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Minutes 1987
MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of January 12. 1987 Members Present: Aldermen Nelson, Raden, Summers, Rainey,Coll©ns, and Hasuret Members Absent: None Stuff Present: Booth, T. Carlson, Casey, Ceplecha, Engel, Figurelli, Johnson, Lash, Olkowski, Pudloski, Shonk, Shulse, Satan, Tonkinson, Volberding, and Zendell Presiding Official: Alderman Jon Nelson, Chairman Summary of Action: The meeting was called to order at 7:35 P.N. • HINUTES - The minutes of December 22, 1986 Were approved as submitted. COMnUN I CATIONT : Multi --Family Unit Inspection Fee Budget Option - Chairman Nelson suggested that this matter be discussed by the full Council rather than Lhe COMMI tree, since the City Manager his included this option in Kis budget and the City Council is about to begin its Budtet Work Sessions. He suggested that staff notify the interest groups of the _ud,et option, including the tenants' organization and realtors. The Committee concurred with the Chairman's recommendation. Parking Tichet Collection Subcommittee R_eporrt - Alderman Paden stated that the Subcommittee has had two excellent meetings, that the staff reports were superb, and the staff should get credit for a tremendous amount of energy expended on the project. She said the Cubccrmi ttes hoped to have a boot program in place by May 1 with an amnesty period which would begin April 1. Alderman Radon indicated there would be another Subcommittee meeting prior to the January 26 meeting of the Committee. Chairman Nelson thanked the Committee and staff and said he looked forward to the conclusion of their work and the implementation of the program. Alderman Raden stated that it may not be necessary to implement a boot program if a State law, now pending, is ado ted. The Committee accepted the lubcommittee report. Response to Bills List Inquiries - The Committee accepted the report. City Bills of January 6, 1987 - The Committee requested additional information concerning Account 400.22400. druP scr ?ning; '=count 130.23100, three Civil Service hearings; Account 1O00.40200, Ebony MaLazinq; account 1703.345O0, office supplies; Account 716.32800, tank and Carl; and Account 1610.53000, Alan Meyers. The Committee then approved the bills as submitted except for the $12.00 subscription fee to Ebony Magazine in account MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE January 12, 1987.......... Page Two 1000.40200. Chairman Nelson requested a status report on the construction of the Animal "ihelter and a status report on the negotiation of the Bell Telephone Franchise Agreement. PURCHASES: Arts 6 Recreation Magazine Production Services - Chairman Nelson moved to accept the Manager's recommendation. Alderman Raden offered a substitute motion to use the low bid, Pioneer Press. Alderman Collens stated that the City cannot accept the lower bid because of the lack of confidence in the quality of the work which will be produced Pioneer Press. Alderman Rainey stated that, while she thought the cost was extraordinarily high, she would support the Manager's recommendation because she did not believe there would be a trade-off between reinstating the James Hill program and cost savings on the magazine. She indicated that both programs could be funded. Chairman Nelson recognized fir. Henry Krasnow, President of the Evanston Recreation Board. Mr. Krasnow called attention to his memorandum distr+.buted in the Committee packet. He indicated the Recreation Board in no way thought that the magazine costs were a trade for the James Hill program and that the Board felt strongly that without a high quality magazine, not enough revenue would be generated to help support the free and subsidized programs. Alderman Summers expressed concern that the bids should have been on comparable products and that the specifications should have been written in such a way that the Committee would not be faced with this decision. Alderman Masuret stated that memoranda from staff and the Recreation Board were convincing and she would support the Manager's recommendation. In response to Alderman Rainey. Noyes Center Director Zendell said he had toured the printing plant, inspected a printing job that Pioneer Press was doing, and confirmed the wide color variations and inferior quality. The substitute motion to award the printing contract to Pioneer Press was defeated by a vote of 1-5 (Alderman Raden voting aye). Chairman Nelson called attention to the fact that the funds utilized for this purchase were from the future budget, and while he recognized that to meet the printing schedule a contract must be awarded prior to the fiscal year, he suggests shifting the cycle by awarding a 15 month contract. Purchasing Agent Johnson pointed out that any 12 month contract awarded during the middle of a budget year obligates funds from the next budget year. The Committee voted 5-1 (Alderman Raden voting nay) to approve the following proposalst Glenbard Graphics for printing at a total estimated annual cost of $78,648; John Gwinn/Melanie Anderson/Beth Herman for design services at a total estimated annual cost of $17,640. Police Squad Cars - The Committee unanimously moved approval for utilization of the State of Illinois contract for the purchase of ten squad cars from Jerry Biggers Chevrolet at a total cost of $111,993.30. Water System Computer Network Analysis - The Committee unanimously moved approval of the proposal from Alvord, Burdick and Howson at a total cost of $41,000 for a water system computer network analysis as a non -bid item requiring 2/3 majority vote. M114UTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE January 12, 1987.......... Page Three Parking Ticket Data£ntry Services - The Committee unanimously moved approval for a one year contract renewal with Unique Data Services at an estimated cost of $24,250 as a non -bid item requiring 2I3 majority vote. ITEMS FOR CONSIDERATION: Docket I-lA-87: Resolution 98-R-86 - Shoreline Erosion Organization - Alderman Collens acknowledged the problems at the lakefront, stated that it was appropriate for the City to endorse pursuit of remedies for Lake !Michigan shoreline erosion, but indicated there were numbers of organizations already working on this problem. She therefore offered an amendment to Section 2 which called for existing organizations to work together rather than to create a new organization. The amendment reads: (2) "encourages all shoreline communities to join the City in workinG with all appropriate organizations to pursue specific remedies including, but not limited to, reduction of the Great Lakes water level". The Committee unanimously moved to recorsaend approval of the Resolution as revised. Docket 2-1A-87: Resolution 3-R-87 - Maintenance of State Roads - The Committee unanimously moved to recotrmend approval. Docket 3-IA-87: Ordinance 2-0-87 - Three -Way Stop at Florence and Lee - The Committee unanimously moved to recommend introduction and approval. Docket 4-lA-87: Ordinance 6-0-87 - 10 A. 1365 - Paving Hawthorne Lane_ - Alderman Collens requested that this matter be held over in order to provide an opportunity for the Engineering Department to stake out the proposals so that the Aldermen and the residents could better visualize the various pavement widths that are being discussed. Alderman Raden stated that she has been against the Council's policy forcing special assessments because of economic hardships that they create, but had not expected property owners to oppose special assessments due to a change in their physical environment. She suggested that the Committee reconsider the Council policy for special assessments. Alderman Collens indicated that Hawthorne Lane was a special case and that a number of the residents did want the Lane improved. The conflict has to do with whether curbs will be installed, the width of the pavement, and the spread of the cost. Alderman Rainey stated her concern with the spread of the costs and was interested in the method used in Hawthorne Lane and whether it might be applicable in other areas. Mr. Pudloski indicated it may be appropriate in other areas and each situation would be analyzed at the time it was scheduled for consideration. The Committee agreed to hold this matter over. ITEMS PREVIOUSLY CONSIDERED: Docket 296-128 86: Ordinance 133-0-86 - Item Pricing Exemation - Chairman Nelson indicated that the Committee had recommended the consideration of this matter by Council at its last meeting and that there would be no vote taken by the Committee at this meeting. He called attention to the memorandum from the Subcommittee on Item Pricing which contained the method to evaluate the six month trial and a revised Ordinance in accordance with the Committee's action at the previous meeting. He then recognized Ms. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE January 12, 1987.......... Page Four Nary Ann McCudden of the Evanston Commission on Aging. Me. McCudden stated that the Commission on Aging had reviewed the proposed Ordinance and voted unanimously to recommend against Council's adoption of the Ordinance. The reasons were outlined in the memorandum being distributed to the Committee and Council. The memorandum also made several suggestions to improve the implementation of the current City requirements, Including clearly printed shelf tags, minimal use of abbreviations, and clear information to consumers on complaint procedures. Mr. Thomas Roti, General Counsel, Dominicks Foods, indicated that the proposed six month trial would give an opportunity for consumers to react to the elimination of unit pricing on sales items and thereby determine what problems do occur rather than assuming problems will occur. Mr. Roti believed that tho customers would riot miss item pricing. Alderman Rainey stated that Mr. Roti's statement does not reflect his customer's wishes since all of the consumers that she discussed this matter with were interested in maintaining the requirement for item pricing. Alderman Collens stated that while she too had received a number of calls on this matter opposing the item pricing exemption, she did get one call from a person who stated that the government should stay out of this matter and that requiring item pricing undoubtedly drives up the cost and increases the price a consumer must pay for the item. Alderman Radon said that this was the first time she had ever received thank you notes for her stand on an issue and stated she was considering recor rending that the existing Ordinance be amended to improve compliance. Alderman Summers stated that he would present his views at Council, but that he was concerned about what the Committee was doing to the retailer. Ms. Bonnie Wilson restated her position indicating that the consumer needed awareness of the price on the item and that exempting sale iter..s would significantly reduce that benefit. Chairman Belson drew the discussion to a close, indicating that the matter would be considered by Council and that those who wished to speak could do so at the beginning of the Council meeting. The Committee adjourned at 9:00 P.K. Respectfully submitted, 'LJ� L T. "tephe Puloski Director of Public Storks Members Present: Members Absent: Staff present: Presiding Official: Summary of Action: MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of January 26, 1987 Aldermen Masuret, Nelson, Collens, Raden, Rainey and Summers Hone Booth, T. Carlson, Casey, Engel, Figurelli, Jennings, Johnson, Olkowski, Pudlooki, Shonk, Tonkinson, Mirth, attd Zimmerman Alderman Michael Summers, Chairman The meeting was called to order at 7:35 P.H. MINUTES - The minutes of January 12, 1987 were approved with the following correction: on page one in the section entitled Parking Ticket Collection Subcommittee Report, the first two statements attributed to Alderman Radon should have been by Alderman Rainey. Township Bills of December, 1986 - Chairman Summers indicated that he was moving the consideration of the Township bills up on the Agenda since the representative of the Township was there for only that item. The Committee approved the Township bills as submitted. COMMUNICATIONS: Response to Bills List Inquiries - The Committee accepted the report. Chairman Summers stated his concern that the definition of professional and trade journals was too narrowly constructed, and should be expanded to Include other pertinent publications. He indicated he recommends looking Into that policy at a later date. Chairman's Priorities - Alderman Collens indicated that the March consideration of liquor sales outside the Central Business District was premature. Her recollection was that this matter was to be put off until after the City had experience with the additional stores in the Central Business District and since that had not happened, she felt it was premature to consider this matter in ?larch. Chairman Summers asked that the Minutes of the Committee's action when this matter was placed on the priority list for March, 1987, be distributed to the Committee. Alderman Rainey suggested that revision of the sanitation collection schedule be considered since the south part of town has more holiday misses that the north part of town because so many holidays fall on Monday. Alderman Nelson stated that the schedule had been negotiated over several years and that he was absolutely opposed to changing the schedule. Alderman Collens indicated that if the schedule were to be adjusted, it ought to be adjusted permanently since it is more important for property owners to rely on a consistent schedule. In response to Chairman Summers, Director of Public Works Pudloski indicated MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE January 26, 1987.......... Page Two that the present boundary provided a reasonably balanced split between the north side and the south side so that even if the days were changed on a permanent basis, no additional costs would result. Chairman Summers then requested staff to provide information on how many collection days are missed for the north side and the south side for holidays before this matter is discussed further. Public Works Director Pudloski then requested that the Committee add to the ongoing priority list consideration of the Mass Transit Fund fund balance as requested by the City Manager at the previous Saturday's Budget Worksession. The Committee then accepted the priorities subject to additional information to be provided on the liquor sales outside of the Central Business District and the calendar of holidays for sanitation collection. City Bills of January 21, 1987 - Alderman Rainey requested information about the selection of Shephard and Associates in Account 201.42300. The Committee requested additional information on the payment to Mayer, Brown and Platt in Account 6500.22900 Downtown II, to Callaghan & Company, Rev. Golstein Trial in Account 130.30200 and all payments in Account 6800, TIF Capital Projects. Alderman Rainey requested a status report on the graffiti removal program. The Committee then approved the bills as submitted. PURCHASES Lakeshore Report Consultant - In response to Alderman Collen3, Mr. Wirth, Director of Parks, Recreation and Forestry, indicated that should the City determine to proceed with improvements associated with item (1) the study of the shoreline and item (3) management of the sand siltation in the power boat ramp basin, the agreement provided that the City would receive a prorated credit for any preliminary engineering. The maximum credit on item (1) would be 50% or 56,000 and on item (3) 75% or $5,625. This was in recognition of the necessity to do some of the engineering design and cost estimates in order to conduct the studies in item (1) and item (3). In response to Alderman Collens, Mr. Wirth indicated that any solution considered by the consultant would include an evaluation of the impact of the solution on adjacent private property. but that the contract would be amended to specifically include this factor. Alderman Rainey stated her concern that this contract had been negotiated with a single consultant rather than requesting proposals from other consultants, She called attention to the siltation problems at the power boat ramp which she believes point to poor design and the need for a new consultant to review this matter. Mr. Wirth reminded the Committee that the power boat ramp was not built as designed by this consultant but that a 60 feet length of the outer pier had been eliminated because of a lack of funds and that while this may not be the total reason for the siltation problem, it probably adds to it. He also stated that all harbors silt in and need to be dredged. although the rate at which the sand settles in this basin is quite high. He reminded the Committee that several years ago, on a similar lakefront project, proposals were sought from other consultants and that this particular firm, Burke and Associates, was approved by the Committee and Council after full consideration of the proposals. Mr. Wirth concluded that the costs were in line with other consulting contracts and that the expertise of the firm. and its long experience on the Evanston MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE January 26. 1987.......... Page Three lakeshore convinced the staff to recommend a negotiated contract with Burke and Associates. Alderman Collens indicated her support for the contract, stating that all in all, the Evanston lakeshore is in good condition so that the results of this consultant's advice over the years has proved to be correct. Tho Committee approved the City Manager's recommendation to authorize staff to contract with Ralph Burke and Associates to conduct the lakefront study at a total maximum fee of $27,800 as a non -bid item requiring a two -third majority vote by a vote of 5-1 (Alderman Rainey voting nay) . Unmarked Police Cars and Staff Cars - The Committee unanimously moved approval of the proposal from Veto Enterprises at a total cost of $93,380 to provide four used unmarked police cars and eight used staff cars as a non -bid item requiring a two -third majority vote. Hawthorne Lane Watermain and Sewer Replacement - At staff request, the Committee held this purchase subject to the outcome of Special Assessment #1365. the paving of Hawthorne Lane. ITEMS FOR CONSIDERATION: Docket 13-1B-87: Fifteenth Annual Custer's Last Stand - The Committee unanimously moved to recommend approval. Docket 14-1B-87: Policy Re Use of Bond Proceeds from Mortgage Revenue Bonds - At the City Manager's request, the Committee held this matter over for future consideration. Docket 15-1B-87: Ordinance 1-0-87 - Boot for Vehicles with Excessive Parking Tickets - In response to Alderman Nelson's request for clarification, Alderman Rainey indicated that the usual procedure on delinquent tickets includes sending two notices, but based on the timing of the implementation of the boot program and the amnesty period, that only one notice will be sent out in March for delinquent 1986 tickets. She further indicated that the Subcommittee had directed staff to collect from those who have 50 or more 1985 tickets and to provide no amnesty period for this group. The staff was directed to go after the offenders with the greatest number of tickets first. Alderman Rainey requested that staff make available to the rest of the Committee pertinent information that the Subcommittee had received. The Committee unanimously moved to recommend introduction and approval. Docket 16-1B-87: Ordinance 7-0-87 - Four -Way Stops: Judson and Keeney, Park Place and Lawndale - The Committee unanimously moved to recommend Introduction and approval. Docket 17-1B-87: Ordinance 8-0-87 - No Parking 2:00 A.M. to 6:00 A.M. in Lot # 53 (Howard and ChicaxoJ - The Committee unanimously moved to recommend introduction and approval. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE January 26, 1987.......... Page Four Docket 4-1A-87: Ordinance 6-0-87 - S.A. #1365 - Paving Hawthorne Lane - The Committee held this matter over because the staking of the improvement and the meeting with the property owners had not taken place due to inclement weather. ITEMS PREVIOUSLY CONSIDERED: Docket 3-1A-87: Ordinance 2-0-87 - Three -Way Stop at Florence and Lee - The Committee unanimously moved to recommend approval. The Committee adjourned at 6:40 P.M. Respectfully submitted. 1 Stephen T. udloski Director of Public Worka Members Present: Members Absent Staff Present: Presiding Official: Summary of Action: MINUTES ADMINISTRATION AND PUBLIC FORKS COMMITTEE Meeting of February 9, 1987 Aldermen Nelson, Summers, Collens, Masuret and Rainey Alderman Radon Booth, T. Carlson, Casey, Engel, Figurelli, Jennings, Johnson. Olkowski, Pudloski, Shonk, Shulse, and Tonkinson Alderman Michael Summo rs, Chairman The meeting was called to order at 7:35 P.M. MINUTES - The minutes of January 26, 1987 were approved with the following correction: In the section entitled, "City Bills", Alderman Collens, not Alderman Rainey, requested a status report on the graffiti removal program, COMMUNICATIONS: ResDonse to Bills List Inquiries - The Committee accepted the report. In response to Alderman Rainey, Mr. Pudloski stated that Dr. Shepard is a Ph.D. in Psychology and Purchasing Agent Johnson reported that Dr. Shepard spent In Axcess of 80 hours on the case. Chairman's Priorities - Alderman Collens said that it was her intention to recommend that the Committee delay consideration of the liquor sales outside of the Central Business District until after the City had experience with additional stores in the CBD. Chairman Summers said that he intended to postpone this matter until the end of his chairmanship in April. Alderman Rainey stated that it was good to have the information on holiday misses of Sanitation service. Chairman Summers indicated that while the south side did have more misses than the north side, the difference was not that much, so this matter would not be added to the priorities list. The Committee then approved the Chairman's Priorities as revised. Final Report of the Parkinx Ticket Subcommittee - The Committee accepted the report of the Subcommittee and suggested that staff broaden the publicity effort associated with implementation of the program, making sure that every local publication and newspaper received a press release and that WNUR is requested to publicize the implementation of the boot program. Light Truck Exemption - In response to Alderman Collens, Traffic Engineer Jennings stated that vans are licensed as recreation vehicles, passenger vehicles, and commercial vehicles. Alderman Rainey stated that she was not interested in implementing this exemption and that she had received absolutely no requests from light truck owners in her Ward or from anywhere also. Alderman Nelson suggested that since only one automobile dealer had MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE February 9, 1987......... Page Two made this request, that staff ask that the Chamber of Commerce give its opinion on this matter. In response to the Committee, Traffic Engineer Jennings said that his understanding was the prohibition of trucks on Sheridan Road and on Ridge was as much a natter of aesthetics as anything also, that there were weight limits on other streets, and that there were posted truck routes. He also called the Committee's attention to the second portion of the report which dealt with an exemption of light trucks in passenger vehicle parking only areas. Chairman Summers then suggested that the report be accepted and held until receiving a response from the Chamber of Commerce. City Bills of February 3. 1987 - The Committee approved the bills as Submitted. PURCHASES: Standard Parking Contract Extension - The Committee unanimously moved approval of the proposal from Standard Parking for a one-year contract extension to operate both the Church/Chicago Parking Lot and the Sherman Avenue Parking Garage for a cost of $10,165 per month and to operate the Parking Garage alone for a cost of $6,167 per month as a non -bid item requiring a two -third majority vote. Three 3/4 Ton PickuD Trucks - The Committee unanimously moved to recommend purchase of three 3/4 ton pickup trucks from Elmwood Ford at a total cost of $28.895.07 as a non -bid item requiring a two -third majority vote. Five !Mini -Vans - The Committee unanimously moved to recommend approval of the purchase of five eaini-vans from Schaumburg Dodge at a total cost of $53.010 as a non -bid item requiring a two -third majority vote. One 1/2 Ton Pickup Truck - The Committee unanimously moved to recommend approval of the purchase of one one-half ton pickup truck from Schaumburg Dodge at a total cost of $7,203 as a non -bid item requiring a two -third majority vote. One 3/4 Ton Passenger Van - The Committee unanimously moved to recommend approval of the utilization of the State Contract to purchase one 3/4 ton passenger van from Thomas Dodge at a total cost of $10,924. Alderman Nelson commended Fleet Superintendent Charles Engel for negotiating prices with area dealers which are lower than the State Contract bid price. He suggested that in the future negotiation of vehicle purchases should be used when staff expects that negotiation rather than the bid process will result in lower prices. Alderman Collens commended Mr. Engel for not only negotiating the lower prices, but for a fine job of budgeting since the cost of the vehicles is within a few hundred dollars of the budgeted amount. Water and Sewer Bids - Hawthorne Lane - The Committee held this over. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE February 9, 1987......... Page Three ITEMS FOR CONSIDERATION: Docket 21-2B-87: 3olf Course Insurance Issue - Alderman Collens moved approval of the stiff recommendation to contribute on a one-time basis $3,055 to offset a part of the cost increase of insurance for the Evanston Community Recreation Association. She stated that many of the residents abutting the golf course respect the efforts of the Association to maintain low fees and have even refrained from turning in claims for broken windows. In response to Alderman Collens, Deputy City !tanager Carlson stated that he did not believe that the City's liability increased by making a contribution and that it is likely that if the City did not contribute, it may have to assume all of the liability. The Committee unanimously moved to recommend approval of a one-time contribution of $3,055 to the Evanston Community Recreation Association. Docket 22-2B-87: Ordinance 9-0-87 Civic Center Parking Lot Regulations - The Committee unanimously moved to recommend introduction. Docket 23-2B-87: Ordinance 12-0-87 Four -Way Stop at Grant and Grey. - The Committee unanimously moved to recommend introduction. Docket 24-28-87: Ordinance 13-0-87 S.A. #1363 - Paving of Elmwood - Case to Mulford - The Committee unanimously moved to recommend introduction. Docket 25-2B-87: Ordinance 14-0-87 S.A. #F1366 - Paving of Alley Bounded by Oakton/Austin/Elmwood/Sherman - The Committee unanimously moved to recommend Introduction. Docket 14-lB-87: Policy Regarding Use of Bond Proceeds from Mortmta&e Revenue Bonds - In response to Chairman Summers, Finance Director Robert Shonk summarized the process used by the underwriter selection team to request proposals, interview investment institutions and recommend the following: Authorize the City Manager to work with Prudential-Bache Securities to structure the proposed sale of Zero Coupon Mortgage Residual Revenue Bonds in the approximate amount of $3,000.000 and approve the policies allocating the proceeds of the bond issue to sewer improvements in residential areas and allocating the revenues from the sale of water to the Northwest Water Commission to a newly created Housing Fund for a period of two years. In response to Alderman Rainey, Mr. Shonk indicated that the programs listed in the last paragraph of the policy establishing the Housing Fund were meant to be illustrative. Alderman Rainey then moved to amend the language "moderately priced housing" in the first two lines of the last paragraph to read "affordable housing". The Committee unanimously moved to recommend that the Council authorize the City Manager to work with Prudential-Bache Securities to structure the bond sale and approve the policies as revised by Alderman Rainy's motion. Docket 4-IA-87: Ordinance 6-0-87 - S.A. #1365 - Paving of Hawthorne Lane - Alderman Collens indicated that a meeting was held on Saturday, February 7 with Aldermen Collens and Bleveans, Director of Public Works Pudloaki, City Engineer Tonkinson, and the majority of the property owners along Hawthorne Lane. At that meeting, the group inspected the Lane and the MINUTES OF THE ADMINISTRATION AND PUBLIC (FORKS COMMITTEE February 9, 1987......... Page Four stakes Which had been placed to delineate three different width streets. She indicated that at the and of the inspection. the group discussed the alternative widths, curbs, and other concerns. Based on the meeting and the discussions, a petition was submitted by the residents of Hawthorne Lane, with 20 of 22 properties voting in the affirmative to support a project which has the following principal features: (A) A fifteen foot wide asphalt pavement on the east and west straight legs of the Lane; (B) S sixteen root wide asphalt pavement around the curve at the southern end of the Lane; (C) Roll faced curbs which add approximately 6" in width to each side; (D) A narrower sidewalk at the south and of the curb and substantial landscaping where existing screening vegetation is disturbed; and (D) The trimming and feeding of all elms prior to comma ncem nt of construction. Alderman Collens Indicated that both she and Alderman Sleveans supported the project as proposed by the overwhelming majority of the residents and moved Introduction of the Ordinance revised in order to incorporate the conditions set forth in the petition. The Committee unanimously moved to introduce this Ratter. Chairman Summers stated that he would alert the Council when he introduced the Ordinance th-c a revised Ordinance would be submitted in the next packet which incorporated the conditions stated in the petition. ITEMS PREVIOUSLY CONSIDERED: Chairman Summers indicated that unless there was an objection from anyone on the Committee, he would move for approval of the three Ordinances previously introduced and listed below. He also indicated he would announce the Committee's recommendation that all local publications and WNUR be requested to publicize the boot program: Docket 15-1B-87: Ordinance 1-0-87 - Boot for Vehicles with Excessive Parking Tickets Docket 16-1B-87: Ordinance 7-0-87 - Four -Way Stops: Judson and Keeney, Park Place and Lawndale Docket 17-1B-87: Ordinance 8-0-87 - No ParkinK 2:00 A.K. to 6:00 A.M. in Lot i 53 (Howard and Chicago) The Committee adjourned at 8:15 P.M. Respectfully submitted, Stephen TUPudloski - Director of Public Yorks MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE !members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: Meeting of February 23, 1987 Aldermen Nelson, Collens, Masuret, Rsdon, Rainey and Summers (Arriving Late) None Booth, T. Carlson, Ceplecha, Clark, DiCanio, Engel. Fair, Figurelli. Gallen, Jennings. Johnson, Morin. Pudloski, Shonk, Tonkinson. Tonker, and Ziasserman Alderman Jon Nelson, Acting Chairman The meeting Was called to order at 7:05 P.M. MINUTES - The minutes of February 9, 1987 were approved as submitted. COMMUNICATIONS: Chairman's Priorities. As Approved - The Committee accepted the priorities. Graffiti Removal Status Report - In response to Alderman Collens, Acting Director of Housing Rehabilitation and Property Maintenance Morin indicated that in each case when properties within the Community Development Block Grant Target Area were cited for graffiti. staff attempted to encourage the resident to take advantage of the graffiti removal grant which provides the materials to target area residents and businesses. Alderman Collens noted that out of the 61 properties cited Within the CDBG Target Area, only 28 took advantage of the program. questioning why all properties had not taken advantage of the program. Alderman Collens suggested that a reference to the CDBG Committee might be appropriate to determine if the program could be adjusted is such a way that more people participate. Alderman Raden Indicated that it was her experience that the owners of many of the properties vandalized by graffiti do not take any actions to remove the graffiti and that is why she proposed that an ordinance requiring graffiti removal be adopted by the Council. Alderman Rainey indicated that in her ward the Sherwin Williams Paint Store was the biggest offender, refusing to clean the graffiti off of their wall even after neighbors protested that they would not purchase any supplies from the store and wrote letters to the Sherwin Williams Headquarters. She stated that it took Sherwin Williams more than one year to cover the graffiti on the side of their building. Acting Chairman Nelson suggested that Mr. Morin return with a staff recommendation in several months to address the concerns of the Committee. The Committee agreed and accepted the report. Lease Renewal - Civic Center Annex - The Committee accepted the report. Sale of Surplus Property,- The Committee accepted the report. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE February 23, 1987.......... Page Two City Hills of February► 18. 1987 - The Committee requested additional information concerning roof and tile repairs at the Evanston Art Center by Hanson Roofing (Accounts 215 and 8662) and information concerning electrical Inspections performed by LeRoy Young (Account 340.29900) and approved the bills as submitted. Township Bills for January. 1987 - The Committee approved the bills as submitted. ?URCHASES: Peter Treatment Chemicals - The Committee unanimously moved for appro►al of the following low bids for the supply of water treatment chemicals for the period March 1, 1987 through February 29, 1966: American Norit Corporation for carbon at $677.80 per ton; American Cyanid for aluminum sulphate at $130 per ton; Rowell Chemical Corporation for liquid chlorine at $395 per ton; Rowell Chemical Corporation for bydrofluorosilicic acid at $112.76 per ton; and Calgon Corporation for liquid cationic polymer at $0.232 per pound for total estimated cost of water treatment chemicals of $163,944.60. Demolition of 1017 Clark and 1108 Emerson - In response to Alderman Collens, Deputy City !tanager Carlson indicated that the demolition of 1017 Clark would be postponed until the end of April when the new dos pound is expected to be in operation. Alderman Radon then indicated her concern for the demolition of the existing dog pound since it wei considered an Evanston Landmark building. She suggested that even though the Evanston Preservation Commission had previously determined not to obstruct any City plans for the redevelopment of the City yards, this matter might be referred to the Preservation Commission and the developer to see if the development plan could be adjusted to keep the building. Director of Public Works Pudloski indicated that the !taster Plan of the Research Park featured this particular intersection as the focal point of the Research Park development and that the northwest corner of Clark and Maple is the premier building site in the plan. Acting Chairman Nelson indicated that from the very beginning of discussions with developers, each developer had indicated a preference for clearance of the City yards to provide a clean, lame and flexible building site. Acting Chairman Nelson then read the minutes of the Evanston Preservation Commission meeting of September 21, 1977 where this matter was discussed. "Vestfall indicated that while the City yards Were good buildings, they were not particularly uncommon, and added that while it would be nice to see theta recycled, the buildings were not strong enough architecturally to make a firm commitment to see them preserved. A motion was made that the Preservation Commission not intervene in the City's disposition of the City yard property. During the subsequent discussion, it was suggested that the buildings be documented and that a report of the Preservation Commission's position in this matter be prepared for distribution to the Aldermen, Capital Improvements Committee and the Business District Redevelopment Commission. A motion was made to amend the original motion to state that the Preservation Commission does not intend to obstruct any City plans for redevelopment of the City yards area." After further discussion, Acting Chairman Nelson stated that throughout the years of discussions of a toaster plan for this site, each developer involved in MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE February 23, 1987.......... Page Three the process has indicated he must start with a clean slate and the recomsaandation spoke of the whole City yards which had been demolished except for the remaining dog pound building which had no mention of any special significance over any of the other buildings. The Comittee unanimously moved to recommend approval of the low bid from E b B Wrecking at a total cost of $18,000 for the demolition of 1017 Clark and 1108 Emerson. Green bay Road Trian It a Signal Rewirin& - The Comittee unanimously moved to recamond approval of the low bid from Aldredge Electric at a total cost of $14.255.35 . Clregn Bay Road Triangle Traffic Signal Heads - In response to Alderman Collens for clarification of the funding, Traffic Engineer Jennings indicated that the total project was $8,000 over the original estimates, and that $5,000 budgeted in the current year for signal improvements at Dodge and Dempster and $6,000 budgeted in the current year for handhole replacements was available to cover the $8,000 since these projects would be accosplished in another fashion. In response to Alderman Baden, Traffic Engineer Jennings indicated that the us* of the $5,000 budget for signal improvements at Dodge and Dempster in no way jeopardized the Dodge/Dempster Improvement scheduled to be done this year using NFT funds. The Committee unanimously moved to recowead approval of the proposal from Bell and Gustus, Inc. at a total cost of $11.802.48 as a sole source item requiring taro -thirds majority vote. Park Shelter Improvements - The Committee unanimously moved to recommend approval of the low bid from Charles Smith at a total cost of $21,147.60 to make the necessary handicapped access improvements at the Mason Park shelter, the James Pars[ shelter and the Noyes Cultural Arts Center. WANG Computer Mainframe Memory Upgrades - In response to Alderman Collens, Assistant Finance Director Booth indicated that while computer items are purchased throughout the year for relatively small amounts of money, the $35,000 to $40,000 computer hardware purchase for the year is aggregated and financed at a local lending institution. The Committee unanimously moved to recommend approval of the low bid from Verde Systems at a total cost of $5.206 for providing two memory boards to upgrade the HANG computer mainframe memory from 2048E to 4096f. Water and Sewer Bids - Hawthorne Lane - The Committee unanimously moved to recommend approval of the low bid from Vincent DiVito, Inc. at the unit prices bid for a total estimated cost of $188,476. 1987-88 Insurance Program - The Committee unanimously moved to recommend the following insurance program: general liability/auto excess - City self Insurer; public official's liability - City self insurer; Health Department clinic operation - St. Paul Insurance of Illinois at $13,877; Health Department doctors and DDS malpractice - St. Paul Insurance of Illinois at $30.121; professional liability, employee assistance counselor - St. Paul Insurance of Illinois at $235; ambulance professional liability - Western World Insurance Company at $6,557; all-risk property insurance - Federal Insurance Company (Chubb Group) and National Surety Company (Firemen's fund MINUTES OF THE ADMINISTRATION AND PUBLIC YOKES COMMITTEE February 23, 1987.......... Page Four Companies) - water plant coverage at $100,215; excess worker's compensation Insurance - Safety Mutual Casualty at i56,365; worker's compensation - self insured bond, seek a waiver from the Illinois Industrial Comission; and all-risk money and securities - American Motorist Insurance Company at 81.118. Contract for Rehab of Two Lakefront Buildings - At the request of staff. this matter was held over to the March 23, 1987 seating. ITEMS FOR CONSIDERATION: Docket 38-2C-87: Eas "ent Area wnt - 2010 Hawthorns Lane - The Committee unanimously moved to recosmaead approval. Docket 39-2C-87: Resolution 6-R-87 - Lease of Two Vans to Neighbors at York - The Committee unanimously moved to recommend approval. Docket 40-2C-67: Resolution 8-R-87 - Lease of 1817 Church Street to ECDC - In response to Alderman Rainey, Mr. Yonker, Coordinator of the CDBG Program, Indicated that consideration for the lease was $1.00 for the year. In response to Alderman Collens, Mr. Yonker indicated that actual value of the lease had not been calculated. After discussion, the Committee unanimously moved to recommend approval of this matter. Docket 41-2C-87: Ordinance 20-0-87 - Taxicab Fare Increase - Alderman [laden stated that it was her understanding that the Evanston cab companies were concerned that business was going to companies out of the city and asked how the new fare would compare to those in adjacent communities. A member of the Taxicab Advisory Board. representing North Shore Cab. indicated that Evanston cab fares were near the bottom of the suburban cab rates and that the new fare would bring the Evanston rates in line with Wilmette and adjacent communities. He indicated that the Taxicab Advisory Board was requesting an increase which would wake it equal to, but not higher than fares in adjacent communities. The Committee unanimously moved for introduction of this matter. DBMS PREVIOUSLY CONSIDERED: Acting Chairman Nelson indicated that unless there were any objections he would move for approval of the five Ordinances introduced at the previous meeting and listed below. He also stated that a clean copy of Ordinance 6-0-87 was distributed in the packet because the Committee had introduced a revision to the Ordinance which included reduced costs and a reduced crass -section of the improvement at the previous meeting. Docket 22-2B-87: Ordinance 9-0-87 Civic Center Parking Lot Reaulations Docket 23-2B-87: Ordinance 12-0-87 Four -Nay Stop at Grant and Grey Docket 2e-2B-87: Ordinance 13-0-07 S.A. #1363 - Paving of Elmwood - Csse to Mulford MINMES OF THE ADMINISTRATI0N AND PUBLIC WORKS COMMITTEE February 23, 1987.......... Page Five Docket 25-28-87: Ordinance 14-0-87 S.A. #1366 - Paving of Alley Bounded by Oakton/Austin/Elmwood/Sherman Docket 4-IA-87: Ordinance 6-0-87 S.A. R1365 - Paving Hawthorn* Lane The Committee adjourned at 7:50 P.M. Respectfully submitted, iA*i Stephen Pudloski Director of Public Yorka MINUTES ADM MSTRATION AND PUBLIC WORKS COMMITTEE Rooting of March 9, 1987 Members Present: Alderman Nelson, Collens, Masuret, Rainey, laden and Sussaers Members Absent: hone Staff Present: Booth, Engel, Figurelli, Jennings, Johnson, Fudloski, loetble, Sloan, Sbulse, and Tonkinson Presiding Official: Alderman Mike Summers, Chairman Summary of Action: The meeting was called to order at 7:34 P.M. MINUTES - The minutes of February 23, 1987 were approved as submitted. COMMUNICATIONS: Reavonse to Bills List Inauiries - The Committee accepted the response. Cable Communications Commission Annual Rerort - Chairman Summers welcomed Commission Chairman John McGuire and congratulated him on his appointment to the chairmanship. Alderman Haden thanked the Commission and staff for a very impressive report and indicated her surprise at the results of the subscriber survey which showed that most peoplo wantad community programs on Saturday mornings and Sunday afternoons. Commission ihairman McGuire said that he too was surprised at those particular results and Ms. Roethle, Commission staff, indicated that the high school had begun programming on Saturday afternoons. Chairman McGuire then indicated that the Commission plans to redo the survey in the future. In response to Alderman Nelson, Commission Chairman McGuire indicated that the market penetration is low, but not different from other cc=unities that entered the cable era at the same time Evanston did. He indicated that the popularity of VCR's has cut Into cable penetration because cable does not sell itself anymore. He also stated that early cable communities which had much better penetration seen to have kept their market even after the advent of VCR's. In response to Chairman Summers, Commission Chairman McGuire indicated that a public hearing was being held to solicit suggestions from the community and from community groups for community programming. In response to Alderman Collens, Commissioner McGuire said that very few comments had been received from the public at this time. Alderman Collens indicated that the Committee on Committees had discussed the use of cable TV as a method to get information to the community. Commission Chairman McGuire stated his belief that many community institutions and processes can benefit greatly from the use of cable TV, particularly when there are major policy issues under consideration by that body. In response to Alderman Nelson, Commission Chairman McGuire agreed that higher :market penetration was in the interest of the City, but the Cable Commission had limited ability to affect the market Chairman McGuire acknowledged Ms. Roethle's good work in setting up MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE March 9, 1987.......... Page Two and managing a consumer complaint and service system. He then indicated that the next 12 to 18 months will be a key time in determining what value community programming can have for the city. The Committee then suggested that the next survey be aimed at expanding market penetration by sampling non -subscribers. Chairman Summers thanked Mr. McGuire for appearing at the meeting. gkJ sills of March 3. 1987 - The Committee requested information concerning advertising employment vacancies, including costs, EEOC requirements, the use of Illinois Job Service, and other possible methods to advertise for positions. The Committee also requested information on the payment of CGI market ing/advertiaing account (1003.29900). Alderman Nelson asked that the record show his continued opposition to the Library's purchase sad circulation of videos. The Committee approved the bills as submitted. PURCHASES: Syria Plant Material - In response to Alderman Rainey, Purchasing Agent Johnson indicated that this was not the only purchase of spring plant material. Alderman Rainey expressed her concern that the landscaping for the animal shelter be done this spring and that the $327 budgeted was too small an amount to provide decent landscaping for the animal shelter. The Co ittee unanimously moved for approval of the purchase of spring plant material from each of the five nurseries listed below in the amount specified for a total cost of l44,487: Shemin Nursery - $29,412.50; Eertbold Nursery - S7,888; Klehm Nursery - $3,318.50; Hinsdale Nursery - $2.520; and St. Acbin Nursery - S845. TV Sewer Inspection Services - Phase IV - The Committee unanimously moved for approval of the low bid from Mid -States Sewer Maintenance for the television inspection of 70,475 feet of combined sewer at a total cost of $42,989.75. Crown Park Lixht Pole Painting, - The Committee unanimously moved for approval of the bid from Argo Painting at a total cost of $10,400 to paint sixteen light poles at Crown Park. James Park Tennis Court Improvements - The Committee unanimously moved for approval of the low bid from United Maintenance Service to make improvements at the six tennis courts located at James Park at a total cost of $37,000. Truck Rebuilding - The Committee unanimously moved to recommend approval of the rebuilding of six dump trucks and one fire pumper to the following four vendors: Monroe Truck Equipment - $27,687.40; Bertram's Fire Apparatus Repair - $3e,e00; Patten Energy Systems - $14,280; and Hendrickeen Truck Equipment - $4,000; for a total cost of $80,367.40 as a non -bid item requiring two -third majority vote. Skid Loader - The Committee unanimously moved to recommend approval of the low bid from Burris Equipment Company to supply a skid loader at a total cost of $14,069. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE March 9, 1987.......... Pogo Three Msterial Testing Consultant Services - The Committee unanimously moved to recommend approval of the loan bid from Soil and !Material Consultants, Inc. at the unit prices bid for a total estimated annual cost of $7,338, U2ewriter Maintenance - The Committee unanimously moved to recommend approval of the proposal from Regal Business Machines to service all City typewriters at an annual unit cost of $45 each, for a total annual cost of =5.3SS. as a Ron -bid item requiring two -third majority vote. faw"snt Evaluation Survey - In response to the Committee, Director of Public Yorks Pudloski indicated that the project would take approximately 280 calendar days and that while more informal methods were used to rate and achedule paverat repairs, only within the pest few years has the technology been developed to provide tke type of pavement evaluation and management system recommended for purchase. The Comriittee unanimously moved to reconwnd approval of the proposal from Infracon Infrastructure Management Consultants, Inc. at a total cost of $120,737.72. One Used Car - In response to the Committee. Director of Public Yorks Pudloski indicated the accident occurred when a Police Officer in pursuit early in the morning hit a patch of wet pavement, spun out and hit a pole. There were no injuries and the car was considered a total loss because of its age. the amount of mileage and the cost of repair exceeding the value of the vehicle. The Committee unanimously moved to recommend approval of the purchase of one used 1985 Chevrolet sedan from Veto Enterprises at a total cost of $7,785 as a non -bid item requiring two -third majority vote. Church Street Boat Ramp Dradging - The Committee unanimously moved to recommend approval of the proposal from P.R. Grading to dredge approxisutely 2,000 cubic yards of sand at $9.00 per cubic yard for a total estimated cost of $18.000 as a non -bid item requiring two -third majority vote. ITEMS FOR CONSIDERATION: Docket a7-3A-87: ETHS Booster Club Fee Waiver - The Committee unanimously moved to recommend approval. Docket 48-3A-87: Driveway at National Steel ComDany - In response to Alderman Rainey, City Engineer Tonkinson stated that the now driveway was required since the rear of the property had been sold and fenced, making the existing traffic pattern unusable and necessitating a change in the driveway at the west end of the property. Alderman Rainey requested that this matter be held until the next meeting in order to get more information. Docket 49-3A-87: Purchase of Rixht-of--way - Dodge and Dempster - The Committee unanimously moved to recommend approval. Docket 50-3A-87: Resolution 10-R-87 - MFT Street Maintenance - The Committee unanimously moved to recommend approval of the HFT Resolution appropriating $375,000 for the purpose of maintaining City streets. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE !larch 9, 1987— ........ Page Four Docket 51-3A-87: Resolution 11-R-87 - Lease of Parking SDacs in Sherman Avenue Garage for DruF Treatment Prokcam - The Committee unanimously moved to recommaend approval. Docket 52--3A-87: Resolution 12-R-87 - MFT Pavement Evaluation - The Comittee unanimously moved to recommend approval of MFT Resolution 12-R-87 to appropriate $90,000 for a pavement evaluation study. Pocket 53-3A-87: fesolution 15-R-87 - Northwest Municiaal Conference Solid, Vgste MamsasaLwat Plan - The Committee unanimously moved to recommend approval. Qqq"t 54-34-87: 0 finance 31-0-67 - Serial 1987 Residual Refunding iiorttase Revenue Bonds - The Cossittee unanimously moved to introduce this matter. LMS PREVIOUSLY CONSIDERID: Docket 41-2C-87: Ordinance 20-0-87 - Taxicab Rate Increase - Chairman Summers stated the Committee had introduced this utter at the last meeting and, hearing no objection, would move for its approval. fire pevartment Report - Alderman Collens noted that the Fire Department Monthly Reports had not been distributed for the last several months. Parking Ticket Notices - Alderman Radon indicated she had received complaints about the nature of the notice that was sent out concerning overdue parking tickets. Alderman Rainey indicated that staff had followed the Subcommittee's direction. Alderman Roden stated that the language used in the notice was unnecessarily harsh for those people who had only a few overdue parking tickets. Alderman Rainey warned against over -reaction to the complaints. Alderman Collens suggested that some simple sentence could be inserted which would identify who is subject to the Denver boot. Alderman Radon stated her belief that the Subcommittee had made a mistake in this matter and suggested it monitor the Implementation of the program and look into the collection of other fees and fines. Chairmaan Summers stated that this seemed to be within the Subcommittee's original charge. The Committee adjourned at 8:52 P.M. Respectfully submitted, Stephe Pudloski, Director of Public Works ADMINISTRATION AND PUBLIC WORKS COMMITTEE Nembers Present: Members Absent: Staff Present: Presiding Official: Summary of Action: Meeting of !larch 23, 1987 Aldermen Sugars, Collens, Rainey, laden, Nelson and basurst None Aiello, Asprooth, Carter, Engel, Figurelli, Jennings, Johnson, Olkowski, Pudloski, Rubin, Shonk, Tonkinson, Wirth and Witt Alderman !like Summers, Chairman The meeting was Called to order at 7:36 P.R. AIMM - The minutes of March 9, 1987 were approved as submitted. COlIMIiNICATIONS : fjrs Department Monthly Reports - The Committee accepted the reports, with Alderman Collens stating the reports bare valuable information and should be distributed on a regular basis. MR.rj*ncv Purchase - South Boulevard Pavement Repairs - The Committee acc%pted the report. Response to Bills List Inquiries - The Committee accepted the report. Catchbasin lievair ProFram Status Resort - Alderman Nelson thanked Water Superintendent Figurelli fcr the information and the Committee accepted the report. Advertising Personnel Vacancies - Because of the length of the Agenda, Chairman Summers suggested that this item be held until the next meeting and asked members of the Cosraittes if they wanted any additional information. After discussion, the Committee requested copies of typical ads for a variety of positions that have appeared recently. Townshiv Bills for February, 1987 - The Committee approved the bills as submitted. City Bills of Harch 10. 1987 - The Committee requested information concerning the following items: Account 642.29900, Nutrition System, Health Department; Account 1610.52800. Compact Discs. Library; Account 1743.51500, Office Furniture, Recreation Department; Account 1830.51500, bile Cabinets, Parking System; Account 100000.00105, Patty Cash, Recreation. The Committee voted unanimously to hold the check of $2,243 to Nabih's for Maclntoeh MINUTES OF THE ADMINISTRATION AND PUBLIC WOW COMMITTEE March 23. 