written report regarding the use of the House of Thompson by the Police Department (p. b). She requested further information regarding tire repairs (p. 39) including copies of all invoices for payment to Fast Tire Service on the current Bills List and a list of all vendors notified for tire repair services. Alderman Rainey also asked for a copy of the staff memorandum requesting Council authorization to utilize the firm of Jones and Henry for sewer engineering services (p.57). Alderman Paden requested an update regarding principal and interest paid to Northwestern University in association with the tax increment financing note (p.43). The Committee then voted 5--0 to approve City Bills of October 9, 1991. COMMUNICATIONS: Response to Bills List Inquiries Alderman Rainey referring to the response from Human Services Director Jay _— Terry pertaining to funding for the Homeless Shelter, noted that City support for the shelter is only 3.51. of its operating budget. She commended shelter administrators for their creativity in obtaining funding from sources other than the City of Evanston. She suggested that such creativity might be shaved with other agencies in the community. The Committee then voted unanimously to accept the communication. Plan Review and Inspection Services Follow -Up Alderman Esch thanked staff for the update and requested a breakdown of how permit and inspection fees are distributed to the various divisions within the Building g Zoning and Property Maintenance g Housing Rehabilitation = Departments. Director of Housing and Property Services Robert Rudd indicated A & PW Committee Meeting Minutes - October 14, 1991 Page -2- that fees are all placed into the General Fund and not specifically matched to expenditures from any department. He added that some support for the Housing Rehabilitation & Property Maintenance Department is provided by Community Development Block Grant Funds. Alderman Esch stated that she did not have sufficient time to review all provided materials between packet distribution Thursday night and the Committee meeting this evening. She requested a copy of the B.O.C.A. Building Code and was advised that copies are available in the City Cleric's Office. Alderman Newman indicated that he was still skeptical of privatization in this area. He asked what additional staff would be required to bring these services in-house and how staff determined present day costs for positions previously eliminated. Building and Zoning Director James Wolinski that the projected cost for an Assistant in the Department was based upon the salary and benefits paid prior to position elimination five years ago plus an inflation factor of 4 to 5% each year for those five years the position has been vacant. Alderman Newman stated that he needed more complete information regarding personnel costs between the present and the time prior to implementation of contractual plan review and inspectional services. Alderman Newman asked staff to provide projections of building fees to be collected during coming years. Mr. Rudd indicated that projections of fees would be very rough in that it is difficult to predict what building activity will be taking place. Alderman Newman stated that figures would be helpful in determining cost effectiveness of contractual services. Alderman Esch expressed her concern regarding the number of reports she has received regarding permit type work being done in Evanston without necessary permits. She indicated that she thought this was the result of reduced staffing levels in the inspection area. Alderman Esch stated that not too long ago all plan review and inspection services were done in-house and that at some point the City Council was misinformed that staff did not have the expertise to address complex building projects. She added that there were a number of complicated building projects completed successfully without contractual plan review or inspections in the late 1970's and early 1980's. Alderman Esch stated her reluctance to identify contractors who have told her of others doing work without permits in that those with information feel they might be jeopardizing their status with the City. She cited the fact that work done without permits results in a loss of revenue to the City as well as sub -code work being performed by contractors. Mr. Rudd responded that the decision to utilize contractual plan review and inspectional services was based upon economics and anticipation of large construction projects at Northwestern University, 1800 Sherman, and the two hospitals. He added that at no time during the decision making process was staff competence an issue. Mr. Rudd acknowledged that fewer inspectors might lead to people trying to do work without permits however housing inspectors and personnel from other City departments have been enlisted to detect such violators. In response to Alderman Esch, Mr. Rudd stated that the elimination of the sign inspector has caused some internal difficulties that are currently being addressed but most other eliminated inspection responsibilities have been assumed by agencies who have appropriate jurisdiction (i.e. pollution inspection is now done by the Cook County Environmental Protection Agency). Alderman Newman stated that he needed a true comparison of Building and Zoning Department personnel, costs in 1985-86 to those at present. He suggested that the best way to accomplish this would be to carry forward 1985-86 staffing cost to the present utilizing appropriate inflationary adjustments. N A g PW Committee Meeting Minutes - October 14, 1991 Page -3- Alderman Rainey stated that for comparison purposes, it would also be most holpful to show levels of activity from 1984 to the present for tho Building and Zoning Department, both in terms of revenues generated and disbursements mada as result of plan review and inspection fees. She added that it would also be helpful to know the number of projects and inspections undertaken by this Department for the same time period. Mr. Rudd informed the Committee that kr,quest for Proposal advertising would appear in the Evanston Review on Thursdny, October 21, 1991 and in the Dodge Reports for the next three weeks. Emergency Purchase - Tractor Repairs Alderman Rainey commented that staff was aware of these necessary repairs prior to the Committee's September 30, 1991 meeting and that the Committee should have been notified of the repairs prior to implementation. The Committee then voted 5-0 to accept the communication. Fire Department Monthly Report - September, 1991 In response to Alderman Rainey, City Manager Eric Anderson indicated that the Legal Department has already sent, or will be sending out very soon, notices to false alarm scofflaws. Alderman Rainr!y noted that Evanston Hospital was again experiencing numerous false fire alarms. Acting Fire Chief David Franzen stated that as of two weeks ago, Evanston Hospital had disconnected their "trouble" alarm system which should reduce the number of false alarms received by the Fire Department. In response to Alderman Newman, staff indicated that his suggestion regarding withholding permits for false alarm scofflaws was being considered during, ordinance revision preparation. Alderman Wallin, referring to a recent fire at Evanston Hospital where water flowed into an area where radio active waste is stored, asked staff to notify appropriate Aldermen of future similar occurrences so that public fears can be alleviated. Mr. Franzen responded that the Department will amake such notifications. The Committee then voted unanimously to accept the Report. PURCHASES: Fire Station #1 Roof Replacement Alderman Rainey asked staff to identify the consultant who developed the original $55,000 estimate. Director of Building operations Max Rubin responded that the original estimate was developed by staff based upon costs for similar projects in the past. Mr. Rubin stated that the cost overrun was due to addition of tapered insulation to the project. He added that a bidder on previous roofing projects who has given the City most favorable pricing did not bid on the Fire Station work. In response to AIderman Newman, Mr. Rubin indicated that the $15,000 estimate for Fire Station #5 roof replacement is still a good figure and that the roof at that location will last until next Spring. The Committee then voted unanimously to recommend City Council approval for the low bid from A-1 Roofing at a total cost of $74,946.00. Leaf Turning for Composting; The Committee voted 5-0 to recommend City Council approval for the proposal from Land and Lakes Waste Reclamation, Inc., at a total cost of $21,200.00. Design Engineering, Services - Zebra Mussel Control System In response to Alderman Wollin, Water Superintendent Richard Figurelli indicated that sharing design engineering expertise with other communities was not feasible in that each effected water plant requires design services addressing the uniqueness of that facility. Mr. Figurelli added that the A & PW Committee Meeting Minutes - October 14, 1991 Page -4- total Zebra Mussel Control System Project cost is estimated at $1.500,000. Alderman Newman asked why these services were not solicited through the competitive bidding process. Mr. Figurelli noted that Alvord, Burdick and Howson (AB & H) has done design work for the Evanston water plant for 55-60 years and is, as a result, very familiar with the facility. Utilization of another engineering firm would first require study of the water plant which represents a cost that AB & H would not have to incur. Mr. Figurolli stated that the Village of Wilmette is paying nearly $145,000 for design of a mussel control system that does not include construction of a new chlorine storage building. Alderman Rainey expressed concern regarding change orders for recent engineering contracts. Mr. Figurelli responded that AB & H has had minimal change orders for their projects and that those few change orders that did occur were because the City changed significantly the scope of work to be performed. He added that he does not anticipate any change orders for this Contract. The Committee then voted unanimously to recommend City Council approval for the proposal from Alvord, Burdick and Hunter at a total cost of $147,000.00. ITEMS FOR CONSIDERATION: Docket 272-IOA-91: Y.M.C.A. Foot Race Traffic Engineer David Jennings, responding to Alderman Newman, indicated that he has not received any citizen complaints regarding this event. The Committee then voted 5-0 to recommend City Council approval for this special event. Docket 273-10A-91: 1991-92 Capital Improvement Projects In response to Alderman Rainey, City Manager Eric Anderson indicated that funds to be utilized for the recommended projects are proceeds from previous general obligation bond sales plus accrued interest on such proceeds. He added that the $300,000 balance in the Bond Fund after completion of recommended projects will be reserved for future projects. Mr. Anderson stated his intention to integrate the Capital Improvement Program into the same cycle as the City's operating budget. Alderman Rainey requested a list of capital projects scheduled for completion during fiscal 1991-92 that are being postponed. City Manager Anderson clarified that those projects, under past policy, would not have been addressed until the spring of 1992. Alderman Newman noted that the Chicago Transit Authority has made improvements to some elevated train stations this past summer. He asked staff for a report describing station improvements completed, those proposed for future consideration, and the funding sources