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Home My WebLink AboutMinutes 1984ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Meeting of January 9, 1984 Members Present: Aldermen Barr, Borah, Nelson, Raden,,Rainey, Summers Members Absents None Staff Present: Roethle, Zimmerman, Booth, Johnson, Brandt, Carlson, Engel, Wagner, Asprooth, Aiello Presiding Official: Alderman Jon 0. Nelson, Chairman Summary of Action: Minutes - The Committee reviewed the minutes of the December ;.9, 1983 meeting and, subject to corrections on pages 3 and 4 regarding Alderman R016ey"s comments an the auditing services, the minutes were approved. Communications Bills List Inquiries - The Committee approved the response to bills list inquiries of the December 19, 1983 meeting. Reserved Handicapped Parking on Residential Streets - The Chairman recognized Alderman Korshak who related that, in the Fourth Ward, one of his constituents is a paraplegic and is having difficulty in parking close to his residence due to heavy demand for on -street parking in the area caused by the neighbors who own six cars. The Alderman's constituent is asking for a reserved handicapped parking space in front of his residence. The Alderman related he recognizes the problem of creating these spaces in high density areas, but does not believe there is a particular problem if done in less dense residential areas. Alderman Nelson related that he is aware that designated passenger loading zones have been created in the past and, perhaps, this is the best remedy. Alderman Barr stated that she is opposed to an ordinance because of the problems pointed out in a staff memorandum. Alderman Barr inquired whether the family next door to the constituent could be more cooperative since, though they have six cars, they can't be denied the right to park them on the street. In response to Alderman Nelson, Alderman Korshak stated that the constituent has no driveway, alley, or garage available to him. The City Manager pointed out that whatever action is taken regarding these types of spaces, it would require an ordinance since tickets written in violation of these spaces could be challenged without an ordinance. The City Manager pointed out that it might be appropriate to establish these types of spaces along the lines of what is done for each individual stop sign, :rhich requires individual ordinances. Alderman Borah stated it might be possible to put in the discretion of the Traffic Engineer and City Manager the language that ao these spaces would not be allowed in an area that it would be "so burdensome to a block that it is untenable," or some form of administrative leeway. A & PW Minutes Meeting of 1/9/84 -2- Alderman Raden pointed cut that, of course, there is a difference in high density and low density areas comparing the 800 block of Hinman to the low density area across from McGowan Park. Alderman Korshak agreed that an ordinance -by -ordinance procedure would be appropriate and, where the impact is not adverse, each ordinance be given serious consideration for passage. Alderman Nelson inquired whether a temporary measure, using a passenger loading zone, would be appropriate; but the City Manager pointed out that both types of spaces would require an ordinance, and staff would work towards presenting a passenger loading zone ordinance and additional data on handicapped parking spaces. Temporary Siqnaqe for Street Sweepinq - The Committee received a communication from the Director of Public Works and referred it to Alderman Pabst so that she can respond to it. Alderman Raden pointed out that this is somewhat of a moot issue at this time due to the Committee's recommendation that the City go back to twice a month street sweeping. City Yards Parkinq Construction Costs - In response to Alderman Raden, the Director of Public Works stated that cost estimates have not been made for paving the north portion of the City Yards, but that each concrete bumper cost $16, and that the estimate for paving the south portion of the Yards is $94,000. Staff will return to the Committee with an estimate for paving the north portion at the next meeting. alderman Barr pointed out that grading and graveling is not particularly attractive, but she is aware of the problems with the loss of parking spaces due to the Carley -Taubman construction, and that vie are crying for parking spaces. She believes it would be foolish to pave an area which we are working hard to develop. She supports moving forward to do the least cost measure of grading and graveling. Alderman Borah pointed out that $77,000 is not a small cost and reiterated that there won't be an easy solution to the parking problems in the peripheral downtown area. Alderman Raden pointed out that the $55,000 for clearing and removing the foundations would have to be done no matter what type of development took place on the City Yards property. Alderman Borah pointed out that this is an upfront expenditure (out of pocket) for parking improvement. Alderman Raden reiterated Alderman Barr's comments that we are losing spaces at the Clark -Benson site which ties 280, and that this is a temporary measure until Downtown II plane are formulated for the City Yards area. Alderman Nelson stated that he agrees with Aldermen Barr and Raden to move forward with the low-cost way to provide parking, and that staff should go out to bid. Alderman Barr moved that we proceed ivith the grading under the circumstances stated and leave open the potential for leasing the improved area to a private concern. Alderman Rainey supported this motion, but staff should proceed without the $77,000 figure as being in concrete, but realizing that these are reasonably accurate estimates. The City Manager stated that tie have to remove all of the foundations before gravel can be laid down for parking. The City Manager inquired what type of parking the Committee would like an the area. Alderman Barr responded that the type of parking is another issue, and tie can deal with it after the area has been prepared, along with hoc, to run the parking spaces (private/public). A & PW Minutes Meeting of 1/9/34 -3- Alderman Nelson concurred that we can decide how to administer the parking at a later date. Alderman Nelson also directed staff to consider leaving some of the foundations as bumpers or borders, if at all possible. The City Manager reiterated that all foundations should be removed. After this discussion, the Committee voted 5 - 1 (Alderman Borah dissenting) to move forward with removal of foundations and grading of the property. 1984-85 General Revenue Sharinq Proposed Budqet Alderman Raden inquired about the video cassette recorder recommended under eligible expenditures. Staff stated that this would be the first piece of equipment purchased for the municipal studio, and it is studio quality in nature with a 3/4" tape, compared to a 1/2" used in residences, which accounts for the higher price. This type of equipment is required for the municipal channel to gain access to Cablevision, and currently we must go over to the studios on Hartrey and compete with other access users. Hopefully, the municipal channel will expand to wider use and allow the use by Aldermen as well as staff in an effort to provide additional public information. Currently, the City has received a character generator under the franchise provisions which types messages that are seen on the municipal channel (Channel 32), but no equipment is available exclusively for the City for broadcasting. The City !-tanager stated that the current fees received under the franchise agreement are channeled into the General Fund. Alderman Nelson moved that this equipment not be purchased, and the motion was defeated 5 to 1 (Alderman Nelson dissenting). The Committee will continue discussion and consideration of the budget at the next regular meeting. Bills List The Bills List for January 6, 1984 was approved with staff to respond to Committee inquiries. Purchases Sewer Department Crane - The Committee reviewed the Report of the Purchasing Agent recommending approval of the low bid from Dalum's Utility Equipment Company for a material handling crane at a total cost of $21,394. The Committee moved approval of the purchase. Pick -Up Truck - The Committee reviewed the Report of the Purchasing Agent recommending approval for utilization of the State Contract for the purchase of one Dodge pick-up truck from Springfield Dodge Sales, Inc. at a total cost of $7,502.68. This vehicle will be used for streetlight maintenance by City crews For Phase I and Phase II. The Committee moved approval of the purchase. Fire Department Base Transmitter d Remote Consoles - The Committee reviewed the Report of the Purchasing Agent recommending the purchase of one base transmitter and two remote consoles from Motorola Communications & Electronics at a total cost of $11,780. The Committee moved approval of the purchase. A & PW Minutes Meeting of 1/4/84 -4- Items for Consideration - Docket 2-IA-84: Resolution 1-R-84 - State Highway Annual Maintenance Agreement. The Committee moved approval. - Docket 3-1A-64: City/Chamber CBD Parking Recommendations - The Chairman recognized Ira Galen of the Chamber of Commerce, who stated that the recommendations were straightforward in nature, and the City/Chamber Committee would appreciate the approval of these recommendations by the Administration & Public Works Committee. Alderman Borah pointed out that it is indeed important to decide on an overall parking policy in the downtown area. Alderman Nelson moved that this item be put on the agenda of the A & PW Committee. Alderman Barr pointed out that there was a Parking Committee, chaired by Alderman Hoover, in years past, and they adopted somewhat of an overall policy for the downtown area. This policy should be dusted off. In addition, the Alderman stated that angle parking in the downtown area has been put on the A & PW Agenda, and the Committee is awaiting a report. - Docket 4-1A-84: Resolution 6-R-84 - C & NW License for Streetlighting - Phase II. The Committee moved approval of Resolution 6.