1987.......... Page Two equipment in the Police Pension Fund, Account 2100.40200 until receivinS an explanation from the Police Pension Board, and then approved the bills as amended. After discussion of the need to review the City's Computerisation Master Plan, the Committee decided to appoint a subcommittee to review this matter. Aldermen Nelson, Masuret and Collens were appointed to this subcommittee by Chairman Summers. City aiPs of NIrch 18. 12.7 - The Committee requested more information about Account 100000.00853, Evanston Hospital January/February services. The Committee then voted 4-2 (Aldermen Summers and Belson voting nay) to bold the check of IS75 in Account 400.30400, Uniform Allowance, Police Departmeat, for an explanation. The Committee theft approved the bills list as mended. PURCHASES: Loxtint Eauimeent - The Committee unanimously moved to recommend approval of the low bid from Dictaphone for the furnishing and installation of replacement logging equipment for the Police Department at a total cost of $18,034. Ir J#ll Volvo -The Committee unanimously moved to recommend approval of the low bid frog Henry Pratt Company to furnish a replacement I8" discharge ball valve for the Hi -Lift Pump 17 at the Voter Plant a total cost of $9,781. Shelter Handicapoed 1wrovements Change Order - Since the change order covers work which is to be funded by CD funds also to be considered by Council this evening. Alderman Radon suggested that this change order be approved subject to the Council's approval of the additional CD funds. The Committee unanimously moved to recommend approval of the change order for an additional $6,095 for Charles Smith for site preparation, installation of lighting fixtures and construction of a concrete handicapped access ramp at the Mason Park shelter. subject to approval of the additional CD funds by Council. Amendment to Police Towing Contract - Boot Program - The Committee unanimously moved to recommend approval for an amendawat to the Police Towing Contract with North Shore Towing by adding a provision for booting cars at a cost of $50.00 each, as a non -bid item requiring two -third majority vote. 1987 50/50 Sidewalk and Curb Program - The Committee unanimously moved to recommend approval of the low bid from Schroeder and Schroeder at the unit prices bid for a total estimated cost of $114.300. Two Cushmans - Alderman Nelson requested that staff review alternative vehicles for future purchase since a Cushman is significantly more expensive than ■ staff car. The Committee unanimously moved to recommend approval of the proposal from Illinois Industrial Equipment to provide two Cushman Police Haulsters at a total cost of $18,517.60 as a sole source item requiring two -third majority vote. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE March 23, 1987.......... Pago Tbree brick Rose Garden Irrigation System - The Comittes unanimously moved to recommend approval of the low bid from Central Landscaping to furnish and install an irrigation system at the Merrick Rose Garden for a total cost of $14.900. Sewer System Maintenance Mgnagement Program - The Cosssittes unanimously moved to recosseend approval of the proposal from CH2M Hill to provide a sower system maintenance management program, both software and hardware, at a total cost of $65,600. Robakjlitation of Lakefront Buildints - Director of Parks, Recreation and Forestry Wirth and two members of Meitsman and Thorpe, Architects for the project, reviewed the scope of work covered in the rehabilitation of the Lagoon Building and the Dempster Street Beach House, explaining that these buildings are located in the Lakeshore Historical District and are considered a significant contribution to the character of that district. The rehabilitation has been designed in a way to maintain the architectural integrity of the structures while upgrading the comfort facilities, varmint boss*. indoor activity coca. concession area, indoor storage and office space. In response to Alderman Nelson, the architect indicated that the cost is $90 per square foot for this rehabilitation, that a typical house costs $80 per square foot, and that comfort stations can cost $200 per square foot; Given the architectural significance, quality, generally good condition, and increased utility of the buildings due to the rehabilitation, the value received was well worth the cost of the project. The Committee unanimously moved to recommend approval of the loan bid from T.Y. Nelson to renovate the Lagoon Building and the Dempster Street Beach House at a total cost of $318.006. ITEMS FOR CONSIDERATION: Docket 49-3►-87: Driveway at National Steel Coswany - At Alderman Rainey's request, the Comittee continued to hold this mutter. Docket 60-3B-87: IMF Service Credits for City Employse - After a discussion of City policy with respect to this matter, Alderman Nelson suggested that it be covered in executive session at the end of Committee business since it was a personnel natter. Docket 61-3B-87: Letter of Understanding with IDOT Rr agrrdinK McCormick Boulevard - Because of the recent increase in accident history at the intersection of McCormick and Bridge Streets, Alderman Collens recommended that the letter agreement be revised by adding Section. (G) after Section (F) on page two to read: (G) McCormick Boulevard at Bridge Street: Installation of fully actuated traffic and pedestrian signals. The Cossaittee then unanimously moved to recomend approval of the agreement as revised. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE March 23, 1987.......... Page Four Docket 62-3B -87: Agreements Retarding Aoeroval of Gross Point xoad - This Comittee unanimously saved to recommend approval of the agreement with Cook County and the agreement with the Village of Skokie. Docket 63-38-87: Resolution 14-2-87 - �mvrovowntf to DgdgelDesrosteg Intersection - In response to Alderman Radon, Public Works Director Pudloski stated that there was not a written agreement with Banbury Devolopment to reimburse the City for the traffic signals at their drive at the present time, but the staff would recommend the agreement must be signed prior to the award of the bid for the construction contract. Given that stipulation, the Committee unanimously moved to recommend approval of the Motor Fuel Taz Resolution 16-R-87. Vocklt 64-33-87: Resolution 16-R-87 - Lease of Civic Center Dose to Awritec - Building Operations Director Rubin explained the conditions of the lease. showed samples of the material to be used in the reconstruction, and drawings of the dome project. He indicated that the poor condition of the dome had caused the City to program its replacement and that this project would eliminate the need for City expenditure in this matter. Alderman Radon then explained that she would be abstaining tram voting on this matter on the Council floor due to stock ownership. The Committee unanimously moved to recommend approval of the Rasolution 16-R-67. Pocket 65-38-87: Resolution 19-2-87 - ■couisition of 612 Linden Place - The Committee unanimously moved to recommend approval. Docket 66-3B-87: Ordinance 21-0-87 - Loading Zones - Roves and Hinman - The Committee unanimously moved to introduce this matter. Docket 67-38-87: Ordinance 33-0-87 - Addint Harrison Street to the Street SSlat_em - The Committee unanimously moved to introduce this matter. Docket 68-3B-87: Ordinance 35-0--87 - Vacation of Railroad Avenue - The Committee unanimously moved to introduce this mutter. Docket 69-3B-87: Ordinance 36-0-87 - No Parking at 1416 Darrow - The Committee unanimously moved to introduce this matter. Docket 70-3B-87: Ordinance 37-0-87 - Parking District D - 700 Washinaton - The Committee unanimously moved to introduce this natter. Docket 7I-38-87: Ordinance 38-0-87 - Reduction of Class C Liquor Licensep - The Committee unanimously moved to introduce this matter. ITEMS PREVIOUSLY CONSIDERED: Docket 54-3A-87: Ordinance 31-0-87 - Series 1987 Josidual Refunding, !Mortgage Revenue Bonds - At the request of staff, Chairman Summers stated this item would be held from Council approval and that it would be necessary to remove it from the consent agenda. s NIMUTES OF THE ADMINISTRATION AND PUBLIC MORES COMMITTEE March 23, 19B7.......... Page Firs Chairman Summer@ also indicated that the two City bills lists would also have to be removed from the consent agenda since there were amendmots to both lists of bills as distributed. The Committee then voted unanimously to adjourn to executive session to discuss a personnel mutter. The Committee reconvened in open session to consider the following: pockApt 60-3D-87: INRF Service Credits for City Employe• - The Cormmittee unanimously moved to rscoamand approval of the authorisation for Illinois Municipal Retirement Fund credits for Donald J. Wirth. Director of Parks. Recreation and forestry. The Committee adjourned at 9:05 P.N. Respectfully submitted. Stephen . Pudlosri�.Di rectoof Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: Meeting of April 15, 1987 Aldermen Summers, Collens, Rainey, Radon, Nelson and Masuret Hone Aiello, Asprooth, Casey. Engel, Figurelli, Haynes, Jennings. Johnson, Olkowski, Pudloski, Shook, Shulse, Tonkinson, Wirth and Witt Alderman Mike Summers. Chairman The meeting was called to order at 7:35 P.M. MINUTES - The minutes of March 23, 1987 were approved as submitted. COMMt3MICATIONS : Resaouse to Bills List Inouirlas - The Committee accepted the report. After discussion, the Committee requested that the Library Board respond to Alderman Nelson's question concerning the policy of the Board to purchase compact discs and Alderman Collens' question concerning how often the discs are used. With respect to the answer concerning the uniform allowance in the Police Department, Aldermwn Rainey proposed that the Police uniform allowance policy be amended by inserting "except in those cases where the retirement or resignation is known at the time the benefit is paid", and that it be changed so that the current situation never happens again. City Manager Asprooth explained that the uniform allowance policy is a union contract provision with a two year term, but could be made a part of the negotiation of the next contract. With respect to the Police Pension Board purchase of the MacIntosh computer, Alderman Nelson requested that the staff determine if that kind of payment can be eliminated from the bills list sines, the Committee has no real authority to approve or deny payment. Chairman Summers, agreeing with Alderman Nelson, suggested that the staff also investigate other situations where this is the case. Chairman Summers also suggested a possible orientation for Aldermen with respect to some of the matters that appear on the bills list. City Manager Asprooth indicated that expenditures by the Recreation Board and the Library Board are in the same category as those by the Pension Boards. Alderman Nelson requested a list of services which the City provides to the Pension Funds without charge. Advertisinx Personnel Vacancies - Alderman Rainey explained that after studying the example ads distributed in the packet. she was able to reduce the size of the ads by 1/2 to 2/3 and still get the same Information in the ad. She proposed that since ads are charged by the line or the inch, the City could save a significant amount of money on advertising costs with smaller ads. After discussion of a reasonable goal Zor reduction of the ad MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE April 1'S. 2987.......... Pago Two size. Chairman Summers suggested that the staff review the ads and determine how much of a reduction could be made and how such savings would result. Recreation Patty Cash - The Comittoo accepted the report. Status of parking Ticket Collection Progran - The Committee accepted the report. Doctors Malpractice Insurance for M987-08 The Committee accepted the report. In response to Alderman Masurst, City Manager Asprooth indicated that the work done by the doctors was direct service to patients. Alderman Nelson suggested that the staff study contracting for this service, Including comparing the cost for contract versus in-house clinic costs. City Manager Asprooth indicated that this has been evaluated in the past and it was difficult to find a contractor who vas able to provide a comparable level of service, but that staff would reevaluate the situation. ;treat Li ht tins Ouestionnaire - Chairman Summers called the Comittes's attention to the questionnaire he had distributed to all members of the Council concerning their evaluation of the streetlight system. Alderman Collens indicated. that in discussion with other Aldermen, some of the Questions were difficult to answer but that no response does not scan no interest. City Manager Asprooth suggested that once tba questionnaires are submitted and tabulated that it might be helpful for staff to discuss the existing streetlight system. its design, and costs associated with changes in the numbers of lights and lighting levels. City Bills of April 9. 1987 - The Committee requested information concerning the following items: Account 160.06553. Blue Skies Travel, Finance Department; Account 1100.42000, Charles W. Kramer, Medical Funding Study, General Contingency Account; Account 1610.52800, Compact Discs, Library; Account 1717.30600. Tags. Food, Recreation; Account 6500.22900, Mayer, Brown and Platt, Economic Development Fund; Account 6800.50100, Trtla, Pettigrew, Allen and Payne. TIF Capital Projects Account. In the process of discussing the list of bills. Alderman Rainey requested that a description of the relocation benefits to be paid to 1108 Emerson be given to the Council for their information. The Committee approved the bills as submitted and approved the two purchases held from the previous meeting (uniform allowance and MacIntosh computer). PURCHASES: Public Elm Tree Removal - At staff's request, the Committee held this matter until the next meeting. Water Meters - The Committee unanimously moved to recommend approval of the proposal from Neptune Water Meter Company at the unit prices offered to provide the annual requirements of water meters and parts for a total estimated cost of $36.242 as a non -bid item requiring two third majority vote. MINUTES OF THE ADMINISTRATION AND PUBLIC PORES COMMITTEE April 15, 1987.......... Page Three Computer Eauiment - The Committee unanimously moved to recommend approval of the lox bid from rational Peripherals for one disc drive at a total cost of $7,850 and utilization of the State contract for the purchase of two professional computers and one printer at a total cost of $6,288.70. Svecial Assessment 0136 • - Isabella PavinE - The Committee unanimously moved to recommend approval of the low bid from Bigane Paving Company at the unit prices bid for a total estimated cost of $27,44S.SO. Sorina Plant Material - The Committee unanimously moved to recommendapproval of the purchase of sprint plant material from the following five nurseries: Shenio nursery, $5,465; Elehn Nursery, $4,494; Bertbold Nursery, $3,267; King Nursery, $2,838.05; Weiler's Nursery, $1,995 for a total cost of $10.059.05. Maple Avenue Sewer CleaginE - The Committee unanimously moved to recommend approval of the low bid from laid -States Sewer Maintenance at a total estimated cost of $10,3O0. Used Bus - The Committee unanimously moved to recommend approval of the proposal from Blue Bird Coach Sales for one used bus at a total cost of $13,000 as a non -bid item requiring two third majority vote. Trucks - The Committee congratulated staff for negotiating excellent prices and approved the following purchases: six truck chassis from Shaumburg Dodge at a total cost of 559.346; five one -ton dump bodies, one one -ton stake body, five snow plows, and one tail lift gate from Hoaroe Truck Equipment at a total cost of $24.655.90; one 50,000 GVN tandem dump truck chassis from South Side Ford Truck Sales at total cost of $40,588 and one 50,000 GVW tandem dump truck body from Monroe Truck Equipment at a total cost of $8,841, all as non -bid items requiring two third majority vote. Parking Tickets - The Committee unanimously recommended approval of the low bid from Gen Business Foram at a total cost of 59,337.50. Refurbishinx One Vac -All - The Committee unanimously moved to recommend approval of the proposal from Central Engineering Company, Inc. at a total cost of 513,668.10. Pavement Markint Materials - The Committee unanimously moved to recommend approval of the proposal from 3M Company at a total cost of $9,999 as a non -bid item requiring two third majority vote. Amendment to Architect Agreement for Lakefront Buildinxs - Alderman Radon expressed her displeasure with this increase in fees for the architect after they appeared to discuss this project at the previous meeting, but did not mention the fee increase. City Manager Asprooth indicated that staff knew about the increase in fees prior to the last meeting, that it was not the architect's role to raise the fee question at the last meeting and if there is any blame to be assessed he would take the responsibility. Alderman Collens stated that Alderman Radon's characterization of the project as improving the toilets in the building was inaccurate and that the project MINUTES OF THE ADMINISTRATION AND PUBLIC WORXS COMMITTEE April 15, 1987.......... Page Four itself was a total rehabilitation of both buildings, Including the comfort stations. The Committee moved to recommend approval of the amendment to the agreement with Heitzman and Thorpe by a 5-1 vote (Alderman Radon voting nay). LMS FOR CONSIDERATION: Docket 76-4A-87: Renewal of MSD PerAit for Safety Tes_tint Lane - The Committee unanimously moved to recomrnd approval. Pocket 77-4A-87: Supplessental Maintenance 4&rsement with IDOT - The Committee unanimously moved to recommend approval. 21det 78-4A-87: Chamber of Cosmos;ce Rtgnst for jqf_ufancs Waiver of Sumest fttRt2 - City Manager Asprooth indicated that the Chamber of Coseserce request included all summer events, such as the Custer Fair and the Central Street Sale, not just the events mentioned in the memo. He also stated that the City's insurance broker was working with the Chamber to obtain insurance and would continue to do so. The Committee unanimously moved to recoemmand approval and urged the Chamber to continue to seek coverage. Docket 79-4A--87: Resolution 18-R-87 - Purchase of 1859 East Railroad Avenue - The Committee voted 5-1 (Alderman Radon voting nay) to recommend approval of Resolution 18-1-87. Docket 80-4A-87: Resolution 20-R-87 - 1987 KFT ResurfacinK Program - The Committee unanimously moved to recommend approval. Docket 81-4A-87: Resolution 21-R-87 - License Agreement for ETHS Electric Conduit - The Cosmmittee unanimously moved to recommend approval. Docket 82-4A-87: Resolution 22-R-87 - Lease of s Portion of 1829-49 East Railroad Avenue - The Committee unanimously moved to recommend approval. Docket 83-4A-87: Ordinance 41-0-87 - City Force Work in County Right -of -Wag - She Committee unanimously moved to introduce this matter. Docket 84-4A-87: Ordinance 42-0-87 - Three-Wav StoD - Simpson and Maple The Committee unanimously moved to introduce this matter. Docket 85-4A-87: Ordinance 43-0-87 - Loadinmt Zone - Harrison East of Prairie - The Committee unanimously moved to introduce this matter. Docket 48-3A-87: Driveway at National Steel Company - At Alderman Rainey's request, the Committee held this matter. In response to Alderman Nelson, Alderman Rainey said she may be able to recommend some action on this matter at the next meeting. MI)MIS OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE April 15, 1987.......... Page Fire ITEMS PREVIOUSLY CONSIDERED: Docket S4-3A-87: Ordinance 31-0-87 - Series 1987 MortLje Revfnuet Bonds - Chairman Susmwrs indicated that this item had already been Introduced but is being held at Council at the request of staff. Calling for and hearing no objections, Chairman Suamers stated he would sore for approval of the following six ordinances which had been considered by the Committee at the previous meeting and introduced: Docket 66-38-87: Ordinance 21-0-57 - Loading Zones - Noyes and Hinman Docket 67-35-87: Ordinance 33-0-87 - Adding Harrison Street to the Street Slates Docket 66-38-87: Ordinance 35-0-87 - Vacation of Railroad Avenue Docket 69-3B-67: Ordinance 36-0-87 - No Parking at 1416 Darrow Docket 70-38-87: Ordinance 37-0-87 - Parking District D - 700 Vashinatoa Docket 71-38-87: Ordinance 38-0-87 - Reduction of Class C LiQuar License@ The Committee adjourned at 8:55 P.K. Respectfully submitted, Stephen T. dloski, �!t'ictor of Public Yorks MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent: Staff Present: Presiding Official: Smeary of Action: Meeting of April 27. 1987 Alderman Summers, Collens, Rainey, Radon, Belson and sasurat None Asprooth, Carter. Casey, Coplecha, Engel, Figurelli, Jennings, Johnson, Modobar, Olkowski, Pudloski, Shook. Toot .noon, Wirth and Zissmerman Alderman Mika Sumers, Chairman The greeting was called to order at 7:05 P.M. MINUM - The minutes of April 15, 1987 were approved as submitted. COMMUNICATIONS: 1iponse to Bills List Inquiries - The Committee accepted the report. Alderman Nelson restated his belief that the Library should not be lending videos. In response to Alderman Rainey, Alderman Nelson indicated that his disagreement was a philosophical one suggesting that it bordered on economic discrimination. Alderman Nelson suggested that a discussion with the ambers of the Library Board sight be in order. Chairman Summers noted that this setter could be placed on the priority listing by the next chairman and a meeting could be arranged with the Library Board. Alderman Radon requested information on the City's contractual arrangements with Trkla, Pettigrew, Allen and Payne which required the City to pay for car rental. Fire Department March Report - The Committee accepted the report, noting that the information was helpful. Alderman Collens suggested that an article for Highlights could present the statistics and some fire prevention advice for homeowners. 2pecial Meetings - The Committee scheduled two special meetings: Monday. June 15, 1987, the Fire Station Location Study; and Monday, June 29. 1987. the 1987-91 Capital Improvement Program. Correspondence from Northwestern - Evanston Alumni Committee - Chairman Sumasrs stated all the food purchased through the University's purchasing service was tax exmpt, but that food purchased from other vendors was not tax exempt. Finance Director Shonk indicated that Mr. Zwick had caused the Illinois Department of Revenue to take action to correct this. Chairman Summers said that except for the matter being handled by the Department of Revenue, there were no other issues in the correspondence for Committee consideration. r MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS C0MMITTEE April 27, 1987.......... Page Two City► Bills of April 22. 1987 - Alderman Radon requested a listing of all expenses that were charged to Account 160.06553, including information on the six people at the seminar. The Committee approved the City bills as submitted. 3ownshio Bills of !larch, 1987 - Alderman Collons noted that it would be more helpful in review of the Township bills if payments for educational conferences and seminars were identified by the employee name rather than Just the term 'employees'. Alderman Collons also questioned whether it was appropriate for the Township to pay for attoodance at the Annual Chamber of Commerce fleeting. The Committee approved the Township bills as submitted. Merritt Rose Garden improvements - The Committee unanimously moved to recommend approval of the low bid from Charles Smith to restore the masonry walls, install permanent brick edging, and restore gravel paths in the Derrick Rose Garden at a total cost of $47,335. 1987-88 Catchbasin Program - The Coruittee unanimously moved to recom end approval of the low bid from Abboreno Construction Company to replace 32 catchbasins in the CDBG area at the unit prices bid for a total estimated cost of $60.577. .Gectric Hoists - The Committee unanimously moved to recosseend approval of the low bid from. Eric Hoilo Equipment Company to furnish and install two electric chain hoists for a total coat of $15,290. Civic Center Elevator - In response to Alderman Collons. Chairman Summers said the Committee had no policy with respect to awarding contracts to non low bidders from Evanston, that the staff responsibility was to recommend the lowest responsible bidder and the Committee could consider awarding the contract to an Evanston firm on a case by case basis. In response to Alderman Rainey. Purchasing Agent Johnson indicated that the same elevator was to be provided b7 R11 four bidders and that the low bidder had an impeccable record of performance. The Committee unanimously moved to recosissnd approval of the low bid from H. Ray Anderson and Associates to install a second elevator in the Civic Center at a total cost of $154.230. Public Elm Tree Removal - The Committee unanimously moved to recommend approval of the low bid from Reliable Tree Experts to remove an estimated 110 Dutch Elm infected trees at an estimated total cost of $31,593.10. Sand Dredxing Contract Chante Order - The Committee unanimously moved to recomaand approval of the proposed change order from P.R. Grading to remove an additional 3,000 cubic yards of sand from the Church Street Boat Ramp for an additional $12.000, as a non -bid item requiring 2/3 majority vote. Dawes Park Parkinx Lot - The Committee unanimously moved to recommend approval of the negotiated low bid from the Bigane Paving Company to pave the boat ramp parking area at the unit prices bid for a total estimated cost of $143,531.40. ti MINUTES OF THE ADMINISTRATION AND PUBLIC MARKS COMMITTEE April 27. 1987.......... Page Three ITEMS FOR CONSIDERATION: Docket 89-4B-B7: 1987-88 Minority Set -Aside Program - The Committee unanimously moved to recommend approval. Docket 90-4B-37: 1987-88 Curb Realecement Protras - In response to Alderman Rainey. City Eagineer Tonkinson indicated that the locations shown on the map were based on the estimate. If the bid prices are more favorable. additional work could be done. The Committee unanimously moved to recommend approval of the program. Docket 91-0 -B7: Garden Fair Fee Waiver - Alderman Radon reminded the Committee of her support of waiting the fees for the 1986 Custer's Last Stand because the fees were to be donated to the Youth Job Services Agency, and that the Council denied that request for a foe waiver. In her opinion finding jobs for the youth of Evanston was as important as planting roses and the Council should be evenhanded and either waive fees for all community organizations or for none. Chairman Summers suggested that the new Chairman may wish to place the policy on fee waivers on the priority listing. The Committee then moved to recommend approval of the Garden Fair Fee Waiver request by a vote of 5-1 (Alderman Radon voting nag). Docket 92-4B-87: Resolution 27-R-87 - Closing of Sheridan Road for footrace, - The Committee unanimously moved to recommend approval. Docket 93-4B-B7: resolution 28-R-87 - Reserved Parking for Wheelchair Bound - The Committee unanimously moved to recommend approval. Docket 94-047: Ordinance 45-0-87 - Proposing Special Service Area Fa - In response to Alderman Radon, City ?Tanager Asprooth indicated that snow removal was included in the Special Service District in order to provide additional snow removal in the Central Business District such as shoveling the sidewalks. In response to Aldeman Rainey, Mr. Thomas Pontarelli, President, Evanston Chamber of Commerce, explained that the EVMA8I is the non-profit corporation that has been discussed for the last few years which would manage the Special Service District maintenance operation. He explained that the non -profs' corporation was not yet formed, but would be formed during the nett few uk _s dependent on Council action. In response to Alderman Collens, Mr. Pontarelli indicated that just as the funds from the Special Service Area would pay for services not now provided by the City, funds for promotion of the business district would be programed over and above what the Chamber is now doing. In both cases, maintenance and promotion. the Special Service District funds would be used for new programs and an increased level of service. Mr. Pontarelli further indicated that the focus of EVMARK is different from that of Inventure, but that there would have to be coordination between the two corporations. He noted that there were overlapping members on both entities. Mr. Pontarelli also indicated the fiscal year had not been chosen, but that the choice would be for administrative ease and may very well correspond to the City's fiscal year. The Committee voted unanimously to introduce this matter. r MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE April 27, 1987.......... Page Four Docket 95-48-87: Ordinance 50-0-87 - No Left Turn - Green Bar at Emerson - The Committee unanimously moved to recommend introduction. At the request of Traffic Engineer Jennings, the Committee unanimously moved to recommend suspension of the rules and approval by the City Council at tonight's netting because the equipment is being installed now and could go into operation before the nett meeting. Docket 96-48-B7: Ordinance 51-0-87 - No Turn on Red - Sheridan at Maiq - In response to Alderman Radon, Traffic Engineer Jennings stated that based on recent traffic counts, the pedestrian volumes are low at this intersection and this change should have no effect on traffic congestion. The Committee unanimously moved to introduce this matter. Docket 97-48-57: Ordinance 52-0-87 - No Parking on Forest at Lee - The Commrittee unanimously moved to introduce this matter. Docket 48-3A-S7: Driveway at National Steel - The Committee unanimously moved to recommend approval. ITEMS PREVIOUSLY CONSIDERED: Docket 54-3A-a7: Ordinance 31-0-87 - Series 1987 Mortgage Revenue d9nds - City Manager Asprootb called attention to the memo in the packet Indicating that this item must still be held at Council. Calling for and hearing no objections, Chairman Summers stated he would save for approval of the following three ordinances which had been considered by the Committee at the previous meeting and introduced: Docket 83-4A-87: Ordinance e1-0-87 - City Force Work in County Right-of-Wal - Docket 8+-4A-87: Ordinance 42-0-87 - Three -Way Stop - Simpson and Wavle Docket 85-4A-87: Ordinance 43-0-87 - Loadiug_Zons - Harrison gas& of Prairie The Committee adjourned at 7:55 P.M. Respectfully submitted, Stephen a i Lrector of Public Works T, udl sk MINUTES ADOTNISTRATION AND PUBLIC WORKS COMMITTEE Booting of May ♦, 1987 !!embers Present: Aldermen Rainey, Nelson, Paden, Radon, Jullar and Summers Members Absent: None Staff Present: Asprooth, Casey, Bagel, Figurelli, Johnson, Olkowski, Pudloski, Rubin, Shonk, Stonaback, Thomas, Tonkinsott, Wolinski, and Zimmmerman Presiding Official: Aldermen Evelyn Radon, Chairman Summary of Action: The meeting was called to order at 7:40 P.M. MINUTES - The minutes of April 27, 1987 were approved as submitted. COMMUIEICATIONS : Special Meeting - Capital Improvement Protru - At Alderman Rainey's request, the Committee rescheduled the discussion of the Capital Improvement Program for 6:00 P.M. on June 22, 1987 prior to the regular Committee meeting. Chairman's Priorities - After lengthy Committee discussion with respect to an item entitled, "Review Present Franchise Agreement with Commonwealth Edison and Consider Other Options" the Chairman agreed to remove this from the priority listing and invite a representative of the Illinois Citizens for Public Action to sake a presentation to the Conmaittee. At Alderman Rainey's suggestion, the item, "Parting Citation Enforcement and Collection" was moved to ongoing priorities and broadened to include the collection of other fines and fees. Alderman Paden agreed to serve on the Subcommittee focusing on this matter. Alderman Nelson suggested that the item, "Consideration of Ways to Have Northwestern University Contribute to the Financial Upkeep of the Community" be broadened to include other not -for -profit entities, such as hospitals, colleges, consulates, etc. In response to Alderman Nelson, Chairman Radon indicated that Northwestern University had been singled out because of its size, impact on the City, refusal to contribute to the community, and use of City services. Aldermen Jullar and Rainey agreed that the item should be broadened to include all not -for -profit entities. Alderman Paden suggested that the Committee be given information on all not -for -profit institutions, not only what services they are receiving, but what contributions they may be making. Alderman Nelson suggested that the Committee receive the following: (1) Comments from Township Assessor Engleman regarding the impact of not -for -profit organizations; (2) Reports done for Budget Policy Committee on this matter In 1985 and 1983; and (3) A resolution of several years ago in which Northwestern University assumed certain obligations. City Manager Asprooth indicated that the data requested by the Committee would take a good deal of NIMES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE May a, 1987.......... Page Two time to collect and slay be difficult to gather since much of the data fa not In s form that lands itself to identifying services which go to profit vs. not -for -profit institutions. At Alderman Summers' suggestion, the Chairman moved the matter of alley lighting from an ongoing priority to the high priority item, "consideration of additional Talmadge streetlights". The Committee then approved the priorities as revised. Pat�kiA Ticket Collection Status Report - In response to the Committee. City Ranag*r Asprooth indicated it was too early in the fiscal year to determine the impact of the revenue generated by the parking ticket amnesty period. Alderman Rainey suggested that the Subcomaittee needed to meet in the near future. Chairman Radon indicated that she believed there was some confusion in the imsplawntation of mwmnestylno amnesty for scofflaws having 50 tickets or more. Pair Housing Grant Status Report - Chairman Raden thanked Mr. Thomas, Executive Director of the Evanston Hunan Relations Commission, for his inforwation on the training session. Executive Director Thomas indicated that Mr. Ducharmae, Project Manager for the Chicago Area -vide Fair Housing Grant, was in attendance and prepared to asks a brief status report on the project. Mr. Ducharmae described the tasks accomplished in the grant, including evaluation of the existing local fair dousing programs, analysis of housing price trends and mortgage financing trends, study of attitudes and experiences, study of the effect of housing counseling, feasibility of metropolitan wide housing audits, and estimates of racial change. He discussed briefly the marketing effort that was included in the grant program and indicated that the results of the scant would be published in a book by Dr. Underwood from the University of Chicago. Mr. Ducharme indicated that the overall product of the grant was a five-year action plan for twenty-three fair housing agencies in the region. Water Department Status Report - 1986 - Water and Sewer Superintendent figurelli covered the highlights of the 1986 Annual Report. He indicated the Water Plant was serving 275,000 people, that water pumping was up 21.8%, that Evanston was using about 26% of the crater produced, and that the Northwest Water Commission used about 41% of the water produced in 1986. He Indicated that since the completion of all Northwest Water Commission reservoirs, the Northwest Water Commission is now using about 47% of the water produced by the plant. Because of this increase in production. while the total cost of energy increased 29% and chemicals increased 22%, the cost per gallon of water produced vent down by 15%. In response to Alderman Summers, Superintendent Figurelli indicated that the water plant is producing about 55 million gallons per day, but has a rated capacity of 108 million gallons per day so that new customers and growth in the water use by the Northwest Water Commission can be accommodated by the existing plant. In response to Alderman Nelson, Superintendent Figurelli indicated that the per capita usage in Skokie was higher than the per capita usage in Evanston because of high industrial usage in Skokie. Alderman Nelson suggested that In future rate negotiations, savings benefits gained by the production of water should go to Evanston rather than be split with wholesale customers. City Manager Asprooth indicated that having recently gone through a rate MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE May 4, 1987.......... Page Three negotiation he was convinced that Evanston's contract was extremely favorable to Evanston, but Alderson Nelson's suggestion would be considered. McCormick Boulevard Pro ect - City Manager Asprootb reported that the action taken by the Committee and Council to include the installation of traffic signals at Bridge Street end McCormick Boulevard would have held up the McCormick Boulevard improvement. At the request of the State. Manager Asprooth has notified the State that they can proceed with the improvoamnt on the proviso that the State agree to begin the necessary studies to determine if a traffic signal is warranted at Bridge Street. City Bills of April 29. 1987 - The Committee approved the City bills as submitted. PURCHASES: ?olive Station Renovation, fine; Phase - In response to Alderman Nelson, Building Operations Director Rubin indicated that there will continue to be a need to make repairs on the beat pumps at the Civic Center and that elimination of the heat pump replacement item does not obviate the need for continued upkeep of the beat pumps. In response to the Committee, City Manager Asprootb indicated that the items deleted from the project were minor in nature and would not affect the overall quality of the renovation project. The Committee moved unanimously to recommend approval of the negotiated low bid fro& Pritcber and Erbacb, Inc. at a total cost of $634,000. ITEMS FOR CONSIDERATION: Docket 103-SA-87: 1987 Alloy RosurtAcinjLP rog_raa - Alderman Rainey cosuasated on the very small number of alleys in the program and requested a listing of alleys resurfaced during the past few years. The Committee moved unanimously to recosmaend approval of the 1987 Allay Resurfacing Program as submitted. Docket 104-SA-87: Resolution 33-R-87 - Closing of Sheridan Road for Foot Bsco - The Committee moved unanimously to recosswnd approval of Resolution 33-R-87. ITFRS PREVIOUSLY CONSIDERED: Hearing no objection, Chairman Radon indicated she would move for approval of the three docket items listed below and noted that Ordinance 31-0-87 - Serins 1987 Mortgage Revenue Bonds was still being held at City Council pending bond council opinion. Docket 94-4B-B7: Ordinance 45-0-87 - Proposing Special Service Area #4 Docket 96-4B-B7: Ordinance 51-0-87 - No Turn on Red - Sheridan at Main Docket 97-4B-B7: Ordinance 52-0-87 - No Parking on Forest at Lee KINUTES OF THS ADMINISTRATION AND PUBLIC WORKS COMMITTEE Nay 4, 1987.......... Page Four OTHIR ITEMS FOR CONSIDERATION: Chairman Radon stated her beltof that it was not Councils intent that organizations such as Osco be granted liquor sales licenses. Alderman Jullar indicated that it was his understanding that this was exactly what was envisioned by the ordinance. Chairman Radon expressed her desire to remove the third license from the Central Business District and to permit liquor sales outside the Central Business District as special uses. Alderman Summers commented that there was not enough time to discuss this matter at the present meeting and that it should be discussed at the next meeting. Alderman Julier stated his belief that no limit should be placed on the number of liquor stores, while Alderman Paden expressed her general concern with liquor sales. Because of the nature of this issue, Chairman Radon suggested a special meeting be scheduled to discuss liquor sales and the Comirtee chose June 1, 1987 at 7:30 P.K. to hold such a meeting. Thw meting adjourned at 8:55 P.K. Respectfully submitted, Stephin Pudloski, tractor of Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: Meeting of May 18, 1987 Aldermen Rainey, Nelson, Paden, Radon, Julter and Summers None Aiello, Asprooth, Casey, Engel, Figurelli. Jennings, Johnson, Olkowski, Pudloski, Rubin, Shonk, Tonkinson, Twig& and Zimmerman Alderman Evelyn Radon, Chairman The meeting was called to order at 7:35 P.M. MINUTES - The minutes of May a, 1987 were approved as submitted. COMMUNICATIONS: Chairman's Priorities as Revised - The Committee approved the Chairman's Priorities as revised. Status Report - 1986 Construction Season - In response to Alderman Nelson, Director of Public Works Pudloski indicated that this report covered only construction managed by the Public Works Department and not building or park construction. The Committee accepted the report. 1986 Traffic Report - Accident Locations - Chairman Raden complimented City Traffic Engineer Jennings on a well written and informative report. Traffic Engineer Jennings then recognized Assistant Traffic Engineer Twigg for his work on the report. Traffic Engineer Jennings summarized the report and noted the significant reduction in accidents through the high accident loca- tion analysis and planning of improvement which the Department has conducted during the past four years. In response to Alderman Julisr, Jennings noted that the curve at Burnham Place and Sheridan, while not included in this particular report, was submitted to the State as a high accident location and included in the request for State improvement to several dangerous loca- tions along Sheridan Road. In response to a request for more information from Alderman Paden, Traffic Engineer Jennings demonstrated the use of acci- dent diagrams to pinpoint the location, type and cause of accidents during analysis and consideration of recommended changes. In response to Alderman Rainey, Jennings noted that the improvements at the intersection of Asbury and gakton had resulted in the reduction of accidents from 26 in 1985 to 16 in 1986. The Committee accepted the report and complimented staff on the report and the results of the program. Rearonse of Alley Resurfacing Program - The Committee accepted the report concerning the Alley Resurfacing Program during 1982-1985. City Engineer Tonkinson distributed a second memorandum concerning addition to the 1987 MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE May 18, 1987.......... Page Two Alley Resurfacing Progran because of the release of last year's General Revenue Sharing funds. The Committee unanimously approved the addition of three alleys to the resurfacing program in accordance with the proposed locations and moved to request a suspension of Council rules so that this matter could be added to the agenda and approved at tonight's Council meeting. Fire Department Report for April - The Committee accepted the Fire Department report. Alderman Rainey noted that the Chicago Fire Prevention Bureau does Work in a neighborhood after a fire occurs to make people aware of prevention methods. Alderman Paden suggested that Evanston should conduct an ongoing program to reach residents through flyers and through contacts in the community. City Manager Asprooth explained the City's current fire prevention efforts, including house inspections, and suggested that the Committee may wish to set aside some time for a presentation by the Fire Department of the fire prevention program. Status Report on Ticket Collection and Boot Proxram - The Committee accepted the parking ticket collection report. City Manager Asprooth updated the report to May 18. noting that 84 cars had been given notice that their care were boot eligible. 12 cars had been Looted, and 4 cars had been towed. Trkla, Pettixrew Invoice of 2/27/87 - The Committee accepted a report from City !tanager Asprooth indicating the information on the 2/27/87 invoice had not yet been provided by the firm, but would be forwarded when available. City Bills of May 14. 1987 - The Committee requested additional information concerning the payments to Sharon M. Washington in account 1003.29900 Housing R & D Grant and approved the bills as submitted. Township Bills for April 1987 - The Committee requested additional information concerning the payment to Family Focus for the Teen Cuisine Project, medical expenses listed to St. Francis and Evanston Hospitals, including the number of days and/or visits in addition to numbers of clients, and the conference expenses under the administrative expense of the Town Fund. alderman Rainey suggested that conference expenses should be better defined. Alderman Paden suggested that information should be provided as to how many people attended and if there is a ceiling on the amount that can be spent on a conference, noting that if all the expenses listed as conference in this fund were added, it would be over $700. Alderman Juliar noted that it was his experience that staff was prudent in expenditures related to conferences and training and that $200 does not to very far at national meetings. Alderman Summers suggested that an explanation of the Township policy with respect to conferences might be helpful. The Committee approved the Township bills as submitted. PURCHASES: Civic Center Janitorial Contract - Chairman Raden noted that the staff had recommended award of the contract to the second low bidder, Imperial Service Systems, but that she was recommending that the contract be awarded to Maxi -!laid of Skokie/Evanston since the firm is a local firm. alderman MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE May 18, 1987.......... Page Three Nelson moved to recommend Maxi -Raid, third low bidder. City Manager Asprooth stated that the City staff did not recommend the third low bidder because it had no experience cleaning a building the size of the Civic Center. In response to Alderman Paden concerning the staff's recommendation of rejection of the low bidder, Building Operations Director Rubin stated that the low bidder is the present contractor for the Civic Center and has not done an acceptable job, particularly in the Health Department Clinic and Laboratory areas. In response to Alderman Rainey, Director Rubin noted that Imperial Services had provided six excellent references while Maxi -!laid had only provided one reference which said they were acceptable. In response to Alderman Summers concerning minority hiring practices of the two firms, particularly with respect to blacks, Irene Smith of Imperial Services Systems stated that their policy is to hire local people, that they have black employees on their crown, and that she Would expect from ten to twelve people to be employed in this contract. In response to the same question, Wendy Musto, owner of Maxi -!laid, noted that the crew leader they would hire for this job is black and except for one Hispanic, all other employees are black. She noted that the Civic Center contract would be the biggest contract for Maxi -Maid and would represent a break for a struggling minority owned business. In response to Alderman Paden, Ms. Musto noted that Nazi -Maid had been in business for one year, that she was the Latino Advocate at St. Francis Hospital, and had contacts which would guarantee recruitment of local people. Ms. Smith stated that Imperial was also a minority business in that it was owned by a woman and that it was Imperial's policy to use local people. In response to the Committee, Ms. Musto of Maxi -Maid noted that while this would be a new job for her firm. the crew leader she bad employed was experienced and together with the manufacturers of products which were to be used by the cleaning crew, there would be enough experience and knowledge to do a good job. Ms. Smith noted that Imperial had been in business for many years, had contracts to clean buildings as large or larger than the Civic Center, and had several medical and chemical plants which had very high standards, including Rush -Presbyterian Hospital, PruCare of Evanston and several chemical facilities. Alderman Juliar noted that the City's policy was to bid out contracts like this and that it was his opinion that the City should abide by the low bid process. Chairman Radon called the discussion to a close and the Committee voted 3-3 on Alderman Nelson's motion to recommend the third low bidder, Maxi -Maid (Aldermen Juliar, Nelson and Summers voting nay). Alderman Summers suggested that the City consider a formal system which would encourage the award of contracts to minorities. He noted that the State of Iowa allowed a 5% variation on bids for minorities. Alderman Summers also stated that if the work of the current contractor was considered unsatisfactory, he should not have been permitted to submit a bid. City Manager Asprooth noted that with certain kinds of service contracts, there are various levels of unacceptability and in cases where there are very few bidders accepted, the decision may be made to accept the bid from a current contractor even though the City is not fully satisfied with the performance, so that price and performance can be balanced once the bids are opened. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE May 18, 1987.......... Page Four 1987 MFT Resurfacing Program - The Committee unanimously moved to recommend approval of the low bid from Allied Asphalt Paving at the unit prices bid for a total estimated cost of $1,893,827.65. Chairman Raden called the Committee's attention to the fact that at the close of the project a supplemental MFT resolution increasing the funding level would be necessary because the bids exceeded the previously approved MFT resolution. Liquid Polymer Feed System - The Committee unanimously moved to recommend approval of the low bid from Fluid Dynamics Inc. at the total cost of $8,995. Art Center Chimney Tuckpointin5 - In response to Alderman Rainey, Building Operations Director Rubin stated that this work would repair all six chisneys at the Art Center and that the funding required from the Building Operations contingency was slightly less than $400. The Committee unanimously moved to recommend approval of the low bid from A-1 Reliable Construction at a total cost of $16,825. Police Portable Radios - In response to Chairman Radon, City Manager Asprooth noted that 12 radios were being recommended for purchase at this time rather than the 20 budgeted in order to have a reserve to fund any computer/radio relocation expenses associated with the police building renovation. He noted that this was part of an ongoing replacement program for pu:•*able radios and the reduction in the number of radios would not hamper the Department. The Committee unanimously moved to recommend approval of the proposal from Motorola at a total cost of $17,790 as a non -bid item requiring 2/3 majority vote.. Demolition of 1928 Foster - Alderman Juliar noted that at the request of the Housing and Community Development Act Committee, additional bidders had been solicited and that he was pleased that the negotiated proposal was still significantly lower than those additional quotations. The Committee unanimously moved to recommend approval of the proposal from K & B Wrecking at a total cost of $6,300 as a non -bid item requiring 2/3 majority vote. Crew Cab Trucks - The Co=ittee unanimously moved to recommend approval of the proposal from South Side Ford Truck Sales to provide two one -ton crew cab dump truck chassis at a total cost of $28,848 as a negotiated price requiring 2/3 majority vote. Crack Filling Machine - The Committee unanimously moved to recommend approval of the proposal from Site Services Inc. at a total cost of $16.860. ITEMS FOR CONSIDERATION: Docket lll-5B-87: Agreement with IDOT for City Maintenance of State Roads - The Committee unanimously moved to recommend approval. Docket 112-5B-87: Lease Extension for Lot #19 - In response to Alderman Rainey, Mr. Pudloaki indicated that Lot #19 was the Benson Avenue Lot along the east side of the CTA tracks from Church Street to University Place. Alderman Rainey requested that in the future the location be included in the descriptive memorandum. In response to the Committee, Mr. Pudloaki also MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE MAY 18, 1987.......... Page Five explained that the CTA usually attempts to set a rental fee which is approximately 50% of the revenues collected, so that this rental fee at approximately 41% was a good rate. The Committee unanimously moved to recommend approval. Docket 113-5B-87: Resolution 35-R-87 - DesitnatinF Additional SiKnatory. - The Committee unanimously moved to recommend approval of Resolution 35-R-87, which will designate the new appointed Director of Safety and Risk Management as an additional signatory for checks and warrants drawn from the Casualty and Loss Fund and the Yorker's Compensation Loss Fund accounts. Docket 114-58-87: Ordinance 53-0-87 - 1987 Tax Levy Ordinance - The Committee voted A-2 to introduce the 1987 Tax Levy Ordinance (Aldermen Paden and Chairman Radon voting nay). Docket 118-5B-87: Guarantee of Payment for One American Plaza )sort a o - In response to Chairman Radon and Alderman Paden, City Manager Asprooth Indicated that he had not requested a payout of the mortgage because the specific terms of the agreement were designed to pass the second mortgage Along to a now owner. He noted that the revenue had appeared in the budget and financial report, that there was a 10% interest charge over the last fifteen years of the agreement, and that the land was originally an asset of the Parking Fund and the principal and interest is payable to the Parking Fund. Chairman Raden suggested that the Committee hold this matter for further discussion. Alderman Juliar noted that in his opinion nothing would change during the next few weeks and the Committee should go ahead and recommend approval. However, after further discussion the Committee directed the City Manager to contact American Hospital Supply and Rotary to explain the Committee's desire to have the mortgage either be paid off or the interest rate be increased. ITEMS PREVIOUSLY CONSIDERED: Docket 54-3A-87: Ordinance 31-0-87 - Series 1987 Mortgage Revenue Bonds - In response to Chairman Raden, Finance Director Shonk noted that this was a substitute to the Ordinance previously introduced by Committee at Council, the major difference being that the substitute ordinance authorizes the Mayor and the City Manager to sell the bonds. The Committee moved unanimously to recommend approval of substitute Ordinance 31-0-87. The meeting was adjourned at 8:58 P.M. Respectfully submitted, �5t �. f Stephen Pudloski. Director of Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: Meeting of June 1, 1987 Aldermen Rainey, Paden. Radon and Juliar Aldermen Nelson and Summers Aiello, and Pudloski Alderman Evelyn Radon. Chairman The meeting was called to order at 7:35 P.M. Chairman Radon announced that this was a special meeting to consider allowing package liquor stores as a special use outside the Central Business District. On February 10, 1986, the Committee had unanimously approved the drafting of the necessary ordinances to allow full service ana tear/wine package liquor stores as a special use outside of the Central Business District except in University and Residential Zoning Districts. The recommendation included certain restrictions with respect to minimum distances between licenses and between the Central Business District and a minimum distance for notification of residents when a special use was considered. Subsequent to the February 10 decision, the Committee conducted a straw poll of other aldermen and, based on the results of that poll, decided to table this matter on April 28. 