Loading...
HomeMy WebLinkAboutMinutes 1986January 14, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Richard Fiqurelli, Superintendent of Water i Seer James S. Tonkineon, Engineer for the Board Board Members Absent: Brian Coyman, Acting Superintendent of Street Dept. Others Present: None The Board met on January 13, 1986 at 3:00 P.R. in Room 3650 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meetinq to order at 3:01 P.M. Following the agenda, the first order of business was the approval of tDe minutes of December 116, 1985. Mr. Fiqurelli made a motion to approve the minutes as written which was seconded by Mr. Pudloski. The minutes ware approved unanimously. The next order of business was a status report on Special Assessment 1361 by the President of the Board. Be indicated that the Ordinance and descriptive memorandum is to be presented to the Administration and Public Works Committee for their review and action at this evening's meeting. The third item on the agenda was a discussion on the remaining unpaved streets. A discussion ensued in which it was determined that a draft s*morandum would be prepared with a copy of the proposed long range paving plan attached and that the members of the Board as well as others would review this memorandum and the attachments for their comments. Also, that a staff meeting would be scheduled to discuss the comments made and a meeting was set for January 21, 1986 at 1:00 P.M. Location to be announced by Mr. Pudloski. Furthermore, the President directed the Engineer for the Board to prepare a map for each annual element of the long range navinq plan so that they may accompany the material with the memorandum. After the material is reviewed and the final copy of the memorandum proposed, it will be distributed with attachments to the Administration and Public works Committee with a request to consider this issue at their first meeting in February. The memorandum is to be prepared for the last meeting in January so that the members have sufficient time to review the material. Their beinq no further business, Mr. Fiqurelli made a notion to adjourn the meeting which was seconded by Mr. Shonk. The President adjourned the meetinq at 3:35 P.N. The next meetinq of the Board will be held on February 10, 1966 at 3:00 P.N. in Room 3650. U James S. Tonkinson City Engineer JBT:dt cc: Joel N. Asprooth Kristen Davis ✓ Lu Zomba Sbaron Eiseman February 11, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Hoard Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Richard Figurelli, Superintendent of water i sever Thomas Olkowski, Superintendent of Street Dept. James S. ':onkinson, Enqineer for the Board Board Members Absent: None others Present: Sharon Eiseman, Attorney for the Hoard The Board met on February 10, 1986 at 3:00 P.M. in Room 3650 of the civic Center located at 2100 Ridqe Avenue. The Chair called the meetinq to order at 3:05 P.H. The first order of business was to review the minutes of January 13, 1986. having been reviewed, Mr. Fiqurelli made a motion to accept the minutes as Written which was seconded by Mr. Tonkinson. The minutes were approved unanimously. The next order of business was the status report on Special Assessment 1361 by the Attorney for the Board, Sharon Eiseman. Ms. Eiseman indicated the next step in the Special Assessment process was to file for confirmation of the Special Assessment roils as well as the filing of the Ordinance which was passed by the City Council on January 27, 1986. She outlined the procedures to be followed and indicated that the necessary legal notices were to be mailed and published. A discussion ensued with the members of the Board, after which, the President directed the Attorney for the Board to file the necessary papers in the Circuit Court of Cook County in order to set a legal hearing so as to allow the project to be bid in an expeditious manner. The Enqineer for the Board is to furnish three (3) copies of the Special Assessment roll. The Attorney for the Board then Produced the legal documents which have to be .resented to the court, which Mr. Shonk signed. The next order of business was a discussion on the matter of unpaved streets. Mr. Pudloski informed those present that the Administration and Public works Committee would review the Board's recommendation at its regular meetinq on February 10th. Referrinq to the memorandum and its attached plan which was transmitted to the standing committee at its last meeting, the President directed the Enqineer for the Board to produce anv plans or work sheets that were prepared concerning any of the unpaved segments of streets and to have them at the Administration and Public Works Committee meeting to assist the Committee in their review. A discussion concerninq the unpaved streets took place amounq the Board members after which the President asked if their was other business and there beinq none, Mr. Fiqurelli made a motion to adjourn which was seconded by Mr. T onkinson. The Chair adjourned the meeting at 3:50 P.K. The next meetinq of the Board of Local Improvements will be held on march 10, 1986 at 3:00 P.M. in Room 3650 at the Civic Center. James S. Tonkinson City Enqineer JST:dt cc: Joel M. Asproath Kristen Davis ✓ Lu Zemba Sharon Eiseman April 15, 1986 MIINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Richard Figurelli, Superintendent of dater i Sewer Thomas Oikowski, Superintendent of Street Dept. James S. Tonkinson, Engineer for the Board Board Members Absent: None Others Present: None The Board met on April 14, 1986 at 3:00 P.M. in Room 3650 of the Civic - Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:08 P.M. The first order of business was to review the minutes of February 10, 1986. Mr. Fig orelli made a :notion to approve the minutes which was seconded by Mr. Tonkinson and the minutes were approved unanimously. The next order of business was the bid review of Special Assessment 1361, the paving of the alley north of Crain, east of Dodge. The Engineer for the Board reported that bids were opened on April 3, 1986 at 11 o'clock and _ distributed a tabulation of bids sheet to members which indicated that Vixen _ Construction, Inc. was the apparent low bidder at *54,864.50. He further stated that this company was a female minority company and that when contacted indicated that although the owner was not aware that payment would - be made in bonds and warrants, she would nevertheless want to be awarded the contract. A discussion ensued in which the Engineer for the Board indicated that he would be checking references on Vixen Construction, Inc. which were _ furnished by Mts. Fox, the President, in the near future. He also stated that the Attorney for the Board, although contacted on several occasions, was not available for consultation, as to weather the fact that Vixen's bid was approximately 241 under the Engineer's Estimate which is �72,154.80, presented a problem as far as the Special Assessment statutory requirements were concerned. Mir. Shonk made a motion to accept the apparent low bidder subject to review by the Attorney for the Board as to the new costs to be spread and checking other references on the construction company. Mr. Figurelli seconded the motion which passed unanimously. Mr. Pudloski informed the members that he had contacted Mr. Jack Axelrood of 2022 Hawthorne Lane at the request of Alderman Bleveans and discussed the possibility of paving this street. He also stated that Mr. Axelrood wished information concerning the equalized assessed valuation of all the parcels that would be assessed so that he could round out the already supplied information that the Chair had supplied him. A discussion ensued concerning Hawthorne Lane and the need to replace the sewer and crater mains prior to the paving of the street. It was decided that the sewer and water mains would be let as a separate project prior to the finalizing of the Special Assessment for paving Hawthorne Lane. It was determined that the three unpaved streets of Isabella, Bernard and Clifford would be investigated for replacement of Barton and Dobson on the improvement of unpaved streets in the first year of the five year plan. It was also decided that Elmwood should be considered to remain in the first year plan and that the ward aldermen should be contacted so that a meeting may be held with the property owners that would be affected on Elmwood Avenue between Case Street and Mulford Street. There being no other business, Mr. Figurelli made a motion to adjourn which was seconded by Mr. Tonkinson. The Chair called the meeting to a close at 3:35 P.M. The next meeting of the Board of Local Improvements will be April 28, 1986 at 3:00 P.M. in Room 3650 of the Civic Center. This is a special meeting being called for action on awarding the contract for special Assessment 1361. ames S. Tonkinson City Engineer JST:dt cc: Joel M. Asprooth Rristen Davis Kathy Brown Sharon Eiseman April 29, 1986 MIM" ES OF THE BOARD Or LOCAL IMPROVEMENTS r BOara Members Present: Stephen T. Pudloski, President Richard Figurelli, superintendent of Water A Sewer Thomas Olkowski, Superintendent of Street Dept. .fames S. Tonkinson, Engineer for the Hoard Board Members Absent: Robert Shonk, Finance Director Others Present: None The Board met on April 28, 1986 at 3:00 P.M. in Room 3650 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:03 P.M. The first order of business was to review the minutes of April 14, 1986. Mr. Figurelli made a motion to approve the minutes as written which was seconded by Mr. Tonkinson and the minutes were approved unanimously. The Chair announced to those present that the reason for this special meeting was to review the status of award to Vixen Construction, Inc. and to make a motion as to approval or disapproval of awarding the contract for Special Assessment 1361. A discussion ensued in