for both completed and proposed work. Alderman Newman, noting the $15,000 commitment from the CTA to upgrade the South Boulevard el station, asked staff to include in their report information regarding the formula used to derive both CTA and City portions of the total improvement cost. City Manager Anderson clarified for Alderman Esch the fact that although the City will not be accruing interest to the Capital Improvement Bond Fund under his recommended revised schedule, the City will not be paying interest to bond holders for funds realized from bond sales and not immediately utilized. In response to Alderman Rainey, Mr. Anderson stated that he did not think that interest in the Bond Fund has frequently been used to balance the City's operating budget. The Committee then voted unanimously to recommend City Council approval for the 1991 Capital Improvement Budget. Docket 274-10A-91: Resolution 79-R-91 - Parking for Wheelchair Bound - 1411 Dobson The Committee voted 5-0 to recommend City Council approval for Resolution = 79-R-91. t A & PW Committee Meeting Minutes - October 14, 1991 Page -'5 Dorket 275-10A-91: Resolution 80-R-91 - Northwestern University Homecoming Parade - In response to Alderman Newman, Traffic Engineer David Jennings indicated that ho has not received any citizen complaints regarding this event. Alderman Wollin, at the request of Alderman Engelman, asked if the risks associated with this event and borne by the City through adoption of the proposed Resolution, were thought to be significant. Staff responded that the City would only be assuming liability for condition of the roadway which was not thought to be an unreasonable risk. The Committee then voted unanimously to recommend City Council approval for Resolution 80-0-91. Docket 223-8A-91: Ordinance 101-0-91 - R.O.P.D. and R.E.P.D. Visitor Permits/Resident Permit Costs Alderman Rainey suggested amendment of the Ordinance to increase ticket fines for R.O.P.D. violations from $10 to $25 with a penalty of $25 if not paid by the due date. Traffic Engineer Jennings stated that the recommended change would make violations consistent in both R.O.P.D.'s and R.E.P.D.'s. The Committee voted 5-0 to recommend City Council introduction of Ordinance 101-0-91 as amended. In response to Alderman Newman, Mr. Jennings indicated that residents effected by the proposed fees would be notified of the change by mail. Alderman Newman thanked Mr. Jennings for his diligence in working through this difficult issue. Docket 276-10A-91: Ordinance 104.0-91 - Sale of Surplus Vehicles The Committee voted unanimously to rerommend City Council introduction of Ordinance 104-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 255-9A-91: Banners on Streetlight Poles on Sheridan Road In response to Aldermen Newman and Wollin. Traffic Engineer Jennings indicated that City employees would remove the banners should they be displayed beyond those times requested by the Alumni Association. The Committee then Toted unanimously to recommend City Council approval for the banners. Docket 271-98-91: Ordinance 100-0-91 - 5-Way Stop - Judson/Grove/Lake Ordinance 100-0-91 Was, without further Committee discussion, transmitted to the City Council for adoption. There being no further business the Committee adjourned at 9:01 P.H. Christopher`Johnson Director of Safety and Risk Management = MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of October 28, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden, and Wollin Members Absent: Rainey Staff Present: Adamus, Aiello, Anderson, Barber, D'Agostino, Edwards, Engel, Fair, Figurelli, Franzen, Grodsky, Jacobi, Jennings, C. Johnson, D. Johnson, Schockweiler, Schuler, Shonk, Tonkinson, Wirth, Zendell, and Zimmerman Peearding Official: Alderman Paden Summary of Action: The Meeting was called to order at 7:34 P.H. Minutes of October 14. 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. City Bills of October 23, 1991 Deputy Police Chief Charles Schockweiler, in response to Alderman Nelson, indicated that there has been some painting work completed at the Police Department by Cook County Jail inmates as a part of a program recently implemented by the County Sheriff's office. Alderman Nelson suggested that the City Manager examine future use of this available resource in addressing budget issues. Alderman Wallin asked for additional information regarding payment to an instructor through the Levy Leisure Learning Center (p. 22). Alderman Esch asked for the number of Fire Department employees who attended training sessions (p. 9). The Committee then voted 5-0 to approve the City Bills of October 23, 1991. COMMUNICATIONS: Response to Bills List Inquiries The Committee voted 5-0 to accept the Communication. 1991-92 Capital Improvement Program In response to Alderman Wallin, Director of Parks, Recreation and Forestry Donald Wirth clarified the difference between Chandler Center Roof Repairs to be considered by the Committee later in this evening's agenda and the postponed improvements to Chandler Park. Mr. Wirth also clarified that Larimer Park improvements, also for consideration this evening, were to be funded through proceeds of the 1990-91 Bond Issue. In response to Alderman Esch, Assistant Parks Superintendent Paul D'Agostino indicated that Larimer Park improvements this year would include restoration of the day silly garden. The Committee then voted unanimously to accept the Communication. Responses to Parking Study Recommendations Alderman Newman expressed his concurrence with the Study's recommendation to require payment of outstanding parking tickets by Resident Exempt and Resident Only Parking District permit applicants prior to actual permit issuance. He asked when the Committee could expect a legal opinion regarding this topic. Traffic Engineer David Jennings indicated that staff will attempt to have the legal opinion for the next meeting. Alderman Nelson suggested amending Ordinance 105-0-91, scheduled for City Council adoption this evening to reflect { A & PW Committee Meeting Minutes - October 28, 1991 Page -2- this recommendation. City Manager Eric Anderson requested that the Committee wait for the appropriate legal opinion on November llth and added that staff would expedite appropriate legislation should a favorable opinion be rendered. In response to Alderman Wollin, Mr. Jennings stated that an appropriation for the hand-held ticket writing system is included in the recommended 1992-93 Budget and that Requests for Proposal will be Issued in the near future. Alderman Nelson asked if staff has explored the utilization of a system he has seen in large parking facilities where users are able to purchase "time tickets." Traffic Engineer Jennings responded that staff has looked at the syntem in the past and will again research its potential use in Evanston. He Indicated that he did not presently know the cost for such a system. Alderman Newman requested staff to research the City of Chicago policy regarding settling parking tickets in that he was under the impression that they have done away with accepting anything but 100% of the amount due. He questioned whether the City of Evanston should follow such a policy, if it exists, and file suit against scofflaws. Alderman Newman commended staff for doing an excellent job in addressing recommendations contained in the Parking Study. The Committee then voted unanimously to accept the Communication. CTA Station Improvements Alderman Newman stated that he attended the CTA hearing at the State of Illinois Building earlier this evening. He said that the meeting was well attended and noted that some CTA Board members were also present. Alderman Newman suggested that staff send a letter to CTA Board members highlighting the City's contributions to the CTA (i.e. the Transportation Center, landscape maintenance, etc.). City Manager Anderson advised that such a letter has already been sent and he encouraged all Aldermen to send similar letters as well. The Committee then voted unanimously to accept the Communication. Sale of Central Business District Parking Structures Alderman Nelson stated that the report does not address several concerns that he feels are important to the issue of privatization. He questioned the consultant's ability to fully examine the sale of a capital asset and asked for further analysis regarding the impact should one or both facilities be F sold. Alderman Wallin stated that she needs to see minutes from the October Parking Committee meeting to review the Committee's discussion. Public Works Director David Barber indicated that the Parking Committee expressed concern for the potential negative impact on the central business district should the garages be sold for redevelopment or if purchasers retained the garages and increased parking rates. Mr. Barber added that both of these actions would likely recreate the demand for on -street parking which the Parking Committee has been attempting to reduce. Alderman Wollin commented that the parking rates at the two City of Evanston facilities were lower than the norm. Alderman Newman stated that there would be better financial results for the Sherman Avenue garage once debt service obligations were completed. He added that in light of the fact that Evanston is competing with other area communities the City needs to be sensitive to parking rates, especially with regards to those tenants in the downtown area. Alderman Newman stated that the garage sale, which is a great asset to downtown businesses, may not be possible should the garage be sold and be controlled by someone other than the City. He indicated that he felt the case was made to not privatize the two facilities. Alderman Nelson responded that in his mind, no case has been made to not privatize in that the report under consideration: provides no A & PW Committee Meeting Minutes - October 28, 1991 Page -3- testimony from the Chamber of Commerce; is speculative as to what might happen in the event privatization should occur; does not examine the impact of sale of only one of the parking facilities; and inappropriately incorporates the impact of Research Park parking. Alderman Esch stated that increased parking rates in the parking garages would be interpreted by many to be an additional tax. She added that the City needs to better publicize the first hour free garage parking policy, especially for the upcoming holidays. Public Works Director Barber indicated that the Chamber of Commerce has marketed the first hour free concept through brochures and signs In stores. Alderman Newman restated his concern that any private operator of the garages would have to effect a rate increase that would have a negative impact upon downtown merchants. The Committee than voted 4-1 (Alderman Newman voting nay) to hold this matter over for further information and discussion. Grace Period for Overtime Parking Enforcement Alderman Wollin stated that the report makes an excellent case and she wholeheartedly supports not establishing a grace period, especially in light of the fact that tickets for two hours zones are usually not issued until two hours and twenty minutes have expired. Alderman Newman stated that consistency of enforcement would be a large problem should any grace period be established. The Committee then voted 5-0 to accept the Communication. Consolidation of Arts S Recreation Magazine and HIGHLIGHTS Newsletter Alderman Esch congratulated all staff members who put together the proposed consolidation. Alderman Wollin expressed concern that a reduction to four city newsletters per year would adversely effect the timeliness