-H-84. - Docket 12-IA-84: Ordinance 4-0-84 - Amendment to Package Liquor License Regulations -- Staff pointed out that, after discussing the recently passed liquor ordinance with Alderman Korshak, his recommendation to include metric equivalents for container size was appropriate, and these metric equivalents have been added to the Ordinance. In addition, clarifying language was provided for single containers of beer in order that there is no ambiguity regarding the fact that 6-packs of beer will be allowed to be sold at the package liquor store. Alderman Nelson pointed out that a communication had been received from Marshall Field's stating their desire that they be allowed to sell alcoholic beverages at their facility. Alderman Borah pointed out that he did not contemplate the broadeninq of the current ordinance. Alderman Haden pointed out that, when license fee amounts sere reviewed, a higher one :,as approved in order to suggest that there will be a few package liquor stores in the area. Alderman Rainey pointed out that she does not believe that finished business should be kept on the agenda of the Committee and does not believe the letter from Marshall Field's requires any additional Committee review. Alderman Nelson moved that the letter be put on the agenda of the Committee, and this motion was defeated 5 to 1 with alderman Nelson dissenting. - Docket 14-IA-84: Resolution 7-R-84 - NWMC Police Mutual Aid Agreement Liability. Alderman Borah inquired of the Safety/Risk Manager what the potentially disastrous insurance risk was formerly with the current agreements. Mr. Bianchi stated that we are through this action adhering to the Revised Illinois State Statutes that allow agreeing parties to fix liability in the employing municipality, and that vie would like to be responsible for the actions of all of our employees since we hire and train them, and we do not avant to be responsible for the actions of Officers from a neighboring municipality of v,hich we know little about nor train. After this discussion, the Resolution was moved for approval. A & Pw Minutes Meeting of 1/9/84 -S- - Docket 15-1A-84: Ordinance 10-0-84 - Four Liquor License Applications. At this time the Chairman recognized the Mayor who asked for approval of these license applications. Alderman Summers inquired if any had not been approved, and the Mayor stated that one application had gone through the hearing process; however, the application was incomplete, and the Commissioners had questions and a second hearing has been scheduled. After this discussion, the Ordinance was moved for introduction. -- Docket 13-1A-84: Ordinance 8-0-84 - Liquor Control Review Board Membership. The Chairman recognized the Mayor who recalled that, when the Committee reviewed the Liquor Control Review Board through the triennial review process, he recommended that a change in memberships be instituted in order that the Mayor can be served throughout his term by members with whom he has developed a working relationship. After this discussion, the Ordinance was moved for introduction. - Docket 21-1A-84: Resolution 10-R-84 - Employee Approved Leave of Absence. This item was moved for approval. Items Previously Considered The following items were moved for approval on the Council floor. Docket 332-128-83: Ordinance 138-0-63 - Michigan/Keeney 4-flay Stop. Docket 333-12B-83: Ordinance 139-0-83 - Hinman Avenue Weight Limitations Docket 334-128-83: Ordinance 140-0-83 - James Hill Use Regulations - Docket 335-12B-83: Ordinance 141-0-83 - Mulford Street Viaduct. Alderman Rainey pointed out that she and Alderman Romain have asked that this item be held for twD weeks so that further comments can be received from the neighborhood, - Docket 286-11A-83: Ordinance 51-0-83 - Newsrack Regulations. The Chairman recognized staff who stated that discussions with the Chicago Newspaper Publishers Association had been concluded by staff, and that the Association has not changed their opinion that any regulation of the newsracks would be a violation of the First amendment rights, and certainly any regulation that is based on the aesthetics of the devices. Staff pointed out that the Ordinance that has been presented is, we believe, defendable in courts, and it is based on the latest legal rulings throughout the country on other newsrack regulations, some having gone to the Federal District Court level. Staff also pointed out that the most conservative ordinance, which would be the most defendable, would be one that would simply require that the chains be removed from public property; however, the ordinance in its entirety, vie believe, is defendable. Alderman Roden pointed out that she perceives a costly legal battle could ensue, and suggested that this item be removed from the City Council agenda. alderman Rainey pointed out that over half of those nevisracks that are shown to be in violation are in her Ward, and this item is difficult to support since she has received no complaints regarding the newsracks. A & PW Minutes Meeting of 1/9/84 -6- Alderman Summers pointed out that he has received no complaints and is concerned with legislation that affects the entire City where problems have been reported only in one part of the City. Alderman Barr pointed out that she is in support of protection of cur own public property and would be supportive of an ordinance that required that the chains be removed from public property. Alderman Borah pointed out that these newsracks have become a nuisance in his Ward, and he is still in support of the Ordinance. After this discussion, the Committee moved that the Ordinance be amended on the Council floor to state that the securing chains of the devices be removed from public property. - Docket 287-11A-83: Ordinance 118-0-83 - Retail Sale of Warm Beer & Wine. Alderman Rainey inquired whether an amendment could be made to the Ordinance at this time, and the Chairman stated that it may be made, but he is requesting that a vote be made on the Docket within the next t►ao meetings of the Council. Alderman Rainey pointed out that she believes the 10,000 square Foot minimum size is prejudicial, and that some residents do not want them in their black. She has discussed this item with other Aldermen and, basically, she would like art amendment that would provide that at the next general election each precinct vote on whether a grocery store in the precinct can be allowed to apply for a license that will allow them to sell warm wine and beer. She believes on the whole this provision will work, and we will be putting faith in the citizens. Council can pass the enabling legislation to sell warm beer and wine, and then leave the neighborhoods the opportunity to vote on whether their precincts will be part and parcel of the enabling legislation, thus protecting Fragile neighborhoods. The Alderman also requested that the 10,000 square foot minimum be eliminated, but all other limitations in the regulations be kept in the Ordinance. Alderman Borah stated that this provision would usurp the general policy role of the City Council and is no more than a "backdoor" referendum. By allowing this provision, one precinct could then vote to prevent the entire City from having access to warm beer and wine. He is against the City Council saying that it is O.K. to sell :farm beer and eiine, and then have precincts decide that it is not O.K. In addition, this provision would allow one Ward's precinct to decide whether another Ward's precinct could have access to such retail sales and, where stores are on precinct lines, this would be inherently unfair. The Alderman summarized that this provision is inequitable. Alderman Roden pointed out that there is a problem recognized by the Committee of allowing sales in neighborhoods, and suggested that voters within 500 feet of a store be allorted to decide whether they want a store in their neighborhood to be allowed to sell worm beer and wine. She also stated that it is in retrospect perhaps sad that the Council decided not to allow a referendum, but she believes that not every issue should be put on a ballot, and this idea is better than a full referendum. Alderman Rainey pointed out that she does not believe this is a "backdoor" referendum, and that the Council could be sorry that they did not go with a referendum. Alderman Borah stated he can't accept that the City Council would be sorry that they did not go with a referendum, and that the phone ailovis constituents to voice their support or disapproval of any ordinance. A & PW Minutes Meeting of January 9, 1984 -7- Alderman Borah suggested that perhaps a store be a Focal point For a 500-Foot circle to be drawn, and that wherever the arc of the circle touches a precinct that precinct be allowed to vote. Alderman Barr pointed out that she is opposed to this ordinance and is concerned with the local option suggestions that are being made. She believes that a 500-foot boundary might solve the problem. Alderman Summers stated that he was leaning toward acceptance of this suggestion, and that all this would mean would be that each precinct would be voting on individual stores. He also stated that he does not believe this is a "backdoor" referendum. Alderman -Nelson suggested that the Committee vote an the proposal, but that the item be held aver by two Aldermen an the Council floor. Alderman Borah stated that he sees no overriding need to rush this to the Council; that we did not need to forego the Committee structure, and the Council is depending on the Committee to come up with an ordinance. Alderman Rainey also stated that she might be interested in a sunset provision of this ordinance, and she suggested that this item be tabled For this evening's meeting and continued at the next meeting of the Committee. The Committee so approved. With no Further business, the Committee adjourned at 9:04 P.M. Staff Representatives ant tfo ofhe,�l !Manager 8DC:ct ADMINISTRATION & PUBLIC WORKS COMMITTEE PUBLIC HEARING January 16, 1984 Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers: Members Absent; None Staff Present: Shonk, Booth, Zimmerman Presiding Official: Alderman Jon 0. Nelson, Chairman Cigarette Tax Hearing - City Council Chambers At 8:07 P.M. the Chairman Nelson called the meeting