which the Engineer for the Board stated that he had contacted the Village of Glen Ellyn and was informed that they were pleased with Vixen's performance and finished product concerning two contracts for replacement of sidewalk and curbs. Also, that 5-K Construction Company was contacted and indicated that they used Vixen Construction, Inc. as a sub -contractor for doing their flat work on concrete items. The Engineer for the Board also indicated that the Attorney for the Board was contacted by memorandum for a legal opinion concerning the low bid of Vixen being 24% under the Engineer's Estimate for the project but he had not received an answer. A further discussion transpired in which the Chair requested a motion concerning the award. Mr. Figurelli made a motion to award the contract for paving the alley North of Crain and East of Dodge, Special Assessment 1361, to Vixen Construction, Inc. Mr. Olkowski seconded the motion which passed unanimously. Kr. Pudloski indicated that there would be a special meeting on Wednesday, May 70 1986 at 9:00 A.K. in Room 3650 and the purpose of this meeting would be to review the five-year program concerning the remaining unpaved streets in the City in preparation for a report to the Administration and Public Works Committee for their regular meeting of May 19, 1986. r There being no further business, Mr. Figurelli made a motion to adjourn and the Chair adjourned the meeting at 3:15 P.M. r James S. Tonkinson, City Engineer JST:dt cc: Joel M. Asprooth Kristen Davis ✓ Kathy Brown Sharon Eiseman June 10, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Richard Figurelli, Superintendent of Water i Seger Thomas Olkowski, Superintendent of Street Dept. James S. Tonkinson, Engineer for the Board Board Members Absent: None others Present: Sharon Eiseman, Attorney for the Board The Hoard met on ,June 9, 1986 at 3:00 P.M. in Room 3650 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:10 P.M. The agenda for the meeting was distributed and the first order of business was to review the minutes of April 28, 1986. Mr. Figurelli made a motion to approve the minutes as written which was seconded by Mr. Tonkinson and the minutes were approved unanimously. The Chair then called on Mr. Tonkinson to give a status report on Special Assessment 1361. The Engineer for the Board informed those present that a pre -construction meeting was held with the contractor for the project, Vixen Construction, Inc. and the involved department heads of the City as well as representatives from the private utilities on June 6, 1986. At this meeting, it was determined that Vixen Construction would begin construction on June 16, 1986 provided that the cement mason's strike had been settled. The superintendent for Vixen Construction indicated that should the strike _ not be settled by Monday or the latest Tuesday, that he would have to work on a job in DuPage County where he had contract work to do. Should this happen, he would then not be starting the paving of the alley until June 23, 1986. Mr. Tonkinson stated that no Newsletters for this project will go out until a definite starting date is set. The Chair then following the agenda drew attention to Item #3, the petition for paving of an alley north of Keeney, east of Hartrey. The Fact Sheet was distributed by the Engineer for the Board after which he provided an analysis of the information on the sheet. The petition for this alley was circuilated by ?Ir. Andrew Starck which indicated that 54.5• of the land represented by the signatures were in favor of proceeding with this special Assessment process; namely, a public hearing. The petition was received on May 14, 1986 and three names of ownership on the petition as indicated on the fact sheet could not be verified by the tax cards received from the county by the Engineer. These three signatures indicated that they represented approximately 104 of the abutting property footage which reduced the verified percentage signed to approximately 44.5%. In addition, the Engineer informed the Board that letters of verification of signatures were sent by certified mail to all owners abutting this alley and he drew attention to the results under Item #4 on the Fact Sheet (see attached). Be also stated that subsequent to receiving the petition from Mr. Starck, Mr. Michael L. Smith sent him a petition opposing the paving of the cited alley with the signatures placed upon the petition representing 63.1% of the abutting land along the alley right-of-way. a discussion ensued in which Item #5 on the Fact Sheet was discussed after which Mr. Shonk made a motion which was seconded by Mr. Figurelli to not proceed with a public hearing for paving this alley as it appears that the majority of the property onners oppose the project. The Board concurred unanimously. The Chair directed the Engineer for the Board to notify the property owners abutting the alley of the Board's decision by way of a letter. The next order of business was Item #4 on the agenda, Unpaved Streets. A discussion ensued in which the five year plan for the City for paving unpaved streets, the levels of funding and the administration and Public Works committee's direction were discussed. Mr. Pudloski set a staff meeting for a work shop session on Tuesday, .Tune 10, 1986 at 2 o'clock in his office. There being no further business, the Chair asked for a motion to adjourn. Mr. Shonk made the motion which was seconded by Mr. Figurelli and the Chair closed the meeting at 3:40 P.M. The next meeting of the Board of Local Improvements will be held on July 14, 1986 at 3:00 P.M. f James S. Tonkinson City Engineer JST:dt Attachment:cc: Joel M. Asprooth Kristen Davi$ ✓ Kathy Brawn Sharon Eiseman FACT SHEET ALLEY PAVING - SPECIAL ASSESSMENT NORTH OP KEENZY STREET, EAST OF HARTREY AVENUE 1. Petition circulated by Mr. Andrew Starck 2. Tax cards sent for on May 16, 1986 and received from County on May 30, 1986 3. Petition received on May 14, 1986 A) Percentage of land owned by persons who signed petition - 54.50• 6) owners name not matching County records: • Represent With Name on Record Name of Person Total Abutting of County Who Signed Petition Address Property Footage Sue E. Ganser Stewart 2122 Seward St. 2.906 Robert F. Wenzel Washington 2114 Seward St. 2.906 (New owner) Viola C. Quitson Johnson 2036 Seward St. 4.359 TOTAL 10.171 4. Response on letters of verification of signatures sent out by Engineering Department: A) Percentage indicating 'Yes' 22.756 8) Percentage indicating •NO' 43.156 C) Percentage 'Returned Unopened• 6.621 D) Percentage 'Not Responded• 27.435 TOTAL 99.968 5. Petition in opposition to paving of alley circulated by Mr. Michal L. Smith: A) Percentage of land owned by persons who signed petition - 63.135 8) People's name not matching with County records: Represent With Person Who owner Name As Per Total Abutting Signed Petition County Record Address Property Footage Paul C. Johnson Viola C. Quitson 2036 Seward St. 4.359 (Passed away on Sept. 5, 1985 as per Mr. Pet- erson, her eon) Charles A. Cor- Lincoln Service nelius Corporation 2124 Seward St. 2.906 David J. David C. William Pumphrey 2123 Keeney St. 3.715 TOTAL 10.980 July 15, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board fibers Present: Stephen T. Pudloski, President Richard Figurelli, Superintendent of water 4 Sewer Thomas olkowski, Superintendent of Street Dept. James S. Tonkinson, Engineer for the Board Board members Absent: Robert Shank, Finance Director others Present: Sharon Eiseman, Attorney for the Board The Board met on July 14, 1986 at 3:00 P.M. in Room 3650 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:15 P.M. The first order of business was the review of the minutes of June 9, 1986. Mr. Figurelli made a motion to approve the minutes which was seconded by Mr. Tonkinson and the minutes were approved as written. The next oder of business was a status report on S.A. 1361. The Engineer for the Board stated that the Newsletters for the project were distributed last week indicating that the contractor, Vixen Construction, Inc. was scheduled to begin work on July 14, 1986; however, material was not delivered to the job site and therefore the contractor will not begin work until tomorrow when the material is expected to arrive. He also indicated that all the merchants have been contacted and a request for a loading zone on Dempster Street and Dodge Avenue has been turned over to David Jennings, Traffic Engineer, for the proper street signage. The Chair then indicated that he would hold Item #3 as the last business for the Board and move to Item #4, Other Business. He requested a report from the Engineer for the Board concerning the paving of Poplar Avenue from Livingston to Isabella and Jenks from Poplar to Woodbine. Mr. Tonkinson distributed a copy of the Sidwell sheet which indicated the property owners that would be assessed for the paving of these two streets. A discussion ensued in which the Attorney for the Board was requested to give a legal opi-nion as to whether it would be appropriate to assess the area between Jenks, Poplar and Woodbine and the first lot north and abutting Jenks and woodbine equally. The Attorney for the Board requested that this be put in memo form as a formal request. The Chair concurred with her direction. The Chair then drew attention to Item t3 on the agenda, Unpaved Streets. A discussion ensued in which the Chair informed those present that the Administration and Public Works Committee had approved the five year plan for paving the streets and had directed staff to implement the program for the first two years in the plan. Mr. Pudlsoki stated that the committee directed the Board to meet with the aldermen of the ward in which a street was to be paved, prior to any official action, to arrange for review of the cost estimate, assessment break down and