of information distribution to citizens. She stated that she was surprised that savings only amounted to $16,000. Assistant to the City Manager Vincent Adamus responded that persons involved in publication would have to expand the planning horizon from 2 to 3 months, adding that he did not feel this should be a problem In that most important meeting dates ace known well in advance. Mr. Adamus explained that the proposed magazine would have a longer shelf life than the current HIGHLIGHTS newsletter. Alderman Wollin stated that the community would have to be educated regarding the new format and the location of city news within the document. She added that she read in minutes from an Arts Council meeting that they are less than enthusiastic about the revised - format. Alderman Wollin stated that the new publication would have to have a c new logo, title and identity. Alderman Newman stated that the magazine front cover would have to let the reader know that the city newsletter was enclosed. Mr. Adamus indicated that the Recreation Department has experimented with tinted pages and found the offset in color to be effective in gaining the reader's attention. In response to Alderman Wollin, Mr. Adamus indicated that advertising revenues would decrease only as a a result of the reduction from five to four issues published annually. City Manager Anderson added that cost reductions would actually total $36,000: $16,000 through HIGHLIGHTS elimination by consolidation and $20,000 through the reduced number - new magazine issues to be published. Alderman Newman stated that he would support the consolidation only if there was visible notice on the magazine cover to let readers know that City news was contained within the publication. The Committee then voted 5-0 to approve the concept of - consolidation and to have the issue placed on the City Council agenda for _ consideration on November 11, 1991. PURCHASES: Larimer Park Improvements- City Manager Anderson indicated to Alderman Wollin that there are still a few A & PW Committee Meeting Minutes - October 28, 1991 Page -4- 1991-92 Capital Improvement Projects to be completed. The Committee then voted unanimously to recommend City Council approval for the low bid from Turf Care Landscaping at a total cost of $26,532.42. Chandler Center Roof The Committee voted 5-0 to recommend City Council approval for the low bid from Hanson Roofing at a total cost or $31,650.00. Green Bay Road - Jackson Avenue - Pavne Street Intersoction Phase I and Phase II Engineering Services ' In response to Alderman Wollin, City Engineer James Tonkinson indicated that this work would be dovetailed Into the Green Bay Road Project next spring. The Committee voted unanimously to recommend City Council approval for the proposal from Ten& & Associates, Inc., at a total cost of $31,585.56. Traffic Signal Parts The Committee voted 5-0 to recommend City Council approval for the proposal from James R. Barry & Associates at a total cost of $8,300.00. 9 Emergency Sewer Spot Repairs The Committee voted 5-0 to recommend City Council approval for the low bid from George Kennedy Construction Co., Inc., at a total cost of $35,139.00. Back Hoe Repairs In response to Alderman Nelson, Fleet Services Superintendent Charles Engel indicated that employee negligence was not a factor in the damages to the back hoe. The Committee then voted unanimously to recommend City Council approval for the proposal from Case Power and Equipment Co., at a total cost of - $6,050.00. Value Engineering of City Inspectional Services Alderman Wollin asked why such a study could not be conducted in-house. City Manager Anderson indicated that the Budget Team is using a number of techniques to streamline City services. He added that value engineering has been suggested by a number of sources and this would be a test of its usefulness. In response to Alderman Newman, Assistant City Manager Judith Aiello stated that customers will be surveyed to get feedback from individuals involved in the inspection system. Alderman Newman expressed support for the inclusion of customers in the analysis citing concerns from the Mather Home and the Chamber of Commerce. He requested further Information from staff regarding the methodology to ensure customer involvement in the analysis process. City Manager Anderson assured Alderman Newman that a cross section of customers would be involved and that staff would follow-up on the Alderman's request. Alderman Esch stated that she was glad to see an outside_ consultant examine an area that would be difficult to evaluate and change internally. The Committee then voted 5-0 to recommend City Council approval - for the proposal from Howard Ellegant & Associates at a total cost of $11,300.00. ITEMS FOR CONSIDERATION: Docket 279-1OB-91: Resolution 81-R-91 - Tax Abatement for 1982 Corporate Purpose Bonds Alderman Wollin asked that efforts be made to publicize the fact that abatements are made by the City whenever it is economically feasible. The Committee then voted unanimously to recommend City Council approval for Resolution 81-R-91. A & Pu Committee Meeting Minutes - October 28, 1991 Page -5- Docket 280-10B-91: Resolution 82-R-91 - Tax Abatement for 1983 Corporate Purpose Bonds The Committee voted unanimously to recommend City Council approval for Resolution 82-R-91. Docket 281-10B-91: Resolution 83-R-91 - Tax Abatement for 1986 Corporate Purpose Bonds The Committee voted unanimously to recommend City Council approval for Resolution 83-R-91. Docket 282-10B-91: Resolution 84-R-91 - Tax Abatement for 1987 Corporate Purpose Bonds. Tho Committee voted unanimously to rocommend City Council approval for Resolution 84-R-91. Docket 283-108-91: Resolution 85-R-91 - Tax Abatement for 1990 Corporate Purpose Bonds The Committee voted unanimously to recommend City Council approval for Resolution 85-R-91. Docket 284-1OB-91: Resolution 86-R-91 - Abating 1991 Property Tax Levy Alderman Newman stated that although he had no problem utilizing the State income tax surcharge for property tax abatement purposes this year he would like to see this practice reviewed by the Budget Policy Committee and/or any other appropriate committee at some future date. The Committee then voted unanimously to recommend City Council approval for Resolution 86-R-91. Docket 285-10B-91: Resolution 89-R-91 - Oak Street Market Parking Lot Lease Renewal The Committee voted 5-0 to recommend City Council approval for Resolution 89-R-91. Docket 286-1OB-91: Ordinance 20-0-91 - Creating Pawnbroker's License In response to Alderman uollin, Police Chief Ernest Jacobi indicated that he did not know if other communities conducted background checks of pawnbrokers but the establishment of this license category would allow for better rogulation of pawnbrokers in Evanston. The Committee then voted 5-0 to recommend City Council introduction of Ordinance 20-0-91. Docket 287-1OB-91: Ordinance 1OL-0-91 - Increase in License Fees for Restaurants Alderman uollin stated that she felt the increase, which is being made to more fully recover City costs, is reasonable. In response to Alderman Paden, staff indicated that the average fee increase would be in the $60.00 per year range. The Committee then voted 5-0 to recommend City Council introduction of Ordinance 106-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 223-BA-91: Ordinance 105-0-91 - R.E.P.D. Visitor/Resident Permit Fees Alderman wollin stated that she thought the consistency in parking fines for Residents Only and Residents Exempt parking districts was a good practice. The Committee then voted 4-1 (Alderman Nelson voting nay) to transmit Ordinance 105-0-91 to the City Council for adoption. Docket 276-10A-91: Ordinance 104-0-91 - Sale of Surplus Vehicles Ordinance 104-0-91 was, without further Committee discussion, transmitted to the City Council for adoption. A & PW Committee Meeting Minutes - October 28, 1991 Page -6- At this time the Committee considered the following items not on the regular agenda: Alderman Wollin, in response to concerns raised by members of the Planning and Development Committee, moved to refer further examination of the issue of contractual plan review and inspection services to the Planning and Development Committee. Alderman Newman asked to hold this over until the next meeting when Alderman Rainey will return. He added that he will not be present November llth and asked that the record indicate his opposition to such a reference. Alderman Newman advised the Committee that members of the Legal Sub -Committee had received a memorandum from staff. [to asked that the memorandum be placed on the Committee agenda for the November llth meeting. Alderman Paden asked for a meeting date for the Committee. Alderman Newman requested that a recent newspaper article regarding the City of Chicago Law Department be distributed to the Committee. Alderman Paden asked for a report from the Housing Rehabilitation and Property Services Department updating the status of burned and boarded buildings. The being no further business the meeting was adjourned at 8:58 P.M. Christop �r Johnson Director of Safety and Risk Management I MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of November 11, 1991 Members Present: Aldermen Esch, Nelson, Newman, Paden, Rainey and Wallin Members Absent: None Staff Present: Adamus, Aiello, Anderson, Barber, Brenniman, Casey. Edwards, Engel, Fair, Franzen, Jennings. C. Johnson, Logan, Powers, Schockweiler, Stoneback, Tonkinson, Wirth, Zendell, and Zimmerman Presiding Official: Alderman Esch Summary of Action: The Meeting was called to order at 7:38 P.M. *2z Minutes of October 30, 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. City Bills of November 6, 1991 Alderman Nelson requested additional information regarding the purchase of medical supplies from Scientific Supply Company by the Health Department (p.12) and payments to Evanston Hospital by the Fire Department (p. 9). The Committee then voted unanimously to approve City Bills of November 6, 1991. E Alderman Esch arrived at this time. COMMUNICATIONS: Response to Bills List Inquiries Alderman Wallin asked for a report from staff describing the ways contractual instructors for Recreation Department classes are paid (i.e. are all paid 507. of class revenues). The Committee then voted 5-0 to accept the Communication. Memo from Planning and Development Committee Regarding Plan Review and Inspectional Services Alderman Esch deferred discussion of this topic until Alderman Newman's arrival. Report on Boarded Buildings In response to Alderman Paden, Director of Housing Rehabilitation and Property Maintenance Catherine Powers indicated that the building at 1721 Brown has been boarded for approximately three months and that staff is checking into the property owner's intentions regarding its future. In response to further inquiry from Alderman Paden, Ms. Powers stated that the building at 609 Oakton, which is owned by an elderly couple who has moved in with their daughter in another suburb, has been boarded for approximately nine months. She added that due to the couple's elderly condition, their daughter will not be making a decision soon as to the property's disposition. Hs. Powers stated that the building does not meet the statutory criteria for demolition at this time. Alderman Paden suggested that staff give the family notice as to City_ procedures regarding boarded buildings to assist them in making a decision in the near future. Alderman Paden commended Ms. Powers for an providing excellent report. The Committee then voted unanimously to accept the Report. A & PW