to order and explained to the public that the purpose of the meeting was to receive public comment on a proposed five cents per pack increase in the cigarette tax in the City of Evanston. The Chairman recognized Mr. Harry L. Kelly, Illinois Association of Candy X Tobacco Distributors, whose comments are as follows: Mr. Kelly stated that approximately two years ago, Mr. Steve Bloom of Countryside Distributors testified that sales would decline if the City of Evanston imposed a cigarette tax. Mr. Kelly stated that we should not put an additional tax on tobacco in Evanston since the down trend in sales in our City is evident and, with the recent action by the City of Chicago in raising their tax, there is potential for additional sales in Evanston. Mr. Kelly then presented a book which presented data on cigarette purchases in the City of Evanston using eight stores as examples. The sales data shows the number of cartons sold from October 1981 to October 1983, and the stores and their decline in sales can be summarized as follows: Walgreen's - 1629 Orrington - 0-0.2) decline Les -On Drugs - Church Street - 43.6*0' decline Les -On Drugs - 700 Main Street - 52.00 decline K-Mart - 2400 Main Street - 68.2% decline Dominick's - 333 Central Street - 42.90 decline Dominick's - 2748 Green Bay Road - 59.30 decline Tobacco Discount - 623-1/2 Howard Street - 52.1% decline Grand -Howard - 319 Howard Street - 60.3o decline Composite sales of these stores - 55.6% decline. Mr. Kelly also stated that in the year ending April 30, 1983 the City of Evanston collected $350,295 in taxes on cigarettes. At five cents per pack, this translates to sales of $7,005,900 for the year (packs). Evanston's resident A & PW Public Hearing of 1/16/84 -2- population is approximately 73,800. Assuming that the same proportion of the population are smokers in Evanston as in the nation as a whole (220), the expected sales to Evanston residents for the same year would be only about 2.86 million packs. This difference seems to indicate that Evanston merchants sell a substantial number of cigarettes to residents of other jurisdictions, principally Chicago, because of a lo►yer tax rate and lower average price. With the recent increase of five cents per pack by the City of Chicago, there will now be a $1.00 difference per carton between Evanston and the City of Chicago; and the City of Evanston should show substantial gains in sales due to this difference. The change in sales will be most evident as City tax stamps are purchased from the Finance Department in Evanston, so we will realize a difference quite shortly. Using Grand -Howard as an example, Mr. Kelly stated that, prior to the tax, they used to sell 13,000 cartons a month. how Grand -Howard is selling 6,000 cartons a month, that being a 7,000 carton per month decline. If they were to regain that 7,000 carton difference due to the $1.00 difference in the cost between the Cities of Chicago and Evanston, Grand -Howard would thus be selling 84,000 cartons more a year in cigarettes. 84,000 cartons X 50 cents a carton in our current tax would yield an additional $42,000 annually in revenue to the City without the City's imposing an additional tax. fir. Kelly stated that the Chicago cigarette tax was imposed on January 8, 1984. alderman Nelson inquired whether more knowledge on this projected increase in sales would be known before March. Mr. Kelly responded that wholesale distributors normally have some tax stamps on sale, and we will have a lag time before the current tax stamps are depleted and new ones are purchased. However, we should see the change within the next three months. A store owner did state that, at his establishment, customers often come in to buy five to six cartons of cigarettes of different brands with the customers stating that they are buying the cigarettes here in Evanston heCauae they are cheaper and are distributing them to employees, friends, and family in Chicago. Mr. Kelly asked that staff project into the proposed budget what this increase in sales could mean compared to the proposed revenue from the five cents a pack additional tax. fir. Kelly believes that a tax need not be imposed because sales will increase in such a volume that vie will see an additional $225,000 in revenue alone without imposing an additional tax. Alderman Borah inquired hoa Mr. Kelly calculated the data of foreign beneficiary to Evanston due to the price difference, which has now been increased by the action of the City Council in Chicago. Mr. Kelly stated that it was by inference on the data that has been collected by the Tobacco Institute. He went on to explain that stores are widespread, and it is quite true that rihere there are low tax rates on cigarettes there is ample evidence of bootleg activity of transporting the cigarettes from one jurisdiction and selling them at a higher rate in another jurisdiction. Mr. Kelly also stated that the data came from the Statistical Institute in ;•Jashington, D. C., which has been collecting this type of data since 1950. Mr. Kelly closed his remarks by stating that it is important that staff look at this data, analyze it, and project it into next year's budget as it is proposed. In addition, he stated that a tax at this time, when an increase in sales is projected to take place shortly, would put an unfair burden on the tobacco salesmen that is not warranted due to the increase in revenue to the City because of this increase in sales. I A & PW Public Hearing of 1/16/84 -3- The Chairman then recognized Mr. Reuben Sapasnik of Lee -On Drugs on Church Street. Mr. Sapasnik stated that his cigarette sales have decreased to one/third of what they formerly were prior to the City of Evanston instituting a cigarette tax. Mr. Sapasnik stated that, due to the increase in Chicago, there will now be a clear $1.00 difference in the cost of a carton of cigarettes between the Cities of Chicago and Evanston. in addition, if Evanston does not raise its tax, vac will maintain our $.50 per carton difference with Skokie and Wilmette, instead of going to a $1.00 difference which again would Affect sales in Evanston as more people go to Wilmette and Skokie. With no further public comments, the Public Hearing was adjourned at 8:20 P.M. The Committee then readjourned in the Administration & Public Works meeting room. Committee Comments Alderman Roden stated that Mr. Kelly's information was important and shows that sales have declined. She stated Mr. Kelly's information is worth considering and, at this time, would prefer to deal with not instituting an additional tax. Alderman Borah stated that he would like the Manager to comment on what this information from Mr. Kelly might mean to the budget. Alderman Borah does not want to overestimate the revenue from increased sales. He commented on putting a sunset provision on the tax or, if the increase in sales trends as predicted by Mr. Kelly do not show up, then the tax could be imposed six months after the budget is approved. The Chairman recognized finance Director Shank who stated that sales over the last years have declined, and have declined most recently, so that vie will fall short in revenues this year from what was predicted ($350,000 predicted). We could be $50,000 short in actual revenues. Mr. Shank stated that the projections for 1983-84 include $325,000 in revenue from the first five cents per pack tax, and an additional $250,000 for the second five cents a pack tax, ►vhich has been proposed in this year's budget, totalling $575,000 in projected revenue. Alderman Barr related that the projected revenue from cigarette taxes vas at $300,000 until the Utility Tax Decision, and this tax cvas increased by 150,000. !:e are noo seeing the results of overestimating revenues. Ira Golan from the Chamber of Commerce stated that we have seen an erosion in sales of cigarettes, and we are continuing to lose business to Skokie and Wilmette; and, if we remain at the present tax level, there will be a $1.00 difference ..jith Chicago, tie viill maintain our 50 cents difference with Skokie and Wilmette, and we are bound to•regain sales. In addition, ne are going to see an increase in sales tax revenue, not only just the cigarette tax revenue. Staff stated that, since vie have not had the opportunity to review the data presented by Mr. Kelly, we would recommend that the Committee hold a final decision on the tax until staff can analyze the data and come back with a recommendation for the next Committee meeting. The Chairman directed staff to do so. Retail Sale of Warm Beer and l;line - Alderman Roden reviewed the comments from constituents that they are somewhat fearful of the intrusion of the sales of warm beer and wine to the neighbors, and offered the motion that sales of warm beer and wine be "tabled and be set as a low or ongoing priority for the Committee, and that A do PW Public Hearing of 1/16/84 -4- consideration can resume in six to nine months as we watch the results of the package liquor store opening(s). She believes we are moving too fast with the liberalizing of the liquor regulations. Alderman Borah supported this motion. Though we are moving at glacial speed in revising the liquor regulations, he believes that the chances of passing this ordinance as proposed, even thc::yh it has a number of stringent regulations on it, is not good. He supports the motion. Alderman Barr stated her agreement with the motion, and on a tote on the motion, it was unanimous. The Chairman will report same at the City Council meeting. City Yards Porkinq - The Chairman reviewed the City Yards area reminding the Committee that staff will go out to bid on removal of foundations, grading of the area, and laying of gravel, which we have estimated to be $77,000 in expenditures. Alderman Raden pointed out that Alderman Korshak made a reference that we raise the permit parking fees in the City Garage, and the Committee should consider this E,, in relation to the City Yards parking in that, if vie increase the fees at the Garage, the permit users there will see an opportunity to park free at the City Yards and, thus, free up more spaces in the Garage for shoppers. Ira Golan of the