to determine if a general informational meeting would be necessary or whether the next step would be a public hearing as required by State statutes. A discussion ensued in which the status of the unpaved streets in the first two years of the plan was discussed. The Engineer for the Board stated that he had compiled a rough draft for review concerning the paving of Evanston's unpaved streets that could be circulated among the wards and property owners as an informational phamplet. The Chair directed the Engineer for the Board to circulate to all members of the Board, the draft copy of the informational material that he had compiled so that they might review and hake comments as well as edit. The Chair also set a meeting for July 28, 1986 and directed the Engineer for the Board to have a tentative schedule prepared for the necessary public hearings or informational meetings. There being no further business, the Chair adjourned the meeting at 4:05 P.M. The next meetina of the Board of Local Improvements will be a special meeting to be held on July 28, 1986 at 3:00 P.M. in Room 3650 of the Civic Center. James S. Tonkinson City Engineer JST:dt cc: Joel H. A sprooth xristen Davis ✓ Kathy Brown Sharon Eiseman July 29, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloaki, President Richard Figurelli, Superintendent of Water i Sever Thomas olkowski, Superintendent of Street Department James S. Tonkinson, Engineer for the Board Board Members Absent: Robert Shonk, Finance Director others Present: Sharon Eiseman, Attorney for the Board The Board met on July 28, 1986 at 3:00 P.M. in Room 3650 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:05 P.H. The Attorney for the Board requested that the first order of business be Item 13 on the agenda, 'Unpaved Streets'. The Chair agreed to the changer whereupon Ms. Eiseman addressed the review of the draft copy of the phamplet concerning EvanEton's unpaved streets and the manner of assessing as well as thq. contents of the draft copy. The Board discussed the process for determining the final form of a phamplet and the Chair requested that all copies of the members with their changes or comments noted should be given to him for review. Ms. Eiseman then directed the Hoard's attention to the legal opinion requested on the manner of assessing certain properties for the paving of Poplar Avenue from Livingston to Isabella and Jenks from Poplar Avenue to woodbine Avenue. She referred to a legal opinion given by Mr. Jack Siegel in conjunction with the possible paving of Hawthorne Lane and the manner of assessing for that project, stating that any manner of assessing properties is acceptable providing that the rationale used is consistent with assigning the benefit derived by the individual property owners. with the assistance of the chalk board, the Chair outlined the rationale for assessing certain properties equally. The Attorney for the Board then requested from the Engineer for the Board that the rationale being used in the proposed manner of assessing be furnished to her in writing so that she could further study it. The Attorney for the Hoard then asked to be excused from the meeting because she had a commitment to attend another meeting. She was excused by the Chair from further attendance at 3:30 P.M. The Chair then addressed the first item on the agenda, the 'Review of Minutes of July 14, 19860. Mr. Figurelli made a motion to accept the minutes as written which was seconded by Mr. Olkowski and the minutes were approved. The next order of business was a status report on Special Assessment 1361. The Engineer for the Board stated that the underground work on the sewer system was complete and the contractor began excavating the alley today. It is anticipated that the alley will be framed up and the concrete poured by the end of this week or the first part of next week. The Chair then returned to the third item on the agenda, "Unpaved Streets•. The Engineer for the Board distributed copies of sheets entitled 'Status of Unpaved Streets. FY85 and F'Y86' for comments and approval of the Board. ye indicated that this form would be used to keep the members appraised of the current status of those unpaved streets which are scheduled for paving in the elements FY85 and FY86 of the five year plan. A discussion ensued in which the form was accepted by the Board and the Chair directed the Engineer for the Board to also carry the status of the project on the same type of form to beyond the public hearing stage. A discussion took place between the Board members concerning the tentative public hearing schedules and the possible need for other meetings prior to the official public hearing for the projects. Also discussed was the possibility of having the sewer work and water main work on those streets that have been identified by the water and Sewer Department complete, prior to the paving of the streets. It was agreed that on Elmwood and Hawthorne! Lane, the underground utilities that need to be replaced should be let as a separate contract for work to be done in the fall of this year and that the paving of all unpaved streets that are scheduled in the first two years be scheduled for the spring of 1987 with their public hearings being held in November and December of 1986. The Chair asked if there was any other business that should come before the Board, whereupon the Engineer for the Board stated that he had been contacted by a property owner on Poplar Avenue, south of Lincoln to furnish a petition for paving that segment of Poplar Avenue. There being no further business, Mr. Figurelli made a motion to adjourn which was seconded oy Mr. Olkowski. The Chair adjourned the meeting at 4:15 P.M. The next meeting of the Board of Local Improvements will be held on August 11, 1986 at 3:00 P.M. in Room 3650 of the Civic Center. .lames S. Tonkinaon ity Engineer JST:dt cc: Joel M. Asprooth Kristen Davis--' Kathy Brown Sharon Eiseman August 13, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Thomas olkowski, Superintendent of Street Department James S. Tonkinson, Engineer for the Board Board Members Absent: Richard Figurelli, Superintendent of Water i Sewer Others Present: Sharon Eiseman, Attorney for the Board The Board met on August 11, 1986 at 3:00 P.M. in Room 3650 of the civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:05 P.M. The first order of business was to review the minutes of July 28, 1986. The minutes were approved as written after a discussion between Mr. olkowski and Mr. Pudloski concerning the detailed consideration and comments made concerning a draft copy of the phamplet for unpaved streets. Following the agenda, the next order of business was the status of Special Assessment 1361. The Engineer for the Board reported that the north/south alley segment was in the process of being poured and that the east/west portion is scheduled to be poured on August 12, 1986. In answer to a question by the Attorney for the Board, Mr. Tonkinson stated that the final costs will need to be filed in court this year as the project will be completed in about one month. The Chair then called attention to Item #3 on the agenda, •Unpaved Streets'. The Engineer for the Board reported that he had met with Mr. Higgins concerning the paving of Highland Avenue and had discussed some of Mr. Higgens concerns as they relate to the endangered species of wild flowers growing along the border of his property adjacent to Highland Avenue and the need for taking into consideration the continued use of his driveway running parallel and adjacent to Highland Avenue which is at an elevation greater than that of the proposed street paving. A discussion took place among the Board members concerning the need to address these issues in the design of Highland Avenue as well as the manner in which snow removal presently is accomplished on Highland Avenue and how it might be accomplished after the street is paved. The Chair then requested •other Business• that the members may have to be discussed. He then informed the Board that the Traffic Engineer, David Jennings, had met with the ward aldermen and citizens concerning the paving Of Lawndale and has offered to place barriers on Lawndale at Grant or Golf Road/Simpson Street, to study the effect of cul-de-lacing Lawndale as part of the paving design. He will be awaiting the neighborhood's direction as F to Where he should place the barricades. The Chair also notified the Board that the ward aldermen had discussed the paving of the alley between Sherman Avenue and Elmwood Avenue and south of Oakton with the administrators at St. Francis Hospital to determine if they would share in the cost of the paving and had received a positive response. Presently, there is a petition being circulated by the owners of property abutting said alley to pave it. Therefore, it appears as if proceedings may be instituted to bring about the paving of this alley in 1987. There being no further business, the Chair adjourned t.ie meeting at 3:23 P.M. The next meeting of the Board of Local Improvements will be held on September 8, 1986 at 3:00 P.M. in Room 3650 of the Civic Center. awes KS. Tonkinson City ngineec JST:dt cc: Joel M. Asprooth Kristen flavie Kathy Brown Sharon Eiseman September 9, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Thomas Olkowski, Superintendent of Street Department Richard Figurelli, Superintendent of heater i Sewer James S. Tonkinson, Engineer for the Board Board Members Absent: None Others Present: Sharon Eiseman, Attorney for the Board The Board met on September 8, 1966 at 3:00 P.M. in Room 3650 of thi Civic Center loctated at 2100 Ridge Avenue. The Chair called the meeting to order at 3:04 P.M. The first order of business was to review the minutes of August 11, 1986. Mr. Olkowski made a motion to approved the minutes as written which was seconded by