Committee Meeting Minutes - November 11, 1991 Page -2- Legal Ooininn Regarding: the Collection of Parking Ticket Fines Prior to Issuance of. Residents Exempt. Residents Only, and Monthly Parking Permits The Committee voted 5-0 to accept the Communication. Crown Center Canital Improvement The Committee voted unanimously to accept the Communication. Alderman Newman arrived at this time and was congratulated by all on the birth of Benjamin Newman on November loth. Emergency Purchase - Drainage Basin S03 Alderman Wollin asked staff to be surd to notify area residents and institutions of the dates that Central Street will be closed during this Project. The Committee then voted unanimously to accept the Communication. Memo from Planning and Development Committee Regarding Plan Review and Inspectional Services Alderman Newman stated that he interpreted acceptance of the Communication to mean that the Committee will be taking no action at this time. Alderman Rainey stated that she does not know why members of the Planning and Development Committee (P & D) are upset in that Administration and Public Works Committee (A & PW) members have already accomplished their objective of saving money by having the contract put out for bids. She added that P & D members should have no problem with A & PW efforts to provide savings to people doing business with the City. Alderman Wollin stated that at the October 28th meeting, she moved to have any additional cost analysis done by P & D, and that said motion was hold over. Alderman Wollin indicated that she would make a similar motion should further analysis become necessary. Alderman Rainey suggested waiting for receipt of proposals and P & D response to those proposals received before A & PW gives this issue any additional consideration. Alderman Newman stated that there were several opportunities for input from P & D members at A & PW meetings where this issue was discussed. He added that it was too late for a "turf" fight and the only issue at hand is whether or not privatization of plan review and inspectional services is fiscally and operationally responsible. Alderman Newman suggested that P & D was free to use materials generated by A & PW during discussions adding that he would be open to a joint meeting of the two committees. ;ie stated his opposition to any attempt to divest A & PW jurisdiction. Alderman Nelson moved to refer the this issue to P & D for input, with an understanding that such a reference does not represent a jurisdictional concession by A & PW. Alderman Newman voiced his opposition to the motion stating that he felt the Committee should do nothing to imply that it will not complete several months of work regarding this topic. He said he would support the motion only if it were made completely clear to all that A & PW would continue its examination of the privatization question. Alderman Rainey expressed her support of Alderman Nelson's motion stating that A & PW welcomes input on this topic from any interested party. The Committee then voted unanimously in favor of Alderman Nelson's motion with the understanding that the reference to P & D would not preclude further consideration of plan review and inspectional services by A & PW. At this time, at the request of Mayor Barr, staff presented to the Committee five suggested dates for a joint meeting of the Liquor Control Commission and the Administration and Public Works Committee. After a brief discussion, the Committee proposed an alternative meeting date of Monday, December 9th at 6:00 P.H. Staff was directed to communicate this time and date back to the Mayor. r A & PW Committee Meeting Minutes - November 11, 1991 Page -3- PURCHASES: Road Salt The Committee voted unanimously to recommend City Council approval for the utilization of the State Contract low bidder, Akzo Salt, at a cost of $23.32 per ton. Special Assessment #1394 - Paving of Bryant Avenue The Committee voted 6-0 to recommend City Council approval for the low bid from Artley Paving Co., at a total cost of $175,700.00. Fire Engine Repairs In response to Alderman Nelson, Fleet Services Superintendent Charles Engel clarified that a fire engine compartment door was either left open or came open from an unsecured position and struck the garage door frame at Fire Station #5. The Committee voted unanimously to recommend City Council approval for the proposal from Pierce Manufacturing at a total cost of $8,500.00. Parking Lot Landscape Improvements The Committee voted 6-0 to recommend City Council approval for the proposal from Nature's Perspective at a total cost of $5,850.00. Boiler Repairs at Police Department Alderman Nelson asked if the boiler at the Police Department was included in the recent building renovation project. Assistant City Manager Bruce Zimmerman indicated that the boiler tubes in question were not a part of such work. He added that the boiler tubes, which are eight or nine years old, have developed holes that are leaking to the extent that the tubes will not withstand another winter. Alderman Nelson, noting that nine years is not a long time for boiler tubes to last, directed staff to check for any warranty from the previous installer which might prove applicable. Alderman Rainey requested further information regarding a boiler study completed approximately two years ago, specifically regarding why the study did not detect the current problem. In response to Alderman Rainey, Purchasing Agent Kevin Fair indicated that the low bidder, Lou's Welding, has completed some work for the City in the past. Mr. Fair shared staff's concern regarding the fact that the low bidder typically sub -contracts various aspects of jobs not related to welding. In this instance, the low bid did not include costs for a significant portion of the work to be performed. The Committee then voted unanimously to recommend City Council approval for the second low bid from Hayes Boiler A Mechanical at a total cost of $20,647.00. Traffic Signal and Street Light Repairs Traffic Engineer David Jennings clarified for Alderman Nelson that the wiring to be replaced at Foster and Sheridan was defective due to age and not due to any faulty installation or materials. Mr. Jennings also clarified that concrete streetlight bases torn out by Commonwealth Edison and being replaced through this recommended contract were originally improperly placed over the utility's lines. The Committee then voted 6-0 to recommend City Council approval for the low bid from Wood Electrical Construction at a total cost of E $24,126.00. Traffic Signal Parts (Church and Orrington) -_ The Committee voted 6-0 to recommend City Council approval for the proposal from Roger L. Brown Sales Agency, Inc., at a total cost of $9.936.55. t` 1 A & PW Committee Meeting Minutes - November 11, 1991 Page -4- j I Portable Storage Containers for the Recycling Center The Committee voted unanimously to recommend City Council approval for the low bid from Stanton Equipment Co., at a total cost of $9.900.00. Natural Gas The Committee voted unanimously to recommend City Council for the proposal from Santana Natural Gas at a cost of S.006 per therm over the Lower Midwest monthly price index published in "Inside FERC." Chanxe Order - Basin S03 Work The Committee voted 6-0 to recommend City Council approval for the proposal from LoVerde Construction Company at a total estimated cost of $53,500.00. ITEMS FOR CONSIDERATION: Docket 295-1IA-91: Consolidation of Arts & Recreation Magazine and HIGHLIGHTS Newsletter Alderman Wollin stated that upon seeing proposed cover graphics, she could support consolidation only if lettering showing that City news was also contained in the document was more evident. Alderman Nelson suggested: that the existing Arts and Recreation cover remain intact; that the the back cover of the publication be inverted and used as a HIGHLIGHTS cover; and that HIGHLIGHTS pages also be inverted in the publication to match the back cover. Alderman Wollin and Alderman Newman expressed concern regarding the potential advertising revenue loss should the back cover be so utilized, Alderman Newman adding the he supported the enlarged lettering on the front cover as recommended by Alderman Wollin. Assistant to the City Manager Vince Adamus requested Committee approval for the staff proposed format adding that it could be changed after the first edition was published. City Manager Eric Anderson also requested that an attempt be made to modify the front cover before sacrificing the back cover revenue. The Committee then voted 4-2 (Aldermen Rainey and Paden voting nay) to recommend City Council approval for the format presented by staff with enlarged lettering on the magazine's front cover to better illustrate the City news contained within. Docket 296-IIA-91: Ordinance 109-0-91 - Special Service District #4 Tax Levy Alderman Newman stated that the staff memorandum content was good for the _ twelve incumbent Aldermen but it did not provide sufficient information for the six new Aldermen. He asked staff to be sensitive to the fact that new Aldermen frequently need more background information. Alderman Newman posed several questions to staff: Why did this item not go to the Economic = Development Committee? How successful: have EVMARK's marketing efforts been? Does downtown maintenance include sidewalk maintenance and, if not, who maintains sidewalks in the downtown area? City Manager Anderson apologized to = Alderman Newman, adding that special service districts are common throughout the country and he did not realize that a detailed explanation of their M= concept was necessary. In response to Alderman Newman's questions, Assistant City Manager Judith Aiello stated that this Ordinance was brought through the Administration and Public Works Committee because all tax levy matters are under the Committee's jurisdiction. She added that EVMARK activities are = approved through the EVMARK Board whose members include the City Manager and the Director of Public Works. Alderman Nelson stated that the special service district concept was discussed by the Economic Development Committee and sent forward to A & PW. In response to Alderman Newman, Alderman Nelson stated that the Committee was not to review th8 EVMARK Budget this evening. Ms. Aiello added that the City does not monitor the EVMARK Budget or the _ organization's use of tax monies received. Regarding sidewalks, Public Works A A PW Committee Meeting Minutes - November 11, 1991 Page -5- Director Barber advised that the City provides maintenance services. He indicated that some new materials for sidewalk patching have been paid for from the special tax fund. Mr. Barber also advised that a plan for downtown improvements will be presented to the Committee in the near future. The Committee then voted unanimously to recommend City Council introduction of Ordinance 109-0-91. Docket 297-11A-91: Ordinance 110-0-91 - Green Bay Road Project - Amend Joint Agreement The Committee voted 6•0 to recommend City Council introduction of Ordinance 110-0-91. Docket 298-11A-91: Ordinance 111-0-91 - Green Bay Road Project - Jurisdictional Transfer The Committee voted 6-0 to recommend City Council introduction of Ordinance 111-0-91. Docket 299-11A-91: Ordinance 113-0-91 - No Parking on Gross Point Road North of Crawford Alderman Nelson, noting that Gross Point Road has been reduced from four to three lanes, asked staff to evaluate the lane reduction at some future date. City Engineer James Tonkinson advised that the lane reduction reflected the reduced street width which, at 36 feet, would preclude a return to four lanes. The Committee then