Chamber stated that parking in the downtown area at this time is somewhat of a morass, and that the City -Chamber Committee has presented recommendations that should be considered in the overall downtown parking plans. He stated that some consideration should be given to alleviating pressure on the residential areas east of the downtown where many downtown visitors park. Alderman Ream also added that perhaps consideration should be given to not allowing parking east of the downtown area until 10:00 A.M. to 6:00 P.M. Mr. Golan also pointed out that there is a sequence of events taking place in the downtown that directs us to look at the whole study of the downtown area and the feasibility for parking. Alderman Barr also added that the Second Ward experiences spillover parking from the downtown area, and that perhaps the City Yards parking can alleviate part of the problem. She also added that she cannot support paving of the City Yards area at this time since the probability of development in the future would not justify such an expense. Alderman Barr believes we should go forward with getting the Citv Yards art:a in shape for parking and encourage as many people as possible to support its use. She also supports using the City Yards as free parking. Alderman Summers added that perhaps we can restrict parking in the residential areas in the early morning hours to prevent the all -day parking of people that come to the downtown area in the residential areas. Alderman Raden added that the residential areas are suffering from downtown parking, and this might solve the problem at this time, and tie can certainly reconsider and make changes in the future. The Committee then decided that the City should go ahead with clearing, grading, and graveling the City Yards area and provide it as free parking. Staff should report back on tvhat to do with the meters on Maple Avenue and whether the Levy Center paved area deserves to be permit parking due to the fact that it is improved with paving. General Revenue Sharinq Budget - Alderman Borah moved approval of the General Revenue Sharing Budget for discussion purposes, and moved not to delete the purchase of the color monitor for the cable television municipal channel. Alderman Raden asked that this be deleted. Staff provided an overview of possible uses of the municipal channel here in Evanston and the examples of how it can be used here and how it has been used in other cities. Staff also presented a memorandum from the Cable Communications Commission, which voted unanimously for the purchase of the color monitor. A & PW Public Hearing -5- of 1/16/84 The Committee will review this memorandum and staff's comments and continue discussion for approval of the General Revenue Sharing Budget at the next meeting. 1982-83 Comprehensive Financial Report for the City of Evanston - Alderman Nelson stated that this document was the most important in the City, but it is the least understood. In response to Alderman Raden, the Finance Director Shonk explained where the error in the first audit was on the various pages, and how it was corrected. In brief, Mr. Shonk stated that the error affected three funds on the expenditure side and showed the expenditures as being overstated. Mr. Shonk went through his letter of introduction to the Financial Report and explained to the Committee the different revenue sources and how they are broken out. This was done by using the summary on page IV of the introductory letter and comparing it to the chart on page 65 of the Financial Report, which shows the combined statements of revenues, expenditures, and changes in fund balance For the year ending February 28, 1903. Mr. Shonk also explained the cash management of the City as summarized on page VIII of his introductory letter, detailing interest earnings for all funds. Mr. Shonk also explained general fixed assets, as summarized on page VIII which deals with the property assets of the City, except those in the Parking, slater, and Sewer Funds. This information is also shown in the "Appraised Value Report," and the Finance Director stated that the value represents the original cost of the assets and is considerably less than their present value, but accountants record this by cost only. Alderman Nelson inquired why we do not record depreciation, and Mr. Shonk explained governmental accounting does not include this, but the explanation behind this is rather detailed. Alderman Nelson pointed out the reason he asks is that we should take into account what you have to spend on capital plant over time to maintain it. A general discussion ensued on this item but, due to the lateness of the hour, the Committee adjourned at 10:00 P.M. The Committee will resume discussion of the Annual Financial Report as Cnmmitt time allows. Staff Representative: �. /'-Assist,pfft to y Manager BDC:ct Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Meeting of January 23, 1984 Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers None Shonk, Booth, Zimmerman, Asprooth, Wagner, Engel,, Johnson, Roethle, Shulse, Jones Alderman Jon 0. Nelson, Chairman Minutes - The Committee reviewed the minutes of the meetings of January 9 and 16, 1984 and approved them as submitted. Communications Bills List Inquiries - The Committee approved the response to bills list inquiries of the January 9, 1984 meeting with clarification given on charges at the Nichols Drop -in Center, and that the Committee review the Personnel Department's advertising placement procedures. Proposed Municipal Video Expenditures - Staff stated that the proposed City studio would be on the fourth floor of the Civic Center, where the temporary Cablevision studio was located. Sally Roethle explained that music rights were needed so that background music can be used on video productions. She explained that the cable casting system could start with a basic studio costing approximately $20,000 but could go to $100,000 if top line equipment ;gas purchased. In response to Alderman Rainey, there is in the future the potential for hiring an employee to run the studio and aid in production, but it is unnecessary as of novi, and interns can also be used as well. Ms. Roethle informed the Committee that tvielve City employees are currently trained in the basics of programming. In response to Alderman Nelson, staff stated that a comparison is not available for the per capita cost for the News Source compared to cable television. The Nevis Source reaches everybody through the mail, but cable probably will never be able to do so due to the fact that it will probably never reach 100 penetration. Thus, cable is an added media for information distribution. The City Manager stated that, as of now, he has no intention of hiring anyone else to aid in cable production. In response to Alderman Rainey, the City Manager stated that he could not endorse the concept of hiring an additional employee for cable production but, if that was ever done, it would be funded probably from the General Fund. The City Manager stressed that staff is not asking the Committee to buy into more personnel. Alderman Rainey explained her concerns about one purchase leading to another purchase to another purchase. After this discussion, Alderman Borah moved approval of the General Revenue Sharing Budget, including the video equipment. The vote was unanimous by the Committee, and the Committee will report to the City Council at the Public Hearing of February 6, 1984. A & PW Minutes Meeting of 1/23/84 -2- Cigarette Tax Data - Staff presented an analysis of currently available cigarette tax data, comparing it to the data submitted by the Tobacco Institute. The Chairman recognized Ira Golan of the Chamber of Commerce, who submitted a communication stating that it is obviously difficult to ascertain which numbers are correct in the comparison. Mr. Golan explained that we are losing sales of cigarettes, which includes a loss of not only tax stamp revenue but sales tax along with the loss of additional sales (secondary) that occur with the purchase of cigarettes. This latter figure is not accurately predictable. Mr. Golan presented the concept of holding the tax implementation for six months and not put the tax on unless revenues point to that, but also keep in mind that there is a reserve of unallocated Utility Tax refund monies. The Chamber is against all new taxes of any kind. The City Manager stated that, with all due respect, the result of the appeal of the Utility Tax case cannot be predicted and vie would be in a dilemma if funds were not available in six months. The City Manager is against balancing a budget on a presumption, and the option would now be to reduce expenditures or get additional revenue. Alderman Harr stated her concerns of the concept of considering the reserve money from the Utility Tax refunds, but she was intrigued with the thought of the Chicago/Evanston $1.00 per carton difference if we don't impose a tax. She is also intrigued by the idea of creating the tax effective September 1, if needed. Alderman Raden stated that she is concerned with the loss of cigarette sales if we raise the tax, and she explained the difference in the purchase of cartons at certain stores due to the fact that certain tobacco stores sell their cartons at a lower rate than do the larger chain stores. Alderman Summers stated that he has never been in support of raising the tax, and is not in support of doing so at this time. Mr. Kelly of the Tobacco Institute questioned the staff figures on the sale of cartons at the Green Bay Dominick's store. Staff explained that the sales listed are per vieek not per month. Alderman Summers voiced his concern with staff providing inaccurate and incomplete data and, after this di;cus;,ion, the issue was held until the special meeting for January 30, 1984. Additional Liquor License - Ordinance 10-0-84 - The Committee approved the communication from the Finance Director that an additional liquor license, Class D for Sgt. Pepper's, is requested to be added to Ordinance 10-0-84, previously introduced. The Committee approved the addition. Bills Lists City Bills of January 18, 1984 were approved by the Committee