Mr. Tonkinson. The minuses were approved unanimously. Following the agenda, the next order of business was the status report on Special Assessment 1361. The Engineer for the Board distributed a fact sheet for the project and indicated that by this Friday, September 12th, the protective seal would be applied to t*:e alley, that the alley is 96% complete and that the contractor had indicated that he will remedy the punch list items by Friday. A discussion ensued in which it was determined that the billing from the contractor would be presented before the Board of Local Improvements at its next meeting or a special meeting will be held to review the Engineer's report and billing for the project. The Chair then called attention to Item #3, Review of the Alley petition for the alley North of Austin, East of Elmwood. The Engineer for the Board distributed a fact sheet which indicated that the tax cards had been requested on September 3, 1986 and that the signatures on the petition represented 77% of the abutting properties. However, these signatures were not verified and will not be verified until the tax cards are received. Mr. Pudloski furnished Mr. Tonkinson with another copy of the sane petition with different signatures affixed which he had received and the Chair Airected the Engineer for the Board to recalculate the percentage based upon the additional signatures furnished to him. The Chair then referred to Item #4, Report on the Street Paving Petition for Poplar and Jenks. The Engineer for the Board distributed fact sheets for Poplar Avenue, Livingston Street to Isabella Street and Jenks Street from Poplar Avenue to Woodbine Avenue. The fact sheet indicated that the request for the tax cards was made to the County on July 28, 1986 and that the signatures indicated 77% of the abutting properties on Poplar Avenue were in favor of proceeding with the special assessment process for bringing about the paving of the street while 98• of all properties abutting Jenks Street were in favor of continuing the process for paving Jenks Street. The Engineer for the Board stated that these signatures were not verified as he had not received the tax cards from the County. The Chair then noted Item f5, status Report on the Unpaved Streets {FY85 and FY86). The Engineer for the Board distributed the updated report which Indicated that all the streets in element FY85 were completely surveyed and that plans had been started with the plans for Hawthorne Lane being complete. A discussion ensued in which the Engineer for the Board indicated that the water and sewer plans were complete for Hawthorne Lane and that he would be prepared to have the hid documents out for bidding in the following month if it was the desire of the Board to do so. The Chair indicated that he concurred with the need to place this under contract prior to the letting of the paving project for Hawthorne Lane. The Engineer for the Board informed those present that Mr. Figurelli had discussed the need for replacing the watermain on Lakeside court from Isabella Street to the existing fire hydrant to the north. A discussion ensued in which it was determined that the 40 line that exists on Lakeside Court would not be replaced. However, a new hydrant would be placed on the northeast corner of Lakeside Court and Isabella Street and the 40 line from the valve at Isabella to the 4' line on Lakeside Court would be replaced prior to paving by the Water Department. Mr. Figurelli requested that he be given time to discuss this with Doug Rowley prior to making the final decision as to whether the Water Department would do this work or whether this would would be included in the necessary work for Hawthorne Lane watermain and sewer installation. it was determined that he would give the Engineer for the Board the answer by the end of the week. The Chair then requested Other Business that might come before the Board. There being none, Mr. Figurelli made a motion to adjourn which was seconded by Mr. Olkctski. ;he Chair ad)ourned the meeting at 3:45 P.M. The next regular meeting of the Board of Local Improvements will be held on October 6, 1986. James S. Tonkinson City Engineer JST:dt cc: Joel M. Asprooth Kristen Davis ✓ Kathy Brown Sharon Eiseman October 7, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Thomas Olkowski, Superintendent of Street Department Richard Figurelli, Superintendent of water 6 Serer James S. Tonkinson, Engineer for the Board Board Members Absent: None Others present: None The Board met on October 6, 1906 at 3:00 P.M. in Room 3650 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:15 P.M. The first order of business was to review the minutes of September 8, 1986. Mr. Figurelli made a motion to approve the minutes as written which was seconded by Mr. Olkowski. The minutes were approved unanimously. The next order of business was a status report on Special Assessment 1361, the paving of the alley north of Crain and east of Dodge. The Engineer for the Board distributed a Fact Sheet and indicated that the alley was completed except for the seal coat which the contractor was unable to place due to inclement weather. A discussion ensued in which attention was drawn to Item #15 on the Fact Sheet distributed which indicated that the total project cost, including Legal and Engineering costs was t56,545.93. Attention was also drawn to Item 013 which indicated the final contract cost for construction of the alley was �51,877.00, The Engineer then presented a bill which was furnished to him by the contractor which was checked and found to be in order and made a motion that the first voucher be issued in favor of the City of Evanston for Engineering and other Legal costs amounting to $4,668.93 and that a second voucher be issued to the contractor in the amount of 077.00. Furthermore, that having respread the roll that the final amended roll be filed in the Circuit court of Cook County and shortly thereafter voucher #1 be filed for collection by the Attorney for the Board. The motion was seconded by Mr. Figurelli. The chair asked for a discussion on the motion and there being none, the motion passed unanimously. The Chair then drew attention to Item #3 on the agenda, the Status Report on Unpaved Streets for FY85 and FY86. Referring to the updated sheets that had been distributed earlier, the need for a letter on Elmwood Avenue as requested by the Ward Alderman was discussed and the Chair directed the r Engineer for the Board to compose an informative letter to be bent to the citizens affected by the proposed special assessment. A discussion took place whereby it was determined that the main sewer that was to be replaced on Elmwood Avenue would not be part of the special assessment cost but would be financed through sewer funds. The Board then set a public hearing date of November 19, 1986 at 7:00 P.M. in the Civic Center for Elmwood Avenue. Also, a discussion took place concerning the paving of Hawthorne Lane and it was determined that a contract would be let for the installation of the water and sewer mains separately from the special assessment paving contract and that a public hearing date was set by the Board for November 12, 1986 at 7:00 P.M. in the Civic Center in order to fully describe the project to those affected citizens. The Chair directed the Engineer for the Board to begin negotiations for the needed easement to install the water tr,Wl from Hawthorne Lane to Martha Lane. The Chair drew attention to the paving of Isabella Street. Mr. Figurelli indicated that the Water Department would install a hydrant directly off of the existing 60 water main at Sheridan Road and that the existing hydrant on Lakeside Court would remain in place for flushing purposes for the 4" main that exists from Sheridan Road to this hydrant. The Chair then set the public hearing date of November 19, 1996 at 8:00 P.M. in the Civic Center for the paving of Isabella Street. A discussion ensued in which the manner of assessing and who mould be assessed for the paving of the intersection at Lakeside Court and Isabella and it was determined that all individuals on Lakeside Court and on Isabella east would be assessed in an indirect manner. It was then determined that a public hearing would not be set for Highland Avenue at this time as there is needed design work due to a meeting with the people from the nursery and their request to not acquire any land beyond the back of the proposed curb and to allow the existing fence bordering their property to remain at its present location. It is anticipated that a public hearing for Highland Avenue will be set at the Board's next meeting in November. A discussion then ensued pertaining to the remaining streets on the approved FY86 plan. No conclusions as to their disposition was made at this time. The next order of business was Ite:r, #4, Other Business. The Chair requested a status report from the Engineer for the Board on the Austin/Sherman alley. Mr. Tonkinson reported that the survey had been -jade and that 'tax cards had been received and the work sheet for design was complete. However, the need to get Gross Point Road and Harrison Street plans completed for submittal to the County was taking priority at this time and that they should be completed within two weeks. This will free personnel to work on the alley plans. There being no further business, the Chair accepted a motion by Mr. Tonkinson to adjourn. The Chair adjourned the meeting at 4:01 P.M. The next regular meeting of the Board of Local Improvements will be held on November 10, 1986 at 3:00 P.M. in Room 3650 located in the Civic Center. Pames S. Tonkinson City Engineer JST:dt cc: Joel M. Asprooth Kristen Davis ✓ Kathy Brown Sharon Eiseman November 17, 1986 MINtTPES OF THE BOARD OF LOCAL IMPROVEMENTS board Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Thomas Olkowski, Superintendent