voted unanimously to recommend City Council introduction of Ordinance 113-0-91. Docket 300-11A-91: Ordinance 114-0-91 - One -Way Stop - Walnut and Prairie The Committee voted 6-0 to recommend City Council introduction of Ordinance 114-0-91. Docket 301-11A-91: Ordinance 115-0-91 - Changing Residents Exempt Parking District to Residents Only Parking District At the request of Alderman Paden, this item was held in Committee. Docket 302-11A-91: Ordinance 116-0-91 - R.O.P.D. and R.E.P.D. Permits Traffic Engineer Jennings distributed a revised copy of the Ordinance which contained clarification requiring permit applicants to either a) pay all outstanding parking tickets fines or b) set a court date for outstanding parking tickets prior to permit issuance. Alderman Nelson, acknowledging that those applicants whose vehicles were boot eligible and opted for b? above would have to post a bond assuring their appearance in court, asked why such a bond requirement could not be made for applicants with less than ten tickets. Assistant Corporation Counsel Kathleen Brenniman stated that some legal research would be necessary to respond to Alderman Nelson's question. Alderman Nelson stated that amendatory language could be added to the Ordinance at a future date should a favorable legal opinion be renderred. In response to Alderman Newman, Traffic Engineer Jennings indicated that applicant's license plates are checked by staff to verify residency. Mr. Jennings advised the Committee that the changes mandated through Ordinance 116-0-91 will require significant administrative work and asked that the Ordinance be adopted by Council this evening. The Committee then voted unanimously to recommend City Council introduction and adoption of Ordinance 116-0-91. Docket 303-11A-91: Ordinance 117-0-91 - Boundary Change for R.E.P.D. "A" The Committee voted unanimously to recommend City Council introduction of Ordinance 117-0-91. A & PW Committee Meeting Minutes - November 11, 1991 Page -6- ITEMS PREVIOUSLY CONSIDERED: Docket 286-108-91: Ordinance 20-0-91 - Creating Pawnbroker's License Alderman Rainey noted that the only two pawnbrokers in Evanston are on Howard Street and that one of them has been arrested and convicted for selling stolen property three times. She asked to have this Ordinance held at the City Council in that she wished to further amend it by adding a provision limiting the number of pawnbrokers licenses to be issued. Alderman Rainey stated that several other licensing issues such as transfers, renewals, and issuance to persons convicted of crimes, were not addressed by the current ordinance. Alderman Rainey further requested that a reference be made to the Planning and Development Committee to considor making pawnbroker establishments either prohibited or special uses under the new zoning ordinance. Docket 287-108-91: Ordinance 106-0-91 - Increase in License Fees for Restaurants The above previously introduced Ordinance was, without further comment by the Committee, transmitted to the City Council for adoption. At this time Alderman Newman asked that an upcoming Administration and Public Works Committee agenda provide for discussion of how the Commonwealth Edison negotiating team will communicate with the Administration and Public Works Committee. Alderman Newman stated that he felt it very important for Committee members to be kept abreast of offers being made by Commonwealth Edison as well as the City's response to such offers. Alderman Wollin stated that she did not want to discourage input from other City Council members by limiting discussions to A & PW and suggested that communications regarding Commonwealth Edison negotiations be considered by the Council as a whole. Alderman Newman stated his preference to have special A & PW meetings for such discussion on off -Council nights so that all interested aldermen could attend. He added that he felt it critical for the City Council to provide guidance to the City's negotiating team. There being no f rther business the Committee adjourned at 9:01 P.M. Christopherohnson Director of Safety and Risk Management MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of November 25, 1991 Members Present: Aldermen Esch, Newman, Paden, Rainey, and Wollin Members Absent: Alderman Nelson Staff Present: Adamus, Aiello, Anderson, Barber, Borys, Brenniman, Casey, D'Agostino, Edwards, Engel, Fair, Figurelli, Franzen, Halperin, Jennings, C. Johnson, Olkowski, Rubin, Rudd, Shonk, Schockweiler, Tonkinson, Wirth, Witt, Wright, Zendell, and Zimmerman Presiding Official: Alderman Esch Summary of Action: The Meeting was called to order at 7:37 P.M. EVMARK Presentation The Chair recognized Terry Jenkins, Marketing Coordinator for EVMARK. Hr. Jennings gave the Committee an overview of EVMARK, beginning with a explanation -of the organization's mission. EVMARK was formed four years ago by Ordinance, in response to implementation of a special service taxing district for downtown Evanston. Their primary goal is administration of the $250,000 special service tax levy for the district, 50% of which is designated for downtown marketing purposes and 50% for physical maintenance and improvements in the downtown area beyond those expected from the City. Me. Jenkins indicated that the EVMARK Board is composed of 30 people including landowners, business people, the City Manager, the City's Public Works Director, and a representative of the Chamber of Commerce. Mr. Jenkins, referring to a checklist he distributed to the Committee, described in some detail EVMARK's activities in the areas of promotion, communication, economic maintenance and design, and advertising. He also distributed several brochures and pamphlets developed by EVMARK which addressed these areas. Mr. Jenkins emphasized that downtown Evanston is in good shape regarding vacancies and sales per square foot when compared to _ central business districts in other Chicago suburban communities. He stated that sales in downtown Evanston are now in the middle to high price ranges and that he doubted the return of a major department store in the near future. Mr. Jenkins indicated to the Committee that a priority for EVMARK lies in the area of physical improvements. While the EVMARK Board originally perceived = sidewalks as the most important improvement to be addressed, it was decided that a more comprehensive overview of downtown goals and marketing direction was necessary before making any recommendations regarding physical Improvements. As a result, a consortium of five urban planning firms, Teska Associates, Barton-Aschman Associates, A.M. Kinney Associates, Land Design Collaborative, and CH2M Hill, all located in downtown Evanston, would develop a ten year comprehensive plan. The consortium, utilizing the City's Comprehensive General Plan as a starting point, worked with landowners, the Plan Commission, the Planning Department, and others to also develop a = "Christmas List" of downtown improvements. Mr. Jenkins cited several "plusses" identified in the consortium plan associated with downtown Evanston: 1) the central business district is handling _ f A & Pu Committee Meeting Minutes - November 25, 1991 Page -2- the loss of major department stores better that other communities who have similar experiences; 2) downtown Evanston has a strong visual image with good architecture, and 3) strong anchors for downtown are already in existence (i.e. banks) or are planned for future development (i.e. the now Library, the Research Park and the Transportation Center). Mr. Jenkins also cited ongoing concerns of EVMARK that need to be addressed such as inadequate street lighting, a 17-year old streetscape in need of both consistent maintenance and a long-term replacement program, viaducts in need of significant visual improvements, the incorporation of public art into the downtown area, and the continued use of Community Development, Block Grant Funds for appropriate applications. Mr. Jenkins stated that plans for downtown developed.by EVMARK have now reached the stage where they nauded to be discussed and considered by the City Council and possibly incorporated, as appropriate, into the City's Comprehensive General Plan and Capital Improvement Program. Mr. Jenkins shared with the Committee some visual examples of suggested streetscapes for downtown Evanston. He indicated that the characteristics of different parts of downtown may call for different streetscape design (i.e. brick sidewalks in some areas while others would be better served with concrete sidewalks or a combination of brick and concrete and brick sidewalks) and displayed for the Committee a downtown map which showed possible streetscape type utilization on a block by block basis. Referring to the EVMARK Design Group's executive summary, Mr. Jenkins noted that the City will be investing between $50 and $55 million in downtown Evanston over the next five years (including the Library, Transportation Center and Research Park). Of that total, approximately $10 million would be needed to address streetscape improvements including sidewalks ($7.5 million), Fountain Square ($.55 million), public art ($.45 million) and store front improvements ($.80 million). Mr. Jenkins closed his presentation by stating that the next step is for the City Council to decide whether or not to proceed with a specific review of the Downtown Plan and to open dialogue with EVMARK and other interested parties regarding financing of the Plan. He added that downtown landowners should, in EVMARK's opinion, be involved in the financing of capital improvements in the central business district and that the level of such financial participation will have to be determined at some future date. EVMARK will be meeting with City staff during the next few weeks to develop a package of financing mechanisms that will be realistic to all involved parties. In response to Alderman Rainey, Mr. Jenkins stated that the current five-year special service tax will expire in August of 1992 and that the drafting of a five-year renewal ordinance at $250,000 per year is already in the works. In response to Alderman Newman, Alderman Wallin indicated that no immediate action is required of the Committee however EVMARK's recommendations should be considered during upcoming discussion of the Capital Improvement Program (CIP). Referring to the CIP spreadsheet, specifically the proposed $2.2 million for zone 2 streetscape allocation for fiscal 1993-94, Alderman Rainey asked if special service funding was realistic. Mr. Jenkins indicated that all numbers were not in at the time CIP figures were developed and that the numbers contained therein may or may not prove to be accurate. He added that he doubted whether a special service tax district could fully support expenditures of the magnitude indicated in the CIP. City Manager Eric Anderson advised the Committee that this would be one of several CIP issues to be addressed by the City Council. A & PW Committee Meeting Minutes - November 25, 1991 Page -3- Alderman Wollin stated that she had recently attended meeting of downtown business people and agreed with statements made there regarding exciting times ahead for downtown Evanston. She emphasized her feeling that marketing will be key to success. In response to Alderman Newman, Public Works Director David Barber indicated that staff has been working with EVMARK to improve sidewalk maintenance in the downtown area. New materials have been found which better match the existing sidewalks and provide a more appealing solution than previously used asphalt. Mr. Jenkins commented that the Public Works Director has been extremely helpful in this endeavor. City Manager Anderson stated that sidewalk maintenance was an issue to be addressed through the City's operating budget as opposed to the Capital Improvement Program. He added that staff is working to develop not only a maintenance program for sidewalks currently in place, but also a program for the maintenance of new sidewalks once they are installed. Minutes of November 11. 