after review, and staff will respond to bills list inquiries. Township bills for November and December 1983 were approved with a Township representative explaining the policy on funeral payments for clients, and with the Township to respond to the Committee's inquiry on memorial Funds for employees, since a payment of $50 :eras made to a Township employee. Questions were also raised on the medical cost, for Township clients, and reference was made to the Human Services Committee to look at this subject. A & PW Minutes Meeting of 1/23/84 -3- Purchases Horizontal Lathe - I -later Department - After a review of the Purchasing Agent's Report, approval was given for the low bid from Chicago Machine Tool at a total cost of $15,435 for a horizontal lathe at the Water Department. Renewal of Contract for Condominium Refuse Collection - After review of the Purchasing Agent's Report and a memorandum From the Director of Public Works, approval was given for a one-year extension of the current contract with Active Service Corporation at an estimated cost of $154,800. Items for Consideration Docket 27-18-84 - Cablevision Penalties for Franchise Non -Compliance. The Chairman recognized the Chairman of the Cable Communications Commission, John Wold, who stated that, since the report was written, he has had an opportunity to meet with Cablevision representatives, and the result of these discussions is a recommendation to refer the issue back to the Cable Commission For further study. A resolution of the issues will be presented at the next meeting of the Cable Commission on February 14 and at the A b P W meeting of February 27, 1984. Alderman Borah stated that a constructive Commission is working on a complex problem, and yet it seems Cablevision is provoking the issue, and he is not comfortable that Cablevision takes us seriously. He stated that he is troubled with the issue and feels we are getting used; and, if the problems are not resolved, he has no hesitancy on Fining the firm and throwing them out of town. Chairman Wold stated that a necessary communication link has now been Formed, and they would like one more opportunity to resolve the problems at the Commission level. Alderman Barr stated that she shares Alderman Borah's view that the franchise document is what should be followed by the Company, and questioned whether there is a safety problem with not having household installations grounded. Mr. bold stated that the Electrical Inspector for the City gave an excellent discussion on this issue at their last meeting and stated that vie are not in danger of electrical storms at this time of the ucason, but eventually compliance needs to be Achieved or there could be a problem. Alderman Raden stated to Committee and the representative from Cablevision that everyone loses in this situation with subscriptions being down due to bad publicity. Alderman Rainey stated she does not agree with Aldermen Barr and Borah and believes that Cablevision is thumbing their nose at the Committee. She stated that over 130 installations were randomly inspected, and 50 of them were not grounded. The bottom line is safety, and Cablevision has refused to go out and check these installations. The Alderman is looking forward to the next meeting and stated that Cablevision should advertise that the installations, if they are not grounded, are hazardous. Alderman Summers stated that it was an issue of arrogance, and that he has heard of damage to phone lines where residents have $200 phone bills that are due to cable television installation. Ann Delarye-Gold from the Cable Commission stated that she is concerned with reports of this nature and would appreciate any information on the subject so that the situation can be resolved. A & PW Minutes Meeting of 1/23/84 -4- Mr. Settles of the Cable Commission stated that, with all due respect, the Commission is not unanimous on referring these fines back to the Commission, and that these seven are part of a total of twenty-one violations. Mr. Settles stated that Cablevision is still not in compliance on issues that have been discussed for over a year, and that the loss to the City is to all involved in that this new technology cannot be used to its full capacity. He stated that the Commission also needs proper staffing and budget support. Mr. Wold clarified that this is not a unanimous decision to refer back to the Commission, but he has held discussions with a number of members, and that the discussions with Cablevision resulted in an agreement to inspect 1,000 installations in six weeks. The Chairman recognized Carolyn Pennance of the Public & Institutional Access Committee of the Commission, stating that the Committee should be aware of the economic side of the issue with cable television in that the situation is now different than it was three years ago when cable television was at its zenith. Some cable television firms are folding, and cities are finding themselves in jeopardized position. Some companies, if agreement is not reached to modify a franchise agreement, are leaving cities. Ms. Pennance believes that the Commission should negotiate until there are concessions and agreements reached by both sides. A dialogue should ensue, rather than the institution of fines. Alderman Rainey stated that the only concession should be to have the cable firm live up to the agreement, and that times don't really change an issue. Mr. Baxter from Cablevision vies recognized. He stated that he has been running Cablevision in the area for four months, and one perspective that should be maintained is that, of the twenty-one issues discussed in November, resolutions have been reached an fourteen of them. Thus, this shows that dialogue has been open, and progress is being achieved. He stated that Cablevision wants a good relationship with the City and will work to attain this in the next few months. Mr. Gerl of the Commission stated that the Committee should save their packets and, though the Chairman of the Commission states there has been some movement, he is not confident that the situation will be resolved. Mr. Jerry Kessler from the Commission was recognized and stated that the latest dance by Cablevision is the opposite of their previous communication. After this lengthy discussion, the Committee moved to refer this issue back to the Commission, and this was approved unanimously. Docket 22-1B-84 - Ordinance 13-0-84 - Passenger Loading Zone - 1525 Lee Street. The Committee received a communication from the Traffic Engineer and City Manager stating that further research is needed before staff can put forth a recommendation on reserved handicapped parking spaces, but this passenger loading zone is a temporary measure until this research can be completed. The Committee moved introduction of the Ordinance. References Accepted - The Commmittee accepted a reference from Alderman Bleveans asking that research be given to requiring adult employees at establishments after 7:00 P.M. Staff will review this with the Lahr and Police Departments and report back. A & PW Minutes Meeting of 1/23/64 -5- - Staff received a communication from the Youth Commission stating that an incident occurred where a taxi delivered alcohol to a minor, and the minor was admitted to a nearby hospital with a high blood alcohol level. Staff stated that the Taxicab Advisory Board, the Mayor, and the Law and Police Departments are reviewing the issue. A report will be presented to the Committee. - The Chairman stated that a reference had been made from Alderman Korshak regarding his concept for service charges to tax-exempt properties. Alderman Borah stated that the City Manager's communication raised questions about the concept, and that further legal review and administrative problems should be researched. He asked that staff begin the leqal research. Staff will have Corporation Counsel review the issue. With no further business, the Committee adjourned at 9:04 P.M. Staff Representatives nt tcd the Manager BDC:ct Members Present: Members Absent: Staff Present: Presiding Official; Summary of Action: ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Meeting of January 30, 1984 Aldermen Barr, Borah, Nelson,'Raden, Rainey, Summers None Asprooth, Booth, Shank, Zimmerman Alderman Michael Summers, Chairman Proposed Cigarette Tax Increase - The Chairman recognized the City Manager, who stated that the Finance Director, Assistant Finance Director, and the Assistant to the City Manager met with the representatives of the Tobacco Institute to go over the available data. The Chairman then recognized the Assistant Finance Director who explained the memorandum to the Committee, dated January 27, 1904. Booth explained that the chart of the 5-store survey in the January 19 staff memo was an attempt to provide the Committee with additional information on e:.les data. The stores selected were the only five stores staff surveyed in 1982 prior to the adoption of the first tax; thus, our second survey was limited to these stores for comparative purposes. The data presented shows a different picture on sales than did the Tobacco Institute data. Staff's concern is that data from store surveys cannot be spread City-wide. In addition, our staff survey shoes some effect an sales from the opening of the Dominick's an South Boulevard. Booth explained that the $1.76 million figure supplied by the Tobacco Institute on additional sales in Evanston, if a tax was not imposed, was an erroneous figure, and that the analysis based on this figure was no longer pertinent. Booth summarized that staff met vjith the Tobago Institute representatives, both parties explained their analysis, and staff disagrees ;;ith the opinion of the Tobacco Institute that sales ha4e declined 5070' City-wide based on their 8-3tore Survey. In response to Alderman Borah regarding the 12,000,000 pack sale figure, Alderman Raden explained that the 8-stare survey showing a 50*0' decline was projected City-wide. Booth explained that T.I. representatives believe 80% of the sales loss due to our tax would be returned, based on their past experience in defeating tax increases nationwide. Booth explained areas of agreement vhich were