1986 and consider it in about one year. Chairman Raden noted that it was more than a year since the matter was tabled and that it should be considered by the Committee at this time. Chairman Raden noted that there were a number of people in attendance at the meeting, including Alderman Collens and Liquor Commi3sioner7Mayor Barr and asked if anyone wished to make a statement. Mr. Seymour Taxman, representing Banbury Development. indicated that if the City were to allow package liquor stores outside of the Central Business District, it was Banbury's intention along with a tenant to apply for a license. Mr. Taxman then distributed a brochure of Phar-Mare Inc., a retail/pharmacy chain store in Banbury Development which would apply for a pack&&* liquor sales license. Mr. Taxman also suggested that a criteria for the siting of a package liquor store might be the minimum size of the development in which it is located, rather than distances between stores. Alderman Paden indicated that while the size of the development might be a criteria, she was more concerned about the proximity of the store to the high school and to residential neighborhoods. Ms. Amanda Hartnett. resident of the Second Ward and Executive Director of the Keep Evanston Beautiful Program, suggested that the third liquor license now permitted but unfilled in the Central Business District not be granted. Alderman Rainey explained that unless Ms. Hartnett was suggesting that the Committee recommend amending the ordinance to reduce the number of package liquor sales licenses permitted in the Central Business District from three to two, that her comments were more appropriately directed to the Liquor MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 1, 1987.......... Page Two Commissioner since the Council had given the sole authority and responsibility to the Liquor Commissioner to grant the three licenses. Chairman Radon suggested that one way to allow package liquor goods outside of the Central Business District without increasing the number of stores was to reduce the number of licenses within the CBD to two and allow one outside of the CBD as a special use. Chairman Raden also suggested that upon review of the conditions originally set f,)rth in the Committee recommendation of a year and a half ago, the notification distance be increased from 1,000 to 1,500 feet and the distance be meabured from the perimeters of the property applying for the special use. Alderman Rainey suggested that before the Committee discussed specific conditions in a special use recommendation. the Committee ought to have a full discussion of whether to permit package sales outside the Central Business District and whether to reduce the number of licenses inside the Central Business District. Alderman Collens indicated that it was her feeling that a number of aldermen were not yet ready to expand package liquor sales outside of the Central Business District since the City still does not have experience with more than one package liquor store even though three licenses have been available for over one year. She suggested that the Committee poll the Council again. Alderman Rainey spoke strongly against polling the Council, saying that the question of liquor policy was within the purview of "he Administration and Public Works Committee and that the Committee should take a leadership role in developing and proposing policies in that area. Chairman Raden agreed and suggested it was time for the Committee to take action on this matter and recommend to the Planning and Development Committee that they direct the Zoning Amendment Committee to hold the necessary hearing and to assign this matter the highest priority. Alderman Rainey thou restated her belief that the Committee should talk about whether to leave the Central Business District with three licenses or to reduce theta to two and add more outside the Central Business District. No. Hartnett stated that there were more persons than ,just the Keep Evanston Beautiful Board concerned about expansion of package liquor sales. She listed Evanston Township High School, residents living along those streets which lead to and from the Evanston beaches, the management of the YMCA, the Evanston Historical Society, and other concerned residents near the Central Business District. She pointed to a significant increase in panhandling, public drunkenness, and increased accessibility of liquor to high school and university students. She recalled the incident at the Plaza at Orrington and Church last year when young people were rowdy and causing disturbances on a regular basis. Ms. Hartnett indicated that while she did not lay the blame to the single package liquor store in Evanston, the accessibility of liquor did nothing to mitigate the problem, and if anything, added to it. Alderman Rainey expressed her agreement with the description of the problems described by Ms. Hartnett but suggested that the problems were not directly related to Evanston"s permitting package liquor sales. Chairman Raden stated that these problems had existed in Evanston long before Evanston permitted the sale of alcohol. that Evanston is not an island and alcohol is MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 1, 1987.......... Page Three available everywhere also. In essence, Evanston was suffering from the problem while the revenue from liquor sales went elsewhere. Alderman Juliar noted that the Committee must answer the question, "Does the sale of liquor in Evanston increase consumption in the community!" He went on to say that he did not believe that liquor sales increased consumption and that he believed the Council had decided that liquor sales did not increase consumption in Evanston when it decided to allow the sale of alcohol. Alderman Rainey and Chairman Radon both expressed agreement with Alderman Juliar's position. Alderman Juliar then noted that in fifteen years as a member of Council he had received numerous calls about liquor at the beaches and this was long before the sale of alcohol was permitted in Evanston. He noted a momentous step taken by the Council last year prohibiting the consumption of alcoholic beverages on public property. Chairman Radon noted that prior to the adoption of the ordinance prohibiting drinking in public parks and the ordinance allowing the sale of package liquor goods, Evanston was in the unenviable position of being the only city where one could not buy liquor but could drink openly in a public park. Alderman Rainey asked if anyone knew if there had been any inquiries with respect to the possible sale of package liquor goods either pro or con outside of the Central Business District. Alderman Collens stated that a group of merchants on Central Street had expressed interest in the possibility of a package liquor store somewhere in the Central Street business district. Chairman Roden stated that a number of constituents had contacted her expressing concern about the possibility of a package liquor store in the K-Mart shopping center. Alderman Collens indicated that she had received calls, probably through the high school, indicating opposition to package liquor sales at the Banbury Development at Dempster and Dodge. Chairman Roden suggested that if there was no more discussion, a motion to move this matter along seemed to be in order. Alderman Juliar moved to recommend to the Planning and Development Committee that P & D direct the Zoning Amendment Committee to hold the necessary hearings and assign this matter the highest priority to allow full service and beer/wine package liquor stores outside of the Central Business District as a special use except in University and Residential Districts with the following additional conditions: (1) Stores located outside the CBD must be at least 2,500 feet from the Central Business District boundaries and at least 5,000 feet from each other; (2) In addition to the normal special use process as prescribed by ordinance, all residents within 1,500 feet of the boundaries of any proposed site are to be notified of the special use application and hearing; and (3) All previously adopted licensing requirements and qualifications for package liquor stores should apply. Alderman Rainey expressed the hope that the Zoning Amendment Committee would carefully review this recommendation, stating her concern that the distance requirements were so restrictive that there may only be one package liquor store possible given the distance restrictions and a possible tendency for the special use hearing to give weight to objectors who are not within close proximity to the site. Alderman Rainey stated that she hated to think that a small group of residents five blocks away could stop the development and MINUTES OF THE ADMINI`'•TRATION AND PUBLIC WORKS COMMITTEE June 1, 1987.......... Page Four growth of a new business in Evanston. Alderman Juliar indicated that no matter what the outcome, the City Council has the final say in a special use hearing and those kinds of issues must be balanced for the good of the community and the neighborhood. Chairman Radon indicated she only felt comfortable with recommending package liquor stores outside of the Central Business District as a special use to guarantee control by the Council and the opportunity for residents to voice objections and have some control. Mr. Tazman indicated his support for the special use as long as special use standards are followed, not mob rule. He believed the process should give a reasonable opportunity for a petitioner to be granted a special use based on the standards and the ordinance, not the politics of the situation. Chairman Radon indicated that standards dealt with negative impacts of the use on adjacent neighborhoods and that many times the residents are best at identifying and describing the negative impacts. Alderman Paden indicated that in her experience on the Zoning Board of Appeals, both sides, the petitioner and the objectors, argued in terms of the standards and the impacts of the special use an the adjacent properties. There being no additional discussion, the Committee voted unanimously to approve the motion by Alderman Juliar. OTHER HATTERS In response to Chairman Radon, Alderman Rainey indicated she had two additional matters, both related to the liquor issue, on which she would like legal opinions. first, Alderman Rainey asked for an update of the opinion dated February 3, 1986, from Jack Siegel, Corporation Counsel, regarding regulation of distances between package liquor stores outside of corporate limits. Second. Alderman Rainey seeks a legal opinion on whether public drinking on private property can be regulated in some way. She related in incident where public drinking took place on the property of a gas station along Howard Street a week or two ago. She described the scene as essentially threatening to passersby, the very thing that was prohibited on public property by ordinance a year ago. She related her call to the Police and their response to the incident given there was no disturbance of the peace nor drinking by minors evident by the time the Police arrived. She suggested that the more act of public drinking might be considered a public disturbance or nuisance. The meeting was adjourned at 9:02 P.X. Respectfully submitted, r Stephen . Pudloaki, Director of Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of June 8, 1987 Members Present: Aldermen Summers, Nelson, Rainey, Paden, Radon and Juliar Members Absent: None Staff Present: Asprooth, Engel, Figurelli, Franchi, Hrejza, Jennings, Johnson, Kolner, Olkowski, Pudloski, Rubin, Tonkinson, Zondell and Zimmerman Presiding Official: Alderman Evelyn Radon, Chairman Summary of Action: The meeting was called to order at 7:33 P.M. MINUTES - The minutes of May 18, 1987 wore approved as submitted. The minutes of June 1, 1987 were approved with the following correction, "Chairman Raden toot Alderman Rainey) expressed her agreement with the description of the problems described by Ms. Hartnett ... on page two, fifth line from the bottom of the page." COMMUNICATIONS: Distance Restrictions between Liquor Sales and Schools - Chairman Raden explained that she wished the Committee to consider recommending an additional restriction to the Planning and Development Committee with regard to a minimum distance between package liquor sales and the high school. Aldermen Summers stated that he generally has a problem with legislating morals and was not convinced that this would have an impact on whether high school students were able to get package liquor goods or not. Alderman Paden questioned whether there was a difference between grade schools and the high school and should not the distance apply to all schools. Alderman Rainey questioned the 1,500 foot distance and its application to the shopping center at Dempster and Dodge, questioning whether it did what was desired and the impact on other possible package goods store locations. Alderman Nelson called attention to the P b D Committee's consideration of a comprehensive zoning ordinance revision and questioned whether this reference might be delayed. He suggested taking a straw poll of the Council. Chairman Raden noted that the Committee had voted more than one year ago to make this reference and that it was time, if not past time, to get the process started. Alderman Rainey reminded the Committee of her statement at the June 1 meeting against taking a straw poll of the Council, reiterating that the Committee had responsibility for developing liquor policy. Alderman Nelson then moved to add the distance restriction of 1,500 feet from the high school to any package liquor sales. Alderman Paden then spoke against a specific distance and suggested that since Planning and Development and the Zoning Amendment Committee were to study this matter and develop an ordinance, her recommendation would be to consider adding a restriction of an appropriate distance between schools and liquor stores. Because of the time needed for other items on the agenda, the Committee decided to hold this matter over when there was more time for discussion. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 8, 1987.......... Page Two Resoonse to Bills List Inquiries - The Committee accepted the response. Alderman Rainey recalled that some questions had been asked about the Township bills at the meeting of May 18 and inquired as to the status of the response. Director of Public Works Pudloski explained that the Township was planning on responding to bills list inquiries at the same meeting that the next Township Bills List was to be reviewed and approved, so that Township staff would be available for any further discussion of the response. City Bills of June 3, 1987 - The Committee requested additional information concerning the following payments: Dennis Ryan, $7,000, refund landscaping plan (Account 160.03006); Margaret Youkhanna, :180, refund parking ticket (Account 160.04001); Chicago Area Fair Housing, telephone and answer service, $3,901.53 and $110 (Account 1003.24100 and Account 1003.29900); Alice Matthews, salary, $1,143.75 (Account 1003.29900); Cindy Breunlin, salary, $444.70 (Account 1003.29900). Alderman Rainey requested a copy of the budget for the Arts and Recreation Magazine and reminded staff that she had previously requested a report on the allocation of relocation payments for the Research Park. Chairman Radon reminded staff of her request for an explanation of the Trkla, Pettigrew invoice of 2/27/87. The Committee then approved the bills as submitted. PURCHASES: Sand and Stone - In response to Alderman Nelson, Director of Public Works Pudloski Indicated that the bid for stone from Monarch Asphalt did not meet the specification because it was recycled concrete and did not have the same mix and compacti properties as limestone, making it unacceptable for use in alley grading. Street Superintendent Olkowski stated that the City had attempted to use recycled concrete from Monarch as a test and found that it did not perform the same as stone, plus there was foreign material, in_ludin6 steel reinforcement bars still mixed in with the recycled concrete, making it totally unacceptable for unimproved alley repairs. He indicated that where possible the material would be used since it was cheaper than stone. Alderman Summers reiterated his point about not accepting bids that do not meet the specifications. Former Purchasing Agent Johnson stated that the City's policy was to allow alternate bids so that comparable or substitute products might be considered. He noted that Monarch Asphalt clearly marked their bid as an alternate, noting that it did not meet the - specification and that the Street Department had done what was necessary to determine if the material could be used rather than limestone. Finding the recycled concrete unacceptable, staff recommends Vulcan Materials Company, the second low bidder. The Committee unanimously moved to recommend the low bid from Tonyan Brothers to furnish sand at a unit price of $7.70 per ton for an estimated annual cost of $15,631 and the second low bid from Vulcan Materials Company to furnish crushed limestone at a unit price of $8.74 per ton for an estimated annual coat of $46,322. Concrete and Asphalt Patching Materials - The Committee unanimously moved to recommend the following proposals: (1) Builders Readi-Mix for concrete at the unit price of $52 per cubic yard for an estimated annual cost of $13,000; (2) Barrett Paving Materials for hot mix and cold asphalt patch at the unit prices of $44 per ton and $24.95 per ton respectively for an estimated annual cost of $18,780; (3) Sherwin Corporation for Sylvax at a unit price of $71.65 per ton for an estimated annual cost of $14,333; all as non -bid items requiring 2/3 majority vote. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 8, 1987.......... Page Three Telephone Systems - In response to Alderman Rainey, Building Operations Director Rubin explained that the exact number of phones and exact cost was not known at this time because the successful vendor would be required, as part of the project, to do a detailed analysis of the needs and then to specify an exact number of phones and exact cost. The request for proposals had included an estimated number of phones, so the City could compare the prices of the proposals. City Manager Asprooth agreed to inform the Committe4 of the exact costs once the analysis is done by the successful vendors. The Committee then moved unanimously to recommend approval of the following proposals: (1) A.T.&T. for furnishing and installing telephone equipment for the Civic Center, Service Center, and Water Department at a total estimated cost of $240,007; (2) Illinois Bell Communications to furnish and Install telephone equipment for the Police Department, Fire Department and Library at a total estimated cost of $55,000. des Cultural Arts Center Masonry Repairs - In response to Alderman Rainey, Building Operations Director Rubin indicated that the wide cost spread on the bid did give staff a concern. but the references for the low bidder proved to be very favorable and the high bidders must have been planning to do more work than the City believes is necessary. The Committee unanimously moved to recommend approval of the low bid from A b L Reliable Construction at a total cost of $6.8O0. Library Janitorial Contract - The Committee unanimously moved to recommend approval of the proposal from Kom Kleen at a total annual cost of $24,066.40 as a non -bid Item requiring 2/3 majority vote. 1987-88 Curb Replacement Program - The Committee unanimously moved to recommend approval of the low bid from Globe Construction Company at the unit prices bid for a total estimated cost of $197.329.20. The Committee also took note that the favorable unit prices would allow the remaining budgeted funds of $35.901.80 to be used to replace additional curbs. Central Street Sewer Repair - The Committee unanimously moved to recommend approval of the bid from Peabody Midwest Construction Company at the unit prices bid for a total estimated cost of not less than $27,000 and not more than $66,250. Special Assessment #1363 - Elmwood from Mulford to Case - The Committee unanimously moved approval of the low bid from the Bigane Paving Company at the unit prices bid - for a total estimated cost of $63.732.20. Special Assessment #1365- Hawthorne Lane - Ii response to Chairman Raden, Director of Public Works Pudloski indicated that the increase in sewer construction costs to be considered later by the Committee for Hawthorne Lane could not be passed on to the abutting property owners through this particular special assessment since sewer and water costs were not included in the special assessment project and were being paid for by Sewer and Water Funds. However, the City would share in the cost savings because of the low bid on the paving. The Committee unanimously moved to recommend approval of the low bid from the Artley Paving and Contracting Company at the unit prices bid for a total estimated cost of $90,331.80. Special Assessment 01366 - Alley East of Elmwood and North of Austin - The Committee unanimously moved to allow the low bidder, Howard Andrew Construction MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 8, 1987.......... Page Four Company, to withdraw their bid and to approve the second low bid from Capital Cement Company at the unit prices bid for a total estimated cost of $48,113. !Butterfly Valves and Control Levers - The Committee unanimously moved to recommend approval of the proposal from Henry Pratt Company to supply four butterfly valves and two control levers at a total cost of $7,050 as a $ole source item requiring 2/3 majority vote. Fire Hydrants - The Committee unanimously moved to recommend approval of the proposal of E & H utilities to furnish and deliver twenty fire hydrants at a total cost of $10,536.40. Rodte/Dempster Intersection Improvements - In response to Alderman Rainey, Director of Public Works Pudloski indicated that the $39,900 allocated to Banbury Development was for the cost of the traffic signal alone at the west driveway of the shopping center. The bulk of the cost ($244,000) is for new signals at the Intersection, new curb and gutter, widening of the street to provide left turn lanes on Dempster Street, resurfacing, some sidewalk work, and restoration of the parkways. The Committee unanimously moved to recommend approval from J. A. Johnson Paving at the unit prices bid for a total estimated cost of $284,225.08. Fire Pumper - Alderman Rainey noted that the new fire pumper purchased last year had been on display outside of the Civic Center this evening and recommended the tour of the new equipment to those who had not had an opportunity to do so. In response to Chairman Radon, Director of Public Works Pudloski indicated that the fire pumper recommended for purchase this year is very similar to the one that was on display earlier In the evening. The Committee unanimously moved to recommend approval of the Pierce Dash Pumper from Pierce. Inc. at a total cost of $119,693 as a non -bid item requiring 2/3 majority vote. Change Order for Sewer and Water Construction on Hawthorne Lane - The Committee unanimously moved to recommend approval of Change Order 01 in the amount of $16,268.58 to the contract awarded on February 23, 1987, to Vincent DeVito, bringing the total contract price, with changes, to $204,744.50. ITEMS FOR CONSIDERATION: Docket 121-6A-87: Resolution 38-R-87 - IMRF Requirements for City Council - At the request of Chairman Raden, City Manager Asprooth agreed to seek an opinion concerning the effect of this proposed action on IRS restrictions of individual retirement accounts (IRA'#) on those aldermen who do not opt to participate in IMRF. The matter was held at Committee pending receipt of the information. Docket 122-6A-87: Ordinance 54-0-87 - Alley West of Brown between Cleveland and !lain from Two -Way to One -Way Southbound - The Committee unanimously moved to introduce this matter. Docket 123-6A-87: ordinance 56-0-87 - Two -Way Stop - Dobson/Florence and Three -Wax Stop - Sherman/Crain - Chairman Radon explained that accidents involving head-on collisions and injuries have occurred recently at the intersection of Sherman and Crain. She noted that in the past week there had been two extremely severe accidents and requested that the Committee consider recommending suspending Counci MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 8, 1987.......... Page Four Company, to withdraw their bid and to approve the second low bid from Capital Cement Company at the unit prices bid for a total estimated cost of $48,113. Butterfly Valves and Control Levers -- The Committee unanimously moved to recommend approval of the proposal from Henry Pratt Company to supply four butterfly valves and two control levers at a total cost of $7.050 as a sole source item requiring 2/3 majority vote. Fire Hvdrants - The Committee unanimously moved to recommend approval of the proposal of E A H Utilities to furnish and deliver twenty fire hydrants at a total cost of $10,536.40. &dZe/Dempster Intersection Imorovements - In response to Alderman Rainey, Director of Public Works Pudloski indicated that the $39.900 allocated to Banbury Development was for the cost of the traffic signal alone at the west driveway of the shopping center. The bulk of the cost ($244,000) is for new signals at the Intersection, new curb and gutter, widening of the street to provide left turn lanes on Dempster Street, resurfacing, some sidewalk work, and restoration of the parkways. The Committee unanimously moved to recommend approval from J. A. Johnson Paving at the unit prices bid for a total estimated cost of $284,225.08. Fire Pumper - Alderman Rainey noted that the new fire pumper purchased last year had been on display outside of the Civic Center this evening and recommmended the tour of the new equipment to those who had not had an opportunity to do so. In response to Chairman Raden, Director of Public Works Pudloski indicated that the fire pumper recommended for purchase this year is very similar to the one that was on display earlier in the evening. The Committee unanimously moved to recommend approval of the Pierce Dash Pumper from Pierce, Inc. at a total cost of $119,893 as a non -bid item requiring 2/3 majority vote. Change Order for Sewer and Water Construction on Hawthorne Lane - The Committee unanimously moved to recommend approval of Change Order 01 in the amount of $16.268.58 to the contract awarded on February 23, 1967. to Vincent Devito, bringing the total contract price, with changes, to $204,744.50. ITEMS FOR CONSIDERATION: Docket 121-6A-87: Resolution 38-R-87 - IMRF Requirements for City Council - At the request of Chairman Raden, City Manager Asprooth agreed to seek an opinion concerning the effect of this proposed action on IRS restrictions of individual retirement accounts (IRA's) on those aldermen who do not opt to participate in IMRF. The matter was held at Committee pending receipt of the information. Docket 122-6A-87: Ordinance 54-0-87 - Alley Vest of Brown between Cleveland and Main from Two -Way to One -Way Southbound - The Committee unanimously moved to Introduce this matter. Docket 123-6A-87: Ordinance 56-0-87 - Two -Way Stop - Dobson/Florence and Three -Way Stop - Sherman/Crain - Chairman Raden explained that accidents involving head-on collisions and injuries have occurred recently at the intersection of Sherman and Crain. She noted that in the past week there had been two extremely severe accidents and requested that the Committee consider recommending suspending Council MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 8, 1907.......... Page Five rules and approving the Ordinance tonight in order to get these stop signs up as soon as possible. Alderman Nelson noted that he had no objection to suspending the rules for this Ordinance, but requested that in the future a request to suspend the rules be contained in the transmittal memo. The Committee unanimously moved to introduce, suspend the rules, and approve this matter at tonight's Council meeting. Docket I14-6A-87: Ordinance 57-0-87 - Traffic and Parting Chan ems in Central/Prairie Area - The Committee unanimously moved to introduce this matter. Docket 131-6A-87: Ordinance 58-0-87 - S.A. #1367 - PavinE Poplar and Jenks - The Committee unanimously moved to introduce this matter. ITEMS PREVIOUSLI CONSIDERED: Docket 114-5B-87: Ordinance 53-0-87 - 1987 Tar Levy Ordinance - Chairman Radon noted that at the last meeting two members of the Committee had voted against the 1987 Tax Levy Ordinance and requested that Alderman Nelson remove that matter from the Council's Consent Agenda. Docket 118-5B-87: Guarantee of Payment for One American Plaza MortgALe - Chairman Radon recognized Mr. Charles Staley of Schiff Hardin Waite, Attorneys for notary International. Mr. Staley summarized his letter to City Manager Asprooth dated May 22, 1987, and noted that Rotary's first mortgagee, Teacher's Retirement and Annuity, had given an indication that they were willing to agree to Rotary's guarantee rather than an assignment of leases, that the mortgage with Teacher's was approximately $20,000,000 so that Evanston's $640,000 second mortgage was a small amount, that this was a good deal for all since it would help fill the American Hospital Supply building, reducing vacant office space in Evanston and most probably have a positive impact on the ability to lease 1800 Sherman, Chairman Radon then recognized Mr. Richard Stillerman who stated that the City is not in the mortgage business; that this arrangement was done at a time when the City was attempting to encourage economic development in the Central Business District; and that the present decision has nothing to do with the original developer or property owner. He also pointed out that Rotary is a not -for -profit organization which would generate lower real estate taxes and that a second mortgage interest rate is closer to 151. than to the 10% rate which becomes effective September 1, 1987. Mr. Stillerman also noted that Mr. Staley had indicated the transfer tax payable upon completion of the transaction would. be $110,000. and that this should have no impact on the Committee or Council's decision since it is a requirement of any resale. Alderman Juliar, referring to Mr. Stillerman's earlier comment, noted that while he was in the banking business he was not in the mortgage field, that home equity loans are usually approximately 1121. over prime which this day is about 91., and that the City had made a contract, one that apparently worked since the property was developed as contemplated. It was Alderman Juliar's opinion that the City should follow through and accept the guarantee releasing Rotary from the lease assignment requirement. In response to Alderman Juliar, Mr. Stillerman noted that while the home equity loans are 1/2% over prime, commercial loans are well over prime and a competitive commercial loan rate would be closer to 15%. Alderman Rainey noted that while it is said that one Council cannot bind another, it is clear that the earlier Council had bound the City to a series of conditions in the agreement. Alderman Rainey then took exception to Mr. Staley's characterization of Evanston's $640,000 debt as small and asked Mr. Staley to explain why Rotary and MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 8, 1987.......... Page Six Baxter Travenol could renege on one part of the agreement but the City was not able to negotiate a better interest rate. Mr. Staley then explained that he meant the City's debt was small in relation to the first mortgage. He also noted that the earlier Council apparently did not want the mortgage paid off since there was a prepayment penalty in the agreement. He noted that if the building remains vacant. real estate taxes will plummet and that the sweet deal as reported by others is not a fact, but that Baxter Travenol is really escaping from a bad situation, not making a large profit. He also stated that by not agreeing to the release, Evanston was sending a bad message to businesses and developers and will eventually kill economic development in the city. Alderman Rainey stated that she believed that the City should receive a market rate on the mortgage, even a variable Interest rate. She recommended that the City not lock itself into a specific interest rate nor consider being locked into the existing agreement and bound by mistakes of our forefathers and forefothers. Alderman Summers noted that the City Is not the private sector and is not bound by the same goals, needs and objectives of the private sector. The City has a number of objectives going in different directions. At the time this agreement was wade, Evanston was in dire straits, attempting to encourage economic development. The results showed that the previous Council's actions worked. He also noted that it is not unusual for communities to protect their corporate clients and that we presently have vacant office space and have an opportunity to do something to reduce that vacancy. Alderman Summers also noted that by approving the guarantee. Evanston demonstrates that it keeps its word and we are responsible to our corporate citizens. Chairman Radon noted that Rotary was indeed a fine corporate citizen and that it was not her intention to block the sale. She pointed out that the Parking Fund could use the money and would eliminate a portion of the need to borrow money to build a new garage at Church and Chicago. In closing remarks, Mr. Staley noted that interest rates are based on risk and not the type of loan, and that the proposal from Rotary was a no -risk, fully secured loan so that a 10% interest rate is good. The Committee voted 3-3 to recommend approval of the guarantee of payment, releasing Rotary from the lease assignment. (Aldermen Radon, Rainey and Paden voting nay.) Chairman Radon stated the Committee was sending this matter on to the Council with a tie vote and essentially no recommendation. The meeting was adjourned at 9:00 P.M. Respectfully submitted, Stephen T udloski, Director -of Pubiie Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of June 15. 1987 Members Present: Aldermen Raden, Rainey, Nelson, Summers, Paden, and Jultar Members Absent: None Other Aldermen Aldermen Collens, Rudy, Warshaw, Brady. Bleveans. Wold Present: and Feldman Staff Present: Asprooth, Carter. Franzen, Krejza. Linkowski, Pudloski and Zimmerman Presiding Official: Alderman Evelyn Radon, Chairman Summary of Action: The meeting was called to order at 7:40 P.M. Chairman Radon announced that this was a special meeting to consider the Fire Station Relocation Study presented by University City Science Center. She stated that the meeting would include a presentation by the authors of the study, questions from the Aldermen, and if time permitted. questions from others in attendance at the meeting, and a discussion of the process to be followed in order for Council to make a decision by September 15. Chairman Raden then asked City Manager Asprooth to introduce the authors of the report. City Manager Asprootb then introduced Mr. William Gay and Mr. Charles Rule, two of three authors of the report. Mr. Gay made the following presentation: A. STUDY OBJECTIVES - Evaluate how the relocation and possible consolidation of fire stations in the northern half of the city would affect public safety. B. STUDY DESIGN 1. Service Overview 2. Analysis of 1,672 Incidents, including location, response time, and Company workload 3. Comparative Survey 4. Review of National Standards C. SERVICE PROFILE 1. City of Evanston fire service has experienced a stable workload with approximately 6,000 incidents per year. 2. There were 6,141 incidents in 1985, of which 60% were Emergency Medical Service calls, 14% were false alarms, 101. were supposed fires (honest mistakes), 10% were other calls, and 6% were fires. 3. Six percent of the 6.141 incidents represent 388 fires in 1985. There were 175 structure fires, 130 outside fires and 83 vehicle fires. MINUTES OF THE ADMINISTRATION AND PUBLIC 'WORKS COMMITTEE June 15, 1987.......... Page Two 4. Two exhibits from the report were discussed: Exhibit 4A showing the types of structures which experienced fires in 1985 with the highest being 64 in multi -family units, 48 of 175 in single family units and the remainder in commercial, institutions. other and ,garage structures; Exhibit 4B showing the causes of fires in the 175 fires experienced in 1985 with 48 of those with cooking. 28 being associated With incendiary, 23 carelessness and the remainder spread evenly among electric, mechanical failure, smoking materials, other and undetermined. 0. INCIDENT DEMAND PATTERNS 1. Intensive clustering of emergency incidents a. 141 of the fires occur in 4% of the city (Census Tracts $092, 8094 and 8102) b. 20% of the Emergency Medical Service calls occur in 71L of the city (Census Tracts 8094 and 8092) c. 36% of fire related deaths occur in Census Tract 8092 Mr. Gay demonstrated the distribution of fires, ENS runs and deaths over the city with the use of Exhibits 6, 10, 14 and 15 from the report. Another exhibit which was derived from Exhibit 12 in the report was presented by Mr. Gay, however, certain errors were found in the exhibit and Mr. Gay explained that the numbers in the report are accurate and that the large scale exhibit apparently had some drafting errors. 2. Work Load Inequities - Engines 21 and 22 respond to 71% of the fires, while Engines 23 and 25 respond to 14% of the fires. In response to Alderman Collens' question concerning the ability to balance workload by rotating crews, Mr. Rule indicated that the problem with unbalanced workloads was not that of one firefighting company being worked more than another, but a problem of being available for calls. The goal is to balance the workload so that there is an equal probability of being available as the first response company for all companies. E. STATION PERFORMANCE OBJECTIVES - Mr. Gay then listed the following objectives used in locating and designing fire stations: 1. Improved Service to High Incident Areas 2. Improved Paramedic Service to the North 3. Improved Overall Fire/Emergency Medical Service Response Time 4. Improved Apparatus Distribution S. Equalized Company Workloads 6. Provision of Adequate Training Facility 7. Improved Fire Station Site Design At this point, Mr. Gay began to take questions from the Alderman and others in attendance. In response to Alderman Bleveans' question concerning Wilmette paramedics answering calls in north Evanston, Mr. Gay indicated that in about 95% of Emergency Medical Service incidents the two front line paramedic units MINUTES OIL THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June IS, 1987.......... Page Three are available to respond, that 5% of the time a reserve or third paramedic unit is able to handle it and only when all three paramedic units are busy does another community respond. Acting Chief Hrejza, in response to other questions, explained that the two front line paramedic units are at Station #1 and the third unit is also at Station F1, but is a Truck Company. He explained that there are +0 firefighter/paramedics in the Fire Department, and that it takes about 5 men to man one position 2+ hours a day, 7 days a week. On the average, there are eight paramedics on duty in the city at any given time. However, this varies because of vacation schedules, training. illness, etc. Deputy Chief Hrejza also concurred with Mr. Gays analysis, indicating that very rarely was it necessary for a paramedic unit from another community to be called in. F. STATION COVERAGE - Mr. Gay presented information in chart form which compared the number of square miles per fire station for nine communities in Illinois which are approximately the same population as the City of Evanston, with Decatur having the greatest area of coverage of one station for each 6.2 square miles, Oak Park having the least with 1.5 square stiles per station, and Evanston, given the proposed four station configuration, having 2.1 square miles per station. In response to Alderman Nelson, Mr. Gay indicated that this was just an arithmetic average of the number of stations and square miles in the city. Alderman Nelson requested information concerning the area covered by each station. not just an arithmetic average. In response to Alderman mold, Mr. Gay indicated that the chart was just an arithmetic average by square mile, not by population covered. Mr. Gay then reiterated the goal to place fire stations near the problems. There was some general discussion about the decisions made when placing the two north side fire stations along Central Street. City Manager Asprooth introduced former Alderman Knot who was on the Council when the decision was made to locate the fire stations along Central. Mr. Knot Indicated that the concern at the time was to provide service to northwest and northeast Evanston. Retired Chief Brandt indicated he was on the Fire Department at the time and it was his recollection that a compromise was made because land at an ideal location was not available, so the City ended up placing two stations within three or four blocks of the border of Wilmette. Alderman Bleveans then inquired as to whether the consolidation of the two fire stations on the north side and the locating the stations as proposed would improve the fire insurance rating. Mr. Rule indicated that only the rating bureau could answer that, but in his opinion the consolidation and relocation of the stations would not hurt the rating and may improve it. He indicated that a great many things are considered in the rating, including training, water system, automatic alarms, fire prevention, code requirements, etc. City Manager Asprooth indicated that the City gets rated once every ten years, and it is time for the rating inspection in 1988. Alderman Bleveans noted that it would be very important to him to know whether the consolidation and relocation would have an impact on the rating, and City Manager Asprooth agreed to contact the rating bureau to request their opinion on whether the consolidation and relocation would affect the rating. Alderman Nelson raised a number of questions concerning the training facility, training facilities of other communities, and training that the Fire Department already does, including sending people to Champaign. Retired Chief Hicks indicated MINUTES OF THE ADMINISTRATION AND PUBLIC 'WORKS COMMITTEE June 15, 1987.......... Page Four that the City of Evanston has no place for practical training in heat and smoke environments and that the money spent to send people to Champaign was for recruits. Mr. Rule indicated that the kind of training facility that was envisioned was where firefighters would have the physical experience of fighting fires, raising ladders on a tower, being in heat and smoke environments, laying hose out, driving vehicles, communicating with one another in heat and smoke environments. supporting one another, etc. In response to Alderman Nelson, Kr. Rule noted that some communities do share or use other communities' training facilities, however, the units at training are out of service and at a greater distance so that if it is necessary to have them return to an emergency, the time is such greater. Acting Chief Hrejza explained smokehouse training and the limited opportunity that firefighters from Evanston have to practice in a smoke environment. He indicated that the University of Illinois has a van which provides smokehouse training, but last year the City was only able to get the van once. Mir. Gay indicated that smokehouse training is something that firefighters should experience, because it is a very foreign environment causing high stress, fear, physical discomfort. In response to questions, Assistant Chief Franzen described the training facilities in a number of other suburbs, noting that the best training facilities are in areas which are in industrial land and have a lot more space. Skokie's fire training facility is near its public works garage, Winnetka's is near its landfill, and northwest suburbs all have them out in open areas. However, Assistant Chief Franzen noted that even though the space is limited in Evanston, a good training facility could be built on the proposed site. Mr. Rule noted that while the talk has focused on emergency response and fire suppression, the Department's focus on fire prevention and automatic detectors, alarms and sprinkler systems was the most effective method of fire protection. He stated that the most important thing any community can do is to require smoke detectors and checks of those smoke detectors at least once per year. He noted that statistics showing the reduction of fire deaths by lit during the past years were the result of smoke detectors being more common, not of better fire suppression services. In response to Chairman Raden with respect to a reference to Planning and Development concerning a smoke detector code, City Manager Asprooth noted that the BOCA Existing Structures Code adopted about a year ago requires smoke detectors, but that no enforcement program was established to enforce smoke detectors in single-family homes. He noted that the Fire Department does make courtesy inspections, but there would be a need to add a great number of full-time people if inspections were going to be required for smoke detectors. G. NORTH STATION RECOMMENDATIONS I. Locations Reviewed a. Noyes and Green Bay (preferred site) b. Bridge and Brown c. McCormick and Green Bay 2. Response Time a. Fire from 138 to 130 seconds b. EMS from 150 to 126 seconds for paramedic response in the north area MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE Juno 15, 1967.......... Page Five Mr. Gay explained that this response time improvement was a prediction by the computer model described at the rear of the report. In response to Alderman Nelson, Mr. Gay agreed that these were average response times and that he would provide the standard deviations with respect to the response times and the maximum response time. In response to Alderman Rainey, Mr. Gay indicated that the incendiary fire locations were not plotted and analyzed. H. CENTRAL STATION RECOMMENDATION 1. Location Review a. Lake and Ashland (preferred location) b. Grove and Ridge c. Maple and Lake 2. Response Time a. Fire from 96 to 114 seconds b. EMS from 120 to 126 seconds 3. Site Advantages a. Drive Through b. Less Congested Mr. Gay explained that the present station on Lake and Elmwood is in very poor repair, that the equipment floor is in poor condition and there is question about It being able to hold up, that the station is difficult to get in and out of because of the traffic and the fact that vehicles must be backed into the station rather than a drive through system. He noted that while the response times do increase with the proposed central station location, moving away from the Central Business District did not pose an increased risk because most of the buildings in the Central Business District are protected with automatic alarms, sprinkler systems and/or smoke detection devices. Mr. Rule noted that the situation was getting better in the Central business District because of the codes which were requiring the automatic fire prevention systems. In response to questions with respect to the boundaries for each station, Acting Chief Hrejza explained that the boundaries for all of the stations overlapped and that the boundaries for the new stations have not yet been specifically identified. Time and distance studies would have to be run as the stations go into effect. Initially boundaries would be set up and then they would be adjusted based on experience. In response to Alderman Collens' question concerning the route to be taken from the proposed north side fire station to Evanston Hospital, Chief Hrejza said that off the top of his head the trucks would probably just go north on Green Bay and then east on Central. He acknowledged the problems of the tight turn at Green Bay and Central, but said that probably it is still the fastest route, although other routes such as Noyes to Ridge or Green Bay to Lincoln were possible. In response to Alderman Vold, Acting Chief Hrejza noted that it probably would be necessary to install traffic signals controlled by the Fire Department at this location to ensure that the traffic on Green Bay, Noyes and McCormick would not impede the fire response. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 15, 1987.......... Page Six In an attempt to clarify, Alderman Feldman stated his understanding that the north station recommendation was based on relocating the fire station in order to provide better response time for paramedic service on the north and northwest sides and locating the fire station closer to the fire incidence in the Fifth Ward and the central station relocation recommendation was based on the need to build a new and more efficient station. Mr. Gay responded affirmatively, tot also noted that the new stations, particularly the consolidation of the north side stations, would allow the consolidation of equipment and companies to provide a better, more full first response by having an ambulance, ladder and engine on the north side. In response to a question from Alderman Rainey. Mr. Gay noted that the City's recommendation to put two engines at the north station was certainly acceptable and he would bow to the City on that particular apparatus deployment recommendation. Alderman Sussaers indicated that the study and recommendation made sense to hips since it was his yard that suffered the greatest number of incidents and the recommendation provided for better response time to handle those incidents. He did express reservations concerning the training facility and its impact on adjacent residential properties. In response to a question from the audience, Mr. Rule noted that the national standards for paramedics was one paramedic unit for each SO.000 population and that the City of Evanston has three for a population of 73,000. In response to another question from the audience regarding future population projections and/or incidence distribution, Mr. Gay noted that the study of the records and discussion with staff had indicated that the City is relatively stable, particularly the northeast and northwest side, so that the study was b4ksed on the distribution of incidence remaining relatively stable. He noted that there was an increase In calls on the southeast side, but that was the only new hot spot or change that they were able to identify. In response to a question with respect to moving the station away from Evanston Hospital, Mr. Rule indicated that the risk in a hospital is significantly lower than the risk in a single family home, because a hospital is staffed 24 hours a day, has automatic alarms, automatic smoke detectors and automatic sprinkler systems; so that while it is true that if a severe incident occurs, there is the probability of great damage and loss but the fire protection devices and the 24 hour staff reduce the probability of a major incident. In response to a question concerning cost benefit analysis and the feasibility of these sites. City Manager Asprooth stated that an architectural feasibility study of rehabilitation of the existing fire stations or construction of new fire stations had already been completed and those results were available and had already been presented to the City Council more than a year ago. Chairman Radon then drew the questioning to a close and suggested that the Commit- tee hold two public meetings on this matter; one which focused on the north station and one which focused on the central station. Alderman Nelson objected to split- ting the meetings. since this was a citywide plan and the meetings should cover the full plan, allowing anyone who attends these meetings to speak on any section of the plan. Alderman Bleveans supported that position. The Committee then set Monday, July 20 and Monday August 17 for the special meetings. Chairman Raden asked that Mr. Gay and Mr. Rule be available for the presentation and that the other Aldermen set aside those nights. Alderman Raden then indicated that since the City Manager had asked that this decision be made by September 15, it might be possible to introduce this at the August 24 meeting and decide it at the September 14 meeting. A number of Aldermen suggested that one week between the August 17 public meeting and August 24 was not enough time to digest the input and answer any questions that may come up at that meeting. Chairman Raden then suggested that the MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 15, 1987.......... Page Seven matter be on the September 14 Agenda of the Council as a special order of business and that all Aldermen resolve to make a decision on that night. Alderman Warshaw stated that the full three months, several public meetings, and other opportunities for public input should allow the Council to decide this matter on September 14. In response to a question from the audience, the Alderman in attendance indicated that it was their intention to be responsible for bearing the public and taking their thoughts into account whether at the public meetings or through individual calls, notes, letters, etc. In response to Chairman Raden's request for any other comments or business, Alderman Rainey asked that the consultant perform an analysis of the location of incendiary fires. Assistant City Manager Zimmerman asked for confirmation of the items on which additional information was needed: {1} analysis of incendiary fires; (2) standard deviation and maximum response times; (3) aroa to be covered by each station; (4) the effect of the proposed consolidation and relocation on the fire insurance rating. The meeting was adjourned at 9:55 P.M. Respectfully submitted, Stephen T. dloaki, Director of Public Works MINUTES ADliIXISTRATION AND PUBLIC WORKS COMMITTEE !looting of June 22, 1987 Members Present: Alderman Radon, Rainey, Nelson, Summers, Paden, and Juliar Members Absent: Other Alderman Present: Staff Present: Presiding Official: Summary of Action: done Alderman Collons, Brady and Feldman Asprooth, Coplecha, Engel, Figurelli, Franchi, Johnson. [elver, Kuttner, Lindwall. Modabur. Olkowski, Powers, Pudloski, Lubin, Shonk, Stern. Tonkinson, Wirth, Wright, Yonker and Zimmerman ►lderaw Evelyn Radon, Chairman The mating was called to order at 6:13 P.M. Chairman Radon announced that this meting was being scheduled at such an early hour to spend several hours on the Capital Improvement Program. She then introduced City Manager Asprooth. 