1991 Meeting The Committee voted unanimously to approve the minutes as submitted. City Bills of November 20, 1991 Alderman Newman, referring to earlier discussion regarding the viaducts in downtown Evanston, requested information pertaining to CTA and METRA funding available for viaduct rehabilitation. Alderman Paden asked for a copy of the bill from Seyfarth Shaw Fairweather (p. 2) and a report on the Families in Transition Program (p. 34). Alderman Rainey requested clarification of the large petty cash reimbursement in the Recreation Department (p. 28). Alderman Esch asked for further information regarding payments to Willye Tillman through the Health Department (p. 11) and M & M Security Services under Home Security Lock Program (p. 31). The Committee then voted 5-0 to approve City Bills of November 9, 1991. COMMUNICATIONS: Response to Bills List Inquiries The Committee voted unanimously to accept the communication. Fire Department Monthly Report - October. 1991 Alderman Rainey observed that, despite the Fire Department's best efforts, some people continue to have false alarm problems. Noting the reported presence of insects in smoke detectors at one facility, Alderman Rainey requested that the Property Services Department follow up at that location for potential health problems. The Committee then voted 6-0 to accept the Report. Parking Ticket Settlement Follow -Up Report The Committee voted unanimously to accept the Report. Proposed 1991-96 Capital Improvement Program Alderman Rainey suggested that Committee look at their calendars during the City Council meeting and get together afterwards to set up a meeting time and date for discussion of the Program. PURCHASES: Train Station Landscaping Maintenence At the request of Alderman Rainey this item was held in Committee for further discussion on December 16, 1991. A & PU Committee Meeting Minutes - November 25, 1991 Page --4- Insituform Installation The Committee voted unanimously to recommend City Council approval for the proposal from Insituform Midwest, Inc., at a total coot of $305.848.00, Water Plant Electrical Cable Replacement The Committee voted unanimously to recommend City Council approval for the low bid from Gibson Electric Company at a total cost of $19,936.00. Emergency Sewer Spot Repair Contract Change Order The Committee voted 5-0 to recommend City Council approval for the proposal from George Kennedy Construction at a total cost of $23,000.00. 1991-92 Fiscal Year Audit Services Alderman Rainey indicated that the recommended price was negotiated and represented a significant reduction from that originally proposed by Friedman, Eisenstein, Raemer & Schwartz. The Committee then voted 5-0 to recommend City Council approval for the proposal from Friedman, Eisonstein, Raemer & Schwartz at a total cost of $38,200.00. Library Construction ManaL2r Alderman Vollin asked who the other firms were that submitted proposals for this contract and what their pricing was compared U.S. Equities. Alderman Rainey stated that she was a member of the City Council appointed interview team that met with the five finalists. She indicated that U.S. Equities stood head and shoulders above the other firms and that their fee was most reasonable in comparison. Alderman Newman, referring to Section 2.1 of the proposed U.S. Equities Contract, expressed concern with the clause "USE shall provide up to 40 hours of services to evaluate the feasibility of constructing the Project at alternative sites and the feasibility of a single phase Project." He stated that in his mind, site selection and construction methodology has been finalized by the City Council and that alternatives were not acceptable. City Manager Anderson indicated that the clause in question was inserted as a contingency in case a new site was proposed or a single phase construction plan developed. The reason for the clause is to limit the amount of time spent by the consultant on such alternatives. Referring to Section 10.4 of the Contract pertaining to termination in the event that the Project becomes single phase, Alderman Rainey asked if U.S. Equities has notified the City that they would want Contract termination should a single phase construction schedule be developed. City Manager Anderson indicated that Section 10.4 is intended to allow for renegotiation with U.S. Equities in the unlikely event a single phase Project schedule arose. In response to Alderman Rainey, the City Manager stated that should a new site be determined, the current design for the library would have to be reviewed. Alderman Rainey expressed her strong concern that the language in Section 2.1 mentioned above OR - casts some doubt upon the City Council's commitments regarding library location and two phase construction concept and moved to have the phrase "USE shall provide up to 40 hours of services to evaluate the feasibility of constructing the Project at alternative sites and the feasibility of a single phase Project" deleted from the Contract. The Committee unanimously approved her motion. Alderman Rainey then referred to Section 7.6 of the Contract pertaining to subcontractors and asked how many subcontractors U.S. Equities was intending to use. Ted Peterson of U.S. Equities responded that all work would be done in-house except that performed by Rodriguez and Associates. In response to Alderman Rainey, City Manager Anderson indicated that there would be not a direct contract with Rodriguez and Associates and that another �- subcontractor would be substituted should Rodriguez and Associates become F A & PW Committee Meeting Minutes - November 25, 1991. Page -5- insolvent. Alderman Rainey stated that the Interview Committee was very Impressed with Rodriguez and Associates and felt their involvement to be onsential. City Manager Anderson assured Alderman Rainey that the relationship between U.S. Equities and Rodriguez and Associates was solid and that all parties were sensitive to the Interview Committee's desire to have Rodriguez and Associates involved in the Project. In response to Alderman Rainey, City Manager Anderson clarified that Michael Kurtzon is An attorney engaged by the City to assist in contract negotiations with U.S. Equities. Alderman Rainey, stating that she was not familiar with Mr. Kurtzon, requested additional information regnrding his background. The Committee then voted unanimously to recommend City Council approval for the proposal from U.S. Equities, an amended, at a coat not to exceed $450,000.00. ITEMS FOR CONSIDERATION: Docket 310-11B-91: Resolution 90-R-91 - Office Space Lease Renewal - Congressman Yates The Committee voted 5-0 to recommend City Council approval for Resolution 90-R-91. Docket 311-11B-91: Resolution 91--R-91 - Office Space Lease Renewal - Evanston Township The Committee voted 5-0 to recommend City Council approval for Resolution 91-R-91. Docket 312-11B-91: Resolution 92-R-91 - Office Space Lease Renewal - Representative Schakowsky The Committee voted 5-0 to recommend City Council approval for Resolution 92-R-91. Docket 313-IIB-91: Resolution 93-R-91 - Parking for Wheelchair Bound - 1301 Mulford The Committee voted unanimously to recommend City Council approval for Resolution 93-R-91. Docket 314-11B-91: Ordinance 121-0-91 - Loading zone - 940 Pitner The Committee voted unanimously to recommend City Council introduction of Ordinance 121-0-91. Docket 301-11A-91: Ordinance 115-0-91 - Changing Residents Exempt Parkink District to Resident Only Parking District The Committee voted 4-0 (Alderman Paden abstaining) to recommend City Council introduction of Ordinance 115-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 296-11A-91: Ordinance 109-0-91 - Special Service District #4 Tax Levy. Docket 297-IIA-91: Ordinance 110-0-91 - Green Bay Road Project - Amend Joint Agreement Docket 298-IIA-91: Ordinance 111-0-91 - Green Bay Road Project - Jurisdictional Transfer Docket 299-IIA-91: Ordinance 113-0-91 - No Parking on Gross Point Road North of Crawford Docket 300-11A-91: Ordinance 114-0-91 - One -Way Stop - Walnut and Prairie 07 Docket 303-11A-91: Ordinance 117-0-91 - Boundary Change for R.E.P.D. "A" The above previously introduced Ordinances were, without further Committee PP discussion, transmitted to the City Council for adoption. A & Pu Committee fleeting Minutes - November 25, 1991 Page -6- Docket 286--10B-91: Ordinance 20-0-91 - Creating Pawnbroker's License This item was held in Committee until the December 16, 1991 meeting. There being no further business the Committee adjourned at 9:12 P.H. �i 1 Christopher 4ohnson Director of Safety and Risk Management 11 MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of December lb, 1991 Members Present: Aldermen Esch, Nelson, Newman, Rainey and Wollin Members Absent: Alderman Paden Staff Present: Aiello, Barber, Dittmer, Edwards, Elg, Fair, Figurelli, Franzen, Grodaky, C. Johnson, Marino, Olkowski, Rubin, Shonk, Schockweiler, Schuler, Tonkinson, Wirth, Witt, Wright, Zondell. and Zimmerman Presiding Official: Alderman Esch Summary of Action: The Meeting was called to order at 7:04 P.M. Minutes of. November 25, 1991 Meeting, The Committee voted unanimously to approve the minutes as submitted. City Bills of December 11, 1991 In light of the Committee's heavy agenda Alderman Esch suggested that only questions emergency in -nature regarding the City Bills be presented this evening and that requests for routine information be submitted in writing to staff. She also announced that there would be a brief executive session at the end of the meeting pertaining to one entry on the Bills List. The Committee then voted unanimously to approve City Bills of December 11, 1991. COMMUNICATIONS: Response to Bills List Inquiries The Committee voted 5-0 to accept the Communication. Police Boiler Follow Up Information The Committee voted 5-0 to accept the Communication. Lakefront Safety Follow Up Report Alderman Newman asked staff to provide the Committee with a legal opinion from outside counsel regarding the various staffing options for lakefront security described in the Report and the impact each may have on the City's tort immunity. The Committee then decided to hold further discussion of this topic over until the January 13, 1992 meeting. Fire Department Monthly Report - November, 3991 The Committee voted unanimously to accept the Report. Snow Storm Response In response to Alderman Rainey, Public Works Director David Barber indicated that during a first level snow response (less than 2 inch snowfall), City crews apply salt to main streets until clear and then move into residential areas. He added that plowing commences only after a two inch accumulation. Aldermen Rainey asked if there has been any change in snow removal procedures regarding side streets during the past five years. Mr. Barber responded that during his three years with the City there has not been any change in the City's approach to snow removal. Alderman Newman stated that the public's E_ L A & PW Committee Hooting Minutes - December 16, 1991 Page -2- perception of the snow removal program is not good and that he has heard people say that the City of Chicago is much more effective In Its removal efforts. Alderman Newman