that the all agreed that there was a decline in cigarette sales as a result of the first 5-cent tax; that there will be an additional sales decline if another tax is imposed; and that there will be some increase in cigarette sales if no tax increase is imposed because of the Chicago -Evanston tax differential. Booth pointed out that the major area of disagreement is hcjw much sales have declined, stating that staff does not agree with the 50a T.I. figure. Booth explained that the T.I. analysis r+as based on a "point to point" (October 1982 to October 1983), and this includes periods of time before the first cigarette tax and other factors that have hurt sales, such as the decline in smoking and the doubling of the Federal excise tax. Booth explained that the City has some experience on the demerits of the "point to point" analysis since vie have A&PW Minutes Meeting of 1/30/84 -2- moved in calculating the C.P.I. for budget reasons from "point to point" to &., average monthly C.P.1. figure. Booth explained that, if you take the average monthly sales from October 1901 to May 1982 (before the City tax) and compare this average figure to the average monthly purchases after the tax was imposed, the decline would be 34; instead of the 50a figure shoran in the Tobacco Institute's analysis. This 34a is derived from the 8-store.Tobacco Institute survey. Booth explained that staff is concerned with properly representing the City-wide sales since receipts on stamp sales are received City-wide. Slip made reference to the calculations on page 3, showing that our average monthly cash receipts and the analysis of this shows a decline of 2.7°6 from May 1, 1983 through October 1983, but the 8-store sample for the same period shows a decline of 270.. Thus, staff is stating that projecting City-wide data from small surveys is not always representative. The City Manager added that City-wide sales do not show a major decline as the Tobacco Institute presents, and that we are seeing an example of not always having all of the data we need, pre-tax/post-tax, for a complete scientific analysis. Alderman Radon, being a smoker, is conscious of the cost of cigarettes and states that people that shop at Dominick's and Jewel purchase cigarettes there for convenience. The price is $10.26 per carton at Dominick's, yet $9.19 at Les -on Drugs on Main Street, representing that many people make an extra trip to save that dollar, and tine would be pushing these people out to other municipalities if we increase the tax. Booth, in explaining that staff's opinion is that the 50a decline is not due simply to the City tax, pointed out that the Tobacco Institute data included seven months prior to the tax, where there was also a decline shoran; that in January 1983 the Federal excise tax was doubled and nationwide the decline has been 4.4% in cigarette sales; and no factors are included in the data for the impact of the opening of the Dominick's store on South Boulevard. Alderman Raden stated that she doesn't believe the Dominick's store caused that great a drop or redistribution in sales, and little tobacco stores will show a greater decline. Thus, if the tax was imposed, they will be hurt the most and, if it is not, they will shows the greater increase. At this time, the Chairman recognized Mr. Arnie Cantor, legal counsel for the Tobacco Institute, weho stated that staff'a analysis is a fair presentation, but the Committee should consider that both parties may be right in that an increase in the tax will bring revenues, and that no increase could also bring additional sales, which would equal this potential tax revenue. Mr. Cantor pointed out that staff's survey of five stores was clone by telephone to Managers, and yet compared this to the Tobacco Institute figures based on invoices, which has greater accuracy. He also pointed out that undoubtedly sales were made at the Dominick's on South Boulevard, and some of these sales were made to other stores' former customers; but the Dominick's on Green Bay also showis a decline of 590, and there is no reason to believe that the B-store sample is not representative of the whole City. The Chairman recognized Mr. Harry Kelly from the Tobacco Institute, who stated that the meeting held with staff was outstanding. He explained that the 12,000,000 sale figure came from the fact that $300,000 in revenue has been received on an annual basis, which equals 6,000,000 packs and, if sales are down on the average of 50n0' at the eight stores, then projecting this decline City-wide previous to the tax imposed in Evanston, sales must have been 12,000,000 packs. This projection was based on computer data supplied by the Tobacco Institute. Mr. A&PW Minutes Meeting of 1/30/84 -3- Kelly pointed out that, since the tax was imposed in Chicago, one tobacco store has shown a decline of 46% from 1982 figures in the first week (1/16/84 to 1/21/84) and a drop of 57% from 1982 figures For the week 1/21 to 1/27/84. Mr. Kelly added that they cannot project what the reduction in sales will be if the tax is put on, but he does project that the City will receive only $420,000 to $450,000 in tax stamp revenues if we doubled the tax, which is short of the projected $575,000 staff figure. It is really a discussion of one opinion against another. Mr. Kelly explained that 22°0 of the national population smokes, and in Illinois smokers buy approximately 137 packs a year. However, in Evanston it appears that 400 packs per smoker is the average, which indicates that Evanston receives significant sales from Chicago consumers. Alderman Raden commented that this may be looked upon as a sin tax, but it is destructive to business and town, and we have a high priority for economic development. She suggested that the tax be put off for a one-year period and we wait to see if the Tobacco Institute projections are correct. The Chairman recognized Sol Meadows, a local retailer, who stated that he has lost sales to Lincolnwood, Skokie, and Highland Park. Mr. Meadows stated that taxing liquor, cigarettes, and gas is easy, and yet residents pay the highest real estate taxes in the area. He has had to lay off three people, and additional tax on cigarettes at this time would be hard to take. Alderman Barr stated that she was struggling with balancing the budget, agrees that sales are off some and that Dominick's an South Boulevard may have had some effect, and that you cannot translate eight stores and their experience City-wide, but she agrees there has been a sales loss. If the tax were raised so there would be only a $.50 difference between Chicago and Evanston, there would Mill be a loss of business due to the dollar difference between Evanston, Wilmette, and Skokie. She is concerned with where additional revenue would be derived since we cannot put the burden on the property tax any more. Alderman Borah stated that the Committee is being asked to put ultimate confidence in the cigarette tax data from the Tobacco Institute, and he does not wish to imply that the figures are .Yrong, but being asked to balance a budget an the hopes of this data is difficuit. Alderman Raden stated that she is concerned with balancing the budget, that vie recently voted for a package liquor store, and we can be ausured that two stores will open with at least $50,000 in liquor license fees. With one liquor store open, we will at least see a sizable increase in the sales tax, and the opening of the Jewel on Chicago Avenue will also add to the sales tax. Alderman Rainey stated that she does not giant to balance the budget on the small businessman, that she is concerned that no special meeting on the budget was voted by Council. She believes that sales will go up, that we will be receiving liquor license fees, and that additional sales tax will came from the new Jewel. She does not runt the cigarette tax which will hurt stores specifically in her Hard. Alderman Summers commented that projections for revenues in the budget are often conservative, and that we sometimes receive more than what vie have budgeted. A&PW Minutes Meeting of 1/30/84 -4- Alderman Nelson stated that he has been against taxes for six years. He is trying to compromise on this tax; stating that he does not believe the figures presented by the Tobacco Institute will be realized in additional sales. He believes $450,000 will be raised without the tax, not the full amount as the Tobacco Institute claims, and he cannot support the tax. If it reached the Council floor, he could only support a compromise of delayed implementation of the tax. After this discussion, Alderman Raden moved that the Committee recommmend not to recommend an increase in the cigarette tax. Discussion ensued by Alderman Borah, stating that what was asked for by the Tobacco Institute was a delay in the tax, and he offered a substitute motion that we pass the ordinance and delay implementation until we can ascertain whether the Tobacco Institute data is fact or fallacy. He moved that the tax be implemented on July 1, 1984 to allow for this data analysis of the projected increase in sales. Alderman Rainey questioned why the Committee cannot vote in July, rather than now. Alderman Borah stated that it would be appropriate to go into the budget with some certainty and not debate the implementation of the tax again in July. The City Manager recommended that, if this substitute motion were approved, it would be best that the ordinance be approved, and then it could be repealed in July if need be. Alderman Barr supported the substitute motion, stating her concern with balancing the budget; that the property tax is overloaded; that tide need to maintain basic services; that she is concerned with the merchants; and is hopeful that dollars will come back into the City. If they do not come in, then we can move to have the tax imposed. Alderman Barr believes the substitute motion is reasonable, and that the ordinance should be approved by the Council at this time due to her concern with getting the ordinance passed in July. Alderman Nelson stated that he could support the substitute motion, as presented, but is concerned that, if it does pass, the Committee should decide