of Street Department Richard Figurelli, Superintendent of Hater i sever Janes S. Tonkinson, Engineer for the Board board Members Absent: None Others Present: Sharon Eiseman, Attorney for the Board The Board met on November 10, 1986 at 3:00 P.N. in Room 3650 of the Civic Center located at 2100 Ridge avenue. The Chair called the meeting to order at 3:05 P.M. The first order of business was to review the minutes of October 6, 1986. Mr. Olkowski made a r+otion to accept the minutes as written which was seconded by Kr. Figurelli. The minutes were approved as written. The next order of business was the review of the visual aids and associated plans, specifications and estimates for Special Assessment 1363, the proposed paving of Elmwood Avenue; the public hearing to be held on November 19, 1986 at 7:00 P.li., Special Assessment 1364, the proposed paving of Isabella Street; the public hearing to be held on November 19, 1986 at 8:00 P.M. and Special Assessment 1365, the proposed paving of Hawthorne Lane, the public hearing to be held on November 12, 1986 at 7:00 P.M. The Engineer for the Board presented the visual aids, the spread sheets and the necessary documents for review. A discussion enaued in which the Chair and the Engineer for the Board by use of the visual aids described the manner in which the assessments had been derived for the benefit of the Attorney for the Board. The Engineer for the Board presented a Fact Sheet indicating that the bids for the water main and sewer main on Hawthorne Lane had been opened and the apparent low bidder was Vincent DiVito, Inc. in the amount of approximately $200,000. The Chair then explained to members of the Board that this was not part of the Special Assessment and there was need to have the water main and sewer replaced prior to the paving. The Attorney for the Board stated that she would have the adhering resolution for the Board prepared so that it will be present at the public hearing on November 12, 1986. At the conclusion of the review, Mr. Shonk made a motion to accept the plans, specifications and estimate for the project which was seconded by Mr. Figurelli. This motion passed unanimously. Next, the Chair drew attention to Special Assessment 1363, the paving of Elmwood Avenue. A discussion ensued in which the visual aide were examined as well as the special assessment roll and the wanner of assessing. Attention was drawn to the visual aid indicating the indirect assessments as being applied and the fact that the land lots were being assessed. it was pointed out that this visual aid should be modified and the roll adjusted to reflect indirect assessments on the fern land lots that have been omitted. The Engineer for the Board stated that this would be done prior to the public hearing on November 19, 1986. Mr. Figurelli made a motion to accept the plans, specifications and estimate for this project which was seconded by Mr. Olkowski. The motion was approved unanimously. The visual aids and special assessment roll as well as the associated documents were reviewed for Special hssestsment 1364, the proposed paving of Isabella Street. A discussion ensued in which the need for a fire hydrant at Sheridan Road, as well as the actual assessments, were discussed. It was determined that the Water i Sewer Department should proceed with the installation of the fire hydrant and that the roll should be re-examined to assure that the costs represent the benefit to the assessed properties. The chair directed the Engineer for the Board to re-examine the roll. The next order of business was the Status Report on the Unpaved Streets for the two years FY85 and FY86. The Engineer For the Board distributed the sheets with the update indicated. The Status Report indicated that the public hearings were Rcheduled for Hawthorne Lane, Elmwood Avenue and Isabella Street and that the public hearing will have to be scheduled for Highland Avenue after the Engineer for the Board finishes the design phase of this project. It is anticipated that the public hearing would be set for some time in January. Review of the Status Report indicated for the streets contained within the TY86 element, that their tax cards have been received from the County and that the surveys for all streets were 100% completed with the exception of the streets in the area of Clifford Street and Bernard Place. There being no further business, Mr. Figurelli made a motion to adjourn and the Chair adjourned the meeting at 4:15 P.M. The next regular meeting of the Board of Local Improvemens will be December 8, 1986. James S. Tonkinson City Engineer JST:dt cc: Joel M. Asprooth Kristen Davi■ ✓ Kathy Brown Sharon Eiseman . 1 PORN 1 eae CITY OF EVANSTON INTERDEPARTMENTAL MEMORA14DUM November 19, 1986 TO: Stephen T. Pudloski, President Richard Figurelli, Superintendent of Water i Sewer Department Thomas Olkowski, Superintendent of Street Department Robert Shonk, Finance Director FROM: James S. Tonkinson, Engineer for the Board SUBJECT: REVISED MINUTES OF NOVEMBER 12, 1986 METING FOR THE HAWTHORNE LANE PUBLIC HEARING Accompanying this memorandum is a revised copy of the minutes for your records. There was a spelling correction on the fifth page and the attendance sheets have been attached. Please discard the copy of the minutes that were sera to you on Monday, November 17, 1986. James S. Tonkinson City Engineer JST:dt Attachments: cc: Joel M. Asprooth Sharon Eiseman Kristen Davis -- Kathy Brown If MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS FOR THE MEETING OF NOVEMBER 12, 1986 Board Members Present: Robert Shonk, Finance Director Richard Figurelli, superintendent of Water z Sewer Thomas Olkowski, Superintendent of Street Dept. James S. Tonkinson, Engineer for the Board Board Members Absent: Stephen T. Pudloski, President others Present: See Attached Sheets The Board held a public hearing for the proposed paving of Hawthorne Lane, Special Assessment 1365, at 7:00 P.M. in Room 2404 of the Civic Center located at 2100 Ridge Avenue, Evanston, Illinois. The Chair called the meeting to order at 7:00 P.M. in the absence of the President of the Board, Mr. Tonkinson presided. The Chair introduced the members of the board that were present and stated that the membership on the board is mandated by the State Statutes and that all members are members of the City staff. He informed those present that the purpose of this public hearing was to present the Special Assessment process, the project and to gather facts relating to the proposed paving of Hawthorne Lane in order to make a recommendation to the City Council concerning the paving. The Chair then turned the meeting over to Mr. Shonk who explained the Special Assessment procedures, the method of payments on the Special Assessments and the ability to make these payments over a ten year period at a 71 simple interest, paid annually on the unpaid balance. In response to an inquiry as to the manner in which the assessments against the individual properties had been finally arrived at, the Chair drew attention to the three types of methods that had been examined, that is, equal payment for each parcel, modified width of lot and properties assessed valuation. He explained that the City Council in 1979, when making its mandate to pave all unpaved streets in the City, also stated that the policy that was set by Resolution 72-R-74 for cost sharing should be used in assessing the cost of the project. He further explained the cost sharing policy and indicated that the 2/3 rule had been applied in determining the total private costs for paving Hawthorne Lane, and that it was determined that the properties assessed valuation best reflected both the benefit derived and the wish of the owners that are to be assessed. The manner in which the assessed valuation was used was by proportionate parts of the summation of the assessed valuation of all parcels affected. The Chair also informed those present that the work sheet for the assessment spread and a comparison of the three manners of assessing benefit was present and could be examined after the meeting was concluded. He stated that the work sheet contains the figures based upon the 1985 assessed valuation and the current estimate, while the comparison is based upon the 1983 assessed valuation and the original rough estimate. Next, the chair went on to explain the scope of the project and the type of curbs that are proposed. At this point, Pam McEnroe of 2034 Hawthorne Lane indicated that she had a Position paper signed by some of the property owners that would be affected by this Special Assessment. The Chair recognized Ms. McEnroe and a discussion ensued in which the paving of Hawthorne Lane at the proposed 161 width, as indicated on the plans, and the desire, indicated in the Position Paper, to pave at a maximum of 17' from back of curb to back of curb within the east and west legs of the street and 14' wide within the turning area at its southern end, was debated. The Chair then requested that Ms. KcEnroe submit the Position Paper to the board for its consideration and report. further discussion, as indicated, transpired concerning the following: 1. The proposed drainage structures on the street compared to those that had been installed on Simpson where the street floods. Mr. Pigurelli responded by indicating that because we have combined sewers where the sanitation and the storm water are carried in the same sewer, 101 pipes are installed from the surface drain on the streets with 4• restrictors being placed in them to cause ponding on the drain for a short period of time during excessive rainfall of a short duration. The Chair indicated that the amount of ponding around a structure is dependent upon the surface area that the street would serve and as the area of Hawthorne Lane is so much less than that of Simpson for an equivalent rainfall their would be much less ponding, if at all. 2. In response to the question of why 18' instead of 16' and in what manner does this affect future funding for maintenance, the Chair responded by indicating that 18' is the absolute minimum width that MPT funds can be used to resurface an existing street and that emergency vehicles would not be able to stay within the pavement area in negotiating the turns with the pavement less than 18' wide. The general response to the width of 18' was that the preference by the property owners was for 16'. 