acknowledged that Chicago has the advantage of an overnight parking ban on snow routes throughout the winter months and suggested that the City of Evanston examine the possibility of such a policy. He added that he did not wish to compromise the public's safety by not declaring a snow emergency In an effort to save money. Mr. Barber commented that Chicago's snow routes are heavily travelled thoroughfares and that the high volume of traffic in fact acts to clear those streets of snow. He added that side streets in Chicago are not salted or plowed until snow routes have been cleared. In response to Alderman Nelson, Mr. Barber indicated on streets with joint jurisdiction such as Crawford Avenue, Golf Road and Elgin Road, each municipality generally concentrates on its own side. Alderman Newman asked how it was determined which side streets were salted and/or plowed first. fir. Barber responded that such determination was made based upon those streets Which have historically created problems through the presence of parked cars. He suggested that a more in-depth presentation regarding snow removal be provided to the Committee at some future date when the agenda was not so heavy. The Committee then voted 5-0 to accept the Communication. Maple Avenue Improvements The Committee voted unanimously to accept the Communication. PURCHASES: Arts and Recreation Magazine Alderman Wollin moved to amend staff's recommendation and utilize the alternate printing bid from Combined Printing through which the use of recycled paper was proposed. She stated that the City is building a material processing facility to show a commitment to recycling and should further demonstrate such a commitment by making every effort to use recycled products. Recreation Superintendent Richard Grodsky indicated that utilization of recycled paper would add $10,152 to the Magazine's production costs and would require some modification to the proposed 1992-93 Budget. Alderman Rainey pointed out that the use of recycled paper would raise total costs of ARTS AND RECREATION production and distribution to approximately $94,000 which is about the same it cost prior to current efforts directed to reduce expenditures associated therewith. The Committee voted down Alderman Wollin's amendment by a 2-3 vote (Aldermen Rainey, Nelson and Esch voting nay). The Committee then voted 3-2 (Aldermen Newman and Wollin voting nay) to recommend City Council approval for: the low typesetting bid from Lynn Pearson at a total estimated annual cost of $8,672.00; and, the low printing bid from Bawden Printing, Inc., at a total estimated annual cost of $59,920.00. Noyes Center Flooring, In response to Alderman Rainey, Purchasing Agent Kevin Fair indicated that there would not be any additional costs associated with this contract should it be discovered that the sub -floor was defective in that necessary repairs to underlayment were included in the scope of bid documents. The Committee then voted 5-0 to recommend City Council approval for the second low bid from Pro Star, Inc., at a total cost of $24.900.00. Noyes Center Electrical Modifications The Committee voted 5-0 to recommend City Council approval for the low bid from Shaw Electric Co. at a total cost of $35,611.00. A A PW Committee Meeting Minutes - December 16, 1991 Page -3- Train Station Landscapinr. Maintenance In response to Alderman Newman, Public Works Director Barber indicated that the Davis Street CTA Station was not included in the scope of this contract due to the fact that construction of the Transportation Center will commence this coming Spring. Mr. Barber added that discussion is now taking place with the CTA regarding landscape maintenance at the new facility upon its completion. The Committee then voted unanimously to recommend City Council approval for the low bid from Nature's Perspective Landscaping at a total cost of $33,255.00. Police Vehicles Public Works Director Barber confirmed for Alderman Wollin that the $22,000 in remaining budgeted funds will be used to purchase light bars for the new vehicles. In response to Alderman Nelson, Mr. Barber indicated that between ten and fifteen marked police vehicle are replaced each year as their useful life is between 1-1/2 and 2 years. The Committee then voted unanimously to recommend City Council approval for utilization of the State Contract to purchase eleven police vehicles from Hiles Chevrolet at a total cost of $154,748.00. Used Compact Cars In response to Alderman Newman, Public Works Director Barber stated that staff has shopped several used car vendors in an effort to negotiate the best price available for these vehicles. He added that while discussing this with area car dealers, staff has found the used car market to be at a premium in that in light of the slow new car market, dealers are buying back used vehicles to generate business. Mr. Barber pointed out that the recommended vehicles cost $7,850 each which compares favorably with last year's purchase price of $8,600.00 each for similar cars. The Committee then voted 4-1 (Alderman Newman voting nay) to recommend City Council approval for the proposal from Joe Jacobs Chevrolet at a total cost of $31,400.00. Salt Spreaders Alderman Rainey asked for additional information regarding savings in the Fleet Services Department capital outlay budget for fiscal 1991-92. Public Works Director Barber clarified that a significant portion of these savings was due to the fact that trucks to be utilized for the collection of recyclables did not require separate hydraulic hoppers as originally anticipated. He indicated that the design of the new recycling center will allow for sorting of some recyclable materials at the facility allowing vehicular modification with substantial cost reductions. The Committee then voted unanimously to recommend City Council approval for the low bid from Schuster Equipment Company at a total cost of $17,668.00. Library Program Review Contract Alderman Rainey stated that she would not have supported award of this contract had it not contained language placing a cap on fees. She expressed hope that actual fees would come out more toward the minimum fee of $4,000 and asked staff to provide the City Council with periodic reports regarding this Contract. The Committee then voted 5-0 to recommend City Council approval for the proposal from Professional Library Consultants at a cost not to exceed $8,500.00. Library Architectural Contract At the request of Alderman Rainey, Assistant City Manager Judith Aiello introduced to the Committee Jack Hartray of Nagle, Hartray & Associates, Ron A & PW Committee Meeting Minutes - December 16, 1991 Page -4.- Ruitev of. U.S. Equities, and Doris Wolin of the Library Board. Alderman Rainey, referring to a report received from staff, stated she was glad to have information regarding outside counsel who, on the City's behalf, negotiated this agreement. In response to a question from Alderman Rainey, Mr. Hartray stated that travel expenses for Mr. Powell were estimated at $36,000 and would actually be billed at a rate of $600 per trip over the four year life of the contract. Alderman Newman asked how the dollar amount for architectural services was determined. Assistant City Hanager Aiello indicated that use of an experienced real estate lawfirm was essential to this purpose adding that consultation regarding fees was also solicited from a local architect as well as U.S. Equities. Ma, Aiello stated that there has been a significant amount of negotiation regarding fees and that the recommended Contract amount represented a significant reduction in fees from those originally proposed by Nagle, Hartray & Associates. The Committee then voted unanimously to recommend City Council approval for the proposal from Nagle, Hartray Associated at a cost not to exceed $1,463,000. ITEMS FOR CONSIDERATION: Docket 318-12A-91: Preliminary Approval of 1992 Motor Fuel Tax Program Alderman Rainey expressed concern regarding restoration work on Mulford Street east of Dodge Avenue after recent sewer work at that location. Water Department Superintendent Richard Figurelli stated that there had been a sewer collapse which required emergency repairs and that the asphalt patching now at the site is temporary. Mr. Figurelli, noting that this sewer work was not related to the Motor Fuel Tax Resurfacing Program, indicated that a permanent surface would be installed in the Spring. Alderman Rainey asked why new signalization was being recommended in the 1992 Program for Greenleaf and Dodge and not for Mulford and Dodge where a significant traffic problem exists. Alderman Esch stated that she and former Alderman Korshak had worked for four years to get a traffic signal at an intersection they felt to be dangerous. Alderman Rainey asked for a comparison of warrants for the two intersections prior to approval of the Program. Staff recommended that the City Council approve all aspects of the Program except signalization so that the Engineering Department could proceed with design work. The Committee then voted 5-0 to recommend preliminary City Council approval of the Program excluding signalization. Docket 319-12A-91: RFP for Second Phase Study of Available Power Supply Alderman Rainey stated that the Request for Proposals (RFP) is to engage the services of a consultant to analyze power alternatives. She advised that a constituent has suggested that as an alternative, the City might place advertisements in power journals and the Wall Street Journal to solicit proposals directly from power suppliers. Once these proposals have been received, a consultant could be used to examine them appropriately. The constituent's thinking was that this alternative process might be less costly. Rose Ann Dineen of the Energy Alternatives Task Force indicated that suppliers would need exact power projections which would have to be developed by a consultant and which is included in the scope of work of the RFP. Jim Suhr, Task Force Chair added that the various components of work to be performed by a consultant will be broken out in the RFP so that the City Council could "pick and choose" those aspects of work to be performed by the successful bidder. Alderman Rainey commented that the RFP was nicely written. The Committee then voted 5-0 to recommend City Council approval for the Request for Proposals. A & PW Committee Meeting Minutes - December 16, 1991 Page -5- Docket 320-12A-91: Public Information/Education Prozram on Electric Enercy. Alderman Wol.lin stated that she hopes the Energy Alternatives Task Force will make every effort to provide information to the public pro -actively by approaching various community groups and soliciting participation in the educational process. David Kraft of the Tasr Force emphasized this process is viewed not only as a public education process but as an opportunity for community participation. He stated that their first round of activity was to distribute information in response to the letter recently sent to all Evanston households by Commonwealth Edison. Alderman Wollin asked that all information distributed remain neutral on the issue of municipalization as the City Council is not yet committed one way or another. She expressed concern that Task Force member and State Representative Schakowsy's recent editorial in the EVANSTON REVIEW did not demonstrate such neutrality. Mr. Kraft indicated that the Task Force was in the process of drafting another editorial that expressed all three conclusions contained in their report. Alderman Newman stated that the Task Force needs to get into the various wards to meet with constituents in