no:, on what the test will be for whether the tax should be imposed. Alderman Nelson stated that he does not believe the Institute's data on return of sales and believes that it would be more like a 33-1/3°0' return of sales. He believes the one-third increase in sales would be appropriate as the litmus paper test for whether the ordinance should be implemented on July 1. The City Manager stated that appropriate data ::ould have to be developed by staff for the Committee's review along the lines of ;jhat Alderman Nelson suggested. On the substitute motion, the Chairman called for a vote. The vote was 3 to 3. (Voting aye: Nelson, Borah, Barr; Voting nay: Summers, Raden, Rainey) Alderman Barr offered a substitute motion that the tax be imposed, if need be, on September 1, 1984. appropriate revenue projections ►•could again be necessary, and staff ►could provide it so that a test amount viould be available to see whether the tax should be imposed on September 1, 1984. Mr. Kelly inquired why, with the hundreds of things required to balance the budget, the sale person to balance the budget at this time was the tobacco dealer? The Committee responded that this revenue source is less than lc of the total revenues of the City, and the tobacco dealers are not the sole ones balancing the budget. After discussion, the Committee voted 3 to 3 rn the second substitute motion. (Voting aye: Nelson, Borah, Barr; Voting nay: Summers, Raden, Rainey) On the original motion by Alderman Raden, the vote was 3 to 3. (Voting aye: Raden, Rainey, Summers; Voting nay: Borah, Barr, Nelson) • A&PW Minutes Meeting of 1/30/84 -5- Reference re Charges for Services to Tax -Exempt Properties - Alderman Summers stated that this is a charge not referenced as a tax and cautioned the Committee on the discussion. Alderman Karshak was recognized and stated whatever nomenclature is used, the intent is to broaden the property tax base and spread more evenly the revenue sources. The City currently supports top -rated Police and Fire Departments, and the practical result of this is the holding down of the cost of insurance for Evanston residents and businesses. It would be difficult to calculate the cost if we did not have top -rated Police and Fire Departments. These services are of tangible value to every property owner in the City, and the benefits property owners receive are earned through their payment of taxes. However, a large body of property in Evanston is receiving the benefit but not paying for it. This fact strikes particularly hard on residential property. Alderman Korshak showed a flyer from the Metropolitan Sanitary District, which stated that everyone receiving service From the District pays For the service. No one is exempt. When this country was young, municipalities were limited in their duties, and special exceptions were granted to fledgling entities in order that they may survive. Today the story is different, with government providing Increasing quantities and qualities of service, but there must be a budget to provide for these. We can no longer rest the burden of this funding on a fraction of the community. The elderly can no longer beer it; the very young find Evanston an expensive place to establish a home; and all incomes, save the wealthy, find it hard to enter and remain in Evanston. Therefore, the Alderman is suggesting that the Committee consider broadening the tax base as part of an economic development plan, since economic development takes research and time, and vie need the broader tax base now. The Alderman pointed out that data can be formulated, if need be, but he is requesting agreement on the concept at this time. The Alderman did not want an interpretation or decision on how to go about it, but an agreement on a concept of whether the time has come for broadening the tax base. Staff stated that there was no legal opinion available at this time from Corporation Counsel, and that staff could conduct a survey on whether other communities have such a fire/police service use charge. in response to a question from the City Hanager regarding how the formulas would be used, i.e. per capita or property values, the Alderman stated that the insured value of the improvements on the property should be used for assessing the fees. Alderman Korshak agreed with getting an opinion from the Corporation Counsel, but would like Council to not only decide an the proposal but give an opinion on ghat other type similar mechanism could be used. Alderman Karshak stated that he is unaware of any like City that has as many tax-exempt properties as does Evanston. Alderman Korshak concluded by saying that he would like the Committee to give this concept a merciful death now and, if so, he would go on to the tuition tax issue. Alderman Rainey inquired about whether the City collects garbage from any tax-exempt properties, and the City Manager stated that toe believe there is a limited number of such properties, such as church parsonages, and homes owned by the University and leased to professors or University employees. Alderman Borah accepted the policy, but is concerned with the administrative and legal problems and, in particular, with the legal issues vie could be finding ourselves in court due to the similarity of a tax. Alderman Borah has no objection to a "fair share" concept, but perceives an administrative problem and controls for those who do not pay. A&PW Minutes Meeting of 1/30/84 -b- Alderman Barr stated that she is interested in pursuing the concept, and does not want staff's survey to be limited to University towns; the less we zero in on the University, the more comfortable she is. She believes there may also be a constitutional question. The City Manager stated that he is not hung up on the administrative problems, but is concerned with the problem of enforcement, i.e. getting people to come in and pay; and the courts may be the only remedy, Unlike other services where one only gets what they pay for, he is concerned with the legality of not providing a service which is so essential. Alderman Nelson stated that he did not shy away from Alderman Korshak's idea; he did question some of the Alderman's comments on the cost of living in Evanston, but is in support of the goal to spread the property tax burden in a more equitable way. He stated that there is another opportunity to attack the goal, which is by spending less and did state that this proposal could be a political bombshell and believes there are other ways to skin the cat. Alderman Nelson inquired whether certain portions of the community could be isolated into separate fire prevention districts, and staff will investigate this along with the other legal review items. Alderman Nelson also made mention of Paradise Valley, Arizona where fire services are contracted out to a private entity. Alderman Raden stated her concerns with enforcement, since no one on the Council would support withholding essential police and fire services if someone did not pay. Alderman Korahak stated, on the question of enforcing payment, that the MSD does not tell everyone to stop flushing, but goes to court if necessary. The Alderman stated he would not be pursuing this item if it were not for the fact that the most profitable business in Evanston is flat unwilling to make a cash contribution. Alderman Borah stated that he is not concerned with simply going to court on the issue, but would want to go to court with a position that the City could win. Staff will conduct a survey and provide a legal opinion as soon as possible. The Committee discussed the timetable for discussing this issue and agreed that it would have to concluded after next year's budget is approved. With no further business, the Committee adjourned. Staff Representative ! /l ..• = t'-*', •.� ssistatSE Eo .the City Manager BDC:ct ADMINISTRATION & PUBLIC WORKS CO"11 TTEE MINUTES Meeting of February 13, 1984 Members Present: Aldermen Barr, Borah, Raden, Rainey, Summers Members Absent: Alderman Nelson Staff Present; Asprooth, Siegel, Booth, Shonk, Zimmerman,.Engel, , Tonkinson, Johnson, Jennings, Bianchi Presiding Official: Alderman Michael Summers, Chairmen Summary of Action: Minutes - The Committee reviewed the minutes of the meetings of.January 23 and. January 30, 1984 and approved them as submitted. Communications Request for Public Hearing on Utility Rate Hike - The Chairman stated that he had received a communication from a citizen requesting that the City Council and/or the A & PW Committee hold a meeting to revieri a request for rate hikes by local utilities. The Chairman will be forwarding further information to the Committee as he receives it, as will staff as they receive official rate hike requests from the I.C.C. Bills List Inquiries - The Committee approved the response to the bills list inquiries of the January 23, 1984 meeting. Alderman Raden stated, however, that. she requested a detailed list of the expenditures in the petty cash fund for the City. She requested that the City consider giving five minutes to going through the actual receipts themselves, and the Committee shall consider doing so at: their next meeting. Leqal Opinion re Charqes for Services to Tax -Exempt Prouerties - The Chairman recognized Corporation Counsel Jack Siegel, who summarized his opinion (dated February 8, 1984) on the reference From Alderman Korshak relating to the service charge. Mr. Siegel in his memorandum specifically responded to the Constitutionality of a service fee paid by tax-exempt entities; what other types of mechanisms might be Constitutional if this fee r.ere deemed not to be; hors the City could enforce payment of fees if they were deemed Constitutional; whether certain portions of the community can be isolated into separate fire prevention districts; and whether water service could be shut off if an entity chose not to pay the service fee. The bottom line of Mr. Siegel's opinion was that the public policy expressed in the Constitution and in the Statutes favoring tax exemption cannot be circumvented through the use o. a "service fee".for fire and police services for tax-exempt properties. After this presentation, staff stated that vie had