3. In response to a statement made by the property owner abutting the area in which it is proposed that six trees be removed, the Chair informed those present that the Arborist had been contacted concerning these trees and had indicated that if need -2- be he would look at the overall project after the work is completed to plant additional trees but definitely would not group them as they currently exist. He also informed those present that the Forestor is present at the preconatruction meeting for the project and would inform the contractor of the need to protect remaining existing trees. 4. The need for the replacement of the existing 4' water main with a 6% water main connected to Martha Lane and the replacement of the existing 9" combined sewer with a 109 combined sewer. The Chair stated that the cost of this work would be approximately $200,000 and would be borne totally by the City and not part of this Special Assessment and that it was necessary to improve the fire flow in the area and to provide for a better sewer system on Hawthorne Lane as the 9' sewer is in a line beneath the existing trees and has caused problems. Mr. Figurelli stated it was necessary for his department to rod the sewer at least once a year and many times, more than that. He also responded to a question that the funding for the sewer was to come from the money received from the Northwest Water Commission and that the funding for the water main was coming from a bond issue for improvement of the distribution system. The Chair further stated that it was the intention of the City to have the water main and sewer installed prior to the proposed paving and that this work would start in March with the paving following it up immediately. The purpose of this is to minimize the inconvenience to the property owners that would be brought about by the condition of the street after the sewer and water main are installed. In a reply to an inquiry, the Chair stated that if the street were not to be paved, that the water and sewer lines could not be placed as there would be total distruction of the surface of the existing unpaved areas and that it would be difficult to consolidate the replaced mate.ial to the same degree that it exists today. The Engineer for the Board explained the material being used to pave the street as well as indicated where the drainage structures were located and how the restoration of driveways with their associated materials would be carried out. A discussion ensued in which the Engineer for the Board explained the replacement of driveways in kind and the need to place asphalt on driveways which presently were Unpaved. Their being no further questions, the Chair requested that those present indicate their desire to proceed with the Special Assessment process or to halt it by placing a mark in the appropriate column on the attendance sheet. In answer to questions concerning what does the vote yes mean and no mean, the Chair informed those present that this was a showing of their desires to proceed with the Special Assessment process as it relates to the current plans. He also stated because the President of the Board was -3- absent, the board would meet again prior to making its recommendation to the City Council to discuss the facts and the Position Paper as well as other material received by the board this evening. In reply to the question of would they be informed if there were any changes, the Chair requested that a person be appointed as spokesperson and that person would be notified to disseminate information to the rest of the property owners. The Chair adjourned the meeting at 8:35 P.M. )4 007�w awes S. Tonkinson Engineer for the Hoard NOTE: See Attached Addendum JST:dt cc: Joel M. Asprooth Kathy Brown City Clerk Sharon Eisemann -4- ADDENDUM RESULTS OF POLL: Parcels For Paving - 2 Parcels Against Paving - 11 Parcel, split vote - 1 There are a total of 23 parcels, therefor, tho attendance sheets indicate that owners of ter: parcels on Hawthorne Lane were not present. The Chair entered the following exhibits in the records: 1). Exhibit 'A', the letter from Lawrence M. Gavin and Mary Belt Gavin of 2400 Simpson, indicating their opposition to any improvement of Hawthorne Lane, accompanied by two (2) photographs showing parked fire truck on unimproved Hawthorne Lane at southern end, 2). Exhibit 'B', the Position Paper to the City Council, furnished by Pam McEnroe, and 3). Exhibit 'C', the Attendance Sheets. The sense of the meeting, as put forth by questions and answers, is that although the majority of the property owners would prefer that the street remain unpaved, that paving to the a width of 16' would be acceptable, if necessary, but that all property owners wish to keep the rustic aesthetics of the current area. Engineering Department November 13, 1986 SPECIAL ASSESSMENT NAME SIGNATURE. ADDRESS PROCEED (Please Print), YES N4 l , r J M SPECIAL ASSESSMENT 1365 NAME SIGNATURE. ADDRESS JPROCEE �Pleo:e Print)- YES w t-1AN MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS FOR THE MEETING OF NOVEMBER 19, 1986 Members Present: Stephen T. Pudloski, President Thomas Olkowski, Superintendent of Street Department Richard Figurelli, Superintendent of Sewer & Water Dept. James S. Tonkinson, Engineer for the Board Members Absent: Robert Shonk, Finance Director Others Present: Alderman Ann Rainey and Those Indicated on the Attached Attendance Sheet. The Board held a public hearing for the proposed paving of Elmwood Avenue, Special Assessment 1363, at 7:00 P.K. in Room 2401 at the Civic Center located at 2100 Ridge Avenue, Evanston, Illinois. The Chair called the meeting to order at 7:07 P.M. The Chair introduced the members of the Board that were present indicating their staff position with the City and the requirement that they be on the Board. He also indicated that Mr. Shonk was a member of the Board but would not be present as he had other City business which needed his attention. The Chair then proceeded to explain the Special Assessment process and the need for the public hearing as well as the recommendation and reporting of the Board's findings to the Administration and Public Works Committee and the City Council. He also explained that should the Administration and Public works Committee and the City Council concur with the recommendation, an ordinance would be adopted so that the process would proceed to the Circuit Court of Cook County. The Chair also described the process of bidding out the project and in the absence of Mr. Shonk, the method of collection on the assessments. The Chair described the manner in which the 7% simple interest is applied to the principal on the unpaid balance and the ability to make payments over a ten year period. The President then turned the meeting over to the Engineer for the Board to describe the manner of assessing the benefiting properties for this project. With the use of visual aids, Mr. Tonkinson explained the difference between direct and indirect assessments as well as the definition of a land lot. h discussion ensued in which a question was raised as to why St. Francis Hospital was not being assessed for this project as they use Elmwood Avenue as one of their corridors to their parking lot. After the discussion, the President for the Board assured those present that he would look into the possibility of St. Francis Hospital sharing as part of the public benefit for the improvement. The Engineer for the Board, referring to the legal notice, stated the estimated cost of construction plus legal and lawful expenses indicating that the City's 213 rule applied and that the direct cost per assessable Page -2- foot was J90.49 as opposed to the maximum limit that would have been set by the Engineering News Record Construction cost Index of 499.00 per foot. Therefore, the city of Evanston as a whole would pick up 016,421.94 of the special assessment costs as a public benefit. He also indicated with the use of the visual aids that the existing 9' sewer would be replaced and the flow directed to the south, away from Mulford Street at a total cost of approximately $18,000 which costs have not been calculated into the costa of the special assessment but instead as a total cost to the City at large. The Engineer for the Board then further described the project, the type of curbs, and restoration of the existing concrete sidewalks that would have to be removed for the installation of the curbs. The property owner at 821 Case Street, who is one of the property owners assessed for this project, wished to reiterate some of the neighborhoods concerns and was recognized by the President of the Board. The following are the concerns as put forth by Mr. Badesch: 1. That the Board make every effort to contact St. Francis Hospital to help pay for a portion of this project, and 2. To consider changing the policy for assessing for this particular project as it relates to past policies in assessing, that is, to allow for the inclusion of other parcels beyond the one-half bock limit or both sides of Case Street and Mulford Street. In addition, other concerns stated by those present was that there was fear that the paving of Elmwood Avenue in this area would allow cars to increase their speed and understanding that speed bumps are not acceptable in paved street areas, that