an effort to compete with Commonwealth Edison's advertising capabilities. He moved to amend the Program to include a minimum of three ward meetings in the information/education process. Alderman Newman's amendment was unanimously approved by the Committee. Mayor Barr joined the Committee discussion and stated that she shares Committee concerns regarding neutrality during public information efforts. She added that she feels the upcoming brochure needs to discuss in detail all options available to the City. Alderman Rainey questioned whether a brochure might be premature in that more information is needed to give the public a complete educational tool. Alderman Newman stated that both the brochure and community meetings should proceed based on the Duncan and Allen report's conclusion that municipalization is "feasible" and should refute Commonwealth Edison's allegations that it would be "impossible." Mr. Kraft indicated that a draft of the brochure was almost complete. He described it as basic and neutral. He added that at some future date, there may be a necessity for several additional brochures, each addressing options available to the City. Mr. Kraft suggested that such brochures be in a question and answer format to include those issues raised by concerned individuals and/or organizations. Alderman Nelson expressed confidence in the Task Force and compared the information/education process to that utilized during consideration of new streetlights. Eunice Collins, district manager for Commonwealth Edison, stated that the utility was not attempting to dissuade consumers from looking at municipalization but that they are instead trying to make the public aware of concerns they have regarding conclusions contained in the Duncan and Allen Report. Ms. Collins added that she was astonished that Alderman Newman would misinterpret Commonwealth Edison's intentions. Alderman Newman responded that he found it astonishing for Commonwealth Edison to present itself as a model of efficiency when it takes over nine months to have an alley light installed in Evanston. He advised Ms. Collins that she would have plenty of time to make her case with the City negotiating team and she need not attend every meeting where the topic of municipalization was discussed. Mayor Barr restated her desire to have the upcoming brochure highlight all options available to the City in a neutral fashion. Mr. Suhr indicated that the City Council would have ample opportunity to review the brochure prior to its release. The Committee then voted unanimously to recommend City Council approval for the Program. Docket 321-12A-91: Resolution 95-R-91 - Supplement to Green Bay Road Design Services Ira The Committee voted 5-0 to recommend City Council approval for Resolution 95-R-91. A & PW Committee Meeting Minutes - December 16, 1991 Page -6- Docket 322-12A-91: Resolution 97-R-91 - Amending the Liquor Control Ordinance Alderman Rainey presented an amendment to the Resolution by which the City Council, in addition to expressing intent to allow the sale of package liquor at 2201 Howard Street, would express intent to allow the sale of warm beer and wine in all City grocery stores greater that 12,000 square feet in area. She stated her opposition to the concentration of liquor sales to one area outside the Central Business District. Alderman Rainey asked her fellow Aldermen to support the notion of spreading the opportunity of purchasing alcohol throughout the community. Alderman Nelson stated that he felt it inappropriate to mix the issues of warm beer and wine sales in grocery stores and consideration of an economic development project. He added that it would be appropriate to make a reference regarding the sale of warts beer and wine to Administration and Public Works or any other committee for concurrent consideration with the economic development project. In response to Alderman Rainey, Alderman Nelson indicated that he would be willing to consider a separate► resolution addressing the issue of City-wide package liquor sales. He added that he would do so only separate to the economic development issue because+ his opinion is that the two issues are not linked. Alderman Rainey stated that some members of the City Council are not willing to address the issue or the sale of beer and wine City-wide and are in fact singling out one neighborhood. She indicated that the only way these Aldermen can say anything different is to support her amendment. Alderman Wollin stated that she had concerns regarding potential legal implications of Alderman Rainey's amendment that would have to be given some thought prior to amendment consideration. Among those concerns are the 12,000 square feet standard. Alderman Wollin indicated her willingness to look into the issue of the sale of warm beer and wine in grocery stores but she thought it separate from the economic development issue at hand. In response, Alderman Rainey stated that the same type of legal concerns Alderman Wollin has for the sale of warm beer and wine In grocery stores are relevant to the 2201 Howard Street development. She reminded the Committee that they would be voting tonight to express intent to allow the sale of alcohol by an unidentified tenant of unknown size on property not yet owned by the developer. Alderman Rainey suggested that if the 12,000 square foot provision was a concern for Alderman Wollin it could easily be removed to alleviate this concern. She stated that there will be several other legal issues that could be resolved during formulation of an ordinance which would authorize the sale of warm beer and wine in grocery stores just as there will be several issues that will have to be addressed when developing legislation to permit package liquor sales at 2201 Howard Street. Alderman Newman moved to eliminate the 12,000 square foot requirement of Alderman Rainey's amendment. He stated that he supports the development but can not single out one neighborhood outside the Central Business District for the sale of alcohol. Alderman Newman said that the City Council was moving backwards in that City-wide package liquor sales should have been addressed before considering one specific location. He added that the sale of beer and wine should be open to other businesses in the community and no competitive advantage should be given to the tenant at Hartrey and Howard. Alderman Rainey stated that the developer of 2201 Howard should have no problem with her amendment in that they were given no assurances regarding competition from other liquor stores in Evanston. in response to Alderman Each, Alderman Rainey indicated that she was limiting grocery sales to beer and wine because it was her understanding that most grocers in Evanston have no interest in selling liquor. She added that there has never been any City Council discussion regarding liquor sales in grocery stores and, in the event this issue were to be raised, she would not support anything more than the sale of warm beer and wine in those establishments. Alderman Newman restated A & PW Committee Meeting Minutes - December 16, 1991 i Paga -7- his concern that the main issue at hand is that of competition. The Committee voted 3-2 (Aldermen Nelson and Wollin voting nay) in favor of Alderman Newman's amendment. In response to Alderman Wollin, Alderman Rainey clarified that the Resolution under consideration this evening did not limit sales at 2201 Howard to warm beer and wine because the developer has indicated that liquor must be included in the statement of intent the Resolution provided. The Committee then voted 4-1 (Alderman Rainey voting nay) to recommend City Council adoption of Resolution 97-R-91. At this time Alderman Rainey referred to a statement made at the Public Hearing on December 14, 1991 in which it was alleged that property Insurance rates would go up for residents near the 2201 Howard development should the sale of package liquor be allowed. She advised the Committee that staff had checked with several insurance companies and the State of Illinois Department of Insurance and found that homeowner's insurance rates would not be affected under these circumstances. Docket 286-1OB-91: Ordinance 20-0-91 - Creating Pawnbroker's License The Committee voted unanimously to recommend City Council introduction of Ordinance 20-0-91. Docket 323-12A-91: Ordinance 108-0-91 - Changes to Taxicab Licensing Requirements Several representatives of Evanston taxicab companies including Sam McKinley of Best Taxi and Jerry Hill and Walter Wolff of Norshore Cab Association addressed the Committee and stated that the Taxicab Advisory Board did not consult with them while preparing this legislation. Aldermen Rainey and Newman indicated that this presented a serious problem and suggested that the Ordinance be introduced this evening and discussion of the topic be made a special order of business for the Committee on January 13, 1992. Other members of the Committee concurred with this recommended course of action. The Committee then voted 5-0 to recommend City Council introduction of Ordinance 108-0-91. Docket 324-12A-91: Ordinance 120-0-91 - Real Estate Transfer Tax In response to Alderman Newman, Alderman Nelson indicated that the surcharge was originally intended for economic development costs associated with the Research Park and was thus given a sunset date of March 1, 1992. He added that with new economic development projects such as the Southwest Tax Increment Financing District in the offing, the surcharge needed to be extended past its sunset date to meet funding issues associated therewith. Alderman Nelson clarified that the Ordinance being considered will continue to provide funding for economic development purposes and that Budgets for use of such funds will be considered on an annual basis. the Committee then voted 5-0 to recommend City Council introduction of Ordinance 120-0-91. Docket 325-12A-91: Ordinance 122-0-91 - Class D Liquor License - 514 Hain The Committee voted unanimously to recommend City Council introduction of Ordinance 122-0-91. Docket 326-12A-91: Ordinance 125-0-91 - Four -Way Stop - Cowper and Colfax The Committee voted unanimously to recommend City Council introduction of Ordinance 125-0-91. Docket 327-12A-91: Ordinance 126-0-91 - Three -Way Stop - Monroe and Dewey = The Committee voted 5-0 to recommend City Council introduction of Ordinance 126-0-91. A & PW Committee Meeting Minutes - December 16, 1991 Page -8- Docket 328-12A-91: Ordinance 127-0-91 - Establishing Residents Only Parking District #8 Alderman Newman suggested City Council introduction of the Ordinance this evening with full discussion to take place at the Committee's meeting. He stated that there were several residents of the area who were interested in this topic who would like to participate in the discussion. Alderman Wollin asked that staff look at the impact that the new R.O.P.D. would have on the Third Ward and supply this information for the discussion on January 13, 1992. Alderman Rainey stated that a Map illustrating the proposed changes would be most helpful. The Committee voted 5-0 to recommend City Council introduction of Ordinance 127-0-91. ITEMS PREVIOUSLY CONSIDERED: Docket 301-11A-91: Ordinance 115-0-91 - Changing R.E.P.D. to R.O.P.D. Docket 314-118-91: Ordinance 121-0-91 - Loading Zone - 940 Pitner The above previously introduced Ordinances were, without further comment by the Committee, transmitted to the City Council for adoption. There being no further business the Committee adjourned into executive session at 8:55 P.M. e !4-�t / - Christopher Johnson Director of Safety and Risk Management