1967-91 Capital 1mrovement Program - City Manager Asprooth summarized the plan as presented in the memorandum dated June 18, 1987, and distributed in the Committee packet. City Manager Asprooth noted that previous plans were for a single five-year period and updates were done each year during the term of the plan and then a new five-year plan was developed at the end of the five-year period. He noted that it was staff's intention to develop a rolling five-year plan so that each year the past year would be removed from the plan and a new year would be added. The plan as proposed has capital expenditures of $107,210.549 and a tax supported G.O. Bond totalling $26,91S,000. In addition, there would be G.O. Bonds supported by revenues from the Parking Fund, the Sewer System, TIF District and Special Assessments. The plan also includes $4,000,000 of dater Revenue Bonds. CDBG funds and Special Service District F4. City Manager Asprooth noted that the plan as proposed exceeds the G.O. Bond property tax supported budget policy limit by $6,169.000. He also pointed out that approximately $4,000,000 worth of projects are categorized as desirable and are not Included in the funding plan, which reduces the shortfall by $2,161,600. He noted that the 1987 and 1988 Bond Issues are within budget policy guidelines, but that the 1989, 1990 and 1991 Bond Issues as shown in the plan exceed budget policy guidelines. He suggested that the rolling five-year program would allow Council to reevaluate the relationship of the program to the budget policy each year. He also noted that the program as presented uses all of the permitted tax support debt, leaving none for transfer to the pension funds. In response to Alderman Radon, the City Manager noted that he had not shared this with the pension boards yet, since he felt the Committee should be the first to consider this but will do so. Alderman Nelson requested some information with respect to how much the actual levy costs a taxpayer. In response to Alderman Rainey, City Manager Asprooth noted MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 22, 1987.......... Page Two there was a decline in the debt service schedule in 1990-91, thereby providing additional debt capacity. City Manager Asprooth explained that the sewer service improvements contained in the plan included improvements and major repairs funded by both the sewer service charge and the Northwest Water Cottmsission funds. He also pointed out that the sever improvement plan envisioned a $10.000,000 G.O. Bond Issue supported by the Northwest Water Cosmission funds in 1990 and a $5,000,000 G.O. Bond Issue supported by the sewer service charges in 1992 and use of the Mortgage Revenue Bonds for sewer improvements with an offsetting transfer of Northwest Water Commission funds to the Housing Fund during this fiscal year. Water system improvemnts will require a $1,000.000 bond issue in 1988 and a $3.000,000 bond issue in 1990. City Manager Asprooth reminded the Comittee that he had discussed the need for rate increases to support operating costs in his budget memo and the capital costs would add incrementally to the rate increases associated with operating requirements. City Manager Asprooth then summarized briefly the financing of projects from other sources of funds, including restaiaing funds from previous G.O. bond issues, remaining funds from the Park Improvement Bond Issue. remaining funds from prior year's Revenue Sharing allocations, Motor Fuel Tax and Community Development Block Grant funds. Parking Fund monies and grants from State and Federal agencies. City Manager Asprooth stated that the 1987 General obligation bond Issue is recommended in the principal amount of $10,033.000, of which $2,700,000 is property tax supported. $7,000,000 is Parking Fund supported and $333.000 is supported by special assessments. City Manager Asprooth reviewed the recommended schedule with the Committee, which included Council approval of the Capital Improvement Program an July 27, introduction of the Corporate Purpose Bonds, Series 1987, Bond Ordinance on !August 24, 1987 and the bond bid opening. award and adoption of bond issue on September 14, 1987. He requested that the Committee set their schedule so that the Council could on July 27, 1987 adopt the proposed Capital Improvement Program, approve the sale of $10.033,000 General Obligation Bonds, and establish September 14. 1987 as the bond bid opening data. City Manager Asprooth then thanked the many department heads and members of the City staff who had participated in the development of the programs and he thanked the Planning Department, and in particular Jean Lindwall, who provided the coordination and staff support to this effort. He then offered to review the projects with members of the Committee and answer any questions. Alderman Nelson recalled that the CH2M Hill sewer improvement program was for approximately $250,000,000. He noted that the plan scheduled a much smaller amount and asked what the current expected improvement programs cost is. In response, Director of Public Works Pudloski noted that given the last two years of work being done by staff, he was convinced that the improvement program would not be less than $60,000,000 and also called attention to the fact that sewer improvements and repairs were being done each year as part of paving and resurfacing projects. In response to questions about a waste transfer station location, City Manager Asprooth stated that no specific site was identified at the present time but there are some sites owned by the Metropolitan Sanitary District in Skokie which are MINUTES OF THE ADMINISTEtATION AND PUBLIC WORKS COMMITTEE June 22, 1981.......... Page Three acceptable. He noted that he was beginning to discuss this matter with Skokie staff to determine if there might be an opportunity for a joint waste transfer station. In response to Alderman Nelson, Director of Public Works Pudloski noted that staff was reviewing the possibility of a recycling system which could reduce the waste stream. He noted that the Cities of Champaign and Urbana had both recently instituted recycling programs which included curb side pickup and that staff was evaluating these programs for implementation in Evanston. City Manager Asprooth then briefly described and listed the projects which were included in water system improvements and the transportation improvements. In response to a question about the State improvemeat of the McCormick and Green Bay intersection, City Manager Asprooth noted that the State had done preliminary plans for that intersection, but had not completed the final plans. Director of Public Works Pudloski indicated that the City was awaiting copies of the final plans of the intersection and would call a meeting of the Fifth. Sixth and Seventh Ward Aldermen to review those plant and discuss the State's proposal. City Manager Asprooth then briefly reviewed the park and building improvements and cosiended the Parks and Building Operations staff for doing a thorough job in inspecting and determining the needs associated with each facility. He also noted that the parks included upgrades of playground equipment to meet safety standards which were recently developed. Mr. David Williams from the Recreation Board called the Committee's attention to a memorandum dated June 17 in which the Recreation Board requested that an outdoor basketball court be added to Chandler Center and improvements at Fleetwood/ Jourdain amounting to $20,000 to enclose three alcoves, rebuild the stage and replace the tile in the auditorium, hallways and locker rooms and place shelving in the arts and crafts room be added to the plan. The $15,000 expenditure at Chandler would be funded by G.D. bonds while the improvements at Fleetwood/Jourdain would funded by CDBG. Alderman Summers called the Committee's attention to the project which would install air conditioning at the auditorium at the Fleetwood/Jourdain Center and its priority as desirable. He recomaended that the priority be changed to necessary since in hot weather the auditorium was rendered virtually useless without air conditioning. In response to Alderman Rainey concerning the development of a soccer field at Haven School, Director Wirth stated that the arrangements with the School District were for the City to pay for the improvement coats and than the School District would be responsible for maintenance and liability of the field after it is improved. He noted that this is the same arrangement the City has with the School District at similar facilities. In response to Alderman Juliar, City Manager Asprooth noted that the consultant's report on lake protection recommends the improvements much earlier than the staff position to fund the improvements over five years. In response to Alderman Rainey with respect to the Levy Center project, City Manager Asprooth noted that the Levy Center was included in the TIF funding and that the Council had adopted a resolution which would keep the Levy Center open until a new senior center was available. In response to Alderman Rainey, City ?tanager Asprooth stated that the cost of removing asbestos from the Fire Stations is included in the renovation estimate of the Fire Station project. No. Glannis Lundberg. President of the Library Board, read a statement approved by the Library Board which urged the Committee to recommend an inclusion of the $12,000,000 funding for a new library and the approval of $500.000 in the coming year to prepare plans and specifications for that new library. Alderman Nelson MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 22, 1987.......... Page Four suggested reducing the $12.000,000 library funding by $2,161,000 in order to sleet budget policy. He expressed appro►al of an attempt to make the Library multiple use by including the Levy Center because there may be possibilities for savings and joint space usage. He stated strongly that he would not support aborting the budget policy. particularly if the a2,000,000 is a preliminary cost estimate. In response to Chairman Radon, who had been told that the Library roof had been leaking for five to six ,years, Library Director Wright said that roof repair* had been made at the Library five years ago and they had lasted for at least four years, During the last three to four months, the leaks have been getting worse and feuds have been set aside to do roof repairs. He noted that bids were being sought at the present time to do those repairs. Mr. Paul Lowery, member of the Northlight Repertory Theater Planning Cosmittee, expressed the CossaIttee's support of the Library Board's current study to consider a mixed use development for the Library which included the Northlight Theater. Alderman Rainey stated that in her opinion the Library building is not something to be proud of because it is in terrible condition. She suggested that the care and maintenance of the building be the responsibility of someone other than the Library Board, someone who specializes in that function. Alderman Rainey also requested Alderman Nelson to explain why he was suggesting a reduction of only $2,000,000 from the $12,000,000. Alderman Nelson suggested that since the Library may not cost more than budget polity would allow. the Library Board should begin to look for a Donald Trump, who was able to develop a number of facilities under budget and on schedule for New York City. Alderman Summers stated his support for the Library project, pointing out a great number of inefficiencies in the existing building and the obvious need for a new Library. Hr. Hirsh. Friend of the Library and a former member of the Board, suggested that the Library Board was not able to maintain the building in the way it had wished because of budget reductions which were forced on it by the Civic Center. Each year for the past years, the Library has been forced to cut their budget by 5% to 10%. requiring a shortening of hours, cutting the staff, reduction in purchase of books and materials, reduction in the Boo mobile program, and reducing building maintenance. He suggested that the problem is that the Library Board had to put the ax to the budget because of funding constraints. Alderman Rainey stated that it was not her intention to malign the Library Board but to suggest that the tasks of maintaining the Library be assigned to someone who does that best while the Library Board focuses on what it does best, which is to develop Library policy and program and oversee the management of the Library. Mr. Gerald Gordon stated that it was clear to him that the Library Board had been put under extreme pressure to cut the budget over the past few years. He also suggested that another alternative which may be more cost effective should be considered and that is to use the bottom three to four floors of the first high-rise building in the Research Park for a library, suggesting that a library in the Research Park would benefit both the tenants of the Research Park and the community in general. Mr. Walter Clemmens, Library Board member, stated that he was insulted by the comments by Alderman Rainey. Members of the Library Board are not naive bibliophiles but well rounded and effective with a wide range of skills. He placed the blame for the condition of the Library at the feet of the City Council and the MD TES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 22, 1987.......... Page Five policy of budget reductions. Chairman Raden noted that she was concerned about the condition of the Library and if she had been on the Library Board and was aware of the roof leaks that she had recently seen, she would be at City Council screaming for additional funds to maintain the building. Chairman Raden then noted that time was running out for continued discussion of the Capital Improvements Program and that it was time to continue with the remainder of the regular agenda. She expressed concern about meeting the schedule suggested by the City Manager and suggested putting off the consideration at Council until fail to give Aldermen more time to participate in the process. City Manager Asprooth stated that the timing associated with this Capital Improvement Program was no different from other ones and that it was important not to postpone the approval of the plan until September since this would surely postpone the bond sale. In response to Chairman Raden, City !tanager Asprooth said even though the first year program could be approved, it is important to the sale of the bonds that the five-year plan be improved because it shows the financial community the City's anticipated needs and plans for the near future. He said a delay of the plan approval to September would undoubtedly delay the bond sale until at least November if not December. Alderman Nelson stated that he believed that the Cosim!ttee and City Council could review and approve the plan in accordance with the City Manager's schedule, even if additional meetings needed to be held and moved to follow the schedule suggested by the City Manager's memorandum. The Committee voted unanimously to follow the schedule as suggested by the City Manager. Chairman Haden recognized Mr. Phil Peters, Chairman of the Plan Commission. Mr. Peters said that the Plan Commission strongly supports the Capital Improvement Program and recognizes that considerable progress has been made with respect to evaluating the condition of the facilities, particularly by the Parks Department and the building Operations Department in their evaluation of the parks and the park shelter facilities. He also noted that a number of other studies, including the sewer study and the pavement evaluation study, were steps in this direction. He stated that the Plan Commission encouraged Library funding in the plan and expressed concern over the fact that the Green Bay Road plan had been assigned a desirable priority rating, but that the Plan Commission understood the budget constraints on the plan, and hoped that if funding is available the Green Bay Road plan could be funded sometime during this five-year period. The Committee set July 7 at 7:30 for a special meeting to continue the discussion of the Capital Improvements Program. MINUTES - Alderman Rainey ask&d that the minutes be corrected to show that on the bottom of page five where the minutes may lead one to believe, she said, that the Council cannot be bound by actions of the earlier Council, she actually said that the previous Council had bound this Council with the agreement. The Committee unanimously approved the minutes of June 8, 1987, as corrected. The minutes of June 15, 1987 were approved as submitted. COMMITTEE CONSENT AGENDA -- Chairman Raden noted that she had planned to use a Committee consent agenda procedure to consider and approve the City bills, Township bills, the six purchases listed on the agenda, Docket 132 - the Garage Sale, Docket 134 - Lease for the League of Women Voters, Docket 136 - Neighborhood Traffic Control, Docket 137 - Special Assessment 01368, Docket 138 - Special Assessment #1369, Docket 139 - Special Assessment 01370, Docket 140 - Traffic and Parking MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 22, 1907.......... Page Six Changes at Central and Prairie, Docket 122 - Ordinance 54-0-87, Docket 124 - Ordinance 57-0-87, and Docket 131 - Ordinance 58-0-87, Special Assessment #1367. Alderman Rainer asked that Docket 134 - Lease for the League of Women Voters be removed from the Comittee consent agenda. The Committee then unanimously approved the consent agenda. COMMUNICATIONS: 1988 -59 dud;et Public Hearing Request - The Committee accepted the report and set the Comittee Public Hearing for July 27, 1987. Fire Depart#ent Mai Resort - The Comittee accepted the report. Respon 9 to City Bills Inquiries - The Comittee accepted the response. Response to Township Bills Inquiries - The Committee accepted the response. J"rgency Purchase - Sever Collapse - Asbury at Emerson - The Committee accepted the report. City Bills of June 17. 1987 - This item was approved on the consent agenda. Township Bills for May. 1987 - This item was approved on the consent agenda. PURCHASES: Resurfacing of Alloys and Parking Lots - The low bid from Artley Paving Company at the unit prices bid for a total estimated cost of $91,R31.46 was approved on the consent agenda. Viaduct. Fleetwood/Jourdain and Reba Parking Lots - The Committee approved the low bid from Artley Paving Company at the unit prices bid for a total estimated cost of $72,416.10 on the consent agenda. Life Pac Five Defibrillator and Monitor - The Committee approved the proposal from Phisio Control at a total cost of $6,750 as a non -bid item requiring 2/3 majority vote on the consent agenda. Dual Hydraulic Load Chlorine Scales - The Committee approved the proposal from Chlorinator and Instrument Services, Inc. for $8,450 on the consent agenda. Lee Street Beach. Gradinir - The Committee approved the offer from P.R. Grading Corporation at a total estimated cost of $10.200 on the consent agenda. Riding Sweeper - The Committee approved the purchase of a riding sweeper from Tennant Company at a total cost of $28,237 as a non -bid item requiring 2/3 majority vote on the consent agenda. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 22, 1987.......... Pago Seven Public Elm Tree Removal - Director of Public Yorks Pudloski noted this item had not been on the agenda and explained that the low bid from Reliable Tree Experts was being withdrawn because they were unable to get the insurance coverage required. The Committee unanimously approved the second low bid from Hols J. Johnson at a total cost of $34,054.20. ITE1S FOR CONSIDERATION: Docket 132-68-87: Sixteenth Annual World's Largest Garage Sale - The permission to Evanston Chamber of Ccsseeret to use the Sherman Avenue Parking Garage on July 24, 25 and 26 for the World's Largest Garage was approved on the consent agenda. Docket 133-68-87: International Bicycle Race - Seatember 12. 1987 - The Committee discussed positive and negative aspects of the request with a major concern focusing on the impact on the local businesses. Mr. Ira Golan, Executive Director of the Evanston Chamber of Commerce, stated that the Evanston Chamber strongly supports the event. Chairman Radon stated that this event was very exciting and provided a real opportunity for the City of Evanston. The Coiittee unanimously recommended approval. Docket 134-68-87: Resolution 39-R-87 - Lease for League of Women Voters - Alderman Rainey called attention to the fact that the League lease was being renewed without a cost increase. while other tenants were getting a cost increase. In response to Alderman Rainey, Mr. Zimmerman noted that the League received no cost increase because of some additional expenses that they had to bear without increased revenues, plus the rather small office that they occupied had limited attraction for other lessees. Alderman Rainey stated she would go ahead with the lease but that this should not be done in the future. The Committee unanimously moved to recommend approval. Docket 135-68-87: Resolution 40-R-87 - Purchase of 1104 Frierson Street - Alderman Paden expressed concern about the method that the City was using to force sales and relocations of the property owners and tenants in the Research Park Area. She noted that she had been told that the City had used Property Standards to threaten the owners and tenants with a large number of code violations and threats of huge costs in defending themselves or in making the code changes. She also stated that a commercial tenant had found some suitable locations, but was being forced to relocate to an unacceptable location. Alderman Summers noted that he had no sympathy for landlords who had major code violations since they were not in accordance with the law. Alderman Rainey explained that she also heard from several Research Park tenants and would like to hear the staff's version of the situation. Director of Public Works Pudloski, noting that City Manager Asprooth was not in the room, suggested that this matter be discussed later or responded to in writing. The Committee voted 4-2 (Aldermen Raden and Paden voting nay) to recommend approval. Docket 136-68-81: Ordinance 59-0-87 - Neighborhood Traffic Controls - One -Way Stop on Jenks at Stewart; Two -Way Stop on Thayer at Lawndale; Two -Way Stop on Noyes at Pioneer and Four -Way Stop at Park Place, Stewart and Walnut were approved on the consent agenda. MINUTRS OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE June 22, 1987.......... Page Bight Docket 137-60-87: Ordinance 60-0-87 - S.A. R1368 - The Special Assessment paving of Colfax Place was approved on the consent agenda. Docket 138-68-87: Ordinance 61-0-87 - S.A. 01369 - The Special Assessment paving of Dartmouth Place was approved on the consent agenda. Docket 139-6B-87: Ordinance 62-0-87 - S.A. I1370 - The Special Assessment paving of Clifford, Bernard and Isabella was approved on the consent agenda. Docket 140-6B-87: Ordinance 63-0-87 - Traffic and Parking Chan as. Praici e 1 - This Ordinance was approved on the consent agenda. Qacl9t 141-68-87: Ordinance 64-0-87 - dries 1987 xorts Revenue bonds - TAe Coasaittee unavimously moved to recossaend introduction, suspension of the rules and approval of Ordinance 64-0-87 at tonight's Council meeting. ITEMS PREVIOUSLI CONSIDERED Docket 121-6A-87: Resolution 38-R-87 - IM Requirements for City CouA911 - After discussion of this matter, the CommEittee forwarded the matter for Council consideration without Cossaittee recosseendation based on a tie gate, 3-3 (Aldermen Paden, Rainer and laden voting nay) to approve Resolution 38-1-87. Docket 122-6A-87: Ordinance 54-0-87 - Alley West of Drown between Cleveland From Two -War to One -Way Southbound - This Ordinance was approved on the consent agenda. Docket 124-6A-87: Ordinance 57-0-87 - Traffic and Parking_Chan&es in Central/Prairie Area - This ordinance was approved on the consent agenda. Docket 131-6A-87: Ordinance 58-0-87 - S.A. N1367 - PavinF Poolar and Jenks - This Ordinance was approved on the consent agenda. There being no further business, the Committee adjourned at 9:00 P.M. Respectfully submitted, �- st,vh,;5�k dloskDirector of Public Works Members Present: Members Absent: Other Alderson Present: Staff Present: Presiding Official: Smeary of Action: MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of July 7, 1987 Aldermen Rainey, Radon, Summers, Nelson, Paden, and Julisr None Aldermen Warshaw, Collons, Brady, Drummer, Feldman Davis, Rudy and Rorshak Aiello, Asprooth, Carter, DiCanio, Figurelli, Lindwall, Pudloski, Rubin, Shulse, Stoneback, Tonkinson, Volbording, Wirth, Wright and Zisaesrman Alderman Ann Rainey, Chairman The meeting was called to order at 7:38 P.M. Chairman Rainey announced that this was a special meeting to consider three items: the proposed shore protection plan; the proposed improvements and dredging of the boat rasp basin; and the 1987-91 Capital Improvement Program. Chairman Rainey introduced City Manager Asprooth who then introduced Mr. Lee Tjhio, Project Manager of Ralph Burke Associates, the consultant who prepared the two lake front protection studies. Mr. Tjhio and Kr. Wirth, Director of Parks, Recreation and Forestry, presented a video of the lakeshore that was taken during a bad storm on March 9, 1987 and sumstarized the improvements proposed at each location along the lakefront from South Boulevard to the Clark Street Beach. Mr. Wirth noted that the improvements north of Northwestern University were minimal and offered to answer any questions. Alderman Radon pointed out that a consultant had recommended completing the $1.5 million worth of improvements over a three-year period with over $476,000 being expended this year, $881.000 next year and $227,000 the year after; while the Capital Improvement Program as recommended by staff expended the same amount of money over a five-year period with only $108,000 being spent this year, $472,000 next year, $200,000 during the subsequent two years and $605,000 five years from now. Alderman Radon asked Mr. Tjhio What the implications were of delaying the program as recommended by City staff. Mr. Tjhio stated that his recommendation was based on record high lake levels that had occurred during the winter and that the level had dropped ten to twelve inches. He stated that as the level recedes the risk is smaller since overtopping of shore protection is reduced, but a delay of several years does present some greater risk. Alderman Juliar asked Mr. Tjhio what the projections were for the lake level. Mr. Tjhio noted that his fins does not make level projections and that the Corps of Engineers projects lake levels only for six to eight months. Mr. Tjhio noted that last year the Corps had projected a drop in lake level during the winter, but in fact, the level went up. The Corps is MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 7. 1987.......... Page Two now predicting a continued drop in lake level during the next all months, but actual lake levels will be dependent on weather conditions. Alderman Juliar noted that several years ago when he was on the study group evaluating the Greenwood Groin project a member of the Army Corps had stated that lake levels were expected to remain the sale or increase during the next several years. Mr. Tjhio noted that as far as he was aware, the Corps projections made at the Detroit District Office are for only six to eight months and no long range projections are made. Alderman Nelson asked that staff write to the Corps for a long range lake level projection. Alderman Juliar stated that the question of when to schedule the protection projects and the relationship between the schedule and the risk is directly related to the lake level. City Manager Asprooth noted that the risk associated with delaying these projects was related to the probability of increased erosion sad therefore greater expense at a later date to fix the damage. Alderman Nelson asked Mr. Tjhio if there was a way to quantify the risk, given more than one lake level. For example what is the risk of delaying the improvements if the lake level is one foot lower than the time of the report versus one foot higher than at the time of the report. Mr. Tjhio noted that the recommaendation is based on projects which would result in little or no damage given the high lake level, but given the funding constraints and the fact that the lake level has receded, it night be best for the consultant to reprioritize the projects with these new conditions. Alderman Belson noted that he felt the City Manager's proposal to extend the project over five years was reasonable given that the plan is flexible and if conditions change, the projects could be scheduled earlier. Chairman Rainey summarized that both the consultant's and the Capital Improvement plans included the same projects and the same amount of money, but a different time schedule to accomplish those projects with the consultant's plan to complete the projects in three years and the plan proposed by the City Manager being a live -year plan. She noted the Committee's task is to evaluate the risk involved in spreading the projects over five years. Alderman Warshaw noted that the City had recently made arrangements with Northwestern University to use 10,000 cubic yards of sand at Lee Street Beach which Northwestern was going to remove from the entrance channel to their lagoon. Since their permit was to remove 50,000 cubic yards, could the City not use additional sand at Lee Street or other beaches' Mr. Wirth stated that Northwestern was planning to remove only 10,000 cubic yards at the present time. In discussing how the recommendation for Lee Street Beach was developed, Mr. Tjhio noted that the beach attendance figures were evaluated and Lee Street Beach had been losing attendance. Consequently, the reduced usage had reduced some of the need to restore the beach to its original state. Alderman Davis stated that the drop in the Lee Street Beach attendance figures was related to the shrinking of the Lee Street Beach. People just stopped going to Lee Street because it is getting smaller and smaller. She urged that consideration be given to renourishing the beach irrespective of the reduction in attendance. In response to Mr. Ira Golan. Executive Director of the Evanston Chamber of Commerce, Mr. Wirth noted that Clark Street Beach and Lighthouse Beach had both been increasing in attendance, while Lee Street Beach had been steadily dropping. Mr. Wirth also noted that if Northwestern decides to remove all 50,000 cubic yards of sand, the City will attempt to use the sand at Lee Street and South Boulevard and could restore the beaches to their original configurations. MINUTES Of THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 7, 1987.......... Page Three Alderman Haden again asked Mr. Tjhio to clarify what will happen if the beach protection plan is not scheduled as suggested by Burke and Associates. Mr. Tjhio noted that eventually erosion would take place behind the rip rap and there will be deterioration of the concrete cap and loss of soil and other small stone. Eventually, the rip rap will settle. City Manager Asprooth noted that the scheduling of five years versus three years was done because of the requirements of the budget policy, but that the reduction in lame levels, the City's ability to handle similar problems over the past year on an emergency basis, plus the flexibility of reevaluating the plan each year made the risk associated with extending the shore protection projects by two years acceptable. Alderman Summers noted that one war to evaluate risk is to see how such the City had spent over the past years in shore protection. In response, Mr. Wirth noted that the City had placed rip rap at a variety of locations last year for about $30,000. Alderman Collens noted that both schedules have the City at the same point at the and of five years and that the schedule can be adjusted during the five years, but asked if the staff and the consultant had agreed upon the scheduling of the projects. City Manager Asprooth restated that the Capital Improvement Plan does not directly relate to the priorities as proposed by the consultant since the amounts of money programmed in each year were related to the budget policy rather than a specific project list but that saw adjustments could be made to carry over funds from one year to the next and to schedule high priority projects early in the five-year period. In response to Chairman Rainey's recommendation that the Committee decide between the two options, Alderman Nelson moved to accept the staff recommendation with the caveat that the staff work with the consultant to review project priorities in light of the budget constraints and projected lake levole. Alderman Roden stated that she was not ready to vote on the motion because she believed more information was needed on the potential risk of delaying the projects and compare that risk to the needs for funding other projects. Chairman Rainey noted that the vote did not etch this schedule in stone but if the vote was positive it would place the staff recommendation in the Capital Improvement Program and would eventually be considered as part of the total program. Alderman Juliar agreed with Chairman Rainey that the schedule was not etched in stone and that he believes that it is important to get additional information. He noted that what we risk by delaying the projects are increased costs due to damages and that depending on the risk of damage we may want to reduce the risk by postponing other projects. Alderman Summers noted that we have managed to protect the lake shore during the past years with stop gap and emergency measures and that he believes the City Manager's approach is prudent and that if there is a creeping emergency such as an increase in lake level or some other impending failure of shore protection, we can shift expenditures. It was Alderman Summers' opinion that Alderman Nelson's motion made a great deal of sense. The Committee unanimously adopted Alderman Nelson's motion to include the City Manager's five-year schedule for the shore protection program. Proposed Imarovements in Dredging of the Church Street Boat RamD Basin - Chairman Rainey noted that while acceptance of the report and the consultant's recommendations would not require any additional funding be placed in the proposed Capital Improvement Plan, it should be recognized that the consultant's evaluation of the methods to minimize the sand siltation problem at the Church Street Boat Ramp showed that the City's current method of dredging annually by contract is more cost effective than any of the available alternative methods. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 7, 1987.......... Peg* Four 1987-91 Capital Improvement Proiram - Chairman Rainey summarized the 1987-91 Capital Improvement Program, noting that capital expenditures for time five-year period in the plan total $107,210,549 with property tax supported general obligation bonds necessary to support programs totalling $26,915,000 over the five-year period. Additional G.O. Bonds will be supported by revenues from the Parking and Sewer Funds, the TIF District and Special Assessments. Water revenue bonds totalling = 4,000.000 in two issues are also anticipated during the five-year period as well as Community Development Block Grant funds and Special Service District 04. Alderman Rainey noted that the G.O. Bond capacity in accordance with the budget policy was $20,145,000 for the five-year period or $6.169,000 less than the amount of bonds necessary to support the proposed program. She stated that staff bad presented a list of projects classified as desirable and proposed not to be funded, which reduced the gap between the budget policy and the program by 14,800,000, however, that program as proposed at the June 22 meeting of the Committee was still $2,161,600 greater then the projected bond capacity. Chairman Rainey noted that at the June 22 meeting Alderman Nelson had suggested that the $12,000,000 programsd for funding a Library addition be reduced to approximately $9,800,000 in order to stay within budget guidelines. Asking for comments by members of the Committee and hearing none, Chairman Rainey asked if there were statements from the floor. Ms. Jackie McGuire, President of the Evanston League of Women Voters, urged the Committee to adopt Alderman Nelson's suggestion to include funding for the Library at the reduced level in order to stay within the budget policy but still fund the mach needed Library expansion. She stated that the League's position is based on a study the League recently completed which concluded that the Evanston Library needed more space and better reference facilities in a conveniently located site close to public transportation. Ms. McGuire agreed to submit a copy of bar statement. Chairman Rainey then recognized Mr. Chesman Lee who had prepared a statement for Chairman Rainey to distribute and read into the record. Mr. Lee's statement supported an addition to the present facility to the east of the existing building because an addition will be much less costly than a totally new structure, save a beautiful and valued building, and preserve a sight and site deeply valued by Evanstonians. Mr. Lee's statement noted that loss of parking by the addition could be provided by the new 600 public parking spaces at Church and Chicago and an entrance on Church Street in a new addition would provide easy access by the handicapped. In response to Alderman Radon, City Manager Asprooth noted that the $12,000,000 figure for the Library included in the program was a very preliminary figure based on an addition to the existing building plus the rehabilitation of the existing facility, but that members of the Library Board present at the meeting might better respond to that question. In response to Alderman Radon concerning a cost comparison for the rehabilitation and construction of the Fire Stations, and the Library cost, City Manager Asprooth indicated that comparisons between drastically different types of buildings are not valid. The cost of building a fire station is such different since there are very large open areas and very different internal finishes and mechanical systems. He suggested that it is better to compare costs of like buildings - libraries to libraries and fire stations to fire stations. KINIRES OF THE ADKINISTR►TION AND PUBLIC WORKS COMMITTEE July 7, 1987.......... Page Dive In response to Alderman Raden's question concerning the $12,000,000 figure, Ks. Glennis Lundberg, President of the Library Board, noted that the cost was based on an addition adjoining the existing Library plus remodeling the existing facility. The Library needs 100,000 square feet. It has 37,000 usable square feet now. In response to a question from Alderman Nelson, Ks. Lundberg noted the existing Library, including the parking garage, is 52,000 square feet so that the Library is actually asking for a doubling in size of the current building. She continued that the space needs of 100,000 square feet were based on a building program analysis done in conjunction with a library consultant in 1981. The building program was based on a review of the library program and the library usage, however, the Library staff and board were evaluating that program at the present time. Ks. Lundberg restated that the $12.000,000 figure included both the addition and the rehabilitation of the existing building. Ks. Lundberg then introduced Mr. Jay Carrow, an architect rind member of the Library board. Mr. Carrow stated that new construction estimates are more accurate than renovation since each renovation can involve a wide variety of problems and costs depending upon the existing building and the planned renovation. Mr. Carrow stated that in his opinion it would be difficult to renovate the existing building because there were several different levels which are not easily integrated and a lot of interior structural work would be necessary during renovation. In response to Alderman Juliar with respect to renovation and use of the basement, Kr. Carrow noted that while other architects had stated that the space was not usable for Library purposes because of the very low ceilings, he believed that it might be used if the utility ducts and pipes could be relocated under the floor, but that the renovation would be quite costly. Alderman Nelson noted that the $9.8 million which he suggested be included in the Capital improvement Program should be enough to renovate the existing building and build an addition which would result in approximately 90,000 square feet or more than double the present size. Alderman Nelson noted that the information explosion and new technology in his opinion would reduce the space needs of libraries in the coming decade. He also noted that a 100.000 square foot building is nearly triple the present usable space, not double. Alderman Summers stated that the existing building has a great number of problems associated with the renovation, including different levels, double door elevators, and small single purpose spaces, and just does not meet our needs. He also noted that using the underground space for the Library is really less than desirable since most people don't even want to park tht-ir cars in an underground space. Why would people want to use a basement library' He also stated that even with the informa- tion explosion, he believed that people will continue to read and enjoy the printed word, and that the City of Evanston should encourage that. Alderman Summers stated that to under plan is to do a great disservice to the residents and while, in the words of Kies van der Rho@, "less is mare", it was his feeling that Daniel Burnham's admonition to "make no small plans" should guide the development of the Library, so that we go into this project with our eyes open and plan for the future. Library Director Wright called the Committee's attention to the memo dated June 26, 1987, regarding square foot building costa. He noted that the low square foot costs for the Crystal Lake and Niles Libraries resulted from the fact that when the original buildings were built, additions were planned and no expensive mechanical systems had to be added in the addition, but that the Glenview Library which included mechanical systems had a more comparable cost. He also noted that the MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 7, 1987.......... Page Six Glenview Library had finished its second addition which was three times as large the original building and the first addition. Library Director Wright also noted that the location study which is scheduled to be completed in August would be sad@ available to the Council and that the actual construction cost could not be more accurately predicted until after the architectural competition is complete. Alderman Eorshak asked what the architects who compete in the design competition are being told to do and what site is going to be used, the parking lot, the alley, an overhead walkway to the parking lot north of the Women's Club, and what other uses, if any, are going to be included in the Library building. Mr. Carrow noted that a feasibility study now under way was evaluating a number of alternatives, including a 100,000 square foot Library, the inclusion of the Levy Center, 20,000 square feet of retail space. and the Northlight Repertory Theater on a variety of sites including the parking lot directly adjacent to the present building. the alley, the property east of the alley, and the parking lot north of the Wooten's Club. The Library Board expects a report from the consultant at the end of July or the beginning of August and the report will be made available to the City Council and staff. The competition will be set up after the feasibility study is completed and the decision is made with respect to the site, the size of the addition and the uses. In further response to Alderman Rorshak. City Manager Asprooth noted that the Recreation Board had asked the Library Board to see if a senior center could be included in the library construction and that he had asked the Library Board to include the Northlight Repertory Theater once it was clear that they would not be in the Church/Chicago development. He noted that the Recreation Board had decided that the new senior center would be no smaller than the existing center and that the Northlight bad developed a building program as part of its participation in the Church/Chicago development. In response to Alderman Rudy, Mr. Carrow noted that the $500,000 programmed for the coming year was to pay for the production of detailed plans and specifications by the winner of the competition. In response to Alderman Rainey, Mr. Carrow noted that the competition would not be a great deal different from the request for proposal process used on the Church/Chicago site, but that there would be sme added costs associated with the award of second and third prizes and the judging and jury costs. In response to Alderman Feldman, Library Director Wright noted there were no national standards for libraries with respect to square footage per program area or population, but that the building program for the proposed library was worked out in conjunction with a library consultant using an analysis of program activities, existing spaces and experience of the Evanston Library. He noted that the library consultant had been hired by the Library Board in 1981 to develop the space requirements. City Manager Asprooth stated that the space requirements in the building program had been presented earlier to the Human Services Committee. Mr. Chasman Lee stated that an addition from the existing building east to the alley would increase the present usable space of the Library by 90% and that the original designers. Maher and McGraw, had anticipated this addition and that such an addition would be the most cost effective approach. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 7, 1987.......... Page Seven Mr. Sheldon Newberger, President of the Friends of the Library, stated that the $12,000,000 amount in the program was just a plugged in figure. The actual need Could be $9,000,000 or it could be $14,000,000. He urged the Committee not to sell Evanston short. He noted that Skokie and Evanston built their libraries about the same time, but that Skokie within ten years after constructing a 36,000 square foot library saw their space shortage and constructed an addition of 66,000 square feet in 1969. Evanston, on the other hand, chose to make do rather than expand. Mr. Newberger stated that Evanston should not take a second place to anyone and in his opinion the Library expansion is an idea which is 17 years too late. dr. Richard Stillerman asked if there was an analysis of space needs or a building program for the Levy Center and the Northlight. Parks and Recreation Director Wirth noted that the Recreation Hoard had stated that the senior center should be at least 20,000 square feet and was in the process of evaluating programs and space need issues. Alderman Summers suggested that the present Levy Center was not designed as a senior center but converted from a teen center, so that any new building should have a more appropriate and better suited design. Alderman Paden stated that she would like to see the expansion get started now, that there was too much talking and not enough action. She feels strongly that Evanston needs a better library - there is too such waiting to check out books, no place to sit, and the roof leaks. Alderman Paden said it was difficult enough to get young people to read and study without having a substandard library. Alderman Paden urged that the project begin now. In response to Alderman Rudy, Library Board President Lundberg noted the building program is being reevaluated and should be completed on August 1, about the same time that the feasibility study is completed. Alderman Brady noted that it would be ludicrous to underfund the Library and asked what the effect is of funding the Library for $9,000,000 rather than the $12.000,000 which is requested. Alderman Rainey suggested that it was not necessary to include any funding for the construction at the present time, as long as the =500,000 was included for planning purposes. City Manager Asprooth urged the Comtaittee to include some funding for construction, because to fund plans and specifications but not program funding for construction would, in his opinion, do damage to the credibility of the plan in the eyes of the financial community. Chairman Rainey disagreed with City Manager Asprooth on that point. Alderman nelson agreed that the plan appears more rational if construction money is shown as a future expenditure. He also noted that given the experience with the Church/Chicago lot, a new library will take time to design and get started so there is time to adjust the plan. He restated his position that his primary objective • was to adhere to the budget policy, particularly given that no hard number was available at present, and that $9.8 million was not penurious but was reasonable. Alderman Nelson also asked the Library for their timetable for completing the feasibility study, reevaluation of the building program and the design competition. since a great number of groups, including the Recreation Board, Levy Center, the Northlight Board, and the Council are all concerned with the project. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 7, 1987.......... Page Eight Alderman Radon stated that she was torn between being in favor of meeting the needs of the Library, and concern about not having a cost estimate based on a more detailed building program and site. She stated she felt that the funding should be based on need and not on budget policy. Ms. Nancy Brothers, Chairman of the Commission on Aging, noted that more than 14,000 people in Evanston are over 60 and 10,000 are over 65. 10% of that population are in nursing bones and 25% receive other how based services. The Cormaission on Aging supports a library expansion because it provides passive recreational opportunities for those who cannot participate in the active recreational opportunities that are offered through the Levy Center. Alderman torshak stated his belief in the value of planning and the need to develop a five-year plan, however, he stated strongly that he is willing to commit to only the first year with the understanding that the subsequent years are, in fact, plans and not budgetary cossaitments, and that the Council will have the right to modify the plan each year. City manager Asprooth indicated that the Capital Improvement Plan has always been interpreted as a plan, that funding commitments are made either through the budgeting process or in the sale of bonds and that the plan is reviewed each year and adjusted. Chairsu►u iminey reminded the Committee that even with the reduction in the Library funding to $9.8 million there are other projects which are in the desirable category which are not included, and that for each project included in the plan others must be excluded. In response to a question from Chairman Rainey about a water rate increase, City Manager Asprooth explained that by adopting the plan, the Council is not approving a water rato adjustment. He reminded the Committee that he had forecast the need for a water rate adjustment to pay for operating costs in his last budget message and that the Capital plan will require an incrementally larger rate adjustment. In response to Chairman Rainey, !tanager Asprooth stated that from a very preliminary basis a rate increase from 20% to 25% over the course of two or three years is needed to cover expenses. He also explained thet no increase is planned is the sewer service charge. with rospect to the timing of water rate increase and the sale of water bonds, City Manager Asprooth noted that the Council would have to decide on the water rate increase prior to the sale of any water bonds. In response to Chairman Rainey, City Manager Asprooth confirmed that the Council policy that no TIF bonds will be issued unless the debt service can be TIF revenue supported supercedes the project list in the Capital Improvement Program. TIF expenditures will be modified to meet revenues available. • Chairman Rainey reminded the Committee that two special meetings on the Fire Station relocation are scheduled for July 20 and August 17. There being no further business, the Committee adjourned at 10:20 P.K. Respectfully submitted, e Stephen T udloski, Director of Public Yorks r MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTER Meeting of July 13, 1987 Members Present: Aldermen Rainey, Radon, Nelson, Summers, Paden, and Juliar Members Absent: alone Staff Present: Asprooth, Carter, Engel, €igurelli, Jennings, Kolner, Lindwall, Modabur, Olkowski, Pudloaki, Rubin, Shonk, Stoneback, Wirth, Wright, Zendell, and Zimmerman Presiding Official: Alderman Ann Rainey, Chairman Sumury of Action: The mating was called to order at 7:35 P.K. Chairman Rainey announced two meetings that the Comittee was holding for the purpose of having the public Input: on July 20, 1987 at 7:30 P.K. the Fire Station Relocation Meeting, and on July 27, 1987 at 7:30 P.M. the 1988-89 Budget Public Hearing. MINUTES - The minutes of June 22, 1987 were approved as submitted. The minutes of July 7, 1987 were approved as submitted. COMMITTEE CONSENT AGENDA - Chairman Rainey announced that she planned to use the Committee consent agenda procedure to provide some time to discuss the 1987-91 Capital Improvesent Program. Chairman Rainey listed the items on the consent agenda, including 11 of the 15 purchases listed on the agenda (excluded from the consent agenda purchase list were the rectangular butterfly valves, repair of sewer connections on Dodge, the streetlights at Green Bay and Emerson, and the Civic Center Telephone System); Docket 152 - Resolution 42-R-87 Amending the Transportation Center Agreement; Docket 153 - Resolution 93-R-87 Prevailing Wages for Public Works Projects; Docket 154 - Resolution 44-R-87 Transportation Grant for Clark Street Viaduct Construction. The Committee unanimously approved the consent agenda. COMMUNICATIONS: Chairman's Priorities - Chairman Rainey noted that the priorities were not completed as yet. Parkinz Lot Sale (726 Reba) - In response to Alderman Nelson, City Manager Asprooth stated the purchasing policy would allow a negotiated sale rather than an open bid. In response to Chairman Rainey, Traffic Engineer Jennings stated that the new owner of the apartment building west and adjacent to the parking lot had expressed an interest in purchasing the property in order to better control unauthorized use of the property and to provide additional security. He noted that the owner had agreed to honor any present parking permits and to salve the lot available for neighborhood parking. In response to Alderman Rainey, City Manager Asprooth noted there were no major zoning MIWJTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 13. 