the City attempt to post signs that indicate that Elmwood Avenue is not a through street and to do nothing to remove the recently placed stop signs. The President of the Board acknowledged the concerns expressed and indicated that they would be looked into by the Board and that again, St. Frantic Hospital would be contacted to determine if the hospital would share in a portion of the public benefit. The President then informed those present that due to some of their concerns, the Board will recess and that it will reconvene at a later date when some of the information is gathered and at that time will take a vote to determine its position. He also stated that those that were present at the meeting would be notified so that they might be present when the Board reconvenes. There being no further business, the President of the Board requested that the citizens present affix a mark on the attendance sheet indicating their desire as it relates to the paving of Elmwood Avenue between Case Street and Mulford Street. The Board recessed at 8:15 P.M. ames S. Tonkinson City Engineer JST:dt Attachment: cc: Joel M. Asprooth Kristen Davis ►� Kathy Brown Sharon Eiseman SPECIAL ASSESSMENT 136-3 NAME SIGNATURE. (?Itcrc Prin I ADDRESS Z ya i ��, t�•v y�� PROCEE, YES # NO i MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS FOR THE MEETING ON NOVEMBER 19, 1906 Members Present: Stephen T. Pudloski, President Thomas Olkowski, Superintendent of Street Department Richard Figurelli, Suprrintendent of Hater i Sewer Dept. .lames S. Tonkinson, Engineer for the Board Members Absent: Robert Shank, Finance Director Others Present: See Attached Attendance Sheet The Board held a public hearing for the proposed paving of Isabella Street, Special Assessment 1364, at 8:00 P.M. in Room 2401 at the Civic Center located at 2100 Ridge Avenue, Evanston, Illinois. The Chair called the meeting to order At. 8:20 P.M. The Chair introduced the members of the Board that were present indicating their staff positions with the City. He also indicated that Mr. Robert Shonk, the Finance Director, was a member of the Board and would not be present as he had other City business to address. The Chair then proceeded to explain the Special Assessment process and the function of the public hearing, the need for recommending what action should be taken concerning this project and reporting of its findings to the Administration and Public Works Committee and the City Council. Be also explained the involvement of the Circuit Court of Cook County in relation to the special assessment procedures and the bidding process as it relates to the necessary approval by the City Council for acceptance of the low bid. The Chair proceeded to describe the collection procedures for the special assessment and indicated that invoices are sent from the City and not the Council for payment. He also described the procedure for making payments over a ten year period as well as informed those present of the ability to make payments either in total or for multiple years at one time. He described the method of applying the 7% simple interest on the unpaid balance of the payments and answered questions concerning the above. The Chair then turned the meeting over to the Engineer for the Board. with the use of visual aids, he described the manner in which the assessments for the land parcels were derived in relation to their benefits. He indicated that when examining the assessment based upon the city's 2/3 rule, that the cost per lineal foot was $129.03 and that therefore, the maximum cost applied by using the cost index for construction of 499.00 per assessable footage was used. A discussion ensued in which the property owners of the land were informed as to how their indirect benefit was calculated. . Page -2- The Engineer for the Board then With use of the visual aids described the project, the materials being used for the street and the design configuration of the cul-de-sac as well as the curbs and the restoration. A discussion transpired in which the design was discussed and concerns for vehicles turning off of Sheridan Road onto Isabella Street, was expressed. The President and the Engineer for the Hoard agreed to examine the geometrics and determine what changes might be made to provide a safer access to the cul-de-sac area. Other concerns were addressed; those of Mr. 6 Mrs. Neems, as they related to sculptured materials in their parkway on Lakeside Court and their evergreens behind the existing sidewalk. The Engineer for the Board assured them that the evergreens would not be damaged and that he would examine the plan an it relates to the material in the parkway on Lakeside Court to assure that it wtil not be disrupted. Concern was expressed for the cyclists that use the sidewalks on the east side of Sheridan Road and the Engineer for the Board assured those present that the sidewalks, although being replaced, would remain in their original position with the sidewalks to the south of the improvement being extended in line with those that exist currently. Concerns were expressed relating to the existing sewer on Isabella Street and its condition. Mr. Figurelli assured those present that the existing 100 sewer is in good condition and that the problems that had been exprierenced on Lakeside Court are root problems which recently the Sewer Department had cleared. In addition, he stated that the materials from the unpaved street section had been washed into the 106 sewer and therefore retarded the flow of sewage from Lakeside Court. The President of the Board responded to questions concerning the application of the 70 simple interest on the unpaid balance as it related to the individual property owners present. He informed those present that if there were no other questions, he would entertain a motion. Mr. Figurelli made a motion to adhere to the first resolution of the Board and continue the procedures to bring about the paving of Isabella Street, understanding that the Board will examine the proposed geometrics so that they can be modified to provide a safer condition for exiting Sheridan Road and entering the cul-de-sac, Mr. Tonkinson seconded the motion. The motion passed unanimously; whereupon the members of the Board present signed the Adhering Resolution for Special Assessment 1364. There being no further business, the Chair ad)ourned the public hearing at 9: 50 P.M. V'�-1500��4 ' mes S. Tonkinson City Engineer JST:dt Attachments: cc: Joel M. Asprooth Kirsten Davis Kathy Brown Sharon Eiseman SPECIAL ASSESSMENT 1364- NAME SIGNATURE. ADDRESS PROCEED t� iecse r-r,r,`YES N- [�, a- tr- q J E.r 1 � f. `.... c�Y.�.c "�,, ��� k'�=re. ,�� �•-.� � �- 8 � � L a.�- c.r� t c�. � C-� 1 l P December 10, 1986 MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS Board Members Present: Stephen T. Pudloski, President Thomas olkowski, Superintendent of Street Department Richard Fiqurelli, Supreintendent of Water i Sewer James S. Tonkinson, Engineer for the Board Board Members Absent: Robert Shonk, Finance Director Others Present: Sharon Eiseman, ,Attorney for the Board The Board met on December 8, 1986 at 3:00 P.M. in Room 2402 of the Civic Center located at 2100 Ridge Avenue. The Chair called the meeting to order at 3:15 P.K. The first order of business was to review the minutes of the Board meeting of November 10, 1986 and the minutes from the public hearings of November 12th and November 19, 1986. Mr. Figurelli made a motion to approve the minutes as written which was seconded by Mr. olkowski. The minutes were approved unanimously. The Chair drew attention to the second order of business which was a memorandum from the Attorney for the Board concerning the procedures to be followed in adopting the 1st Resolution for the project and the necessary public hearing. A discussion ensued in which it was determined that the Resolution for a project would be present at the time the Board acted on setting a public hearing date. The next order of business was a status report on the unpaved street for FY85 and FY86. The Engineer for the Board presented the plans and the revised Pst:-,ate for t?e :-odifications of the geonetrics for Special Assessment 1364, the Pavinc of Isabella. The Chair then explained to the Attorney for the Boarl tt%at the modifications on the plans and the increased estimate was brought about ty requests at the putlic hearing to modify the design to allow for a safer access tc ;sabella frog Sheridan Road. A discussion ensue-4 in wnicn Kr. :'onti inson -,ade a _:cr. to accept the re-:ised plan and estimate reflecting the wisnes exp:esse at the putlic hearina for Special Assessment 136: and t. revise the ordinance and Recommendation to reflect these c fames. -nis was an-4 approve-' unanimously. The Encineer for the Bca:d state!, as injicated on the status sheets, that all surveys for the unpaved streets have been completed and that there would be a need to set public hearings at a future meetinq. The Chair then pointed out that there was a need to conclude the business on the two public hearings, Special Assessment 1363 and Special Assessment 1364. 1 A discussion ensued in which it was determined that because of the need to make legal clarification on the Board's position as to reconvening the public hearings for Special Assessment 1364 and Special Assessment 1365, that an executive session be held. Mr. Olkowski made a motion to hold an executive session which was seconded by Mr. Figurelli. The Board went into executive session at 4:10 F.H. to discuss the legal matters on the public hearings. The Board reconvened from the executive session at 4:30 P.M. A discussion ensued concerning concluding the public hearing business for Special Assessment 1365, the Paving of Hawthorne Lane; after which, the Chair with the concurrence of the other Board members present and the Attorney for the Board, set the reconvening of the Board to consider the recommendation for Special Assessment 1365 as December 15, 1986 at 7:00 P.M. in room 2404 of the Civic Center located at 2100 Ridge Avenue. He further directed the Engineer for the Board to notify all property owners that would be affected by the assessment of this date by certified mail. Also, it was determined that there would be a special meeting set for next week to conclude the business on the Elmwood Avenue paving project, Special Assessment 1363. The Chair drew attention to Other Business, at which time the Engineer for the Board indicated that the plans and the estimate for the paving of the alley north of Austin and east of Sherman are being finalized and that a public hearing could be held in January should the Board desire this. The Chair indicated that when the plans and estimate are prepared, a special meeting would be held to review them and set the public hearing date. There being no further business, the chair adjourned the meeting at 4:45 P.M. ,Janes S. ':onkinson City Engineer JST.''= cc: Joel M. Asprooth Kristen Davis -� Kathy Brown Sharon Eiseman MINUTES OF THE BOARD OF LOCAL IMPROVEMENTS FOR THE MEETING OF DECEMBER 15, 1986 Members Present: Stephen T. Pudloski, President Robert Shonk, Finance Director Thomas Olkowski, Superintendent of Street Department Richard Figurelli, Superintendent of water i Sewer Dept. James S. Tonkinson, Engineer for the Hoard Members Absent: Bone Others Present: See Attached Attendance Sheet The Board reconvened the Public Hearing for the proposed paving of Hawthorne Lane, Special Assessment 1365, at 7:00 P.M. in Room 2404 at the Civic Center located at 2100 Ridge Avenue, Evanston, Illinois. The Chair called the meeting to order at 7:02 P.M. The President of the Board explained, while referring to his communique of December 12, 1986 to the property owners, that the Board was sheeting tonight to discuss the Position Paper which was entered into the records at the previous Hoard meeting on this project and to further explain they Board's position and receive input concerning the proposed paving of Hawthorne Lane. He also addressed the schedule of proposed action by the Board and informed those present that the minutes of this sheeting would be mailed to all residents on Hawthorne Lane by Thursday, December 18, 1986 for their review and that another meeting would be held on January 5, 1987 in Room 2404 of the Civic Center to reconvene the Public Hearinq of December 15, 1986 to receive questions and statements by the residents and for the final decision by the Hoard. He also stated that at 7:30 P.M. on January 12, 1987 in Room 2404 of the Civic Center, the Administration and Public works Committee would consider the recommendation of the Board of Local improvements. He also stated that should the Administration and Public Works Committee determine that the project should proceed, an ordinance would be introduced and at the meeting of January 26, 1987, the full City Council would consider the proposed paving of Hawthorne Lane. The President of the Board then made reference to Exhibit 'A', the letter from Lawrence M. Gavin and Mary Helt Gavin of 2400 Simpson, indicating their opposition to any improvement of Hawthorne Lane, accompanied by two photographs showing a parked fire truck on the unimproved Hawthorne Lane at the southern end and Exhibit 'H', the Position Paper furnished by Pam McEnroe with signatures affixed on a petition indicating that the petition reflects the desire of the residents on Hawthorne Lane to have the proposed paving of the street 17' wide back of curb to back of curb on the straight portion both east and west and a 14' width at the turning portion of the lane adjacent to McCormick Boulevard. The President !Wade a comparison of the number of individuals that voted for and against the paving of Hawthorne Lane as stated on the Position Paper (Exhibit 'Be) and the individuals that voted for and against the paving of Hawthorne Lane as being proposed by the Board of Local Improvements (Exhibit 'C'). Page -2- Public Bearing of 12/15/86 A discussion ensued in which the President of the Board attached an existing plan sheet of Bawtnorne Lane to the visual aid board that was marked so as to indicate the various widths of Hawthorne Lane in the traveled area that presently exists. He indicated the dimensions along the west lag of Hawthorne Lane were between 16 and 18 feet, that the west half of the curve was 17 and 18 feet wide and that the east half of the curve narrowed to 16 feet. 8e also pointed out that the east leg was 12 feet wide at the narrowest point and varried between 13 to 15 feet wide. 8e also pointed out several places along the west leg which were widened to 18 to 20 feet to allow parking. The President of the Board then listed on the board (as shown below) the dimensions of various vehicles which use Hawthorne Lane and the minimum widths needed by those vehicles to sake the turn. VEHICLE WIDTH MItiIMUK WIDTH o" CURVE loll TtmNu G Passenger car Single Axel Truck (30' long) Garbage Truck (30' long) lire Truck Ladder Truck (34 to 37• long) 6 feet 8 feet 8 feet 6 inches 14 feet 8 feet 6 inches is feet 8 feet 8 inches 16 feet The President then explained that a structural fire would result in numerous vehicles responding to the scene and listed them as shown below. FIRE DEPARTMENT RESPONSE TO A STRUCTURAL PIRG 1 Pumper Truck Initial l Ladder Truck Response i Ambulance i Shift Commander Car Additional vehicles also respond, such as; Police - Traffic and Assistance Water Truck - Assistance Other Fire Vehicles, Pumper, Rescue Vans, Cars Because of the number of wide vehicles which respond to a fire and the need for them to pass one another into and out of the scene, the President stated he could not recommend less than an 18 foot width. The President also indicated that in his visits to Hawthorne Lane he has often seen cars parked along the street. The parking and the fact that the road gets narrower during snow season argues for a minimum width throughout the lane of 18 feet. Page -3- Public Bearing of 12/15/86 One of the residents stated that they did not want the rustic character of the street changed and could not understand why there was a need for placing any curbs on the street. Mr. Pudloaki then explained the need for proper drainage in order to protect the foundation and surface of the roadway and further described that when roadways have been paved with no curbs, a drainage ditch adjacent to the roadway is provided in lieu of a curb. In the case of Hawthorne Lane, a drainage ditch would not be an appropriate manner of accomodating the necessary drainage due to the abundance of undergrowth and trees on the public right-of-way. one of the property owners asked the Board what the width of the excavation would have to be in order to install the proposed curbs. To this the President responded, approximately 21' would have to be excavated. The resident then stated his concern for the existing trees and damage to their roots. The President responded that the City Arborist, Mr. Ceplecka, had been contacted concerning the condition of the trees on Hawthorne Lane and he felt that there was no danger to the mature trees since the existing roadway has so compacted the soil that the trees do not relie on a shallow root system toward the street. Mr. Alan J. Mumbrue of 2025 Hawthorne Lane stated that although only four (4) residents on the street showed up for this meeting, that he and others present had been contacted by other residents on the street and they actually are speaking on their behalf. He also stated that the need for all to be present at this meeting was not apparent since the meeting of January 5, 1987 is when the Board is scheduled to take action on the paving. He also indicated that the small attendance certainly did not indicate a disinterest in the manner in which the street would be paved. Mr. Mumbrue then presented a poster board with pictures attached of roadways that have recently been •paved' in the Village of Winnetka which indicated that these roadways had no curbs. This was entered into the record as Exhibit 'A". A discussion ensued in which the President of the Board identified a drainage ditch along the edge of the road in one of the pictures, deterioration of the edge of pavement, and pointed out that the abundance of moisture which is evident along the edge of the roadway. Such moisture will be a source of future pavement failure and high maintenance costs. in response to the wishes of those present, the President of the Board indicated that when the Board was supplied with the names of the streets that are shown in Exhibit 'A " , he would look at the streets and attempt to ascertain in which jurisdiction these streets are maintained and why they were paved without curbs. Page -4- Public Hearing of 12/15/86 Mr. Mumbrue then presented the President with a letter to the Evanston Board of Local Improvements dated December 15, 1986 from the McEnroe's. The letter was entered into the record as Exhibit 'B'•. The President read the entire letter at the meeting. in essence, the letter stated that the lack of attendance at this meeting did not indicate lack of concern for the manner in Which the street would be paved. It reiterated the residents position for paving as put forth in their Position Paper of November 12, 1986 and paving with no curbs. There being no further business, the Chair recessed the meeting at 7:52 P.M. and announced that this meeting would be reconvened on January 5, 1987 at 7:00 P.M. in Room 2404 of the Civic Center. 00010 'Zo*& n Oas*a S.iT city er JST:dt Attachment: cc: Joel M. Asprooth Sharon Eiseman Kristen Davis Kathy Brown Homeowners - Hawthorne Lane SPECIAL. ASSESSMENT NAME SIGNATURE. ADDRESS PROCEEI1 (Please Print YES NO o a f //A .j Mee kAj,