1987.......... Page Two issues involved in the owner's purchase of the lot for parking. The Co®ittee unanimously adopted the staff recommendation and authorized staff to prepare the ordinance necessary to sell this lot on a negotiated basis for Council consideration. Parking Lot Sale (Dodge Avenue and Mulford Street) - Chairman Rainey stated this lot was in a location that makes a good single family home site. City Manager Asprooth explained that no one had expressed interest in the lot. but staff felt that it would be successfully offered for sale. In response to the Chairman, City Manager Asprooth noted that the synagogue across the street from the lot bed been required to lease several spaces in the lot but that their zoning requirements could be met by leasing spaces at the James Park parking lot across Dodge Avenue. He indicated that there would be no conflict since at the time services are held, the park has low usage. The Committee unanimously accepted the staff recommendation and authorized the staff to prepare the necessary ordinance for Council consideration. Parking Lot Sale (131S Emerson Street) - Traffic Engineer Jennings stated that this lot is along the west side of the alley north of Emerson between Asbury and Wesley and adjacent to Haliburton Funeral Home. Director of Public Works Pudloski indicated that Mr. Haliburton had been in that day and expressed an interest in purchasing the lot. The Committee unanimously accepted the staff recommendation and authorized the staff to prepare the ordinance necessary to sell this lot on a negotiated basis. Parkin, Ticket Collection Status Report - The Committee accepted the report. Finance Director Shonk stated that he had been in court the first few days of hearings and that most violators had plead guilty. He noted the judge had not levied the full penalty but levied about 50% of the fine. In response to Chairman Rainey, Finance Director Shonk noted that the collection rate of tickets was about 42% or up 1% to 2% from the previous years. In response to Alderman Nelson, Finance Director Shonk agreed to prepare a projection of the expected revenue collection during this fiscal year based on our present experience with the amnesty period, the new boot program, and tho first round of ticket collections in court. Alderman Baden expressed an interest in starting a collection effort for those violators who had tickets previous to 1985. Chairman Rainey suggested that the Subcommittee hold a meeting to discuss this matter and other matters associated with fee and fine collections. Calcium Chloride of Unimproved Streets and Alleys - Alderman Raden stated that a constituent in her ward had been the one to originally suggest this program and that she was dismayed to see that the alley abutting this person's property was not on the list. Director of Public Works Pudloski Indicated the list had merely been taken from the file and that during the next several weeks there was an opportunity for aldermen to add to the list. Alderman Paden noted that she had requested information because she had gotten a number of calls from residents who had felt the program was beneficial in the past. Alderman Nelson stated that in the spirit of "fix: the squeaky wheel" he would support the program, but that in the long run some other method to deal with unimproved alleys had to be found since the MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 13, 1987.......... Page Three "crushed gravel surface is the bane of our existence". Alderman Radon restated her position of support for the program as long as some additions could be made to the listing. The Committee unanimously moved to approve the staff recommendation to spend son* unanticipated revenue associated with street repair on Ridge Avenue to use calcium chloride on improved streets and several unimproved alleys for the remainder of this summer. City Hills of Julv S. 1957 - The Committee unanimously moved to recommend approval of the bills as submitted. Alderman Nelson called attention to a now Dutch Elm Disease control program that was publicized in a recent newspaper article using a bacteria toxin process. He suggested that the City consider an experiment with this new process. requiring that homeowners pay for time treatment who are interested in trying it. He requested a staff report on this matter. Chairman Rainey stated that she had received complaints concerning the practice of the Forestry Department which put blue paint marks on elms trees and permanently defaced them. She requested that another method to identify those trees be used which would not deface them. PURCHASES: Demolition of 612 Linden Place - The low bid of American Environmental Construction Company for a total cost of $6,150 was approved on the consent agenda. Barricades - The low bid from Warning Lites of Illinois, Inc. for 200 type 1 barricades at a total cost of $6,464 warm approved on the consent agenda. Computer Evuimnmment - The purchase of four personal computers, one terminal, five printers, software, two modems, and telecommunications boards from YANG at a total of S24.001.20 was approved on the consent agenda as a non -bid item requiring 2/3 majority vote. Self -Contained Breathing Apparatus - The low bid from Orr Safety Equipment Company to furnish 10 self-contained breathing apparatus for use by the Fire Department at a total cost of $11,458.50 was approved on the consent agenda. Water Department TuckpointinS - The low bid from A & L Reliable Construction at a total cost of $12,900 was approved on the consent agenda. Rectangular Butterfly Valves - In response to Chairman Rainey, slater Superintendent Figurelli stated that the reason the second bidder was two times the cost of the low bidder was that the low bidder has the valves on the shelf and the second low bidder does not make these valves and would have to prepare a design and manufacture them for the first time. The Committee unanimously moved to recommend approval of the low bid from Henry Pratt Company at a total cost of $35,894. Repair of Sewer Service Connections on Dodge - In response to Alderman Nelson, Director of Public Works Pudloski stated that the remaining $9,000 in the refund from Bola Construction was enough to complete the road MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 13, 1907.......... Page Pour restoration work so that the City would not lose any money. The Committee unanimously moved to recommend approval of the low bid from John J. Cahill, Inc. to repair 16 house sewer connections on Dodge Avenue at a total cost of $14, 949. Library Roof Revairs - The low bid from Hanson Roofing Company at a total cost of $16,900 was approved on the consent agenda. ¢nineering Services at Benson Avenue Parking Structure - The proposal from Ray Green and Associates to provide design services on the stair tower project and security closures for a total cost of $24,050 was approved on the consent agenda. Etlineering Services at the water Plant - The proposal from Alvord, Burdick and Howson to prepare plans and specifications for the sludge disposal system and the filter influent piping and to update the 1975 Water Supply Report for a total cost $88,000 was approved on the consent agenda. Desia Services for the Clark Street Viaduct - The proposal from Envirodyne Engineers to complete the plans and specifications for the Clark Street Viaduct for an amount not to exceed $28,000 was approved on the consent agenda. EnRineering Services for Shoreline Protection - the proposal from Ralph Burke, Inc. to prepare plans and specifications for shoreline protection between Clark Street and the power boat facility at a total estimated cost of $6,500 was approved on the consent agenda as a non -bid item requiring 2/3 majority vote. Pavin Brown Avenue and Wade Streets - The low bid from Hartley Paving Company at the unit prices bid for a total estimated cost of $111,683.80 was approved on the consent agenda. StreetliKhtinR on Green Bay. Emerson and the RidKe/Emerson Intersection - In response to lc:erman Radon, Director or Public Works Pudlaski stated that the florescent lights at the intersection were to be replaced with cobra bead lights, that the lights along Green Bay from the intersection of Emerson to the canal were to be replaced and new underground wiring and foundations would be installed. He noted this system is over 30 years old and a lot of the underground wiring has deteriorated to the point where it is no longer usable and temporary overhead wiring had to be strung between the existing light poles. The Committee unanimously moved to recommend approval of the low bid from Pinner Electric at the unit prices bid for a total estimated cost of $463,333.75. Civic Center Televhone System - In response to Chairman Rainey, Building Operations Director Rubin stated that the reason the cost was lower is that after the detailed survey and analysis it was determined that less expensive phone instruments would be used to replace some of the existing equipment; in other words, six button phones would be replaced by single line phones. He also recommended that the $10,000 be set aside because there are a number of unknowns at the time and it would be easier to have a small contingency MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 13, 1987.......... Page Five to handle those rather than come back with a series of small change orders. He also pointed out that the contract with A T & T was about 10% less than the base estimate of $240,000. The Committee unanimously moved to recommend approval and sign the contract with A T & T for a total cost of $216,733.75 and to set aside an additional S10,000 as a contingency. ITEMS FOR CONSIDERATION: 1987-91 Capital TAvrovemont Program - Chairman Rainer stated that the schedule of the consideration of the Capital Improvement Program called for it to be considered by Council at the July 27 meeting and that it was her Dope that the Comittee could complete deliberations this evening. In response to Alderman Radon, Library Director Wright stated that $137 per square foot was used to estimate the cost of the Library because it was the average in the Chicago area. He noted that this amount of estimate was based on advice from Mr. Carron and another architectural consultant. In response to Alderman Radon, Library Director Wright agreed to provide a copy of the Dodge report information on average cost for library construction in the Chicago metropolitan area. Mr. Wright also noted that the present estimate is rough because it is not based on a specific plan and that a better estimate will be available at the and of the architectural competition. Alderman Radon then asked why increased costs in the Water Department could not be passed on to the Northwest Water Commission. City Manager Asprooth noted that the rates in the Northwest Water Commission were based on a long term contract and formula and that some of the improvements included in the Capital improvement Plan will cause a water rate increase to the Northwest Water Commission because it will increase the rate bass. He also noted that the calculations assumed that there would be an increase in the rates paid by Skokie and that the information he had discussed with the Committee concerning a water rate increase was tentative and that the staff was working with the rate consultant. He reiterated that he had previously advised the Council of the need to increase water rates to cover operating costs. In response to Alderman Radon, City Manager Asprooth indicated that he welcomed discussing the rater Plant operation with the management group that had contacted her, but he doubted if they could operate the plant more economically than it was being operated at the present time. Alderman Raden then noted that while she understood a waste transfer station would save the City a lot of money, she was very concerned that its location would hart a residential area and requested information concerning the possible locations for this transfer site. City }tanager Asprooth reiterated that there was no specific location under consideration at the present time, but that prior to selling bonds for a transfer station, the Council would have to approve a site. Alderman Raden then requested information about costs in the program associated With railroad stations. She noted that METRA was spending over $1.5 million on rehabilitating the Main Street station and questioned the need to use City funds to do other work on railroad stations. City Manager Asprooth stated that the Main Street rehabilitation Was like the Davis Street rehabilitation, including concrete repairs and structural work. The work supported by METRA grants was for absolutely essential basic Work necessary to keep the station standing, while the CD funds used for station work were for landscaping and cosmetic or aesthetic purposes. He noted that MINUTES OF THE ADMINISTRATION AND PUBLIC HARKS COMMITTEE July 13, 1987.......... Page Six it took ten rears to get the grant for the Davis Street station and a number of years to get the Main Street station programmed. In response to Alderman Juliar concerning the condition of underpasses and viaducts, City Engineer Tonkinson noted that the CTA was embarking on a program of inspecting a number of structures and that the $30,000 in the Capital Improvement Program was included in order to conduct a bridge inspection and identify areas where repairs were needed so that the City could encourage the CTA and the railroad to make those repairs. In response to Chairman Rainey concerning the $60.000 in funds programmed for development at Chandler Park. Parks and Recreation Director Wirth noted that the funds were for playground development at Chandler Park. In response to Alderman Radon concerning 8390,000 to seal the bottom of the Lagoon, Parks and Recreation Director Wirth stated that at the time the design was done for the rehabilitation of the Lagoon, staff was aware that the bottom of the Lagoon would have to be sealed at some time in the future since the high around water level will cause deterioration of the asphalt paved bottom unless some method is used to preserve it. Mr. Wirth noted that this was particularly true in winter when the pond was empty. He also noted that engineering studies would be conducted to determine the beat way to handle the problem. In response to Alderman Juliar, City Manager Asprooth noted the irrigation system was proposed in order to save the time of Parks Department people to water the plantings since at the present time they must string hose and water by hand. Alderman Raden expressed her concern about programming the $9.8 million for Library construction at the present time. Chairman Rainey noted that the results of the design competition were off in the future and that only at the end of the competition would the Committee have good answers with respect to costs and building plans. Chairman Rainey suggested that the Capital Improvement Program be amended to show only the 5500,000 for the Library rather than the construction costs. Alderman Raden noted that the Committee did not have enough information to make a decision and that the decision on funding for the construction should be put off until information was available. Alderman Nelson stated that there was a need to make a planning commitment for construction so that the financial community understands the intention of the Council. He stated that the Council would be deluding itself and the financial community if construction funds were not included. He noted that he agreed with Alderman Korshak's comment at the last meeting in which he stated that this was a plan but not a specific commitment to actually spend the $9.8 million. He also reiterated his position concerning the need to stay within budget policy. Alderman Juliar agreed with Alderman Nelson, indicating that the Capital Improvement Program was a planning document and an indication of the financial burden over the next five years, and that it was incumbent on the City to explain the possibility of a $9 million expenditure to the financial community and to the lenders. Alderman Raden noted that $9.8 million out of a $107,000,000 program is really a small percentage, that it would have little impact on the financial picture and that it is reasonable to wait until additional information is forthcoming to program construction funds. Alderman Juliar stated that since the Council is considering funding the Library, the Council should be up front and tell the financial community that it is doing MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 13, 1987.......... Page Seven so and program the $9.8 million. Chairman Rainey noted that in her opinion this was "a locomotive that could not be stopped" and that a vote to include the $9.8 million in this budget would in essence be a vote for a completely new building, maybe not now but maybe ten years from now. Chairman Rainey then noted that in her opinion after all these years of planning and studies. the Library still did not have a complete plan to consider and she would not support programing construction money until that plan was available. Alderman Radon moved to amend the plan by eliminating funding for the Library construction. The Committee voted 3-3 (Aldermen Summers. Juliar and Nelson voting nay) on the amendment. The Comtaittoo then voted 3-3 (Aldermen Rainey, Radon and Paden voting nay) on the Capital Improvement Program as presented by the staff and amended at the previous meeting to change the priorities of the Fleetwood/Jourdain air conditioning, add Fleetwood/Jourdain stag• improvements, add Chandler Park Basketball Court and reduce the project budget of the Library to $9.823,000. Docket 152-7A-87: Resolution 42-R-87 - Amending Transportation Center Grant Apeement - Approved on the consent agenda. Docket 153-7A-87: Resolution 43-R-87 - Prevailing Wages for Public Works Pro octs - Approved on the consent agenda. Docket 154-7A-87: Resolution 44-R-87 - Transportation Grant for Clark Street Viaduct Construction - Approved on the consent agenda. ITEMS PREVIOUSLY CONSIDERED: Chairman Rainey noted that unless there was an objection by a member of the Committee, the following docket items having been approved at the previous meeting are recommended for approval at the City Council meeting on the consent agenda: Docket 136-68-87: Ordinance 59-0-87 - Neighborhood Traffic Controls: Jenks at Stewart; Park Place, Stewart and Walnut; Thayer at Lawndale; Noyes at Pioneer Docket 137-6B-87: Ordinance 60-0-87 - S.A. #1368 - Paving Colfax Place Docket 138-68-87: Ordinance 61-0-87 - S.A. #1369 - Paving Dartmouth Place Docket 139-6B-87: Ordinance 62-0-87 - S.A. 01370 - Paving Clifford. Bernard and Isabella Docket 140-6B-87: Ordinance 63-0-87 - Traffic and Parking Chanites.. Prairie and Central Mr. Pudloski reported that Alderman Collens intended to add one block of Lincoln to the Resident Exempt District as proposed in this ordinance when It is considered by Council. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 13, 1987.......... Pago Eight Chairman Rainey noted that the following item had been sent on to Council with no recommendation and the Council had been held over at the previous meeting and was up for consideration by the Council: Docket 120-6A-87: Resolution 38-R-87 - IKRF Revuirements for City Council The Coamittee was adjourned at 8:5o P.A. Respectfully submitted, r Stephen T Pudloski. Director of Public Works r MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of July 20, 1987 Members Present: Alderman Rainey, Radon, Nelson, Summers and Paden !Members Absent: Alderman Juliar Other Aldermen Present: Aldermen Larson, Collens, Drummer, xorshak and Bleveaas Staff Present: Asprooth, Brooks, Davis, Hunter, Linkowski. Pudloski, and Zimmerman Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The meeting was called to order at 7:40 P.M. Chairman Rainey announced that this was a special meeting to consider the Fire Station Relocation Study and would include a presentation by Mr. William Gay of the University City Science Center, the consultant who prepared the relocation study; a presentation by Assistant Fire Chief Thomas Linkowski; and an opportunity for members of the Committee, other Aldermen in attendance, and those in the audience to ask questions and make statements. Chairman Rainey also introduced Captain Sam Hunter, Chief !Medical Officer, who is responsible for management of the Emergency Medical Ser►ices. Chairman Rainey then introduced Mr. Gay who made the following presentation: A. Study Objecti►es - Evaluate how the relocation and possible consolidation of fire stations in the northern half of the city would affect public safety. B. Study Design 1. Service Overview 2. Analysis of 120.620 Incidents 3. Comparative Survey 4. Re►iew of National Standards C. Service Profile 1. Stable Workload - 6,000 Incidents 2. 6.141 Incidents in 1985 3. 388 Fires in 1985 with 175 Structural Fires D. Types of Fires and Causes of Fires 1. Exhibit 4A showing types of structures which experienced fires in 1985 with the highest being 64 in multi -family units, 48 in single family units and the remainder of the 175 total in other types of structures MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 20, 1987.......... Page Two 2. Exhibit Q showing causes of'fires experienced in 1985 with 48 of those caused by cooking, 26 associated with incendiary, 23 carelessness and the rescinder of the 175 spread e►enly among electrical, mechanical failures. smoking materials, other and undetermined B. Incident Demand Patterns 1. Intensive Clustering of Emergency Incidents a. 191L of fires occur in ♦% of the city b. 20% of the Emrgency Medical Services calls occur in 7% of the city c. 36% of fire related deaths occur in Census Tract 8092 2. Workload inequities with engines 21 and 22 responding to 71% of all fires, while engines 23 and 25 respond to 14% T. Station Performance Objectives 1. Improve service to high incidence area 2. Improve paramedic services to the north 3. Improve overall fire and EIlS response times 4. Improve apparatus distribution S. lqualize Company workloads 6. Provide adequate training facilities 7. Improve fire station site design G. forth Stations Recommendation 1. Locations reviewed a. Noyes and Green Bay (preferred site) b. Bridge and Brown c. McCormick and Green Gay 2. Response time a. Fire from 138 ;:o 108 seconds Mr. Gay noted that at the June 15, 1987 presentation this number was is error and had been reported as a reduction in response time from 138 to 130 seconds. He noted that the actual response time reduction was by a half minute. b. ENS from 150 to 126 seconds Mr. Gay stated that at the June 15, 1987 meeting this was reported as response time for a paramedic, but in reality it was the response time for a paramedic on a fire vehicle. A paramedic with an ambulance response time under the North Station Plan would be reduced from 180 seconds to 108 seconds. He also noted this would improve workload equality significantly. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 20, 1987.......... Page Three 3. Site Advantages a. Training facility b. Drive -through station c. Dispersion of apparatus Mr. Gay noted that the training facility would positively effect the ISO rating,. R. Central Station Recommendation 1. Location reviewed a. Lake and Ashland (preferred location) b. Grove and Ridge c. Maple and Lake 2. Response time a. Fire from 96 to 114 seconds b. EMS from 120 to 126 seconds 3. Site advantages a. Drive -through b. Less congested Mr. Gay explained that the present station on Lake and Elmwood is in very poor repair and that the equipment floor is in such poor condition because the floor is deteriorated due to under design for the present equipment. He noted that the degradation in response time is very small for both EMS and fire and that, because of the increasing fire protection in the areas to the east due to building remodeling and rehabilitation that the risks associated with fire have been reduced because of fire protection systems. Mr. Gay then introduced Assistant Fire Chief Thomas Linkowski. Assistant Chief Linkowski explained that the present manpower for the north half of the city included three men and one engine at Station #5 on Central Street west; three men and one engine at Station 33 on Central Street east; 12 men, including three men with an engine, three Caen with a ladder truck, two two -man teams of paramedics and ambulances, one shift commander and one fire inspector at Station #1. Assistant Chief Linkowski showed slides of the two ladder trucks and the five fire engines. He explained that in a general alarm fire (fire in a structure) five vehicles responded, including one ladder truck, two engines, one ambulance and the shift commander. He explained that in a general alarm fire it was important for all pieces of equipment to arrive at the scene for any work to be done. Assistant Chief Linkowski showed slides of the Department fighting a fire and the jobs of the attack engine, the support engine and the ladder truck. With the assistance of overhead slides showing the location of fire stations and some major facilities, Chief Linkowski demonstrated the affect on response time and distance traveled for the existing station locations and the proposed station locations. For example, for a fire at the Presbyterian Home, four vehicles MINUTES OF THE ADK.INISTRATION AND PUBLIC WORKS COMMITTEE July 20, 1987.......... Page Four respond: the engine at Station p5 is the closest and has a one mile distance; the engine at Station 03 is the next closest and has a 1.4 mile distance; the ladder and ambulance at Station #2 must each cover 2.8 miles, for a total of 8 miles of total distance traveled by equipment to have a full complement at the Presbyterian Home. In contrast, the new station is 1.5 miles from the Presbyterian Home, so the total distance traveled by the four vehicles to reach the home is 6 miles or 2 full miles less. A second example, that of Evanston Hospital, shows a total distance for all four vehicles of 4.6 miles from the existing station locations, while from the proposed site, the total distance is 3.6 miles. Chief Linkowski then showed a slide which depicted travel times from Station #1 to the far northwest corner of the city. This travel time was based on the ambulance run with lights and sirens from Station 01 to Old Glenview Road and Crawford Avenue on a clear. sunny Tuesday at 10:00 in the morning. It took six minutes and forty-eight seconds to make the run. If the ambulance had been located at the proposed north station location, the run would have been two minutes and forty seconds shorter. He pointed out that the larger vehicles, such as engines and trucks, would certainly take longer than an ambulance and that inclement weather or more congested traffic conditions would also lengthen travel times. He noted that calls which are not at the extreme distances from Station #1 would result in even a greater time savings. Chief Linkowski then showed a picture of a 1954 Pierce Pumper as being the kind of equipment that was is service at the time the fire stations in Evanston were built. He pointed out that the weight was approximately 22,000 pounds, that the width at the front end was 72 inches, and at the back 84 inches. He then showed a slide of a 1987 pumper which weighs over 40,000 pounds, is 92 inches wide at the front and 104 inches wide at the back. Assistant Chief Linkowski then showed pictures of the trucks squeezing through the doors with very little room to spare on the sides and on the top and showed how the bumper had to be cut off and narrowed so that the new equipment could fit through the door. Assistant Chief Linkowski then showed pictures of the Skokie Fire Station which showed wide and high doors with room to spare for the equipment, drive -through bays and large aprons which allow the fire truck to completely exit the fire house before crossing the sidewalk or having to make the turn. Chief Linkowski contrasted that with a picture of a ladder truck at Station 02 which had the front wheels across the sidewalk and in the street gutter line before the rear end of the vehicle was even out of the fire house. Assistant Chief Linkowski then showed a series of pictures of the Department training at the Northwestern Observatory. He pointed out that it was important to train as a team, so there were two engines. one ladder, and two ambulances at the site. He noted this was half the complement of the shift. He showed a picture of the training facility that had been constructed at Station dl which wee no longer usable because of its close proximity to the Police Station, the alley, apartment buildings to the west, and the Police parking lot. Assistant Chief Linkowski discussed the advantages of having a training facility at the proposed north station and the positive impact it would have on the ISO rating. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 20, 1987.......... Page Five A slide was then presented by Assistant Chief Linkowski which showed the station coverage of Skokie for ISO rating purposes. He noted that there is a 1.5 vile coverage radius for pumpers to meet ISO standards and that Skokie, which has a rating of 2, does not sleet this coverage ratio for 121 of the community. He noted that the proposed station location would be better than Skokie's coverage. In response to Alderman Nelson, Assistant Chief Linkowski explained that the coverage for a truck is 2.5 miles so that the existing configuration for Evanston has a significant amount of the community which does not most the coverage standard. but the new fire locations would improve ladder coverage for Evanston. In response to Chairman Rainey, Assistant Chief Linkowski said that a change in rating from 3 to 2 would have a positive impact on commercial insurance rates, but no impact on residential rates. In response to Alderman Nelson. Assistant Chief Linkowski agreed to calculate how much of the community is outside the 2.5 mile coverage for ladder trucks under the existing station configuration and under the proposed plan. Alderman Nelson noted that in an example used by Assistant Chief Linkowski, Grant Street became a main access route and asked if there were plans to improve and/or widen any such streets. Assistant Chief Linkowsk! said that, while he has used Grant Street in the example, they had also used McCormick. Golf and Simpson and found that to be the same distance and possibly even faster. Part of the route would depend on where the call would be at the Presbyterian Home. He also noted that Grant is used now as an access route. Alderman Nelson asked that while response times had been discussed and presented he wanted a map showing concentric circles showing response times from each of the existing stations and from the proposed stations for purposes of comparison. Alderman Blevesns requested copies of the overheads which showed travel times and travel distances which had been presented by Assistant Chief Linkowski. There being no further questions from the Committee, Chairman Rainey asked if any residents in the audience wished to ask question& or make statements. Ms. Alms Hoods of 1437 Noyes Street stated that street congestion at Noyes and Green Bay was terrible, that there were accidents at the viaduct at Noyes and Green Bay because of eight distance problems, and that something would have to be done about the intersection design and traffic for the station to work well. She also asked what kind of fusses Assistant Chief Linkowski had been talking about when he talked about fumes in the sleeping quarters and also how much noise and disruption the training facility would have in the neighborhood. Assistant Chief Linkowski indicated that it was very common for the Firs Department to have control over the traffic signals within close proximity to a fire station, and that this would probably be no exception. The Department would have the ability to have all red signals at the intersection so that they could go through on an emergency basis. He also noted that it was the Fire Department's feeling that they would be an asset to the neighborhood and may reduce some of the traffic congestion at the intersection. He stated that the training facility would be behind the station adjacent to the canal and would. therefore, have minimal impact on any of the residential properties nearby. He noted that one of the advantages of the site is that water being pumped during a training exercise would not have to go into the sewer system, but could go directly into the canal and not impact on any adjacent sewer lines. Alderman Summers called attention to the fact that the State was in the process of designing an intersection improvement for Green Say and MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 20, 1987.......... Page Six McCormick and widening the bridge over the canal along Green Bay, and that changes needed to accommodate the Fire Station at this location could be made as part of the construction by the State. In response to a representative from the Presbyterian Home, Assistant Chief Linkowski reviewed the number of pieces of equipment and the travel times and travel distances to the Presbyterian Home. to the existing station locations and the proposed station location should there be a general alarm. Mr. Bruce Spencer of 1323 Lake Avenue noted that the response time actually was poorer under the proposed new central station location than the existing location. He asked for an explanation of the recommendation for the new location. City Manager Asprooth noted that in 1985 the architectural evaluation of Station !1 showed that it would cost at least $900,000 to rehabilitate the existing station because it is in such poor structural condition and that a new station at the Lake Avenue site would cost $1.1 aillion. The advantages of the new station would also include a drive -through facility, wider doors, and all the items that Assistant Chief Linkowski had mentioned as being important to provide good and safe access in and out of a station. Mr. Gay noted that the degradation in response times was not of a great concern since the fire protection systems would have been installed, the downtown area had significantly reduced the risk of fire and that a six to ten second degradation was meaningless given the increase in fire protection devices now provided in new and remodeled buildings. Mr. James Perkins, 1583 Ashland Avenue, expressed his concern that the plan was being proposed as a package rather than considering the two station relocations separately. He questioned the level of analysis done to justify the plans. given that no cost benefit analysis or structural analysis had been presented. He suggested dispersing the ambulances throughout the community rather than placing them as proposed in the plan and questioned whether moving so much equipment to the north center would not be just as congested and difficult as it is now at Station 01. City Manager Asprooth explained to fir. Perkins that two years ago the City had prepared a cost benefit analysis and structural analysis of the present stations for remodeling, rehabilitation and replacement and had presented that study to Council. He offered to share that with Mr. Perkins if he so wished. Mr. Perkins also expressed disbelief that the members of the Department could not predict change in the ISO rating under the proposed plan since he is able to predict the deficiencies that he will experience in a rating of the blood bank he manages. City Manager Asprooth told Mr. Perkins that the ISO rating is done once every ten years, that the criteria and method of rating have changed within the past ten years, that the rating system depended on a wide variety of factors, including water supply, operations and management, fire equipment, manpower, training, fire station location, response times, fire protection programs. fire protection ordinance enforcement, building stock, and a number of other physical factors which change over time. City Manager Asprooth indicated that there was also a fair amount of discretion which is exercised by the rater during the rating process. Mr. Bennett Johnson of 1511 Dempster Street asked for a clarification of the ISO ratings of surrounding communities and noted that there were many more EMS calls than there were structural fire calls and should not the location of stations be MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 20, 1987.......... Page Seven based on EMS response times since they are, in fact, more critical. Assistant Chief Linkowski noted that it was not possible to judge the relative importance of response time between fires and HMS calls, that both were important and that both wade a difference. Assistant Chief Linkowski reiterated that the north station location significantly improved response times for both fire and EMS and that the central station location degradation in response time was so small as to not be significant. In response to Mr. Johnson, City Manager Asprooth noted that the building layout or site layout had been made for the Lake Avenue site and that he mould make that information available to Mr. Johnson if he so desired. Mr. Gerald Gordon of 1228 Lake Avenue noted that Mr. Gay's football analogy of putting one team against another might not be as appropriate as a baseball team where the players are spread all over the field waiting for something to happen. He suggested that it sight be worthwhile to disperse the equipment throughout the community. In response to Mr. Gordon, City Manager Asprooth indicated that the $1.1 million estimate for a new station at Lake Avenue did not include the cost of land. In response to a second question, City Manager Asprooth noted that a future use for the present station on Lake Avenue had not been determined, but there has been some discussion of providing parking to help relieve the off-street parking demand. City Manager Asprooth noted there were subterranean uses of the present Station #1 which supported the Police building and those could not be eliminated. Consequently, the property would continue to remain under public ownership. Mr. Gordon suggested that the recommendation be split into two and that the north station be constructed and wait on the central station to determine the impact of the construction of the north station. City Manager Asprooth noted that if that were to be done, some major rehabilitation work would have to be done on Station #1 because continued use of Station 01 without major rehabilitation and structural repair would be a risk. Mr. !an Sax of Greenwood and Ashland indicated that he did not believe a fire station is an acceptable use in a residential neighborhood since it is not a quiet neighbor. He noted that he lived adjacent to Fire Station 01 and there was a lot of noise associated with the air raid siren and the PA system that woke the firemen at 6:00 A.M. seven days a week. Mr. Sax also expressed concern that a fire station and fire vehicles using residential streets in a residential neighborhood would reduce the safety, particularly of children in the neighborhood. Mr. Sax also noted that he had lived near Station 91 for a number of years and there was not, in his experience, an on -street parking shortage and that the private parking lot where he had lived never was fully rented. Mr. Miles Okomora of 1400 Ashland expressed concern about the Lake Avenue location and the impact of the Fire Department being located in a residential area so that the fire vehicles would have to travel residential streets and thereby make them less safe for children. He also expressed concern that Council was considering trading off an increased number of parking spaces for the safety of children. Me. Jean Graham of 1420 Grove stated that she had lived near two fire stations in her stay in Evanston and that, in particular, Fire Station #2 at Custer and Washington had a positive impact on the neighborhood and that although she was not as close to the proposed location as other people, she was not opposed to a fire MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 20. 1987.......... Page Eight station in a residential area and believed it would have a positive impact on the neighborhood. Alderman Collens requested an explanation of why an ambulance could not be moved to one of the north stations. Assistant Chief Linkowski noted that the north stations were within four blocks of the city limits and that most of the workload was south of Grant Street so that a great deal of time would be spent traveling south, thereby increasing the response time. Chairman Rainey asked Captain Hunter if he had any indication of the percentage of times that EMS calls were received when the units wore actually in the station. Captain Hunter indicated that he was not redly able to estimate that at the present time. He noted that calls average 30 to 4S minutes per call and on the average one would expect about 10 calls per day, He also noted that paramedics have other duties to perform besides just handling SMS calls which would also result in their being out of quarters. Alderman Drummer thanked the residents for coming to the meeting and the Fire Department staff and consultant for the presentation and suggested that he planned on hosting a meeting In the neighborhoods to discuss this matter further. Alderman Larson stated that it was his belief that the purpose of the Fire Department was to reduce the Incident rate through a prevention program. Assistant Chief Linkowski stated that the rate had dropped during tha past five years and that the Department has focused their fire prevention program on residential areas in 1984 and 1985 and that remodeling of comercial buildings had resulted in installation of fire protection devices. Alderman Larson asked what kind of savings would result with a reduction in the incident rate. City Manager Asprooth doubted if any savings would result since it was his opinion that former reductions in the Fire Department had resulted in the minimum number of men and equipment needed to cover the city. Alderman Summers stated that the plan made a lot of sense. The new stations were being placed in areas where the incidences Were the highest. It was unlikely that the Incidence pattern was going to change much since the ambulance calls and the fire calls are the highest in the areas where land is the cheapest, where people in the lowest economic status live and have less health care. There are also older homes, older wiring, fewer building remodelings and fewer fire protection alarm systems installed. He stated that "it was time to do what makes sense for the city, not what makes sense for my little area." There being no further comments or questions, the meeting was adjourned at 9:45 P.R. Respectfully submitted, 1 � Y Stephen rTPudloskI. Director of Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of July 27, 1987 Members Present: Aldermen Rainey, Summers. Radon, Juliar, and Paden Members Absent: Alderman Nelson Staff Present: Asprooth, Casey, Engel, Figurelli, Modabur, Olkowski, Pudloski, Roethle, Shook, Tonkinson, Wirth, Ionker, and Zimmerman Presiding Official: Alderman Ann Rainey, Chairman Suseary of Action: The meeting was called to order at 7:35 P.M. 1988-89 Budget Public Hearing - Chairman Rainey announced the public hearing on the 1988-89 Budget. Mr. Gerald Gordon of 1228 Lake Street made the following three points: (1) The cash position as forecast indicates an average of $2.5 million in cash sitting idly by. Mr. Gordon also suggested that the Council reevaluate this amount of cash and compare the actual cash position versus the forecast. (2) There was more cash than that listed in the General Fund; cash and investments exist in all funds. Mr. Gordon believes that the fund balances in all funds, the basis for those balances, and any restrictions on the use of those funds be part of the budget document and be considered for expenditure during the budget process. (3) The budget policy exception of =500,000 enacted this past year to cover the loss of Revenue Sharing should be rescinded as a matter of policy. Chairman Rainey noted that Mr. Gordon's comments would be forwarded to the Budget Policy Committee. Alderman Radon suggested that Mr. Gordon might want to discuss his views with the Budget Policy Committee and asked that Mr. Gordon be notified of the meeting when the Budget Policy Committee discusses the budget guidelines for the 1988-89 Budget. Mr. Gordon then called atcention to an article concerning a recycling plant in Camden County, New Jersey. Chairman Rainey indicated that recycling was on the Committee priority listing and City Manager Asprooth offered to make copies of the article and distribute it to the Committee and other members of the Council. Alderman Juliar thanked Mr. Gordon for appearing again and raising issues for the community to consider. Alderman Juliar indicated that as part of his business he reviews financial statements each day and that S2.5 million in cash is approximately 30 days operating expenses for the City and that was about the right amount of cash on hand. Mr. Ira Golan, Executive dice President of the Evanston Chamber of Commerce, stated that it was the Chamber's intention to raise its budget issues with the Budget Policy Committee and he, too would like to be apprised of the Budget Policy Committee meeting. MINUTES - The minutes of July 13, 1987 were approved as submitted. The minutes of July 20, 1987 Were approved as submitted. COMMUNICATIONS: Fire Department Report - June, 1987 - The Committee accepted the report as submitted. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 27, 1987.......... Page Two Parkin Ticket Collection Status Report - The Committee accepted the report. Alderman Radon suggested that a collection agency should be retained to attempt to collect fines from old tickets. Chairman Rainey suggested that this issue should be discussed by the Subcommittee and that a Subcommittee meeting should be scheduled. Chairman Rainey noted that with 38% of the year completed, approximately SOIL of the budgeted revenue amount has been collected. The $724,000 budget figure was over 1100,000 more than 1986-87 and $250.000 score than 1985-86, indicating a significant improvement in the collection of parking ticket revenues. Truck Parking on Streets - The Committee accepted the report, and Alderman Radon suggested that the Committee direct staff to draft an ordinance to restrict truck parking on residential streets. Alderman Juliar asked that the staff check into the parking of rental trucks on Sherman, which take up a lot of customer parking. Alderman Paden suggested that buses be included in the restriction since they can cause vision obstructions and are a problem in her hard. She recounted her experience with posting signs and having these buses move from block to block and, in one case, from one ward to another. Alderman Raden recounted a story concerning the parking of a large truck which eventually moved to a school parking lot. Chairman Rainey reminded the Committee about the small truck issue and asked whether small trucks should be prohibited from parking on the street. After discusaion, the Committee decided to exclude large trucks and buses, but allow small trucks. City Manager Asprooth noted that Alderman Morton had not had an opportunity to talk to Alderman Summers about this issue but had asked his to speak of her concern about the parking of buses on residential streets. Chairman Rainey also noted that should small trucks become a problem in a particular neighborhood, the "passenger vehicle only" signs could be posted to address this problem. The Committee unanimously approved Alderman Radon's notion to direct staff to prepare an ordinance to prohibit overnight parting of trucks greater than 8,000 pounds and all buses on residential streets. Cable Consumer Complaint Report - The Committee accepted the report. In response to Chairman Rainey, Assistant to the City Manager Roethle noted that there is very little the City can do with respect to the remaining complaints since they deal with private property rights. She noted most of the service complaints have to do with property owners of single family homes refusing to grant easements because they felt they should be paid for those easements and the Cable Company's policy not to pay for easements. Assistant to the City !tanager Roethle stated that the Company was attempting to establish a more vigorous program to obtain the easements. City Bills of July 21, 1987 - Alderman Summers noted that he had heard that Mr. Charles Smith, a minority contractor who was completing the Merrick Rose Garden project, was losing money on the job and requested staff to check out this situation since he believed that City policy was to encourage and support minority businesses, not drive them out of business. Alderman Paden requested information concerning the types of books being purchased by the Library. Alderman Roden requested information concerning an $880 expenditure in Account 400.22900 to Robert E. Stoner, Ltd. for the "evaluation of EST Cand". The Committee unanimously moved to recommend approval of the bills as submitted. Township Bills of June, 1987 - The Committee unanimously moved to recommend approval of the bills as submitted. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COHNITT EE July 27, 1987.......... Page Three PURCHASES: Curb Program Change Order - In response to Chairman Rainey. Public Works Director Pudloski noted that her request to replace the curb on the south side of Oakton east of Asbury was not on the program and that it was held because that intersection had been proposed to be widened and the signals modernized. Chairman Rainey informed Public Yorks Director Pudloski that it was highly unlikely that Oakton would be widened as long as she was alderman, that the request was a longstanding one, and that the curbs are in desperate need of repair. Public Works Director Pudloski stated that there was no additional money in the program and that to add this location would require the deletion of some other location. In response to Chairman Rainer, Public Yorks Director Pudloski stated that the change order could be held for several weeks since the contractor had other work to do befnre the addition of the work on the change order. The Committee unanimously agreed to hold this mutter over until the next meting for a staff recomendation. Minivan - The Committee unanimously moved to recommend approval of the proposal from Schaumburg Dodge at a total cost of $9,154 as a non -bid item requiring 2/3 majority Tate. Auditing and Consulting Services for Water and Sewer Billing - The Committee unanimously moved to recommend approval of the proposal from Arthur Young and Company at a cost not to exceed $17.000 as a non -bid item requiring 2/3 majority vote. ITEMS FOR CONSIDERATION: Docket 161-7B-87: Letter of Understanding with IDOT ReRardinR Dodge/Dempster - The Committee unanimously moved to recommend approval. Docket 162-7B-87: Ordinance 46-0-87 - Establishing Special Service Area #4 - Chairman Rainey recounted the history of the Special Service Area, noting that the public hearing had been held on June 8, and that the 60 day waiting period for those who might object was over on August 7. By introducing the Ordinance tonight and adopting it on August 17, this mould allow the Special Service Area Tar to be levied and the Special Service District to begin operation. Chairman Rainey thanked the Chamber of Commerce and the City/Chamber Committee for their work on this matter. The Committee unanimously moved to introduce this matter and recommend approval. Docket 163-78-87: Ordinance 73-0-87 - Sale of Lot 048 (1315 Emerson Street) - The Committee unanimously moved to introduce this mutter and recommend approval. Docket 164-78-87: Ordinance 74-0-87 - Sale of Lot 041 (1726 Reba Place) - The Committee unanimously moved to introduce this matter and recommend approval. ITEMS PREVIOUSLY CONSIDERED: Docket 160-78-87: 1987-91 Capital Improvement Program and Bond Issue - Chairman Rainey noted that this matter had been sent to the City Council with a 3-3 vote by the Committee. Asking for and hearing no discussion, Chairman Rainey moved on to two items Which were not on the agenda. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE July 27, 1987.......... Page Pour OTHER MkTTERS: Chance Order to 1967 Resurfacing Program - Public Works Director Pudloski requested that the Committee recommend approval of a change order to the 1987 Resurfacing Program to add the construction of 135 lineal feet of pavement, 270 feet of curb and 210 lineal feet of 12" diameter watermain on Clark Street east of Maple at a total cost of $66,857.90 based on the unit prices as bid by Allied Asphalt Paving. Director Pudloski noted that this project was necessary for GIRL to open its doors this fall since the Clark Street viaduct project had been held up for more than one year. Director Pudloski stated that Northwestern University had paid for all the engineering necessary to build this small portion of Clark Street and to remove it from the viaduct plans and specifications. In response to Alderman Baden, Public Works Director Pudloski stated that the isprovemient to the infrastructure in the Research Park was the responsibility of the City of Evanston, not RPI and that this type of project had been envisioned and budgeted in the TIF plan. He stated that the cost of the construction would be paid for by the TIF fund. The Committee moved to recommend approval of the change order by a vote of 4-1 (Alderman Radon voting nay). Chairman's Priorities - Chairman Rainey apologized for not having the priorities in the packet, but requested that since time was available the priorities could be reviewed and discussed at this time. Chairman Rainey pointed out a new category in her priorities, namely "Currently Under Consideration". Alderman Radon noted that her priorities had contained the high priority to consider ways that non-profit organizations, especially Northwestern University, could contribute to the financial upkeep of the community, and while this item may not be a high priority with Chairman Rainey, she felt that it was an ongoing priority of the Committee and would give a message to the community and non-profit organizations. Chairman Rainey agreed to add this to the ongoing priority listing. Alderman Summers expressed concern that the ongoing priority concerning ways to improve alleys did not include lighting. Chairman Rainey indicated that this was probably an oversight and agreed to add lighting to the alley improvement priority. The Committee unanimously accepted the Priorities. In response to City NtnLger Asprooth's question concerning the high priority "enforcement and collection of all fees other than those associated with parking". Chairman Rainey stated that the Subcommittee was interested in getting more information on the collection of all fines and fees, not any one particular fine or fee. Chairman Rainey suggested that one fee of concern to her was the alarm fee. Alderman Baden suggested the collection agency approach for older parking tickets, and another member suggested fines for littering. The Committee was adjourned at 8:50 P.K. Respectfully submitted. Stephen T Pudloski. Director of Public Works MINUTES ADM IMISTilATIOM AND PUBLIC WORKS COXMITTR8 Nembers Present: Bombers Absent: Staff Present: Presiding Official: Susssary of Action: Meeting of August 10, 1987 Alderman Rainey. nelson, and Paden Alderman Radon, Juliar and Sumoors ligurelli. Jennings, Johnson, Rolner, Olkowski, Pudloski, Rubin, Sossaere-Ianc, Tonkinson and Zimmoraam Alderman Ann Rainey, Chairman The sleeting was called to order at 7:50 P.M. MIMUTRS - Chairman Rainey noted that the minutes associated with truck parking on streets, page Z. reported that the Committee "decided to exclude large trucks and buses". but should be clarified to read, "The Cosssittoa decided to include large trucks and buses in the ordinance prohibition of overnight parking on residential streets." The minutes were approved as corrected. COl4lZlliICATIONS : Accident and Iniury Report P71986-87 - In response to Chairman Rainey, Risk Manager Johnson stated it would be difficult to include historical costs of injuries since the administration of the program had been by a third party. Chairman Rainey requested that costs be included in future annual reports. Chairman Rainey also congratulated Risk Manager Johnson for the fine job done on the annual report and the Committee accepted the report. Chairman's Priorities as Revised - Alderman Paden asked that two items be Included in the priority list. :he first is a discussion of requirements for proposals for funding by the City, and the second is a review of the policy associated with the sale of public property. She explained that the first item is a result of the Library Board's request for funding of a new Library and how a standard format for such funding proposals would have insured that all the information necessary for a decision by the Committee would have been submitted. The second item is the result of the City's recent vacation of Oak Avenue south of Emerson, which the abutting property owner fenced in, making it impossible for pedestrians to walk south on Oak Avenue from Ridge and Emerson. Chairman Gainey suggested that the question concerning funding proposal requirements was more appropriately referred to the Rules Committee and Alderman Paden agreed to do so. Chairman Rainey agreed to include a review of the policy and process with respect to the sale of public property on the priority list. a MINUTES OF THE ADMINISTRATI0U AND PUBLIC FORKS COMMITTEE August 10, 1987.......... Page Two Bills List Inquiries - Alderman Paden accepted the answer on Library book purchases and Chairman Rainey suggested that the matter of the Merrick hose Garden be followed up when Alderman Summers was in attendance. Cite bills of August s. 1957 - The Committee unanimously moved to recossaend approval of the bills as submitted. PURCHASES: JLtDractic* Insurance for Doctors - Alderman Nelson recommended that this natter be referred to the Human Services Cosssittee to consider contracting for medical services because of the increased costs associated with the City's provision of service. The Committee unanimously moved to recosmaend approval of the proposal frog Arthur J. Gallagher at a total six month cost of $30,561 as a sole source item requiring 2/3 majority vote. Purchase of Natural Gas - The Cosssittee unanimously moved to recommend approval of the proposal from KANGAS to provide natural gas to the City at 18.8g per therm for the period October 1, 1987 through September 30, 1998. Curb Program Change Order - In response to Chairman Rainey concerning the condition of curbs on Ashland, City Engineer Tonkinson stated that there were pieces of curb missing and there were places where there was very little face showing, but there are many other locations where the curbs are in the same state of disrepair and deterioration. The Committee unanimously moved to recommend approval of the change order to fund an additional $10,616.50 in the Community Development Block Grant target area, $20,549.55 outside of the CDBG target area and $3,908.50 of sidewalk work along Clark Street between Beason Avenue and Chicago Avenue to be paid for by the Parking System. This change order will increase the 1987 Curb Replacement Program contract with Globe Construction Inc. of Addison, Illinois from $197.329.20 to a total of 5233,231. ITEMS FOR CONSIDERATION: Docket 167-BA-87: Rental Rate for Parking Lot #60 - Chairman Rainey noted that the increase was nearly double, from $1,600 to $2,900, that this property was being condemned by the City for purposes of a public parking lot, and that the City had only been able to sell approximately half of the permits and was losing nearly $800 per month at the current rental rate. Alderman Nelson recommended that the City refuse to pay the new rate, to find an alternate parking site for those who presently have permits in this lot, and suggested the area between the railroad tracks between Dempster and Greenleaf. Alderman Paden suggested the vacant lot on the corner of Chicago and Greenwood. Chairman Rainey pointed out that this was a month by month lease so there was nothing from stopping the owner from raising the price again in the near future. The Committee unanimously moved to recommend to the Council that the increase in the cost of the lease be refused. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE August 10, 1987.......... Page Three Docket 168-SA-87: Ordinance 79-0-87 - Overnight Truck and Bus Parkin - Chairman Rainey recognized Alderman Warshaw who explained that the draft Ordinance 79-0-57 would not solve the problems of commercial trucks and vans parking on residential streets in her ward. She said the small vehicles which were permitted under this ordinance still could be commercial vehicles and that the "passenger vehicle only" signs bad been very difficult to enforce because they require a treat deal of time to install and that the City had not kept records of where the signs had been installed nor had a mechanism for checking when they "disappeared". Alderman Warshaw stated that a general prohibition of commercial vehicles, even small ones, that had advertising and/or signs on then, would better attack the problem. Traffic Engineer Jennings stated that the Legal Department and the Police Department had reviewed such an approach and felt that the classification associated with signs on vehicles was not legal because it created a class of vehicles with no distinction from other classes of vehicles. In response to Alderman Nelson. Traffic Engineer Jennings noted that the definition of residential street was from another part of the Ordinance, and was well defined and easy to determine. Alderman Nelson requested that the definition be reviewed. A resident in the audience spoke against the concept of prohibiting certain kinds of motor vehicles from parking on residential streets because he owned a 23' motor home, and that if the Council starts to prohibit one kind of vehicle he expects it would tend to be expanded and eventually prohibit his vehicle from parking on the street. Chairman Rainey explained that the Ordinance as presently being considered would not prohibit his vehicle. The Committee unanimously moved to hold this matter at Committee to give stair an opportunity to further research Alderman Warshaw's suggestion and prepare a revised ordinance for consideration by the Committee. Docket 169-SA-87: Ordinance 81-0-87 - Tax Levy Ordinance for Special Service District No. 4 -- Chairman Rainey noted that the Ordinance establishing Special Service District No. 4 was introduced at the previous Council meeting and was scheduled for adoption at the present Council meeting. She noted that adoption of the Tax Levy Ordinance prior to September 1 was necessary in order to collect the Special Service District Tax for 1987. The Committee mooed unanimously to recommend approval of the budget of the Special Service District No. 4 as submitted and to introduce Ordinance 81-0-87. ITEMS PREVIOUSLY CONSIDERED: Chairman Rainey noted that the three items listed below had previously been considered. recommended unanimously for approval by the Committee. and are scheduled for approval by Council on the Consent Agenda. Docket 162-7B-87: Ordinance 46-0-87 - Establishing Special Service Area R4 Docket 163-7B-87: Ordinance 73-0-87 - Sale of Lot 048 (1315 Emerson) Docket 164-7B-87: Ordinance 74-0-87 - Sale of Lot 041 (726 Reba Place) MINUTES OF THE ADMINISTRATION AND PUBLIC FORKS COMMITTEE August 10, 1987.......... Page Dour OTHER MATTERS: frje Parking in Central Business District on Soptember 12. 87 - Chairman Rainey called attention to the Evanston Chamber of Commerce request in a letter dated August 10, 1987, for the City to provide free parking is the Central Business District in order to promote and accommodate shoppers and spectators for the bicycle race scheduled for September 12, 1987. In response to Chairman Rainey, Public Yorks Director Pudloski stated that the City would expect to lose about $2,200 in parking revenue on a typical Saturday. The Committee unanimously moved to recommend approval that free parkins be provided by the City in the Garage, the Public Parking Lots and at street meters in the Central Business District on September 12, 1987. The Committee was adjourned at 8:47 P.R. Respectfully submitted, Stephen T Pudloski, Director of Public Works Members Present: Members Absent: Staff Present: Others Present: Presiding Official Summary of Action: MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of August 17, 1987 Alderson Rainey, Juliar and Summers Aldermen Paden. Nelson. and Radon Asprooth, Brooks, Franzen, Hrejea, Linkowski, and Z i ssaerma n Aldermen Drummer and Collens William Gay, University City Science Center Alderman Ann Rainer, Chairman The meeting was called to order at 7:35 P.M. Chairman Rainey introduced Mr. Gay. Chief Brooks, and Chief Linkowski, She explained to the citizens present that this meeting was not a public hear- ing, but that citizens would have an opportunity to raise questions follow- ing presentations by the consultant snd Fire Department staff. Fire Chief Brooks was then called on by the Committee. Chief Brooks identi- fied a number of factors to be considered in evaluating fire station loca- tion. The factors included age and condition of facilities, availability of City owned land, areas of demand for Fire Department services, the street system, location of existing facilities, and new fire service technology. Chief Brooks emphasized that the University City Science Center had consi- dered these factors and had conducted a good and thorough evaluation of sta- tion relocation in Evanston. Chief Brooks stated that the City must consider its fire station facilities if the City is to continue effective fire services. Mr. Brooks stated that the proposed sites would not reduce fire service. Bill Gay then summarized the major findings of the study conducted by the University City Science Center. Mr. Gay explained that the purpose !if his study was to consider whether the delivery of fire services can be improved through the consolidation and/or relocation of fire stations. Mr. Gay's study was based on a review of the City's fire and emergency medical service incident experience and used response time as the primary criteria in evalu- ating station locations. Mr. Gay identified four advantages to the City from the implementation of his study's recommendations: (1) The proposed north station at Noyes and Green Bay would improve response time to the area of highest demand for fire and EMS service; (2) Aerial ladder coverage would be improved by relocating an aerial ladder to Noyes and Green Bay; (3) EMS coverage would be improved by relocating an ambulance to Noyes and Green Bay; and (4) The proposed site MINUTES OF THE ADMINISTRATION AND PUBLIC NORXS COMMITTEE August 17, 1987.......... Page Two at Bores and and Green Say offers an opportunity for the City to construct a training center. Assistant Chief Dave Franzen was then called on by the Committee to review the assignments of personnel and equipment in North Evanston for the current stations and the proposed site. Chief Franzen also reviewed the 2.5 mile aerial ladder and the 1.5 silo pumper response zones from the current and proposed stations in North Evanston. Chief Franzen emphasized that the consultant's recommendations made sense in terms of response time, neighborhood concerns, and geographic issues. Chairman Rainey then opened the meeting to questions and comments from citizens in attendance. Mr. Sennett Johnson read a statement from the Dewey Community Conference. Mr. Johnson stated that the Conference supported improved facilities for the Department, but believed the proposed station at Lake and Ashland would undermine the residential neighborhood surrounding this location. He emphasized that the station would negatively impact on a residential cossaunity and expressed concern over the close proximity of the propoaad station to Dewey School. Mr. Johnson stated that the Conference proposed that a Tot Lot be located at this site and that the Conference would be willing to raise funds for the purchase of equipment for the Tot Lot. Issues discussed in response to citizen questions included the size and use of the Fire training center. the location of trauma centers in Evanston and the origination of the fire station relocation plan. It was explained by staff that the training facility would be a three story structure and would be located at the proposed new north station next to the canal. Training would involve no flames outside the structure, but would Involve limited amounts of non -toxic smoke. The City Manager explained that fire station facilities were first considered by the City Council in 1993, and that subsequent analyses included a staff study of fire service demands, an architectural evaluation of the stations, and the University City Science Center study. Alderman Rainey requested information from the Fire Department on the frequency in which ambulances respond from the station as compared to other locations. A number of questions were raised concerning the cost of rehabilitating current stations versus the cost of constructing new stations. Staff explained that an architect had prepared cost estimates in 1985, prior to the City Council's decision to not relocate stations 02 and #4. Staff explained that the current plan included a different configuration of stations and different sized stations as a result of the decision to leave stations 02 and f4 at their present locations. Staff reported that the architect would provide updated cost figures for construction and MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE August 17, 1987.......... Peg* Three rehabilitation based on the station plan currently under consideration and current costs. These revised costs will be available prior to September loth. Numerous wabers of the Dewey Community Conference expressed their concerns over the relocation of a fire station to Lake and Ashland. Among their concerns were the threat to the safety of neighborhood children, increased traffic in the area, increased response time to other areas served by the Central station, the cost of building a new station, and reduced parking near the Lake and Ashland intersection. One resident presented the Committee with a list of signatures, 262 in opposition to the relocation of a station to Lake and Ashland, 11 in support of the relocation, and 32 who reported they neither support nor oppose the relocation. Another citizen from the 1400 block of Ashland expressed her support for the new station at Lake and Ashland. She stated that she had signatures of everyone on her block, and all except one supported the relocation. This resident also told the Committee that she had signatures from residents on Florence who supported the relocation. She stated that she does not believe fire stations make bad neighbors or threaten the safety of children in the neighborhood. Another resident stated that she believed the Dewey Community Conference's concern over children's safety is unwarranted since children are frequently present in the area near Station #1 . Several Dewey residents stated that they saw merit in the relocation of the station in North Evanston and supported that aspect of the plan. They encouraged the Committee to consider the north and central stations as separate issues. Several comments were made about the impact of the station plan on fire and emergency medical service response time. One resident stated that he did not believe a 30 second reduction in average response time is significant onough to merit relocation of the north stations. Another resident stated that the 6 second increase in response resulting from the relocation of the central station is too high. Questions were also raised concerning how the consultant analyzed response time. Mr. Gay explained that the study was based on an analysis of 1.700 service calls which included both fire and EMS calls. He explained that one -sixteenth mile squares were superimposed an a map of the city to define grids for locating and analyzing incidents. Mr. Gay then reviewed the changes in response times resulting from the proposed plan. In north Evanston fire response was reduced thirty seconds and ENS response was reduced twenty-four seconds. In Central Evanston the relocation would result in a six second Increase in response time for both fire and ENS calls. Mr. Gay emphasized that those changes in response time were based on the Department's current service experience. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE August 17, 1967.......... Page Four Mr. Keith Peterson, a staff representatives from the Presbyterian Hoge, stated that the Presbyterian home believes the proposed plan will result in Improved training and improved Fire Department response. Mr. Peterson stated that the Presbyterian Home supports the relocation plan. Alderman Juliar asked staff to explain the impact of the plan on insurance. Chief Brooks explained that the number of stations does not impact on the City's rating by the Insurance Services Organization (ISO). Chief Brooks explained that the construction of a new training center would improve the City's ISO rating. The Eire Chief also explained that a change in the City's ISO rating would have different impact on property owner's insurance rates depending on the type of structure owned. i.e., wood, brick, etc. A resident from North Evanston expressed concern that the relocation plan would result in a slower response from the first responding pumper company. He stated that the first responding pumper companies also provide emergency medical service. Alderman Rainey echoed the citizen's concerns and stated that this issue was not receiving sufficient attention in the presentations by staff and the consultant. Staff referred to the information included in the July 30, 1987 and August 13, 1987 memoranda to the Administration and Public forks Committee. Fire Department personnel and the consultant stated that while the plan would result in longer response times to the northwest corner of the city by first responding pumpers, this increased response time would be offset by improved response from an aerial ladder and an ambulance to north Evanston. It was emphasized that an aerial ladder and ambulance can respond to north Evanston more quickly from a station at Noyes and Green Bay than is possible from Station 01 at 909 Lake Street. Alderman Drummer stated that he was concerned over the neighborhood opposition to the relocation of Station it to Lake and Ashland. Mr. Drummer said be could not support this relocation of Station 91. He recommended that Station 01 be torn down and a new and smaller station be constructed on the site. Aldermen Rainey and Summers briefly discussed some of the factors they would consider in making a decision on fire station relocation. The aldermen stated that both neighborhood concerns and citywide fire service delivery would need to be considered. Chairman Rainey asked that this matter be placed on the Committee's agenda for Monday, August 24, 1987. There being no further business, the meeting was adjourned at 10:00 P.H. Staff: Members Present: Members Absent: Staff Present: Other Aldermen Present: MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of August 24, 1987 Aldermen Rainey, Nelson, Radon. Julisr and Summers Aldermen Paden Engel, Figurelli, Jennings, Kelner, Olkowski, Pudloski, Rubin, Shonk, Tonkinson and Wirth Aldermen Blevoens (arriving at 8:15) Presiding Official: Alderman Ana Rainey, Chairman Summary of Action: The meeting was called to order at 7:40 P.M. MINUTES: The minutes of the August 10, 1987 and August 17. 1997 meetings were approved as submitted. COMMUNICATIONS: Chairman's Priorities as Revised - The Committee accepted the priorities. Automotive Purchases - The Committee accepted the report as submitted. Storm Update - In response to Alderman Nelson, Director of Public Works Pudloski stated that the basement backup complaint map is an accurate representation of those who called in, but does not reflect all basements that backed up, since the rainstorm was significantly greater than any sewer can handle in Evanston. In response to Alderman Nelson concerning the pattern of complaints, Director Pudloski noted that the area south of ?lain Street, which seemed to have the least number of complaints, is served by a storm sewer which reduces the amount of rain water going into the combined sewer system; the area along Asbury and Ridge is the highest part of the City and sewers are at the upstream end of the system and are physically less prone to surcharging and basement backups; and the area east of Ridge along the lake is served by the Metropolitan Sanitary District Pumping Station. Mr. Pudloski summarized the work of the staff in developing preliminary engineering plans to address the sewer problem, including relief sewers, partial separation, and sewer inspection and maintenance. Water Superintendent Figurelli explained that one reason the complaints may have been different from one side of the city to the other is that the north side of the city received 9.3 inches of rain, while the south side received 7.5 inches of rain. The Committee accepted the report. Sanitation Bulk Pickup - In response to Alderman Nelson, Public Works Director Pudloski indicated that the landfill would no longer accept large appliances and that the City would be picking them up after their regular garbage route pickup but that the disposal of these items had not yet been worked out. Alderman Nelson asked that this matter be referred to the Environmental Control Board to consider NIWUTES Of THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE August 24, 1987.......... Page Two the recycling of these items. The matter was referred and the report was accepted by the Committee. Fire Department Report - Jull, 1987 - Alderman Nelson requested a report on the reimbursement history for HICU runs, a description of the non -fire detail alarms, an analysis of whether these services should be eliminated or performed by someone else and whether their elimination would have any budget impact. Alderman Nelson used the example of a private locksmith being called to a locked house rather then the Eire Department. Alderman Nelson requested that the response be included in nest month's lire report. The Committee accepted the July report. Ovlrnig,ht Truck and Due Plrkio& - The Committee accepted the report and Chairman Rainey noted that a redrafted ordinance would be forwarded to the Committee at the next sooting. Cite sills of August 18. 1987 - The Committee requested further information on payment to BYTE Computer Power, Account 610.29900 - Service Contract; ,Tastes Perry, Account 160.05029 - Refund Transcript lees; and Videos in the library. Alderman Nelson requested that a listing of every video in the library collection be submitted. The Committee then unanimously moved to recommend approval of the bills as submitted. Township Bills of July. 1987 - The Committee unanimously moved to recommend approval of the bills as submitted. PURCHASES: Work Clothing for AFSCHE Employees - The Committee unanimously moved to recommend approval of the low bid from North Shore Uniforms for the City's annual requirement of work clothes at the unit prices bid for a total estimated cost of $14,864.50. Asbestos Removal at the Pistol Range - In response to Alderman Radon, Building Operations Director Rubin indicated that the difference between the $79,000 budget and the $38.555 bid would be used for monitoring the removal of the asbestos, the design and installation of a replacement ventilation system and acoustical materiel. The Committee unanimously moved to recommend approval of the low bid from Certified Asbestos Removal Systems. Inc. for a total cost of $38,555. Police Towing Contract - Alderman Radon stated that she believed if there were any changes in price the contract should have been rebid rather than renegotiated. Alderman Summers suggested that the increase in the storage charge from $5.00 to $8.00 per day was acceptable for those who had broken the law, but should not apply to the City. The Committee unanimously moved to recommend as a non -bid item requiring 2/3 majority vote the proposal from North Shore Towing for police towing for the period September 1, 1987 through August 31. 1988 with the following exception: The storage charge per day for the City will remain at $5.00 while the storage charge billed to citizens will be increased to Z8.00. Rip Rap at Lakefront - In response to Alderman Radon, Parks and Recreation Director Wirth stated that the unit price bid by P.R. Grading was the lowest and Was comparable to this year's bid price; that all $108,000 budgeted in the Park Fund would be spent on this project since $12,750 is needed for the engineering work and MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE August 24, 1987.......... Page Three $95,250 would be used to install 1,905 tons of rip rsp. Alderman Nelson suggested that the total cost of the contract award, rather than the bid, be included in the recommendation at the top of the page. The Committee unanimously moved to recommend approval of the low bid fro■ P.R. Grading Corporation at the unit price bid for a total cost of $95,250. Consultant - Storm Drainage at Crown Center - In response to Alderman Nelson, Parks and Recreation Director Wirth explained that at the time the gym floor was replaced It was known that this was a temporary solution and would not solve the drainage or floor problems. Director Wirth stated that this problem had existed over since the building had been built and that it was hoped that this consultant would be able to recommend a cost effective solution to correct the problem. The Committee unanimously moved to recommend approval of the proposal from Visa Janney 91suer Associates at a total cost of SIS,000. ITEMS FOR CONSIDERATION: Fire Station Location Study - Chairman Rainey announced that the Committee would have a special meeting to discuss the Fire Station Location recommendation because the schedule called for a recommendation at the next regular Council matting on September 14, 1987. Alderman Rainey then stated that, based on the last public meeting, it was her impression that the neighbors west of the Fire Station pl want the station to remain where it is rather than move west. She noted that Alderman Drusmar had asked the support of the Committee and the Council for the neighborhood view. She also noted that very few people from the north side had spoken at the last two meetings. Alderman Bleveans noted that a number of people had objected to moving the north side fire stations. Alderman Nelson stated that not one constituent has contacted hiss who wants a change in the station locations. He noted that it had not been demonstrated that a change in location was necessary. Alderman Summers noted that there had been ample demonstration of the need for a change with respect to the north stations and their consolidation and relocation to Noyes and Green Bay and that it made sense for the whole city, and in particular, that section of the city that has the greatest need of both fire and emergency medical services. Because of the lateness of the time, Chairman Rainey called the discussion to a close. Docket 188-88-87: Citi-Circuit Bike Challenge Expenses - Mr. Timothy Cox, representing the Citi-Circuit Bike Challenge, summarized his request for waiver of the City expenses in whole or in part because of the benefits the City will receive because of the substantial benefits to be realized by Evanston, including short terra gains from increased sales and tax revenues and long term enhancement of Evanston's public image. Alderman Raden expressed her support for the event, but said she could not vote to waive the expenses since other special events had to pay expenses. The Committee voted 4-1 (Alderman Summers voting nay) to recommend denial of the request to waive in whole or in part City expenses. Docket 176-88-87: Resolution 46-R-87 - Agreement with IDOT regardinx Clark Street Viaduct Funding - Alderman Raden stated that she could not support the agreement with IDOT for the Clark Street Viaduct because it pledged the appropriation of TIF funds without guarantee that the TIF funds are there. The Committee voted 4-1 (Alderman Raden voting nay) to recommend approval of Resolution 46-R-87 authorizing MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE August 24, 1987.......... Page Four the City Manager to enter into an agreement with IDOT for the construction and funding of the Clark Street Viaduct. Docket 177-8B-87: Resolution 47-R-87 - Agreement with IDOT and CTA re ardin Clark Street Viaduct Construction - The Committee voted 4-1 (Alderman Radon voting nay) to recommend approval of Resolution 47-R-87 authorizing the City Manager to enter into as agreement with IDOT and the CTA regarding the Clark Street Viaduct construction. Docket 178-88-87: Resolution SO-1-67 - Reserved Handicapped Parkin"S ace - 2W Factor Street - The Committee aaanisiously moved to recommend approval. Docket 179-8B-87: Resolution 51-R-87 - Washington National Footrace - The mm Coittee unanimously mowed to recommend approval. Docket 180-88-87: Resolution 52-R-87 - DesiRnatine Signatories for Recreation Department Petty -Cash - The Committee unanimously mowed to recomond approval. Docket 181-85-87: Ordinance 82•-0-87 - Special Assessment 01371 - Allev North of Grove and East of Hinman - The Committee bold this matter for the next sleeting since there were property owners in attendance who were unable to speak due to the lack of tine. Docket 182-8B-87: Ordinance 84-0-87 - Series 1987 General Obligation Bonds - The Committee unanimously moved to introduce this matter. ITEMS FREVIOUSLY CONSIDERED: Asking for and hearing no cogent, Chairman Rainey noted that the following two items were considered by the Committee at the last meeting and are on the Council Agenda: Docket 167-8A-87: Rental Rate for Parking Lot 060 (Recommended for denial by the Committee) Docket 169-BA-87: Ordinance 81 -0-87 - Tax Levy Ordinance for Special Service District No. ♦ (Recommended for approval) The Committee adjourned at 8:59 P.M. Respectfully submitted, Stephen TU Pudloski,,Director of Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent: Staff Present: Other Alderson Present: Presiding Official: Summary of Action: Meeting of September 9, 1987 Aldermen Nelson. Summers, Rainey, Paden and Juliar Aldermen Radon Aspcooth, Brooks, Franzen, Hunter, Linkowski, Pudloski, and Zimerman Aldermen Bleveans, iorshak, Vold and Brady Aldermean Ann Rainer, Chairman The meeting was called to order at 7:40 P.M. Chairman Rainey announced that this was a special meeting of the Administration and Public Works Comittee to consider its recommendation to the City Council on the ratter of fire station locations. She explained that the Comittee had three earlier special meetings, two of which were for the purpose of hearing public input. Alderman Summers moved to recommend acceptance of the consultant's report with respect to the consolidation of the north stations. and to refer back to staff whether Station #1 should he rehabilitated or replaced. Aldermen Nelson then asked the following questions: (1) Is there a problem of turning either right or left on Central when proceeding north on Green Bay' Assistant Chief Franzen stated there was no problem turning West, but turning east is a problem. He stated that an experienced driver could make the turn, but would tend to avoid it and would probably use Lincoln because there is less congestion. He also noted that there is no problem with a pumper or an ambulance but a ladder truck is difficult. Chief Franzen noted that the clearance under the viaduct was no problem for the equipment. Assistant Chief Franzen also noted that it might be worth considering putting the tiller ladder truck at the north and of the city rather than at the south end, since the tiller truck can make shorter turns easier. (2) What improvements would be necessary to the structures at Green Bar and Central and Green Bay and Lincoln to make it easier for a fire truck to negotiate the turn' Assistant Chief Franzen stated that the south roadway should be widened, the center supports should be removed, and the southwest corner of the abutment should be moved back to provide a better turning radius. Alderman Nelson requested that the City investigate and determine the cost and the feasibility of improving the structures at Lincoln and Green Bay, and Central and Green Bay to facilitate the movement of fire trucks. MINUTES Of THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 9, 1987.......... Page Two (3) Would equipment installed on the fire trucks and on the traffic signals which allow the signals to be controlled by emergency vehicles improve response time and safety! Assistant Chief Franzen stated that many communities have this system and have found it to be effective and it would probably be the sale in Evanston. Alderman Nelson then requested that the City investigate the cost of installing emergency vehicle traffic preemption devices at these two intersections. (4) Does the grade change on Green Bay Bridge at the North Shore Channel present any probless for fire vehicles! Assistant Chief Franzen noted that there was no problem that he could foresee making it up the hill even from start-up. He gave the example of the hill from Station 02 to Ridge. He also noted that only a weather related problem, such as snow and ice might cause a problem, but the Department of Streets takes care of major routes early and takes special care to salt hills, bridges and streets near fire stations. (5i What route would the fire Department use to respond to a call at the Presbyterian Howe. first assuming no parked cars or other obstacles and second assuming existing conditions! Assistant Chief Franzen noted that if the call were on the north aide of the Presbyterian Home complex, the units responding from a new station at Green Bay and Ashland would go north on McCormick to Grant and then west on Grant. If the call were in the south of the Presbyterian complex, the units would go north on Green Bay to McCormick. South on McCormick to Golf and west on Golf. In a follow-up question. Alderman Nelson asked if the traffic signal preemption davice at the intersection of Golf and McCormick and McDaniel and Golf would be helpful and is the intersection in the city of Evanston.' Assistant Chief Franzen noted that such devices would be helpful and that the intersections are partially in Skokie. Assistant Chief Franzen then noted that there are no cars parked on McCormick, but that there is parking on Grant Street and the Department uses Grant Street at the present time and has not had an accident on Grant Street as far as he can recollect. Alderman Nelson asked if Grant would serve the Fire Department better if parking was prohibited and the street widened. Assistant Chief Franzen said yes, but that decision was not within the Fire Department's purview. In response to a following question from Alderman Nelson, Assistant Chief Franzen stated that he had talked to a number of drivers in the Department and had found that they exercised discretion on the routes they take, based on the time of day, the weather conditions and the specific locations of the calls. He noted that other streets, such as Lincoln or McDaniel, might be used because of certain conditions and certainly Central would be a major travelway. (6) Is there a site plan available for the Green Bay/Ashland site! Assistant City Manager Zimmerman displayed the site plan and reviewed the location of the training facility, the burn building, the fire station and briefly discussed the drive -through traffic pattern with ingress from Dewey and egress to Ashland. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 9, 1987.......... Page Three (7) From the proposed new station, how would a call be routed to Chandler Center? Assistant Chief Franzen stated that the vehicles would go north on Green Bay and east on Lincoln. (a) Can the intersection at Noyes and Green Bay be designed to facilitate its use by the Fire Department, particularly with turns to the north? Assistant Chief Franzen noted that widening the intersection to allow for easier left hand turns from Noyes to Green Bay sight be helpful, that Noyes did not have to be changed since it was a straight shot east and west from Ashland, and rejected the idea of closing the small right turn bypass from Green Bay to Ashland since the Department could use that when returning to the station from the north. (9) Does the City of Evanston have a mutual aid pact with Wilmette; is there an ambulance at the station at Illinois and Lake; how far is that station; and have we ever been served by ambulances from that station? Assistant Chief Linkowski stated that Evanston did have a mutual aid pact with Wilmette and that there are times when Wilmette does respond to ambulance calls in Evanston. Their 01 station is at Green Bay and Lake and it was his opinion that most ambulances dispatched to Evanston would come from that station. He noted that Station !1 in Wilmette is just north of the 1.5 mile distance from the proposed station at Green Bay and Noyes. In response to Alderman Bleveans, Assistant Chief Linkowski stated that the two departments do not respond to each other's calls and that before mutual aid takes effect. the department requesting mutual aid must be out of its own resources. Agreeing with Chairman Rainey, Chief Linkowaki said that Evanston could not ask for a Wilmette ambulance if Evanston had an ambulance near Howard Street which was available for service. (10) Does the City of Evanston have any arrangements with private ambulance services! Captain Hunter stated that the City of Evanston does not have any arrangements with private ambulance services because the response times for most privato services are significantly greater than a Fire Department. In a follow-up question, Assistant Chief Franzen noted that because of the mutual aid pacts, the City of Evanston could call upon ambulance services from any of the ;ire departments north of Howard Street to Lake County and from Lake Michigan to the tollway. (11) Does any fire department contract for emergency medical services? City Manager Asprooth noted that several departments in the outer reaches of Cook County contract for emergency medical services, but the contractor owns and operates equipment as if it were a municipality and has the fire department name and symbol on it. (12) If Stations 03 and 05 are eliminated, what will happen to the properties! City Manager Asprooth noted that Station *3 improvements would be put up for sale since it is on land leased from the Metropolitan Sanitary District and Station #5, both land and improvements, would be offered for sale. In a follow-up question, MINUTES OF THE ADMINISTRATION An PUBLIC WORKS COMNITTEB September 9, 1987.......... Page Pour City Manager Asprooth noted that he could not conceive of another public use, since the recreation center and a library were directly adjacent to the sites. He also agreed that it is most likely that the sirens would be relocated. (13) If a training facility is built at the Green Bay and Noyes site, would other departments share in its use and its costs? Assistant Chief Franzen stated that it was highly unlikely that other departments would train at the facility since the only larger department. Skokie, has its own training facility and other departments are generally too small to be able to take their equipment and men out of service to send them to another commnity to train. Assistant Chief Franzen noted that an investment in a training facility is a valuable one for the people of Evanston and the Evanston Fir• Department. Alderman Sumsrers reiterated his opening statement that there was irrefutable evidence that a consolidated station at the Noyes and Green Bay site would improve service to the north third of the city. He noted that the intersection of Green Say and McCormick was going to be improved, including a widening of the bridge over the canal. He also noted that the new station would be landscaped and City Manager Asprooth stated that by cod• the parking would be screened from adjacent properties. In response to Alderman Nelson, Director of Public Yorks Pudloski agreed that there were no plans to widen Noyes Street and that a traffic study was underway. Alderman Summers also noted that the police had made a special effort to enforce the speed limit on Noyes Street and that the Traffic Engineering Department was doing a study to determine whether a stop sign would be placed on Asbury and Noyes. In response to Alderman Summers, Assistant Chief Franzen explained that a study had been done to determine what the impact of the new fire station would be on traffic flow on Noyes. Using 1986 and 1987 emergency service calls and routing them based on the new station location, Assistant Chief Franzen noted that less than one ambulance per day would be traveling Noyes from the new station. He also stated that if considering both fire calls and ambulance calls, less than two calls per day would be routed on Noyes. Chairman Rainer then restated the original motion. Alderman Nelson amended the motion to read, "Construct a new station at Koyes and Green Bay, including a headquarters station, training facility and burn building; sell improvements at Station 03 and improvements and property at Station 05; to prohibit any other expenditures except where necessary to maintain the other fire stations until the new station is built; to prepare a traffic plan and routing system for fire vehicles; to evaluate the need for traffic signal preemption devices and pursue their installation where needed; to evaluate road and viaduct improvements at Central and Green Bay and at Lincoln and Green Bay; to pursue cost sharing arrangements for the training facility with other communities; to reassess the mutual aid with other communities, particularly on the north side of the city; and to consider developing a relationship with private ambulance services for backup." Alderman Summers accepted the amendment. HIM UTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 9, 1987.......... Page Five City Manager Asprooth indicated his agreement with the list of items in the notion, except for the delay of expenditures on other fire station improvements and rehabilitation. He reminded the Committee that serious problems had been called to the Committee's attention two years ago and that those problems are not getting any better. He also noted that Station !1 has the worst problems and that Stations #1. 02 and 04 all need rehabilitation or replacement and should not be held up until a new station at Noyes and Green Bar is in service. In response to Chairman Rainey. City Manager Asprooth. noted that it would be at least le months until a new station could be designed, built and in operation. Chairman Rainey noted she would not support the motion as presently proposed. She recalled Alderman Drummer's wish that Station 01 not be relocated but be replaced or renovated and the need to renovate or replace Stations 02 or 04. Alderman Nelson explained that his notion was not to prohibit the renovation or replacement of Station rfl, 02 and Fa, but to establish priority. He stated that in essence he was going against the wishes of many of his constituents and in order to do that, he wanted the new station to be constructed right, and to be constructed first and for the other existing stations to be taken care of later. Chairman Rainey then noted that the motivation for the south side aldermen to support their existing station was different from the motivation of those on the north, particularly since the south side station was to be placed in an existing park. Alderman Paden explained that she had received hundreds of calls objecting to a new fire station at Ashland and Lake and only three in support. She explained that she too had a list of questions and would like a written response. What routes will the fire vehicles take from the Lake and Ashland site! Will it be necessary to change parking restrictions or traffic regulations because of the station' Ashland and Wesley are both narrow and fully parked. There is also congestion on dodge and Lake. Is there a possibility of making changes on Ashland, Wesley or Lake Street' How many trips will there be, and what impact will they have on the neighborhood. How will this impact on the safety of children and pedestrians' What about the noise caused by the vehicleE' Chairman Rainey noted that it was Alderman Drummer's request that the Committee send to the Council a recommendation against the new fire station at Ashland and Lako. alderman Paden indicated that she still wanted the answers to the questions. Alderman Nelson stated that he mould amend his motion to read that priority be given to building a new station at Noyes and Green Bay without impairing the progress of replacement or rehabilitation of Stations 01, #2 or r4. The Committee voted 4-1 (Alderman Paden voting nay) to recommend Alderman Nelson's motion as amended. City !tanager Asprooth explained that, if the City Council approved the Committee's recommendation, it was his intention to return to the Committee with a recommendation for an architect to be hired to design the new station at Noyes. Ashland and Green Bay and with a recommendation regarding the replacement and/or rehabilitation of Stations ill, p2 and F+ along with a schedule. This would be done in addition to the other items listed in the notion. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITPHE September 9, 1987.......... Page Sias Chairman Rainey then recognized Mr. Jack Croll, a former Evanston fireman, who wished to say a few words. Mr. Croll stated that he was against the elimination of Stations 03 and 05 because the response was not going to Improve with the new station. He questioned the costs of improving the viaducts, and building a brand new station when a new coat of paint to Station P4 and a few other minor improvements are all that are necessary. He noted that Stations ail 03 and •5 are only 30 years old and that a fire truck is expected to last for 20 years. He stated his strong belief that the city needs son, not fire stations and that three men on a truck are too few. He suggested a new fire station was needed on the southeast portion of town, rather than the consolidation of Stations 03 and IS. Chairman Rainey Indicated that Mr. Croll may with to appear before the City Council at 9:00 P.A. this coming Monday. She meeting was adjourned at 9:45 P.R. Respectfully submitted, Stephen Pudloski Director f Public Works . a MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Prevent: Members Absent: Staff Present: Other Aldermen Present: Presiding Official: Summary of Action: Meeting of September 14, 1987 Aldermen Summers, Raden, Rainer, Paden and Juliar Aldermen Nelson Asprooth, Brooks. Clarke, Engel, Franzen, Hunter, Jennings, Xelner, Pudloski, Shonk. Wirth and Zimmerman Aldermen Bleveans, Korshak, Wold and Brady Alderman Michael Summers, Chairman The meeting was called to order at 7:35 P.M. Chairman Summers announced that he had agreed to exchange chairmanship with Alderman Nelson at Alderman Nelson's request, and that due to the lateness of this rescheduling, the priorities were not complete. Chairman Summers asked for suggested priorities. Alderman Raden asked that Alderman Juliar's reference for review of the special events policy be made a high priority. MINUTES - The minutes of the August 24, 1987 meeting were approved as submitted. Chairman Summers then noted that in the minutes of September 9, 1987 on page 4, first full paragraph on line 7, the question concerning the widening of Noyes Street was asked by him, not Alderman Nelson. The minutes of the September 9, 1987 meeting were approved as corrected. COMMUNICATIONS: Sale of Surplus Scrap Metal - Water Department - The Committee accepted the report. Sale of Surplus Radio - Police Department - The Committee accepted the report. Response to Bills List Inquiries - The Committee accepted the report. Sanitation Bulk Item Disposal - In response to Alderman Rainey, Director of Public Works Pudloski stated that the Environmental Control Board was working to submit a recommendation to begin a curb side recycling program this spring. Alderman Rainey suggested that staff investigate mandatory recycling programs rather than rely on voluntary participation. The Committee accepted the report. Citv Bills of September 10, 1987 - The Committee unanimously moved to recommend approval of the bills as submitted. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 14, 1987.......... Page Two PURCHASES: Asbestos Removal MonitorinE - Alderman Rainey stated that it was not a good practice to allow the firm who set the standard for the project to also provide monitoring. She pointed to the significant price difference between the two bidders, with the firm having done the study being high. The Committee unanimously moved to recommend the low bid from ALEX for a total estimated cost of $4,040. Security Services for Parking Garage - The Committee unanimously moved to reeosimend approval of the low bid from Arlington Security and Investigation, Inc. for a total cost of $56.064. Fire Hose - The Committee unanimously moved to recommend approval of the bid from Doltan Fire Equipment for a total cost of $6,490. Foster Playground and Tot Lot Redevelopment - The Committee unanimously moved to recommend approval of the low bid from Charles Smith for a total cost of $39,261.40. Animal Control Truck Body. - The Committee unanimously moved to recommend approval of the proposal from MAVRON, Inc. for a total cost of $7,130 as a sole source item requiring 2/3 majority vote. Skokie Booster Station Telemetry. - The Committee unanimously moved to recommend approval of the proposal from FLC Instruments, Inc. at a total cost of $22,061 as a non -bid item requiring 2/3 majority vote. Two Traffic Signal Controllers - In response to Alderman Raden, 'Traffic Engineer Jennings explained that the developer was paying for the signal at his driveway and that this work was necessary to coordinate the existing signals at Hartrey and at Fowler with the new signal at the shopping center and at Dodge. City Manager Asprooth relayed Alderman Collens' displeasure with the postponement of the signal work at Sheridan and Isabella to do the work on Dempster. The Committee unanimously moved to recommend approval of the proposal from Bell and Gustus for a total cost of $15.528.50 as a non -bid item requiring 2/3 majority vote. ITEMS FOR CONSIDERATION: Docket 195-9A-87: Fire Station Location Study. - Alderman Baden stated that she believed that the burn building and training facility should not be built because the smoke would have a negative impact on the neighborhood. Chairman Summers stated that both he and Alderman Morton lived very close to the proposed site and both supported the construction of a burn building and training facility. Fire Chief Brooks stated that the smoke is artificial smoke not caused by open flame and that it dissipates rapidly and will cause no adverse effect on the neighborhood. Chairman Summers also pointed out the area adjacent to the proposed facility was industrial. not residential. Chief Brooks reiterated the need for a training facility where firemen could practice and become familiar with such an environment. !MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 14, 1987.......... Page Three Alderman Rainey stated that after reading the recommendation and further reflection, she could not support the conditions as agreed to by the Committee at the last meeting. She recommended that the traffic plan be done for the proposed station, not all stations, since no traffic changes would occur at the other stations. The Committee agreed unanimously. Alderman Rainey then stated that the evaluation of roadway and viaduct improvements should not be expensive since it is unlikely that bridge improvements will be undertaken. In response to Alderman Rainey concerning the mutual aid agreements, City Manager Asprooth suggested that one option to explore is a response agreement rather than mutual aid, although it is unlikely that this type of agreement is necessary or practical. Alderman Rainey then stated her strong objection to even considering the use of private ambulance services. She stated that before that is done another ambulance ,should be added if the need is there. Chairman Summers noted that these items are to be considered or investigated, but not necessarily adopted. Alderman Rainey then called attention to the action prescribed by point /4 of the recommendation which "authorized the staff to do the following:". She explained that she believed the Committee should retain control and the language should read "refer these matters to Committee". City Manager Asprooth suggested that the language be amended to read, "Direct the comittee to consider the following matters:". The Committee agreed to amend point 04 to read as suggested by the City Manager. Alderman Raden moved to amend point #1 to eliminate the construction of a burn building and training facility. Chairman Summers reiterated that the area was not a built up residential area, that the smoke dissipates rapidly, and that training in such an environment is absolutely essential. Chief Brooks stated that such a facility will not only improve the training of the firefighters, but will also help improve our fire rating. Alderman Summers stated that he was in agreement with the need for the burn building and training facility. The Committee voted 1-4 to eliminate the burn building •nd training facility (Radon voting aye). Motion failed. Alderman Rainey moved to strike from point #3 the words "prior to undertaking construction and/or renovation of other stations". City ?tanager Asprooth registered his support for the motion. The Committee voted unanimously to strike the phrase from point 03. The Committee then voted unanimously to forward the four point recommendation as amended to the City Council, for action. Docket 196-9A-87: Extension of Agreement with Corps of Engineers for Smeraencv Assistance - The Committee unanimously moved to recommend approval. Docket 197-9A-87: Permit for Third Annual Octoberfest - The Committee unanimously moved to recommend approval. Docket 198-9A-87t Resolution 56-R-87 - Purchase of 617-621 Custer Avenue - The Committee unanimously recommended approval. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 14, 1987.......... Page Four Docket 199-9A-87: Resolution 61-R-87 - Authorizing Acceptance of Conveyance of Property - Foster/Fleetwood/Jourdain - In response to Alderman Rainey, both Chairman Summers and Director Wirth discussed the background associated with the conveyance of the property to the City. Alderman Rainey expressed concern that the obligations with respect to ongoing maintenance and future costs were not adequately explained. The Committee unanimously moved to recommend approval. Chairman Summers asked for comments, questions. or objections for the items on the agenda to be introduced. There being none, the following items were approved unanimously by the Committee for introduction: Docket 168-BA-87: Ordinance 79-0-87 - Overnight Truck and Bus ParkinE Docket 181-BB-87: Ordinance 82-0-87 - Special Assessment #1371 - Alley bounded by Hinman/Danis/Judson/Grove Docket 200-9A-87: Ordinance 89-0-87 - Class C Liquor License - 1601 Sherman Avenue Docket 201-9A-87: Ordinance 90-0-87 - Alley from One -Way to Two -Way. South of South Boulevard - Callan/Custer Docket 202-9A-87: Ordinance 91-0-87 - Establishing Residential Exemption Parking District "F" ITEMS PREVIOUSLY CONSIDERED: Docket 182-88-87: Ordinance 84-0-87 - Series 1987 General Obligation Bonds - Chairman Summers noted that the Ordinance as introduced would have to be amended to include the actual rate of interest column. the tax amounts by year, to show the Northern Trust Company as purchaser and a purchase price of $10,030,050. The Committee unanimously moved to recommend approval of the amendments and the ordinance as amended. The meting adjourned at 8:45 P.K. Respectfully submitted, Stephen T. Pudiosti Director of Public Yorks MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: Meeting of September 28, 1987 Aldermen Rainey, Radon, Summers, Paden and Juliar Alderman Nelson Bennett, Booth, Ceplecha, Engel, Figurelli, Jennings, Kelner, Olkowski, Pudloski, Tonkinson and Zimmerman Alde man Michael Summers, Chairman The meeting was called to order at 7:35 P.M. MINUTES - The minutes of the September 14, 1987 meeting were approved as submitted. COMMUNICATIONS: Chairman's Priorities - Alderman Rainey pointed out that her name is shown as the Chairman on the priorities. Public Works Director Pudloski apologized for the typographical error and stated that a corrected copy would be distributed. Alderman Rainey requested a status report on "increasing the lighting levels on residential streets". Ira Golan, Executive Director of the Evanston Chamber of Commerce, offered assistance in reviewing the Special Events Policy. The Committee accepted the priorities. Beach Sand from Northwestern Universitv - The Committee accepted the report. CitY Bills of September 22, 1987 - The Committee unanimously moved to recommend approval of the bills as submitted. Township Bills of August, 1987 - The Committee unanimously moved to recommend approval of the bills as submitted. PURCHASES: Rehabilitation of the Men's Restrooms at the Civic Center - The Committee unanimously moved to recommend approval of the bid from John Coretti and Company for flooring work at the cost of $9,148 and the bid from F.J. Kerrigan Plumbing Company, Inc. for plumbing work at a cost of $35,920 for a total cost of $45,068. Chairman Summers noted that no bids were received for the sheet metal work so that it and other necessary work would be done by staff. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 28, 1987.......... Page Two Portable Radios for the Police Department - The Committee unanimously moved to recommend approval of the proposal from Motorola to provide six portable radios at a total cost of $8.010 as a non -bid item requiring 2/3 majority vote. Police Department Janitorial Contract - The Committee unanimously moved to recommend approval of a one year renewal with James Goode at a total annual cost of $20.100 as a non -bid item requiring 2/3 majority vote. Fall Plant Material - The Committee unanimously moved to recommend approval for the purchase of plant material from the following five nurseries: Shermin Nursery, $18,488.20; Klehm Nursery, $6,108.50; Berthold Nursery, $3,441.00; Hinsdale Nurseries, Inc.. $3,360.00; and Weiler Nursery, S1,805.00 for a total coat of $33.202.70. ITEMS FOR CONSIDERATION Docket 217-98-87: Resolution 63-R-87 - Closing Sheridan Road for Northwestern University Homecoming Parade - The Committee unanimously moved to recommend approval. Docket 218-98-87: Resolution 67-R-87 - Parking Garamme Lease for 500 Davis. - The Committee unanimously moved to recommend approval. Docket 219-98-87: Ordinance 92-0-87 - Sale of Surplus Vehicles - The Committee unanimously moved to recommend approval. Docket 220-98-87: Ordinance 93-0-87 - No Parking— Hartrey/Greenleaf - At the request of Aldermen. Korshak and Raden, this matter was held at Committee to permit time to discuss the proposed action with nearby property owners. Docket 221-98-87: Ordinance 94-0-87 - PassenKer Loading Zone - !Maple/Lake - The Comamnittee unanimously moved to recommend approval. Docket 222-98-87: Ordinance 95-0-87 - No ParkinK at 435 Grove Street - Alderman Julfar stated that the resident at 435 Grove had left a message questioning the proposed Ordinance, but that he was unable to return the call. Alderman Radon stated that when the resident could not reach Aldermen Juliar, the resident had called her. Alderman Radon explained the proposed Ordinance and the resident had no objections since only two parking spaces Were to be eliminated. Ira Golan. Executive Director of the Evanston Chamber of Commerce, explained that the elimination of the two parking spaces had caught his attention and that he had visited the site. Hr. Golan stated that the elimination of the two spaces would not materially improve the sight distances, but that the removal of a section of picket fence would improve pedestrian safety. Traffic Engineer Jennings stated that Alderman Rudy had strongly requested that this matter be introduced. The Committee unanimously agreed to hold this matter for further study. Docket 223-98-87: Ordinance 96-0-87 - Traffic Control - Grey/Washington - In response to two residents from the Grey/Washington neighborhood. Chairman Summers stated that the stop was on Grey because it is the minor street. The MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 28. 1987.......... Page Three residents indicated their desire that Washington be stopped to reduce the speeding. Alderman Raden stated her support for the residents' point of view. Traffic Engineer Jennings suggested that it would be unsafe to stop Washington, but not Grey. since it is so obvious that Grey is the minor street. He recommended a four-way stop if the Committee wished to place a stop on Washington. The Committee unanimously moved to introduce a revised Ordinance creating a four-way stop at Grey and Washington. Docket 224-98-87: Ordinance 97-0-87 - Procedures for Bootinx Vehicles - Assistant Finance Director Booth explained that the Ordinance as proposed will strengthen the parking enforcement program by permitting the booting of those eligible vehicles which are found parked illegally on private property. Chairman Summers noted that the permission of the private property owner will have to be sought before the car is booted. In response to Alderman Raden concerning the legality of this provision, Ms. Booth stated that this provision was consistent with the current towing provisions of the Code and called attention to staff's request that the Ordinance be adopted tonight. The Committee unanimously moved to recommend introduction, suspension of the rules, and adoption. Docket 225-9B-87: Ordinance 101-0-87 - Elimination of One Class C Liquor License - The Committee unanimously moved to recommend approval of reducing by one the number of Class C liquor licenses because of the closing of Fanny's Restaurant - Docket 226-93-87: Ordinance 102-0-87 - Volunteer Handicapped ParkinK Enforcement - Alderman Raden stated that the idea of a volunteer group to enforce handicapped parking should not be dismissed without a full discussion by the Committee. She explained that the enforcement of the present Ordinance is very poor and that she is very irate about the cavalier attitude of those who park illegally in handicapped spaces. Public Works Director Pudloski stated that the approach recommended was to amend the Ordinance to provide a legal basis for vigorous enforcement by the Police Department while meeting with representatives of the handicapped population to get input. The concept of a voluntary enforcement group would be reconsidered after experience with the new Ordinance. Alderman Rainey noted that she believed this matter was considered by the Committee and Council several years ago, and asked that the results of that consideration be sent to the Committee. The Committee unanimously moved to recommend approval. ITEMS PREVIOUSLY CONSIDERED: Asking for and hearing no objections, Chairman Summers indicated that the docket items introduced at the September 14 meeting and listed below are to be adopted tonight: Docket 158-SA-87: Ordinance 79-0-87 - Overnight Truck and Bus Parking Docket 181-BB-87: Ordinance 82-0-87 - Special Assessment #1371 - Alley bounded by Hinman/Davis/Judson/Grove MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE September 28, 1987.......... Page Four Docket 200-9A-87: Ordinance 89-0-87 - Class C Liquor License - 1601 Sherman Docket 201-9A-87: Ordinance 90-0-87 - Alley from One-Yav to Two-Yav South of South Boulevard - Callan/Custer Docket 202-9A-87: Ordinance 91-0-87 - Establishinr, Residential Exemption Parkinf District "F" Chairman Summers announced that the joint meeting with the Human Services Committee, the Library Board, and the Administration and Public Works Committee to consider the library site study was scheduled for Monday, November 2. The meeting adjourned at 8:20 P.K. Respectfully submitted. Stephen Pudloski Director of Public Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Members Present: Members Absent Staff Present: Presiding Official: Summary of Action: Meeting of October 12, 1987 Aldermen Summers, Rainey, Radon, Paden, Nelson, and Jul iar None Asprooth, Engel, Figurelli, Jennings, Kelner, Olkowski, Pudloski, Roethle, Rubin, Shonk, Tonkinson, and Wirth Alderman Michael Summers, Chairman The meeting was called to order at 7:35 P.M. MINUTES: The minutes of the September 28, 1987 meeting were approved as submitted. COMMUNICATIONS: Chairman Summers noted that the first item on the communications agenda, Mass Transit Fund, would seem to require the most discussion by the Committee and he intended to hold it until the more routine items were cleared. Fire Department Monthly Report - Noting that the reimbursement history for ambulance fees was approximately 45% for 1986 and the first seven months of 1987, Alderman Nelson requested further information on the experience of other communities in collecting ambulance fees; a discussion of how we might change the collection system to collect a higher percentage of the fees; whether we were billing the insurance companies and are the hospitals providing information to us on the insurance carriers? The Committee accepted the report and directed staff to respond to Alderman Nelson's questions. Cable Commission Assessment of ECTC - Alderman Raden stated that she found the report very interesting and was pleased to see that ECTC had been making progress, but wondered if there was enough room for all interested Evanston residents to take advantage of the classes and training offered by ECTC. Ms. Marcia Standiford, Executive Director of ECTC, explained that the number of courses was based on demand, that there were spaces available and should the demand increase more courses would be offered. In response to Alderman Nelson, Assistant to the City Manager Roethle noted that the current penetration for Evanston cable is about 30% but that the Company has hired 10 salesmen to attempt to increase the market penetration: preliminary results of the sales effort have shown a net gain of 50 subscribers. In the past the number of new subscribers just about balanced the number of subscribers lost. In response to Alderman Nelson, Ms. Standiford explained that the promotional effort by ECTC was to market the five community channels not r MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE October 12, 1987.......... Page Two Cablevision, however, an aggressive marketing program of the community channels might help market penetration of cable. Alderman Rainey asked for an explanation of the third paragraph on page 4 of the Cable Commission review of the ECTC report, in particular, the statement, "while not in total agreement with this position". Assistant to the City Manager Roethle stated that the Cable Commission expected that ECTC was not only to encourage residents to produce programming, but that the staff of ECTC should also create programming. Update of Shared Energy Savings Contract at Crown Center - Alderman Radon congratulated the Crown Center staff on the State of the Illinois Energy Award for implementing the shared energy savings project. Forestry Department Tree Removal Policies - In response to Alderman Radon, Parks. Recreation and Forestry Director Wirth explained that privately owned trees which were not on the insurance program were subject to removal when diseased, however, because the notification and enforcement process was lengthy and cumbersome, there was usually a long time lapse from the time the tree was identified as having the disease until its removal. Alderman Rainey requested the percentage of private owned trees which are presently in the Insurance program. Alderman Nelson asked that staff prepare a proposal to include all private trees for any and all types of damage. charging a reasonable premium. The Committee agreed that because of the nature of the request. it would take staff some time to develop such a proposal and have it submitted as part of the next budget cycle. The Committee accepted the report. Status Report - Property Acquisitions/Relocations - The Committee accepted the report. In response to Alderman Paden, Chairman Summers suggested that she talk directly to the City Manager concerning any particular problems with relocation and acquisition. Solid Waste Transfer Station Location - Chairman Summers explained that this recommendation came as a complete surprise to the Fifth Ward Aldermen and that he was setting the matter aside for a month in order to further explore this proposal and get additional information before the Committee considers it. Emergency Sewer Repairs - The Committee accepted the report. Speed Bumps in Sheridan/South Boulevard Alley - The Committee discussed the liability associated with speed bumps and the treat number of requests for speed bumps which they have individually turned down based on the policy. The Committee determined that the real decision before it was not to make one exception to the policy, since there are so many other requests waiting in the wings, but consideration of abandonment of the policy. The Committee unanimously moved to deny the request to consider speed bumps in the alley south of South Boulevard between Arnold Place and Sheridan and reaffirm the policy against speed bumps in alleys. Fire Station Construction Schedule - Alderman Raden stated that she felt that the recommendation was somewhat premature since the Committee had approved MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE October 12, 1987.......... Page Three the locations but had not discussed the decision of whether to rehabilitate or rebuild. City Manager Asprooth explained that the cost analysis provided in the past led clearly to the recommendation before the Committee: Station #4 is so bad that it must be rebuilt; Station #3 is the new station; Station #2 is much larger than necessary given the proposed headquarter stations so that a rehabilitation of Station #2 would include spaces which are unnecessary and a new station would be smaller and less expensive in the long run; and that it is essentially not possible to build a new Station #1 so that rehabilitation is the only solution. Alderman Raden suggested that the RFP ask architects for proposals for either rehabilitation or rebuilding new. City Manager Asprooth stated that this approach was not practical since a decision to rehabilitate or build new is based on detailed analysis of the structures, systems and uses of the existing buildings. City Manager Asprooth suggested that if the Committee wished to seek a second opinion with respect to rehabilitation or rebuilding on Stations #1 and #2. a second architect could be retained to reevaluate that situation. City Manager Asprooth noted that the decision on whether to build new or rehabilitate Stations #1 and 02 was at least one Year away and it was important to net the program started now so that staff was seeking approval of the Committee to request proposals for the design of Stations #3 and #4. The Committee directed staff to seek proposals for the design of Stations N3 and 04. Mama Transit Fund - Chairman Summers requested the following legal opinion with respect to the coupon for the seniors program: "Does the language on the coupons state that the coupon is designated for a specific carrier and does it restrict its usage with other carriers!" Alderman Radon discussed the individual notification procedure used by the Village of Wilmette, including the threat of Court action to take the license away and stated that she could not vote to increase vehicle sticker fees until we collected our fines and fees better. alderman Raden asksd for a comparison of the number of State licenses issued to residents of Evanston to the number of vehicle stickers sold and the amount of money transferred from the Kass Transit Fund to the General Fund for street and alley maintenance. City Manager Asprooth Indicated his surprise at Alderman Raden's statements Liven that she Was a member of the subcommittee that spent many hours considering the effor' to improve parking ticket collections. He reminded Alderman Raden that the Village of Wilmette processes many fewer parking tickets than the City of Evanston and that the notice with respect to taking licenses away certainly is a hollow threat since it is not legal. Alderman Paden stated that she did not agree With the City Manager that the City of Evanston wrote many parking tickets and suggested that the enforcement officers could be writing many more tickets, particularly in some areas that she has called to their attention. City Kanager Asprooth noted that there was a report on her desk about the special enforcement effort in the locations she suggested. City Manager Asprooth also noted that we could easily double our enforcement effort by adding officers since there were many more violations than the existing number of officers could handle. Alderman Nelson moved to approve a modified proposal (B) which includes a $40 fee for all vehicles and an increase of the fee for school buses. antique cars and senior citizens to $40, and to table the motion pending the information requested by Alderman Raden. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE October 12, 1987.......... Page Four Subcommittee Appointments - Chairman Summers appointed the following Subcommittees: Street Lighting Levels Subcommittee - Aldermen Rainey (Chairman) Paden and Summers; Special Events Subcommittee - Alderman Juliar and Radon; Fire Station Subcommittee - Aldermen Nelson and Summers; Parting Ticket Collection Subcommittee - Aldermen Radon. Paden and Rainey. City Bills for October 7. 1987 - Alderman Radon asked for a full accounting of all City costs in the TIF Fund and an explanation of the ambulance fee refunds. The Committee unanimously moved to recommend approval of the bills as submitted. PURCHASES: Psail y Focus/Fleetwood-Jourdain Landscaping, - The Committee unanimously moved to recommend approval of the low bid from Meranjil Landscaping at a total cost of $14, 824. 78. Van for Building Operations - The Committee unanimously moved to recommend approval of the proposal from Midwest Transit Equipment at a total cost of S16,640 as a non -bid item requiring 213 majority vote. Telephone Systems for Police Department, Fire Department and Library - In response to Alderman Rainer, City Manager Asprooth noted that needs of the various departments had been met. In response to Alderman Nelson, City }tanager Asprooth noted that the construction of the new library was several years off and that the equipment in the Fire Stations would be moved and that in any event, purchase of this equipment was a good deal now. The Committee unanimously moved to recommend approval of the purchase of telephone systems from Illinois Bell Con nunications at a total cost of $60,042.49. Replacement for Street Department Dump Truck - The Committee unanimously moved to reconsnend approval of the proposal from South Side Ford Truck Sales to provide a replacement for Truck #628, which was destroyed by fire last month, at a total cost of $39,489.34 as a sole source item requiring 2/3 majority vote. ITEMS FOR CONSIDERATION: Docket 228-10A-87: Resolution 66-R-87 - Publication of Ordinance 105-0-87 - The Committee unanimously moved to recommend approval. Docket 229-10A-87: Ordinance 105-0-87 - S,A. # 1370 - Pavinx of Clifford/Bernard/Isabella - The Committee unanimously moved to recommend introduction. Docket 220-98-87: Ordinance 93-0-87 - No Parking - Hartrey/Greenleaf - At the request of the Ward Aldermen, the Committee held this matter. Docket 222-9B-87: Ordinance 95-0-87 - No ParkinK at 435 Grove Street - At the request of the Ward Aldermen, the parking prohibition on the east Bide of the alley was changed from 30' to 20'. The Committee unanimously moved to recommend introduction. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE October 12, 1987.......... Page Five ITEMS PREVIOUSLY CONSIDERED: Asking for and hearing no objections, Chairman Summers indicated that the docket items introduced at the September 28 meeting and listed below are to be adopted tonight: Docket 219-9B-87: Ordinance 92-0-87 - Sale of Suralus Vehicles (Amended to add vehicles) Docket 221-9B-87: Ordinance 94-0-87 - Passenxer Loadinx Zone - ftole/Lake pocket 223-9B-87: Ordinance 96-0-87 - Traffic Control - qSeY/Washington (Amended to 4-way stop) Docket 225-98-81: Ordinance 101-0-87 - Elimination of One Class C Liquor License Docket 226-9B-87: Ordinance 102-0-87 - Volunteor Handicapved Parkink Enforcement (To be withdrawn) OTHER MATTERS: In response to City !tanager Asprooth's request that the Committee discuss and identify the additional information requested by the Parking Ticket Collection Subcommittee, the following four items were approved: (1) A status of current parking ticket collection efforts; (2) What would be necessary for the City to send individual notices on delinquent parking tickets within a relatively short time after the ticket becomes delinquent; (3) Consideration of using a collection agency to collect two year old parking tickets; (a) Comparison of cigarette sales and cigarette tax collections before and after the last cigarette tax increase. The meeting adjourned at 8:40 P.M. Respectfully submitted, Stephe T. Pudloski Director of Public Works Members Present Members Absent: Staff Present: Presiding Official: Summary of Action: MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of October 26, 1987 Aldermen Nelson, Rainey, Summers, Radon and Paden Alderman Juliar Booth, Casey, Engel, Figurelli, Jennings, Kelner, Olkewski, Pudloski, Rubin, Shonk, Stern, Tonkinson and Wirth Alderman Michael Summers, Chairman The meeting was called to order at 7:40 P.K. MINUTES: The minutes of October 12, 1987 were approved as submitted. Chairman Summers stated that he would move consideration of the Township bills to the first item on the agenda since there were five people from the Township in the audience to answer any questions. Township Bil_1�: of September, 1997 - Alderman Radryn suggested that the Human Services Committee review the Township bills since the Township Work Program and status reports were reviewed by them. Township Supervisor Summers stated that at one time this was considered but they were told that the Administration and Public Works Committee should review the bills. Chairman Summers noted that review of the Township bills was legally a part of the overall pc;nent review responsibility of the Committee. The Committee requested information on a $225 payment to Ronald Huber, IAAQ School Coordinator and approved the Township bills as submitted. Chairman Summers stared that he intended to take another item that was not on the agenda for this meeting, but had been considered at an earlier meeting, namely the request for speed bumps in the alley south of South Boulevard between Sheridan Road and Arnold Place. Mr. Summers recognized Mr. Soroc of 496 Sheridan Road. Mr. Soroc stated that he was a 15 year Evanston resident, an architect, and was very concerned about the safety of the residents, particularly children, in that block. He indicated the alley is used as a short cut by people who speed up to 40 miles an hour and felt the only way to stop them was to add a number of speed bumps. fie pointed out the speed bumps in the alley east of Chicago Avenue, south of Greenleaf. Chairman Summers explained that the speed bumps in that alley had been approved prior to the present policy and indicated that the Committee had discussed this fully several times and had reaffirmed the policy. Chairman Summers suggested that the Traffic Fngineer look at several other methods to control speeding, such as a stop sign mid -block, heavy enforcement efforts, or changing the alley to one way. Alderman Radon suggested that Mr. Soroc meet with the other abutting property owners and consider requesting that the City vacate the alley to make it a private way r� MINUTES OF THE. ADMINISTRATION AND PUBLIC WORMS COMMITTEE October 26, 1987.......... Page Two so that the residents could then install speed bumps and become responsible for alley maintenance and liability. COMMUNICATIONS: Response to Sills List Inquiries - Alderman Raden noted there were no legal fees in the listing of expenses in the TIP Capital Projects Fund. Alderman Rainey stated that while the answer addressed the expenditures in the TIF Capital Projects Fund. she had asked for all the expenses associated with the Research Park. The Committee directed staff to send out an accounting of all costs associated with the Research Park in the next packet, Fire Department Monthly Report - Alderman Raden requested information on how the estimated loss shown on the bottom of page 1 of the report was determined. The Committee accepted the report. Parking Ticket Collection Status Report - They Committee accepted the report. !Sass Transit Fund Response - Chairman :summers stated that the legal opinion did not answer the question he had asked. Alderman Nelson suggested that staff see to it that the coupon from now on state that it can only be used by the City's carrier. lie suggested a rubber stamp be purchased that says. "Good for Best Only". In response to staff request for guidance, the Committee voted unanimously to direct utaff to implement a turn aruund system on an experimental basis. Chairman Surrsnk-rs then reminded the Committee of Alderman Nelson's -lotion to adopt modified proposal B after the information on the vehicle sticker collection rates was received. Alderman Nelson restated his motion which was to adopt proposal B and to modify it so that the sticker rate of $40.00 is for all passengzr vehicles, senior citizens, antique cars, motorcycles, dealers and school buses. lie noted that his amended proposal B would add about $50,000 to tha revenue. the Committee voted 3-2 (Aldermen Paden and Raden voting nay) tc adopt the amendment. The Committee then voted unanimously to direct staff to prepare the necessary ordinances in accordance with amended proposal B. Ambulance Billing, - The Committee accopted the report and directed staff to approach the hospitals to ask them to do the billing. Alderman Raden suggested that the Committee write a letter to the hospitals, and Chairman Summers asked that a draft of that letter be submitted to the Committee at its next meeting. Elm Tree Insurance Response - The Committee accepted the response. State National Bank Accounts and Investments - Alderman Nelson stated that he would be discussing but not voting on this matter since his son owns stock in the bank. Alderman Nelson noted that this is the kind of issue that the Committee should solicit comments from both pasties involved. Chairman Summers stated that Alderman Warshaw had drafted for Committee consideration a resolution to withdraw all deposits from the State National Bank. The Chairman suggested that this resolution be typed and distributed to the Committee and Council for the next regular meeting. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE October 26, 1987.......... Page Three City Bills of October 21, 1987 - The Committee requested information concerning the amended Youth Job Center budget and its relationship to the $28.000 emergency grant, and information on why the economic impact on arts study was charged to the General Contingency account and not the Arts Council. The Committee approved the bills as submitted. PURCHASES: Road Salt - The Committee unanimously moved to recommend approval of the low bid from Domtar Salt Company at the unit price of $18.83 per ton at a total estimated usage of 4,000 tons and $75,320. Mezzanine at the South Standpipe Utility Buildin& - The Committee unanimously moved to recommend approval of the low bid from W,H. Pedersen Company to construct the mezzanine at the South Standpipe Utility Building at a total cost of $12,453. Radio Maintenance Service -Contract - The Committee unanimously moved to recommend approval of the low bid from Motorola Communications and Electronics. Inc. at a total cost of $26.745. Grouting of Electrical Conduit in Sherman Avenue Garage - The Committee unanimously moved to recommend approval of the proposal from Tako Nagai Construction at a unit cost of $1.50 per foot for a total estimated cost of $11,250, Police and Fire Pension Fund Actuarial Services - The Committee unanimously moved to recommend approval of the proposal from William H. Mercer - Medinger - Hansen to perform actuarial evaluations of the Police and Fire Pension Funds at a total cost of $8,000 as a non -bid item requiring 2/3 majority vote. Civic Center Elevator Contract Chang-� Order - The Committee unanimously moved to reccroiend approval of tho change order to the Civic Center elevator contract with H. Ray Anderson and Associates, Inc. in the amount of $42.205 to provide a duplex controller. ITEMS FOR CONSIDERATION: Docket 220-98-87: Ordinance 93-0-87 - No Parking - Hartrey/Greenleaf - Chairman Suers noted that Aldermen Radon and Korshak have asked that this Item be withdrawn from consideration. The Committee concurred. ITEMS PREVIOUSLY CONSIDERED: Asking for and hearing no objections, Chairman Summers indicated that docket items introduced at the October 12 meeting and listed below are to be adopted tonight: MINUTES OF IHE ADMINISTRATION AND PUBLrC WORKS COMMITTEE October 26, 1987.......... Page Four Docket 222-9B-87: Ordinance 95-0-87 - No Parkinx at 435 Grove Street Docket 229-IOA-87: Ordinance 105-0-87 - Special Assessment #1370 - PavinK of Clifford/Bernard/Isabella Chairman Sumrrero announced that the Streetlighting Subcommittee Would hold a working session at 7:30 P.K. on Monday, November 15, Alderman Radon made a reference to the Corrsaittee to consider licensing, towing companies who operate in Evanston. The meeting was adjourned at 8:45 P.H. Respectfully submitted, �-T Stephen Vudloski DirectorPublic Works MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE and HUMAN SERVICES COMMITTEE JOINT MEETING November 2, 1987 Members Present: Aldermen Radon, Rainer, Paden, Susseers, Feldman, Collens, Davis, Drussser, Feldman, Larson, and Wold Members Absent: Aldermen Juliar and Nelson Other Alderson Present: Aldermen Brady, Rudy, and Warshaw Officials and Mary Anne Cappo, Jay Carow, Walter Clements, Cheryl Judie*, Ann Staff Present: Kepler, Richard Lanyon and Doris Wolin of the Library board, Phillip Peters, Judith DeStefano, Julie Harris, Janet Webb, David Williams, Nancy Brothers, Dr. Paul Ravenna, Marilyn Price, Joe Zendell, Richard Carter, Keith Bennett, Judith Aiello, Don Wright. and Don Wirth Presiding Official: Alderman Davis Summary of Action: The meeting was called to order at 7:50 P.M. Alderman Davis announced that this is a joint meeting of the Administration and Public Yorks Committee and the Human Services Committee of the City Council to review the Library Board's recommendation regarding the expansion of the main library. This will be the first step in a long process. Therefore, this evening's meeting will be for questions and discussion by the two Committees. Other opportunities will be made available for public input. Glennis Lundberg, Chairman of the Library Board, introduced the Library Board members present: Mary Anne Cappo, Jay Carow, Walter Clements, Cheryl Judice, Ann Kepler, Richard Lanyon and Doris Wolin; and Raymond Green, and Steven Yas, from Raymond J. Green & Associates, and Robert Rohlf, the Library Board's consultant. She presented a video, "Your Natural Resource", which illustrates the services and programs of the Library. She reviewed the history of the concern about expanding the main library, which was first expressed in 1973. After many studies and much planning, the Library Board is pleased to present its recommendation for an expanded library and urges the City Council to take steps to implement the proposal as quickly as possible. Richard Lanyon, Library Board member, reviewed the Building Program Statement and how it will be used. He noted that the complete Statement is 125 pages and is available for review. Over 600,000 people visit the main library each year, averaging 14,000 per day. The Building Program Statement provides an explanation of the space needs of the library, including design requirements which should be followed to provide an efficient, low maintenance, high service and flexible building. JOINT MEETING November 2. 1987............ Page Two Jay Carow summarized the Library Board's recommendation. The Library Board recommends constructing an expanded new section of the library building east of the present building and utilizing a portion of the present building for library purposes. enabling the remaining portion of the present library to be available for other cosmsunity purposes, such as a senior citizen recreation program. This proposal will combine new construction with renovation of the current library space, Will allow library services to be maintained throughout the construction, will provide for a new library entrance on Church Street which will be closer to parking, and will allow part of the current library building for another public use. The new library will be three floor levels above grade with a total of 103,000 square feet of library apace. The library expansion will take place in the alley east of the present library; including the parking lot. the alley. and a portion of the single family property east of the alley and the southwest corner of the parking lot north of the Women's Club. He reviewed the cost estimates for the project. The projected cost of the library expansion. according to this plan, would be $12,650.612. A total of 104 new parking spaces would colt an additional $1.000,000. With architecturallenginsering fees, the total projected cost would be $14.45O.0OO. The cost of renovation of the Levy Center space would be an additional $947.00O. Mr. Carow pointed out that the Feasibility Study, conducted by Raymond J. Green & Associates, had identified 15 points which have been significant in the development of the Board's recommendation. He reviewed the points listed in the memorandum from the Library Board dated November 2. 1987, on pages 1 and 2. Highlights include the reaffirmation of the importance of the main library to the downtown; the fact that any of the site configurations will require City approval of zoning variations, a zoning change or a planned unit development; a three story building on the site is an acceptable solution; no impact on traffic will result from an expanded library; the City owned parking lot (#3) on the west side of Chicago Avenue is inadequate in size as a site for a new library building; and the cost of demolishing the present building and then building a new library on the present site as compared to renovating and adding to the present building is not substantially different. Nary Anne Cappo presented the plans for the library design competition and a timetable. The primary objectives of a design competition are to generate innovative and high quality professional design proposals and to focus public attention and raise public support for the project. The Board is recommending an open, single stage national design competition which would be open to all licensed architects. The winner Would be awarded a cash prize, as well as the right to negotiate a commission to further develop the winning design proposal. The Board is recommending that the design competition be administered by a project administrator. She outlined a timetable for the competition based on the assumption that the City Council would decide by mid November, 1987 to conduct a competition. Plan submissions would be due in July. 1988 and a decision reached in August or September, 1988. Construction could begin in the fall of 1989. Alderman Davis opened the meeting to questions from Committee members. Alderman Drummer asked for a cost comparison between this recommendation and an entirely new library. Steven Yes from Raymond Green A Associates stated that building a totally new library would generally cost somewhat less. Alderman Rainey asked about the JOINT MEETING November 2. 1987............ Page Three impact of two major construction projects taking place at the same time, namely the Church/Chicago parking lot and the library construction. Jay Carow stated that it is anticipated that the Church/Chicago parking structure would be completed before the library construction begins. Judith Aiello, Assistant City Manager, stated that construction for the Church/Chicago project should begin in April of 1988 and be completed within 18 months. Alderman Rainer stated that, although she agrees that the library expansion will not increase overall traffic congestion, she believes that a Church Street entrance will cause major congestion problems due to double parking for patron drop-off. Jay Carow agreed that an off-street drop-off in the alley or other separate area or a curb cut will be necessary. Alderman Rainey stated her concern about adding unnecessarily to traffic congestion in the downtown area. Alderman Feldman asked about input from Levy Center users in this recommendation. $50.000 for remodeling the Levy Center use seers low. Mr. Carow pointed out that the $50,000 figure is for the construction of an elevator; actual renovation costs for Levy Center would be $371.000, to include primarily cosmetic changes, repainting and carpeting. An additional $277,000 would be for replacement of mechanical equipment. Although Levy Center representatives have had a walk-through of the library space and are aware of the Library Board's plans, they have not been substantially involved. In regard to the relationship between the proposed library and Levy Center. Mr. Carow said that the buildings would be separately administered and it is not anticipated that functions could be shared due to the library's need for its facilities for library purposes. There could be some controlled access between the Levy Center and library buildings. Alderman Collens thanked the Library Board for an "exciting" proposal. She stated that the proposed timetable is optimistic, considering the issues related to zoning, the Levy Center and the Women's Club. Alderman Rainey questioned the assumed acquisition of the land currently occupied by the house to the west of the Women's Club. This may be difficult to secure. What happens to the plan if the Women's Club is not willing to sell the property' Ms. Lundberg stated that discussions must begin immediately. Alderman Vold asked for a reassurance that the proposal mould provide the space necessary in forty years. Bob Rohlf, the library consultant, stated there is no guarantee because no one can be sure ghat Evanston will be like in forty years, however, the Board has done the best job possible to accurately project Evanston's future needs. Mr. Lanyon pointed out that, with the preservation of the current library building to the west of the proposed library, it would be possible to turn this space back to library functions if necessary. Alderman Collens asked how the Building Program Statement is specifically tailored to Evanston. Mr. Rohlf responded that this Statement reflects the differences between Evanston and other communities; specifically it reflects the presence of adults associated with Northwestern University and their substantial demands on the library collection. Don Wright, Library Director, stated that this plan accommodates the higher than average need for browsing and informal space; the high need for reference and research space for junior and senior high school students and adults; and the large demand for space for children's activities. Alderman Larson asked for an explanation of the impact of Northwestern University on the library use. Mr. Lanyon stated that the impact is that of the interests and concerns of the persons in the community who have some connection with the universities and colleges in Evanston. Mir. Rohlf stated that 70% of the adults in Evanston use the library, which is twice the national average. JOINT MUTING November 2, 1987............ Page Four Alderman Warshaw said she is impressed with the ideas presented, but is very concerned about the cost. What will be done regarding the funding gap between the projected costs and the dollars approved in the Capital Improvement Plan! Ms. Lundberg said she is not optimistic about private fundraising based on past experience. Some State funding may be available, but only a small amount. Alderman Rudy stated his concern about the zoning variations. Zoning issues should be resolved before the design competition. The process should allow for cossmunity input into the design and the impact of zoning variations on the community. He questioned whether a special use would be required. Mr. Carow stated that a special use would be required. Due to the size of the site. zoning variations including front and side yard set -becks will be necessary. Alderman Larson suggested that in the evaluation of design alternatives a value be given for a minimum of zoning variations. Alderman Davis asked if Raymond Green & Associates had any comments about the feasibility of the Library Board's plan. Steven Tas responded that they only had two days to review the plans; however, on first glance it appears to be a logical and rational approach which works. Its major advantage is allowing the library to function continuously throughout the building process. He had questions regarding the Church Street entrance and about the "drop-off" issues. He questioned the long range use of the original library building. Placing the now library teat of the corner may be relegating, it to the "back of the site". The corner site is prominent and may be viewed for a long distance on Church Street and may be preferred. In response to a question about inclusion of Northlight in any discussions, Mr. Carow responded that they have not been included. The Committees discussed a process for further consideration of this report. Alderman Summers stated that this should be placed on the Administration and Public Works Committee agenda as it deals with issues of buildings and structures. The Library Board has done its job, should be thanked, and it is time for the Administration and Public Works Committee and the full Council to make a decision. Alderman Radon expressed concern about the Council approving the project without prior involvement of the Zoning Board. Alderman Collens recommended that the City Manager develop a schedule for decisions to the made and a Limetable. This should include which decision making body should decide which issues in which order. Alderman Feldman stated the impossibility of Council okaying the project according to the Library Board's timetable. .Tay Carow stated that the Library Board urges the Council to move as quickly as possible on the project. The Committee members requested that staff draw a timetable and list of steps to be taken. Alderman Feldman moved and Alderman Larson seconded a motion to accept this report from the Library Board and to express the Aldermen's appreciation and thanks for their work. The motion was approved unanimously. The meeting was adjourned at 9:45 P.K. Respectfully submitted, �L_LL 1 Helen McCarthy Members Present: Members Absent: Other Aldersea Present: Staff Present: MINUTES ADO MSTR►TION AND PUBLIC WORKS COMMITTEE Resting of November 9, 1987 Alderwn Juliar, Paden, Rainer, Summisrs, and Nelson (arriving late) Alderman laden Aldermm Warshaw Aiello, Asprooth, Bennett, Booth, Casey, lizurelii. Jennings, [elver. Olkowski, Pudloski, Shoot, Stern, Tovkinson and Zimmerman Presiding Official: Alderman Michael Summers. Acting Chairman Sussaary of Action: Alderman Michael Summers announced that Chairman Nelson would be arriving late and that he. as previous Ccssaittee Chairman, mould be acting as Chairman. Chairs" Summers called the meeting to order at 7:35 P.M. MM,S_: Chairman Summers stated that the Minutes did not include his following statement: "Since certain taitcab companies had accepted the Senior Coupons and bad given the discount, something should be done to rectify the situation." Alderman Rainey stated that the Minutes should be corrected to include the essence of the discussion concerning the Civic Center elevator contract change order: "In response to Aldarn!tn Nelson. Building Operations Director Rubin stated that the plans and specifications were not consistent, since one required a duplex controller and the other a simpler; that both the low and second low bidder clearly submitted their bids for a simplex controller, that the architect was not requested to review the bids and make a recommendation, and therefore, the cost of the change order to provide the duplex controller was not a liability of the architect nor the contractor." The Committee unanimously approved the Minutes as corrected. COMMUNICATIONS: Response to Sills List Inquiries - Chairman Summers called the Committee's attention to the answer from the Youth Jo; Center of Evanston which was distributed to the Committee at the meeting. The Committee unanimously accepted the response to the Bills List inquiries. Parking Ticket Collection Status Report - The Committee directed staff to prepare a request for proposal, evaluate responses and prepare a recommendation for Council to consider hiring a collection agency on an experimental basis to collect from those having ten or more unpaid parking tickets from 1985 and 1986. Solid Waste Policy Plan - City Manager Asprooth stated that Alderman Raden had called and suggested that the cost to add curbside recycling was too expensive because it would result in three collections each week. and that the Co=I ttee consider twice a week pickup, but one of the pickups would be for garbage and the other for recyclable materials. City Manager Asprooth stated that there were a !MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 9, 1987.......... Page Two great number of problem associated with reducing the garbage pickup from twice a week to once a week and that the Environmental Control Board has suggested implementing the recycling program before adjusting the garbage collection program. Acting Chairman Summers noted that there was not enough time to discuss this matter in detail and suggested that when Alderman Nelson arrived, a special meeting be set to discuss this matter. The Committee accepted the report. MaUenc v Purchase - Lakefront Building Renovation - The Committee unanimously accepted the report of the emergency purchase from T.V. Nelson in the amount of S6,871.25 to install an underground electrical service to the Dempster Street lakefront building. Chsslte der for Coauuter,Jted Sewer Kaintlaance Kan&;#Mnt $votes - The Comittee unanimously approved the change order of $3,000 to correct Inconsistencies and errors in the records and manhole numbers and a change order of $4,290 to provide two program modifications to allow bulk data loading of maintenance records and reduce data entry time. CI&Z Bills of November 3. 1987 - The Committee requested further information concerning expert witness fees of S465 paid to Okrent Associates in Account 130.28100 and temporary help paid to the SEC Companies in the amount of $1,097.25 in account 330.22900, The Committee unanimously moved to recommend approval of the bills as submitted. PURCHASKS: Audit Services -- Acting Chairman Summers noted that the Audit Selection Subcommittee had not not to discuss the recommendation and suggested that the purchase be held until the Subcommittee had an opportunity to seat with the Finance Director. Acting Chairman Summers not the Audit Selection Subcommittee meeting for 7:00 P.M. November 23, 1907, and asked that if Finance Director Shonk bad any additional information for the Subcommittee prior to the meeting, he provide it in writing if possible. Transportation Services for Seniors and nobility Limited - Acting Chairman Summers stated that he would be abstaining from the vote in this matter because of a conflict of interest, but wished to ask a question concerning the survey. Assistant City Manager Aiello stated that the survey was distributed by staff members at the various senior facilities, such as the Levy Center. She also noted that the complaint cards which had been used by the taxicab company were now going to be submitted to the City rather than the company. The Committee voted 3-0 with one abstention (Alderman Stammers) to recommend the low bid from Best Taxi at a cost of $2.00 per one Way trip to provide transportation services for senior citizens and mobility limited individuals. ITEMS FOR CONSIDERATION: Chairman Summers noted that the first item ender this heading seemed to be the one which would take the most discussion and suggested that the Committee take the other items first to leave ample time to discuss Resolution 68-R-87. MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 9, 1987.......... Page Three Docket 244-1IA-87: Ordinances 11 4-0-81 and 117-0-87 - Wheel Tax Rate Chaaa2e - In response to Alderson Rainey, City collector Casey stated that most cars over SS horsepower were built prior to 1975. The Committee voted 3-1 (Alderman Paden voting nay) to recommmend approval of Ordinances 114-0-87 and 117-0-87. Docket 24S-11A-87: Consolidation of Mass Transit with General Fund - In response to Alderman Rainey, City Manager Asprooth noted that the recommendation would produce about $100,000 in new revenue and about $80.000 was needed to support the Kass Transit Fund, so the additional benefit to the General Fund would be approximately $20,000. The Committee unanimously moved to recossond approval. Docket 46-11i-87: Ordinance 11S -0-87 - Late psvtaent Fee for Business Licenses The Committee unanimously moved to recommend approval. Docket 247-11A-87: Ordinance 118-0-87 - Sunset Provision Re sr� dint Sidewalk Cafet - The Com•ittee unanimously moved to recommend approval. Docket 248-IU-87: Ordinance 119-0-87 - Amending Snow Zmerijacl Re ulations - Director of Public Yorks Padloski explained that the proposed amendment was to clarify the language associated with parking regulations and did not represent a substantive change to either the snow route parking ban or the snow emergency parking regulations. The major change was to increase the towing and storage fees from 335 and $5 to S40 and $8 so that they are consistent with the other police tow tees. The Coma ttee unanimously moved to recommend approval. Docket 243-11A-87: Resolution 68-PR-87 - Withdrawal of Deposits from State National Bank - Alderman Rainey stated that the consideration of this resolution was a matter of principal and that the administrative concerns presented in the memo from the City Manager were not a problem. She indicated that if the resolution is adopted, the City would take the necessary time to implement the policy. Alderman Warshaw stated that if the resolution were adopted. the subsequent actions were meant to provide an economic gain to the City, not a loss. Acting Chairman Summers recognized Mr. John Taylor. Chairman of the Board of State National Bank. Mr. Taylor noted that the merger was to be reviewed by the Federal Reserve Board and asked that the Committee wait until the results of that Federal Reserve review is completed. He also stated that State National Bank believed they had spent funds throughout the city, noting that 25% of their loans were in areas of the highest income and 221 of their loans were in areas representing the lowest Income. He noted that the bank had been in Evanston 117 years, employed 250 people and believed itself to be a valuable and vital member of Evanston. Ms. Patrice Caruthers of the Evanston Neighborhood Conference stated that they had reviewed the data that was submitted to the Federal Reserve Board and believed that the position taken by the bank was not accurately supported by the data. She indicated that while the data focused on the number of loans, if one looks at the dollar amounts of the loans, the overwhelming dollars were lent to the highest income census tracts. Alderman Rainey stated she had spent a great deal of time taking the data presented by the bank and analyzing the distribution of loans by the total number of loan dollars, not the total number of loans. Alderman Rainey indicated that her analysis showed that census tract 8092, which has a 98% minority population, ranked number 10 on the bank's ranking based on number of loans but was ranked 17, or the lowest based on the average dollar amount of loan. It was also ranked 17th based on the total dollars lent. Census tract 8096, which has a 74% minority population, MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 9, 1967.......... Page four was again ranked loth by the bank based on the number of loans, but was 16th based on the average dollar value of each loan and on the total amount loaned; and census tract 5097, which has a 53% minority population, was shown as rank 1 by the bank but was ranked 1Sth both on the basis of the average dollar amount of the loan and the total dollars loaned. Alderman Rainey suggested that the bank's method of presenting the data and doing the ranking leads one to believe that the bank was deliberately attempting to mask the amount of money loaned in the high minority population census tracts. Alderman Juliar stated that unless the relationships between the values of the properties is the census tracts were included in the comparison, a straight comparison of total dollars or average dollars loaned mould not be fair. Alderman Rainey pointed to the misleading presentation by the bank which would make their first ranked census tract move to next to last when dollars are considered rather thast number of loans considered. Mr. David Albertson, President of State National Bank, stated that the bank felt it was important to compare the number of loans, not the size of the loans since the bank believes the important factor is the number of people served. He also Noted that the bank had been accused of supporting gentrification of sons of these areas when they provided first mortgages. He indicated it was difficult to have it both ways: to provide a first mortgage, which of colors* is a higher amount, but still stand the criticism of gentrification. He indicated that many of the loans that are provided are second mortgages and hoar improvement loans in order for existing residents to maintain their properties and stay in the neighborhoods. Ms. Patrice Caruthers noted that she agreed that comparing a verag* loan size and average bouts value would be worthwhile, but she also noted that the Neighborhood Conference has documented cases with affidavits where minorities ware not able to get financial aid from the State National Hank, but were able to get it from other institutions. The Conference is interested in seeing that everyone in the community has the same opportunity. Alderman Warshaw stated that the resolution was based in part on her experience as a ember of the Housing Funding Committee. She stated that the Committee had attempted to get funding to finance the improvement of a number of boarded up houses and was not able to do so even though it was to be guaranteed by the City. City Manager Asprooth Asked the Committee to clarify the action it was considering. Is the effort to get an agreement, and if an agreement is not reached, will the sa:ae standards be set for other financial institutions! No. Patrice Caruthers indicated that the same agreement with other banks could be sought. City Manager Asprooth stated that he felt strongly that this was a City natter and if there was to be negotiating, the negotiating should be done by the City not by a neighborhood group. Alderman 'Rainey noted that she felt it was completely appropriate for the negotiations to take place between the bank and the Evanston Neighborhood Conference and that the City Council take action based on those negotiations. In response to Alderman Nelson, Ks. Caruthers stated that the Evanston Neighborhood Conference included nine neighborhood groups, had the support of nine aldermen, included membership from churches and the interfaith council and was an incorporated group. In response to Alderman Nelson with respect to the status of negotiations, Ms. Caruthers stated that there had been two negotiation sessions; that the Evanston Neighborhood Conference had listed in writing the items that they wished the bank to consider, which included a specific set aside amount for target areas plus outreach to the community; that the last session was two weeks ago; that the Federal Reserve had agreed to wait and review ENC concerns but that the bank had not made a commitment to the community in writing; and that was the goal of ENC. She also noted that the proposal given to the bank includes items which were agreed to by other financial institutions in the Chicago metropolitan MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 9, 1987.......... Page Eire area. Alderman Nelson then suggested that the negotiation sight profit from a neutral mediator or an impartial observer and asked if ENC had any suggestions. Alderman Warshaw said a third party was not necessary, that there was no need to mediate but a need to negotiate. In response to Alderman Rainer for the bank's position on the negotiation, Mr. Taylor said that they have been in the community for a long time, that they are not aware of any problems and they are always willing to talk to the people with problems and that they are willing to talk about this. Alderman Warshaw noted that it wasn't talk, but a written commitment that ENC was seeking. Alderman Nelson ask** that the proposal presented by ENC to the bank and the bank response be sent to the Committee. Alderman Warshaw noted that she had boon regularly sending all information to the Council, including the letter sent by the bank and a proposal by ENC. Chairman Summers noted that the resolution, if adopted, takes effect immmasdiately and given that the federal Reserve Board had still to Net and that both parties wore willing to negotiate, he suggested that the resolution be held for another two wroks to allow for some resolution of the natter. Alderman Rainey noted that while a vote may be premature today, the Council would expect some resolution of the matter in a short time, certainly before the next meeting. OTHER BUSINESS - Alderman Nelson thanked Alderman Summers for acting as chairman of the meeting and, after discussion, set a special meeting for November 16, 1987 at 8:30 P.X. to discuss the recycling program presented by the Environmental Control Board. Alderman Nelson also noted that the Streetlight Subcommittee was scheduled to meet at 7:00 P.R. on the 16th prior to this special meeting. The meeting was adjourned at 8:45 P.M. Respectfully submitted, Stephen IV Pudloski MINUTES ADMINISTRATION AND PUBLIC PORES COMMITTEE floating of November 16, 1957 !lumbers Present: Aldermen laden, Rainey, Summers, and Nelson Numbers Absent: Alderson Juliar and Paden Other Elected Officials Present: Mayor Darr and Alderman Larson Staff Present: Teske and Pudloski Presiding Official: Alderman Jon Nelson, Chairman Summary of Action: The meeting was called to order at 8:30 P.M. Chairman Nelson indicated the purpose of the meeting was to discuss the recycling plan presented by the Environmental Control Board and introduced Its. Donna Hirljak. Chairman of the Environmental Control Board, to begin the presentation. Chairman Hirljak. Ms. Cheryl Wallin, and Mr. Charles Klosterman made the presentation. Chairman Hirljak explained the history of recycling in Evanston, described the Board's charge to prepare a proposal to implement curbside recycling. and described the method used by the Board to prepare the proposal. Cheryl Wallin discussed the economic benefits of recycling, the mans used to collect recycling materials, including showing several graphics to demonstrate the percentage of recyclable* in the waste stream. Ms. Wallin noted that approximately 50% of the waste stream is recyclable if one includes yard waste. Ms. Wallin also described types of materials and the cost avoidance, primarily dump fees, which would help support the recycling program. Mr. Charles Klosterman highlighted the essentials of the proposed recycling plan. An outline of the presentation was presented and is attached and made a part of these minutes. Alderman Radon thanked the Environmental Control Board for its hard work and comprehensive report. She stated that there is a crisis in garbage and something must be done now to solve the problem. She stated that a recycling program should be implemented, but that as proposed, it was too expensive since it would result in three pickups at each house each week - two for garbage and one for recyclable materials. She proposed that the City consider two pickups each reek but that one be for garbage and the second be for recyclables. Kr. Klosterman indicated that the amount of racyclables would only amount to 15 to 20 percent of the waste stream unless yard waste was included, so that a once a week pickup would be quite heavy. He also pointed out that the Environmental Control Board had suggested consideration of once a week pickup after the recycling program included yard waste. In response to Alderman Nelson, Mr. Klosterman indicated that he had calculated that a five acre area would be needed to run a yard waste recycling program for the City and that the Board had suggested that a site be found outside the city of Evanston and run in conjunction with some other municipality. Alderman Nelson then indicated that he supported recycling NIIIU ES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 16, 1997.......... Page Two and going to once a week pickup, but suggested that an advisory refereadumi be field on the matter. Alderman Rainey spoke against holding a referendum, Indicating that if the City Council believes action such as this is necessary, they should go ahead and plan to implement the program. Alderman Nelson then noted that the referendum would provide an opportunity for public education and raise the level of understanding by the general public. Alderman Summers expressed concern about what would happen to any employees who might be laid off because of any changes in service. The Commsittee expressed strong sentiment that no people be let go because of implementation of this program. The Cowittee then discussed the issue of mandatory recycling versus voluntary recycling. The sentiment was generally that it ought to be a mandatory program. Mr. Klosterman indicated that in other cossaunities wbare programs were mandatory , either a ticket was gi►sa or the garbage was not picked up if it did not comply with the rules. Rr. Pudloski suggested that by placing a limit on the amount of garbage that would be picked up, with any additional being pitied up at a fee, this would encourage people to recycle. ►lderman Larson suggested that if the garbage could sawbow be metered per house, a system of debits and credits could be set up to that if one recycles a credit would offset any excess of garbage because of cleaning out the garage, etc. The Co■msittee consensus was to further investigate a recycling program which included once a week pickup for garbage and ooce a week pickup for recyclables, with City foress being responsible for collection of both items. Alderman Nelson also suggested that in the future a multi -family contract might be adjusted to includ* recycling. The Cossaittee agreed with Alderman Rainey`s suggestion that she discuss this matter at the City/Chamber Committee. The Committee also suggested that an article on recycling be carried in the Highlights in order to make people aware of what is being considered. The Cosuittee directed staff to return at the December 7 meeting with a first cut analysis of Implementing a program of once a week garbage pickup and once a week recycling pickup by City forces. The meeting was adjourned at 9:15 P.M. Respectfully submitted, Stephen Pudloski c Presentation to Administration and Public Works Committee November 16, 1987 by Environmental Control Board The Presentation will be made in three parts 1. Donna Hriljac 2. Cheryl Wollin 3. Charles Klosterman Hold questions unless directly germane to what is being said. 1. Donna Hriljac, Chair, ECB History -- for some years drop-off center on Oakton Street -- growing use -- satellite stations for paper at farmers' market and Unitarian Church -- full satellite station {glass, cans. paper} at Ecology Center postponed due to cancellation of state grant -- all worthwhile, but still a small part of recycled materials - 5t Late spring and early summer of this year, interest in Curbside recycling ermerged -- first in Keep Evanston Beautiful's municipal committee -- Mayor Joan Barr invited to July 16 meeting of ECB, and at that meeting strongly urged the Board to plan curbside recycling. Subsequently in an article in the Evanston News Voice issue of September 30, she reported this and advocated curbside recycling. Since then Environmental Control Board members have attended three recycling conferences. We have invited purchasers of recycled materials to our meetings to learn of markets and become familiar with economics. We have corresponded with other communities. We have become reasonably knowledgeable about the whole field of recycling, and we are continuing this process of learning. We have worked closely with Steve Pudloski, and have found him to be concerned, cooperative and supportive of our efforts. We are anxious to press the matter vigorously. We want a program in place by next spring. We know of the environmental benefit it will bring in terms of savings of materials and energy. We also know of the substantial savings it will bring in years to come as the costs of burying garbage continues to rise. Cheryl Wollin will now tell of the economic benefits and the means we will use to collect recyclable materials. Presentation to Administration and Public Works Committee November 16, 1987 by Environmental Control Board Higlight most of the Essentials of the proposed recycling program as submitted•by phe:En.tiCpndroA-0oard. 1. begin with 13.500 single family homes (condominiums of which Evanston has 3,500, rental apartments over four units and businesses later. For now, we need to get a program started.) 2. We propose hiring a private contractor to do this. Special trucks are needed, and no point in the city doing what a private contractor already knows how to do. City staff will need to receive bids, but then negotiate at length to determine method of payment, responsibility for disposing of collected materials, scope of materials recycled, participation of contractor in the necessary educational process, and other variables. Different communities have worked out different arrangements, and flexibility is essential until we achieve the optimum arrangement, both as to cost, maximizing recycled materials, and other services. 3. We propose a weekly pick-up of recycled materials, to take place the same day as one of the twice -weekly pickups now in operation, which w I I I con t€nue, at least until we become involved In composting yard wastes, about which more later in this presentation. Set out same time as garbage. 4. The city will provide plastic bins, one per family, similar to that shover► by Ms. Wollin. We shall choose our color. It has been shown, over and over ever since the now famous blue boxes were Introduced in Kitchener, Ontario, that the use of these bins doubles and In many case triples the amount collected. Bins are essential to the project. 5. An ordinance is needed which will make illegal the removal by unauthorized scavengers of materials set out in the bins. Otherwise, unauthorized persons will take aluminum cans and other materials having high value. and will make It difficult for our contractor to achieve a reasonable return for the work done. There is, however, nothing in this proposal which discourages Evanston residents from taking their materials to valley Scrap or other buy-back centers, or putting aluminum cans in the buy-back machines in supermarkets. 6. The mutter of composting yard wastes is of great concern to the Environmental Control Board. Grass clippings and leaves make up approximately one-fourh of the total waste stream. Moreover, the garbage pick up trucks now in use can pick up grass clippings and leaves. Beginning late in the spring, one collection each week could be only for yard wastes, and the other for garbage. The savings in tipping fees and hauling costs will be most substantial. It is our under- standing that the only thing delaying the composting program is the inability to find a site of approximately 5 acres needed to serve as a composting site. We produce at least l,000 tons of compostable material each year. It is essen- tial that this be made a matter of great urgency, and incorporated Into the recycling program just as soon as possible. 7. A major program of information dissemination and education must take place. The use of city publications, public media, school class rooms and every possible means of communication must be vigorously used. 8. The complete support of the city administration and government is absolutely essential. The citizens must hear no uncertain sound about this matter. The program must be enthusiastically supported. Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Meeting of November 23, 1987 Alderman laden, Paden, Rainey, Nelson, Summers, and Julian None Aiello, Asprooth, Sennett. Casey, Engel, liZurelli, Jennings. Oikowski. Pudloski, Rubin, Shonk, Tonkinson, Washington, Wirth and Zimmerman Alderman Jon Nelson, Chairman Chairman Nelson called the meting to order at 7:40 P.E. NINUM: The Committee unanimously approved the minutes of the following tdree meetings: November 2, 1987; November 9, 1987, and November 16, 1987. COMMUNICATIONS: Response to Hills List Inouiries - Alderman Rainey reminded staff that her request for information concerning Okrent Associates was not answered. The Committee unanimously accepted the response to the bills list inquiries with the understanding that the response concerning Okrent Associates would be forthcoming. Response to Township Bills List Inquiries - The Committee unanimously accepted the response. Fire Department Report - October. 1987 - In a response to an earlier questioa by Alderman Radon, Public Yorks Director Pudloski stated that the estimate of loss show on the Fire Department Report was prepared by the Shift Commander. The estimate includes structural damage and major contents. but does not include personal belongings, nor is the estimate updated. The Committee accepted the monthly report. City Dills of November 17, 1987 - The Committee requested further information concerning the $25,000 payment to Ridgeville Park District in account 251S.99SOO and the $8,806.50 payment to Select Service and Supply in the !lass Transit Fund Account 3202.46700. The Committee unanimously moved to recommend approval of the bills as submitted. Township Bills of October, 1987 - The Committee requested information from the Township Assessor concerning the $894.39 payment to American Express and the $630 payment to Robert Englaman. The Committee unanimously moved to recommend approval of the Township bills as submitted. PURCHASES: Audit Services - Alderman Summers, Chairman of the Audit Selection Subcommittee, reported that the Subcommittee had net with Finance Director Shonk and had MINUTES OF THE ADMINISTitATION AND PUBLIC WORKS COMMITTER November 23. 1987.......... Page Two discussed the performance of Arthur Young and Company and the staff recommendation to retain then as City auditor because their performance was satisfactory. Alderman Summers noted that Arthur Ioung had increased the general billing rates by 71L this fiscal year. but had reduced the increase to 5.8% for the City. Alderman Swaaars reported that the Audit Selection Subcommittee concurred with the staff recommandation. The Committee unanimously nosed to recommend approval of the proposal from Arthur Young and Company at a total cost of $31.875 to provide auditing services as a non -bid item requiring 2/3 majority vote. Aa&kgacits - The Cossmittee unanimously saved to recommend approval of the low bid from American Filter Sand Company to provide So tons of anthracite at a cost of $253.95 per ton for a total cost of $7,697.50. 24litioo of light auildigis in the Research Park Ue - Alderman Paden stated that the tenant at 1859 Railroad Avenue bad called her and requested an extension of time; when she called the City Manager, she received a letter stating that since site did not represent the tenant, she could not request an extension of time. Alderman Paden stated that the tenant only wanted a month or two and she could not understand why an extension could not be granted. Alderman Juliar indicated that it would seem to be a simple matter to do so. Alderman Paden stated that the City needs low cost housing and that it is not reasonable to tear down housing when the land is not going to be used in the near future. City Manager Asprootb stated that he had told Alderman Paden that giving an extension to the tenant was not a problem since the demolition contractor could wit to tear down the building, but that the Relocation Ordinance requires that the request for an extension come from the tenant and the tenant bad told our relocation consultant that he did not want an extension. Alderman Paden stated that the tenant bad not told the relocation consultant that he did not want an extension. Alderman Jultar asked if the building could not be put last on the demolition list and City Manager Asprooth said that it could be. City Manager Asprooth also stated that the Council policy was to tear buildings down as soon after we acquired them as possible since the City was not in the rental business. Alderman Paden reminded the City Manager that the City had owned and managed the Crost Furniture building for over two years and that he applied the policy in ways to serve his own purposes. City Manager Asprooth resindod the comittee that the Crost Furniture arrangement was made at the time of the purchase and was approved by City Council. The Committee voted 6-2 (Alderman Radon and Paden voting nay) to recosseand approval of the low bid from J.F. Hauling for a total cost of $52,000. James Park Shelter Roof - In response to Alderman Rainey. Public Works Director Pudloski stated that the project was included in the Capital Improvement Program. The Committee unanimously moved to recommend approval of the low bid from Advance Construction Corporation at a total cost of 510,200. Liouid Calcium Chloride S sy tom - the Committee unanimously moved to recosssand approval of the proposal from C.R. Hicks, Inc. for a calcium chloride prewetting system at a total cost of $7,250 as a non -bid item requiring 2/3 majority vote. Herbicidal Avalication of Sewers - In response to Alderman Summers, Public Yorks Director Pudloski noted that the herbicide had been used successfully in many applications in other cities and had not caused problems in the adjacent houses. The Cotmittes unanimously moved to recommend approval of the bid from Visu-Sewer MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 23, 1987.......... Page Three Clean and Seal, Inc. to herbicide 18,90 ♦ feet of sewer main foe a total cost of $33,400. JJW FOR CONSIDERATION: Qocket 243-11A-67: Resolution 68-PI-87 - To Withdraw City of Evanstoq Doposits fror Ststl National bank - Chairman Nelson noted that Alderman Warshaw had requested that the Comittee withdraw this resolution and the Committee voted unanimously to do to. The Committee also voted unanimously to consider the development of a linked deposit program that ties the City's deposits to special reimbursement programs which address the credit needs of Evanston minority and modest income neighborhoods. Docket 260-UJ-87: �eass and Maintenance o(Family Focus Prooerty. - In response to Alderman Rainey, Park, Recreation and Forestry Director Wirth stated that there is no lease fee associated with the lease. Chairman Nelson asked if anyone know whether there is a sliding scale fee for services at Family Focus. Alderman Radon stated that she believed there was a great deal of fund raising done in lien of fees. Alderman Summers believed that there wore no fees charged for any services. Alderman Nelson noted that when he was President of 4C's, most agencies had a sliding scale fee system and he asked if staff could contact Family Focus to see if they have considered charging fees. The Cosssittee unanimously moved to recommend that the City Council authorise the City Manager to negotiate a lease and saintonance agreement for the two apparatus areas in the landscaping and to include In the lease an indemnification of Family Focus for actions resulting from the City's maintenance activity. Docket 261-11A-87: Line of Credit Rote and Agreement Rexardinx Research Pork - Alderman Radon restated the Council's policy that the TIF District should pay for Itself and not be a property tax burden and asked for an explanation of horn this recommendation fits into that policy. City Manager Asprooth recalled that $1,000,000 of debt was sold in 1956 and the current increment supports that debt. The current recommendation. to borrow $1.5 million from Northwestern University with interest only payable the first two years and interest plus principal thereafter, will be supported by new increscent from the building set for construction by Shaw and Associates this year. In response to Alderman Radon, City Manager Asprooth noted that the increscent was not projected at full occupancy but built up over time just as the building at 1800 Sherman, which is currently 7S% occupied. In response to Alderman Paden, City !tanager Asprooth noted the present rate of interest is a little over 4.6%. very favorable considering that our recent bond sale was over 7%. There being no more questions from the Committee, Chairman Nelson recognized Mr. Richard Stillerman who stated that the memo does not include any figures, just assurances. Mr. Stillerasn questioned how the Council could act without a report on how much property tax had been lost due to acquisitions and what the actual projections were. Chairman Nelson noted that the Council had been given memoranda on such matters from time to time. In response to Alderman Rainey, City Manager Asprooth noted that there is probably $850,000 already committed of the $1,500.000 to be borrowed and that before the second quarter of 1958, he expects that all of the $1.5 million will be obligated. Given our obligations under the agreement for land acquisition and relocation, City Manager Asprooth stated it would be likely that some time during, 1988 this matter would have to be MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE November 23, 1987.......... Page Your revisited. The Cosssittee voted 4-2 (Aldermen Paden and Radon voting nay) to recosimend approval of the line of credit and note agreement with Northwestern University. Tax ►batesant Resolutions - Chairman Nelson noted that the seven resolutions. 69 through 75, were all tax abatesssnt resolutions which would lower the amount of the 1987 property tax levy needed to retire the outstanding general obligation debt. As such, he entertained a motion for approval of all of the resolutions at once. The Committee unanimously moved to recoeaend approval of the seven resolutions listed below: Docket 262-11D-47: jj,atjon 69 -1-87 - Taj_4k§M sat of Series 1960 Gtnaa 9blication Debt Docket 263-118-87: tesolution 70-9-87 - Tax gbatsmeat of Series 1983 Gtneral Qpluation Bonds Docket 264-IIB-87: Resolution 71-R-87 - Tax Abatement of Series 1911-A General Obligation Bonds Docket 265-115-87: Resolution 72-R-87 - Tax Abatement of Series 1981-3 General Obligation Bonds Docket 266-11D-87: losolutioa 73-R-67 - Tax Abatement of Series 1982 General OIL ation Bonds 22 ket 267-113 -87: Resolution 74-R-67 - Tax Abatement of Series 1987 General Oblij,atioa Bonds Docket 268-118-87: Resolution 75-H-87 - Tax Abatement of Series 1986 General Obligation Bonds Docket 269-11B-87: Resolution 76-R-87 - Less* with Northwestern re ardin Parkin& at the Former Dosinicks Site - In response to Alderman Radon, City Manager Asprooth stated that the University had proposed to use the Dominicks site to provide its own parking for the BIRL building, but the City requested to lease the property for replacement parking during the construction at Church/Chicago. City Manager Asprooth also noted that this lease supercedes the old BIRL parking lease with the University. City Manager Asprooth also noted that nothing in this lease releases the University from meeting their parking obligations under the zoning ordinance. In response to Alderman Haden. City Manager Asprooth noted that the University is requesting the hold harmless clause because the Dominicks property will be used as public parking while the spaces to be used by BIRL would not require the same kind of hold harmless since they will be located in a public parking lot. There was a brief discussion by the Cossaittee of the use of the Dominicks lot, the City Yards lot, the cost, and the possible shuttle service. City Manager Asprooth suggested that the Committee wait to review the plan to be submitted by staff concerning the use of the Dominicks lot and the City Yards lot during the construction of the Church/Chicago structure. It was also suggested that short term meters night be used in the Dominicks lot to provide spaces for shoppers and that the lot be opened prior to the Christmas season to provide parking for shoppers. City Manager Asprooth stated that he was not certain whether the lot could actually be MINUTES OF THE ADMINISTRATI0N AND PUBLIC WORKS COMNITT8E November 23, 1987.......... Page Five completed in such a short ties, but that the matter mould be considered. The Committee unanimously sued to recommend approval. Docket 270-113-87: Ordinance 86-0-87 - Police Authority to Tow Cars from Private P,roart= - The Committee unanimously moved to reconmend introduction. Dogkst 272-118-87: Ordinance 1?5-0-87 - Reducing Number of Class C Liavor Licegm - The Committee unanimously moved to recosmasnd introduction. ITEMS PREOIOUSLI CONSIDERED: Chairman Nelson. asking for and hearing no objections, indicated that the fort items listed below would be recommended for approval based on the CommittN's action at the previous meeting: Docket 2 44-IIA-67: Ordinances 114-0-87 and 117-0-87 - Wheel Tag Rats Change Docket ? 46-IIA-97: Ordinance 115-0-87 - Late Payment Fee for Business 14censes Docket 247-IIA-87: Ordinance 118-0-87 - Sunset Provision Retardint Sidewalk Cafes Docket 2 48-11A-87: Ordinance 119-0-87 - Amwndint Snow Fmortency Regulations OTHER BUSINESS: Alderman Paden asked for a report as to why there were so many false alarms and what was being done to reduce the numbers. Chairman Nelson requested that the Fire Chief be asked to respond to the question. The meeting adjourned at 8:45 P.M. Respectfully submitted, I Steph T. Pudloski Director of Public Works r Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: KENUTZS ADRUISTRATION AND PUBLIC WORKS COMMITTEE Heating of December 7, 1987 Aldermen Radon, Paden, Nelson. and Juliar Aldermen Summers and Rainer Aiello, Asprooth, Bennett, Carter, Engel, digurelli, Jennings, [elner, 01kowski, Pudloski, Shulse, Shonk, Teske, Tonkioson, Wirth, Wright, Zendell and Zimmerman Alderman Jon Nelson, Chairman Chairman Nelson called the meeting to order at 7:35 P.K. gums: The Committee unanimously approved the minutes of November 23, 1987. COM MICATIONS: Response to Bills List Inquiries - The Committee accepted the response to the bills list inquiries. In response to Alderman Radon, Director of Public Works Pudloski stated that the response on the Township Bills would be in the nest packet. Special Assessment Pavina Schedule Update - The Committee unanimously approved the list of streets scheduled for PTI988-89. Alderman Radon requested that the section of Custer scheduled for 1989-90 be moved to the end of the program. Recycling Prosser - The Committee accepted the status report on curbside recycling and Chairman Nelson requested a progress report in January which includes a timaline for decision on this new program. In response to Alderman Radon, City Manager Asprooth stated that a curbside recycling program could not be included in the proposed budget because of the time. He suggested that a mid -year budget adjustment could be made by Council after deciding what kind of curbside recycling program would be implemented. Temporary Parking Plan During Church/Chicago Construction - City Traffic Engineer Jennings summarized the data that was collected on the use of the Church/Chicago Parking Lot which showed that the destination of those using that lot was within one or two blocks of the lot. Traffic Engineer Jennings also discussed the number of meter feeders in the vicinity of the Church/Chicago Lot and the plan to relocate those meter feeders along with the Church/Chicago long term packers to the Dominicks Lot so that short term packers could use the freed up meter spaces on the street and in the lot behind the library. In response to Alderman Radon, Traffic Engineer Jennings then discussed the walking distance and time between the destinations and the other parking lots. The Committee discussed the need for a shuttle bus. MINUTES OF THE ADMINISTRATION AND PUBLIC WORTS COMMITTEE December 7, 1987.......... Page Two Alderman Radon spoke strongly against implementing the shuttle bus because the distance was not that great and the costs were high. City Manager Asprooth noted that he was a strong proponent of the shuttle but since this is an attempt to change people's behavior. He also painted out that if a shuttle bus is not provided many of the long ten parkors will park on the street in the neighborhoods. Alderman Juliar noted that the closing of the Church/Chicago Lot would be very disruptive to businesses and the people who park in the lot and anything that could be done, including the implementation of a shuttle, would ease the disruption. Alderman Paden suggested that the parking too be less for those who do not want to use the shuttle. City !tanager Asprooth indicated that the cost of the permit was about what most people were paying now and that this would allow any or the porkers to ride the shuttle and not require the shuttle driver to collect tickets or sell passes or handle money in any way. Traffic Engineer Jennings stated that he had discussed the operation of a shuttle with a number of contractors who could provide the shuttle service on a month by month basis so that If the shuttle was not used it could be eliminated or reduced in hours. In response to Alderman Paden, Traffic Engineer Jennings stated that the shuttle service would be twelve minutes between buses in the off-peak hours and six minutes in the peak hours. Alderman Juliar moved to recommend the Temporary Parking Plan, including the shuttle, to the City Council. The Committee voted 2-2 (Alderson Radon and Paden voting nay). Alderman Radon then moved to approve the plan without the shuttle. Time Committee voted 2-2 (Aldermen Juliar and Nelson voting nay). Chairman Nelson then stated that the matter would have to be decided by Council and requested that the City Manager place this matter on the agenda for the next Council setting. &ajor's Special Parking Committee Report - The Committee unanimously accepted the Mayor's Special Parking Committee Report and took the following action on the recommendations. With respect to the issuance of separate day and night permits for City lots, the Committee referred this to the City Traffic Engineer for a report on how this might be implemented. With respect to changing the street sweeping plan in southeast Evanston around the business districts, the Committee referred this to the Director of Public Works for a report on horn this might be implemented. Alderman Radon requested that the implementation plan be expanded to high density residential areas where the problem is similar. With respect to increasing the number of enforcement personnel. Public Works Director Pudloski noted that the temporary parking plan for the Church/Chicago Lot included the addition of one and one half enforcement officers. He suggested that this would be one way to evaluate whether increased onforcement did make short term spaces more available. City Manager Asprooth noted that the overwhelming majority of comments he receives are that there is too such enforcement of the motor areas. The Committee then referred this matter back to the Mayor's Special Parking Committee to work with the Chamber of Commerce to develop an awareness by business and the public of how the goal of stepped up enforcement is to make short term parking available. With respect to the request for 354000 to hire professional technical consultants. the Committee stated that this will be decided as part of the budget process. City Bills of December 12. 1987 - Alderman Radon requested information on the use of the film and photographic supplies charged to account 323 - Economic Developmtat. The Committee unanimously moved to recommend approval of the bills as submitted. MINUTES OF THE ADMINISTRATION AND PUBLIC WARES CONNITPEE December 7, 1987.......... Page Three PURCHASES: Special Assessment 01367 - Pavina Poplar/Jenks - The Committee unanimously *owed to recommend approval of the low bid from Thomas Madden Company at the unit prices bid for a total estimated cost of =227,50E. Special Assessment 01366 - Paving Colfax - In response to Alderman Radon, Public Yorks Director Pudloski stated that both the low concrete bidder and the low asphalt bidder had never paved any struts or alloys and it was for this reason that the staff was rocosmnending the second low bid. Stab was also recommending the second low concrete bid rather than the asphalt bid because the cost for concrete was only $1,500 more than asphalt and concrete would provide nncb lame Ion$ term maintenance costs. The Cossaittee unanimously saved to recommend approval or the second low concrete bid from Capital Cement Company at the unit prices bid for a total estimated cost of $80,498.75. Special Atsesament #1369 - Pawt" Dartmouth Place - Public Yorks Director Pudloski stated that time staff was again recommending the second low concrete bid because the low bidders for both concrete and asphalt had never pared any alleys or streets and that the cost difference between the second low concrete bid and the second low asphalt bid was only $500. The Committee unanimously moved to recommend approval of the second low concrete bid from Capital Cement Company at the unit prices bid for a total estimated cost of $68.033,50. Arts A Recreation Ra ast zine - Alderson Baden and Paden both stated that the cost of this magazine was too high, particularly in this time of tight budgets. Taey —suggested that a less expensive publication would do the same job. Alderman Juliar stated that this magazine provided a single place for advertising all Recreation and Arts Council programs and that surveys had shown that the residents find it helpful. Chairman Nelson stated that this was a case where one had to spend money to make money. The Committee voted 2-2 (Aldermen Radon and Paden voting nay) to recommend approval of the proposal from Glenbard Graphics for printing for a total estimated annual cost of $86,280 and from John Gwinn/Malanis Anderson for design services at a total estimated cost of S12,960. Chairman Nelson stated that, given the tie vote, this mutter would go to Council with no recommendation from the Committee and be taken off the consent agenda. Fire Helmets - The Committee unanimously moved to recommend approval of the low bid from GFE, Inc. to furnish 110 helmets at a total cost of $5.934.50. ITEMS FOR CONSIDERATION: Docket 272-12A-87: Library and Levy Center Buildinmt Program Evaluation - Alderman Radon explained that she had received a call from a member of the Woman's Club and that the Woman's Club bad not been contacted concerning the Library expansion proposals and had no knowledge of the alternatives nor had they been consulted. Alderman Paden explained that she had heard from a number of senior citizens and they were not being given an opportunity to be involved in the decision to relocate the Levy Center. Alderman Juliar said that, of course, we wanted the input from both the Woman's Club and the seniors. City ]tanager Aaprooth stated that he and Library Director Wright had meet with the previous president of the Women's Club about a year ago and had met with them recently to dircuss the current process and MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE December 7, 1987.......... Page Four offered to meet again. City Manager Asprooth also noted that the Recreation Board has just developed a cosmNittee and a process to get the input fro& senior citizens and that that committee had ,just had its first meeting. Alderman Radon said that there had been a nuabor of alternative locations, including a proposal to construct a now Levy Center adjacent to the Civic Center which had been hidden from the Committee by the staff. City Manager Asprooth stated that he had just received that proposal in the middle of the previous week. Alderman Radon then said she did not see any reason to save the Levy Center, particularly since the property is not scheduled for use at the present time in the Research Park. She suggested leaving the Levy Center where it is. City Manager Amprooth noted that the City Council had already considered the relocation of the Levy Center and had decided that its relocation was necessary for proper development of the Research Park. Alderm" Paden said that she was very concerned that seniors be included in the process. Aldermman Radon stated that she felt both sombers of the Levy Advisory Committee and the Cosmsission on Aging should be involved in the process and moved to smand the staff recosmmeadation to include their representation. The Committee voted unanimously to authorize the City Manager to negotiate a contract with Raymond J. Green L Associates to designate the Recreation Board as the group to which alternative recommeendations concerning location of the Levy Center will be forwarded, expanded the Recreation Board's Special Cosmaittee to include representatives of the Cosmaission on Aging and the Levy Advisory Committee, and adopted the project developmnt schedule contained in the report which would provide consideration of the specific project policies by the Administration and Public Works Committee during April and May of 1985 and Council approval to proceed with design competition in May of 1988. Docket 273-12A-87: Resolution 78-R-87 - Renewal of Lease - Evanston Township - The Committee unanimously moved to recomend approval. Docket 27+-12A-87: Resolution 79-R-87 - Renewal of Lease - Congressman Yates - The Committee unanimously moved to recommend approval. Docket 275-12A-87: Resolution 82-R-87 - Agreement Re ardin Interim Parking Program for Research Park - In response to Alderman Radon. City Manager Asprooth stated that the agreement was for $15.00 per space and, while not a market rate, the lot was not a market rate lot. It was far from downtown and it would not be paved. He also noted that the cost proposed in the plan for temporary parking during the Church/Chicago coautruction was higher because those permit holders would be using the shuttle to met to their destinations near Chicago and Church and most would be using Doninicka Lot which is paved and lit. Alderman Raden stated that she felt strongly that the cost should be increased, at least equal to what others were paying. City Manager Asprooth stated that the rate had been negotiated, recognizing the public support for the development. The Committee voted 2-2 (Alderman Radon and Paden voting nail) to recommend approval of the agreement. Cht-irman Nelson stated that this resolution would be considered by Council without a recommendation from the Committee due to the tie vote. Docket 276-12A-87: Ordinance 126-0-87 - Class D Liquor Licenses for the Phoenix Inn and Siam Square - The Committee unanimously moved to recommend approval. MINUTES Of THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE December 7, 1987.......... Page five ITEMS PREVIOUSLY CONSI*!ERID: Chairman Nelson, asking for and hearing no objections, noted that the following two items had been approved at the previous Committee Meting, introduced and were on the consent agenda for Council approval. Docket 470--11E-57: Ordinance 86-0 -87 - Police Authoritv to Tor Cars from Private Prover1l Docket 271-11D- 87: 4r4ig1nce 175-0-S7 - Ro4ocin the !lumber of. Class C Lianor Licenses, Chairman Nelson stated that a representative of the Woman's Club had asked to speak and recognised Ms. Doris Ovorboo. Ms. Overboe stated that she was Chairman of the Ad Roc Committee of the Woman's Club appointed by the Board of Directors on Navembor 9. 1967. The Ad Not Committeo's purpose is to give due consideration of the publicly expressed interest by the Evanston Library Hoard and the City of Evanston in Club owned property at 615 Church Street and the consequences to the clubhouse proper. No. Overboe stated that there was indeed a meeting with the City Ravager and the head librarian January 7. 1967 but no further word had been given to the Woman's Club from January until November when the mutter was made public. No. Overboe distributed a handout which included a list of the members of the Ad Hoc Committee. a letter from the Woman's Club attorney objecting to the taking of the Woman's Club property. a survey of the property, a list of important facts about the Woman's Club and its auxiliary. a listing of the 1987 public service agencies benefiting from the Woman's Club and a listing of the organizations using the Woman's Club facilities. Ms. Overboe also called attention to a number of concerns of the Woman's Club, including the need for a plat of survey, formal appraisal, a stress study done on the clubhcuse, access problems and dangers, future club usage of 615 Church, total Club property value versus land severance. problems associated with using a relocated alley, and parking for staff and rwmbera. Ms. Overboe began to discuss the list of concerns addressed in the handout materials, but because of time constraints and the need to draw the meeting to a close. Chairman Nelson asked that Ks. Overboe sad the Ad Hoc Committee return to another mating to discuss this matter. No. Overboe agreed to return. The meeting was adjourned at 9:10 P.R. Respectfully submitted, Stephen T. Pudloski Director of Public Yorks f MINUTES ADMINISTRATION AND PUBLIC WORKS COMMITTEE Resting of December 21, 1987 Members Present: Aldermen Rainey. Paden, Nelson, Juliar and Radon (arriving late) Members Absent: Aldermen Steamers Staff Present: Aiello, Asprooth, Bennett. Carter, Engel, Figurelli, [elner, Olkowski, Pudloski, Rubin. Shulse, Swan, Tonkinson, Wirth. and Zendell Presiding Official: Alderman Jon Nelson, Chairman Summary of Action: Chairman !Nelson called the meeting to order at 7:40 P.M. MINUTES: The Committee unanimously approved the minutes of December 7, 1987. COMMUMICATIDHS: Response to Bills List Inquiries - The Committee accepted the response to the bills list inquiries. Response to Township Bills List Inquiries - The Committee accepted the response to the Township bills list inquiries. Fire Department Monthly Report - The Committee accepted the report. City Bills of December 16, 1987 - The Committee requested further information concerning appraisal costs for 611 South Boulevard in account 6915.22900 and approved the City bills as submitted. Township Bills of November - Alderman Rainey moved that the following bills be held and not recommended for approval to Council until further explanation: GA Fund - Administrative - Orrington Hotel, $115.33; Best Taxi, S14.00; Evanston Chamber of Commerce, $45.00; and GA Fund - Work Opportunity Program - Best Taxi Service. $357.00. The Committee voted 3-1 (Alderman Juliar voting nay) to hold approval until further explanation. Alderman Paden moved to hold the following two expenses until written explanation: GA Fund - Administrative - Adventura Travel, 1132; and Eighth Annual Education Conference, Springfield, $450. The Committee voted 2-2 (Aldermen Juliar and Nelson voting nay). The Committee unanimously moved to approve the remainder of the Township bills. PURCHASES: Arts L Recreation Magazine - Chairman Nelson asked if there was any discussion of this matter. There being none, he noted that the Committee ti MINITTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE December 21, 1987.......... Page Two had discussed this matter at the last meeting and voted 2-2 with regard to printing and design services for the magazine and that City Council had held this matter over for tonight's meeting. He also noted that there were two memos addressing this purchase in the packet. Traffic Sicnal Controllers - The Committee unanimously moved to recommend approval of the proposal from Bell and Gustus, Inc. to provide a traffic signal, two controllers, and one cabinet for a total cost of $11,131.20 as a non -bid item requiring 2/3 majority vote. Roof for Water filtration Chlorine Storage and Garage - The Committee unanimously moved to recommend approval of the low bid from A-1 Roofing, Inc, at a total cost of $6,835. Rescue Tool - The Committee unanimously stored to recommend approval of the low bid from Simon and Simon, Inc. to provide one AMKUS Rescue Tool for tho Fire Department at a total cost of $12,845. Snow Plows - The Committee unanimously moved to recommend approval of the proposal from Illinois FWD Truck and Equipment Company at a cost of S27,144 to provide six snow plows and five push frames and the proposal from Monroe Trucking Equipment at a cost of =16,680 to install the snow plow frames and the central hydraulic systems on six garbage trucks as a non -bid item requiring 2/3 majority vote. ITEMS FOR CONSIDERATION: Docket 287-12B-87: 1988 Motor Fuel Tax Resurfacing Program - The Committee unanimously moved to recommend approval of resurfacing approximately 1.6 miles of streets in nine locations and modernizing two traffic signals at an estimated cost of $900.000. Docket 288-12B-87: Temporary Parkin& Plan and Shuttle Bus - Chairman !Nelson noted that this plan had been discussed by the Committee as a communication at the previous meeting and the Committee voted 2-2 with respect to providing the shuttle bus. Chairman Nelson then recognized Mr. Ira Golan, Executive Director of the Evanston Chamber of Commerce. Mr. Golan stated that the Chamber of Commerce wished to have this matter tabled so that it could discuss the need to provide a shuttle bus. The Committee voted unanimously to recommend to Council that this matter be tabled until February 8 to provide for Chamber input. Docket 289-12B-87: Resolution 85-R-87 - Acquisition of 1853 East Railroad Avenue - The Committee unanimously moved to recommend approval. Docket 290-12B-87: Resolution 86-R-87 - Acquisition of Certain CTA Property - The Committee unanimously moved to recommend approval. Docket 291-12B--87: Ordinance 132-0-87 - Parking Rate Increase - Alderman Juliar asked Mr. Ira Golan if the Chamber had any comments. Mr. Golan indicated that the Chamber had not received any complaints with respect to the parking rates and that he, personally, felt that they were economical l , . MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE December 21, 1987.......... Page Three compared to other places. The Committee voted unanimously to introduce Ordinance 132-0-87 and to recommend the proposed increases in perking permit fees and the expenditure of $8,000 for the purchase of parts to convert parking meters. Alderman Radon, arriving immediately after the vote was taken, indicated that because of the uncertainty associated with the temporary parking plan and the shuttle bus. it was her feeling that if the shuttle bus was not provided the parking rate increases would not be needed and asked that her vote be recorded as nay on this scatter. The Committee agreed that the vote mould be recorded 4-1 (Alderman Roden voting nay). Docket 292-125-87: Ordinance 133-0-87 - Parking Restriction at 400 Asbury - The Committee unanimously moved to recommend approval. Docket 29*-128-87: Ordinance 134-0-87 -- Traffic Controls at M_ichitan/Hamilton - The Committee unanimously moved to recommend approval. XTENS PREVIOUSLY CONSIDERED: Docket 276-12A-87: Ordinance 126-0-87 - Class D Liauor Licenses for the Phoenix Inn and for Sian Square - Calling for and hearing no objections, Chairman nelson noted that this item had been introduced at the last meeting and is on the consent agenda for the Council meeting. OTHER BUSINESS: Director of Public Works Pudloski distributed a report on the snow storm of December le and 15, 1987. Mr. Ira Golan. Executive Director of the Evanston Chamber of Commerce, noted that the Chamber had sent a small flyer to all businesses, which indicated that the abutting property owner is responsible for clearing the sidewalks. Mr. Golan indicated that he felt that more property earners had taken the responsibility this time because of being Informed. Library and Woman's Club - Chairman Nela�h recognized Me. Doris Overboe, Chairman of the Ad Hoc Committee of the Woman's Club which was formed to monitor, evaluate and provide liaison with the City concerning the Library project. Ms. Overboe explained that the position of the Women's Club is the same today as mentioned by the Woman's Club attorney in the letter distributed at the previous meeting and reported in those minutes. She indicated that the taking of 615 Church would, in the Women's Club opinion, cause irreparable harm to the Club. She also stated that there are broader issues than the taking of the house, including the impact of the Library development on the Ernest Kayo designed building constructed in 1913. Ms. Overboe stated that there are a number of issues, including fire truck access to the clubhouse should the City acquire and build on the 615 Church Street property. Ms. Overboe thanked Aldermen Roden and Korshak for contacting the Woman's Club with respect to development and Chairman Nelson for providing an opportunity for the Woman's Club to speak at the meeting. She also noted that Library Director Wright had contacted her and explained that the Woman's Club would be kept informed and provided with an opportunity to comment during the Library planning process. Ms. Overboe indicated she hoped that this signaled a new approach to including the Woman's Club in the deliberations with respect to the Library. Ms. Overboe stated that she and others. including an architect, had found the MINUTES OF THE ADMINISTRATION AND PUBLIC WORKS COMMITTEE December 21, 1987.......... Page Four feasibility study very confusing and hoped that more information and an explanation would be forthcoming. Ms. Overboa then distributed a listing of Items to be considered in planning the Evanston Library project. These Included the relocation of utility services to the building, temporary services to the building during construction, possible structural damage to the Woman's Club building during and after completion of the Library, temporary traffic access to the rear of the building for deliveries by large trucks, provision of parking for members' cars at the rear of the Clubhouse during construction, replacement of the concrete walk along the west side of the Clubhouse, the loss of a large (150 year old) tree in the garden area of the Clubhouse, and loss of parking spaces at the rear of the Clubhouse. Also included was a list of items which the Club felt should be considered and would be costly during the construction of the now Library, including relocation of Comonwealth Edison facilities in the alley, relocation of all utility services to the existing Library. relocation of telephone, gas, water and sewer facilities in the alley. relocation of the existing alley and City parting lot lights, provision for temporary electric service to the Library, provision for temporary electric service to the Chicago Avenue Parking Lot light■ and loss of parking spaces behind the existing Library and in the public lot north of the Woman's Club. Me. Overboe then discussed the benefit to the community that is provided by the Woman's Club. She listed a number of agencies which receive direct benefits from the Women's Club, including the St. Francis heals at home Progran, 'terra Museum. Boy Scouts, Girl Scouts, and other charitable organizations. Ms. Overboe also indicated that other groups use the Woman's Club, including the National College of Education, the French Club and other cultural, educational and service oriented organizations. Ms. Overboe concluded by thanking the Committee for an opportunity to complete her remarks from the previous meeting and indicated the Woman's Club's willingness to participate in the deliberations with respect to the Library. The meeting was adjourned at 8:45 P.M. Respectfully submitted, s Stephen Pudltoski Director of Public Works