not received any responses on our inquiries on whether other municipalities throughout the country have such a fee structure. Staff Gill forward any responses received. Final action by the Committee a►vaits this additional data. A h PW Minutes Meeting of 2/13/84 -2- Chairman's Recommended Committee Priorities - Questions were raised on the following references by the Committee: - Docket 250--10B-81: Warm Beer and Wine in Grocery Stores - Alderman Barr inquired why this was a first priority, and the Chairman responded that action may not be taken on this matter, but he is requesting that it remain as a First Priority during his tenure as Chairman. - Docket 16-lA-83: Administrative Costs of Budget and sine Item/Program Budget - Alderman Raden pointed out that she would like to compare the increases in City Hall staff to ten years ago and requested that this reference be separated from the addition made by the Chairman regarding the tine Item and Program Budget. Staff shall do so. The Chairman stated that his concern with the format of the Budget was that it is difficult to work with two different documents, especially when sections are not correlated precisely .vith each other. Alderman Borah stated that it might be timely to consider a change in the Budget format, and the City Manager has mentioned this in the past. Consideration will be given to doing so in order that the Budget is serviceable to both staff and the Council. - Docket 309-12C-79: Policy re Use of City Vehicles - The Chairman clarified with Alderman Rainey that this would include her concerns regarding the City fleet. After this discussion, the Chairman's Recommended Priorities were approved. City Yards Parkina - The Committee received a communication from the City Manager and the Traffic Engineer summarizing the cost of various options in developing the City Yards for parking. Staff clarified that the number of spaces on are uncontrolled gravel lot would be about 70% of capacity (492 spaces being capacity) or 344 spaces, if fully utilized. Alderman Barr pointed out that she is not in favor of paving north of Clark Street due to the $325,000 estimated cost. Alderman Raden added that she is also not in favor of paving north of Clark Street but wanted to simply clarify that the City is not choosing to violate the Zoning Code, but is choosing to not spend ❑ver $400,000. Alderman Raden added that she would like to see cost figures on the lights for this area to encourage evening parking. The City Manager asked for clarification that we are not to pave anywhere but will investigate the installation of lights. Alderman Barr stated that she believed lighting costs would be quite expensive and questioned the need, since we are encouraging this property for daytime parking and, hopefully, the facility itself will be short term as the property is eventually developed. Alderman Raden stated she was concerned with residents of the Second Hard. Alderman Barr thanked her, but she still disagrees. Staff pointed out that there might be some pales along East Railroad Avenue that could be considered for the alley light program, and staff will research this along with the estimates for lighting the whole facility. The City Manager requested that clear direction be given by the Committee on the use of the City Yards, since the City -Chamber Liaison Committee requests that the area be paved, not gravelled. The City Manager requested that, once the electrical estimates are provided, that the issue be discussed by the City Council as a whole. The City Manager stated that at the last City Council meeting vjhen this was discussed, it was approved to go out for bids for removal of the foundations, and we are proceeding to do so; but final approval on how the space is used needs to be determined by the full City Council. A & PW Minutes Meeting of 2/13/84 -3- Fee for Services Survey - The Committee acknowledged staff's memorandum that the LOGIN and PTI ANSWER network system is being used to survey communities on the fee for services concept. No response has been received, and it will be forwarded to the Committee once we do receive it. Bills List - The Bills List for the period ending February 8, 1984 was approved. Purchases Parkinq Facilities Manaqement - The Committee received a communication from the Purchasing Agent along with a memorandum from the,City Manager and Traffic Engineer recommending that the second low bid from Standard Parking Corporation be accepted at a total annual cost of $97,008. Alderman Rainey inquired about the performance of Standard Parking Corporation. The Traffic Engineer stated that we are not entirely satisfied but, under this new contract they will be operating under new specifications, which will give us additional control of their operations. The Traffic Engineer added that last year's contract was for approximately $85,000 but, again, they were operating under different specs than what is proposed under this purchase. In response to Alderman Borah, staff stated that the firm will be adding a Shift Leader for supervision of the employees, since most of the employees are part time. In response to more detailed inquiries about problems with Standard Parking, staff stated that we would have to go into executive session to do so. In response to Alderman Rainey, the City Manager stated that at one time the City did manage the parking facilities, but the current corporation is doing a better job than City staff did. After this discussion, the purchase was approved unanimously. Insurance/Risk Manaqement Proqram FY 1984-85 - In response to a question, the City Manager stated that the excess coverage and service contracts expired now, and in order to get the binders and paperriork in order, unless there is a serious problem with the bids, he would request approval of the purchase this evening. Alderman Barr was concerned that Alderman Nelson was not present, and the City Manager stated that Alderman Nelson is a member of the Insurance Sub -Committee, and that staff met with the Sub -Committee giving them insight on the procedures used, the bid process itself, and the coverages being recommended. Additional brokers and companies were recommended by Alderman Pelson, and they were added to our bid list. In response to Alderman Raden regarding why this was not bid like other contracts, the City Manager stated that this is much like purchasing a professional service (such as an architect) and, though many firms can quote, r,e want to be selective in having bidders that are capable of supplying the service. Staff selected brokers and companies, and the Insurance Sub -Committee members added additional brokers and companies, but the gist is that, though there are unlimited companies that could bid on this, we narrmyed the field to selected ones of varying size, but all being firms that can service us. Alderman Borah pointed out that this savings comes to the Committee after five years into an experimental project, that being self-insurance, and now we are seeing the fruits of this effort. After this final discussion, the Committee approved the purchase unanimously. A 6 PW Minutes Meeting of 2/13/84 -4- Telescopinq Aerial Bucket lift - The Committee reviewed the Report of the Purchasing Agent recommending Illinois FWD Truck & Equipment Co. for the unit at a cost of $11,986. The Committee moved approval on a unanimous vote. Eleven Police Sedans (non -bid item requirinq 2/3 majority vote) - The Committee reviewed the Report of the Purchasing Agent recommending Schaumburg Dodge for the purchase of eleven Police Sedans at a unit price of $9,960. In response to Alderman Barr, staff clarified that one of these units will be funded through the Fleet Services fund currently available. After this discussion, the Committee moved approval of the purchase. Items for Consideration - Docket 39-2$-84: Waivinq of City Charqes for 1984 Garden Fair. The Committee considered the request of the Garden Council to waive the City charges for supporting the 1984 Garden fair at Raymond Park on May 11 - 12 and moved approval. Docket 41-28-84: Resolutions 15-R-84 and 16-R-84 - Retirement of G. 0. Bonds. The Committee moved approval of -the Resolutions, and staff clarified that next year will be the last year for bond retirement on this project. - pocket 40-2B-84: Resolution 14-R-84 - Lease of Office Space to Township. The Committee moved approval of a recommendation to lease second floor space in the Civic Center to the Township. - Docket 42-2B-84: Ordinance 21-0-84 - Video Game location Requlations. The Chairman stated that he requested that the Committee hold this item because, through enactment of this Ordinance, we are taking an entire business district that was previously eligible for video games and striking the eligibility for video games throughout the entire business district. He also stated that he has never been in support of policy to mitigate problems in certain areas, and that he has information coming that he would like the Committee to consider. Alderman Borah suggested that Alderman: Rainey take this iten. to the City -School liaison Committee; however, after additional discussion, the item will be held on the A & PW Committee agenda awaiting additional information. - Docket 43-2B-84: Ordinance 25-0-84 - Ciqarette Tax Increase. Discussion began on the triggering mechanism, which will determine whether the Ordinance will be repealed or enacted on September 1, 1984. The City manager stated that, after considerable analysis, staff recommends a reduced revenue estimate of $450,000 if the Council elects to delay implementation of the tax increase to September 1, 1984. The City Manager explained that staff discussed the triggering point with Alderman Nelson and agreed upon an 80% return on sales, which would derive revenue of $240,000 compared to the original estimate of $300,000. Alderman Raden pointed out that she did not support any of the other taxes in the budget options, but she believes it is wiser at this point to discuss the food and beverage tax item. She stated use should not consider raising the price of one item because we don't like that item (sin taxes), but a 20 charge in restaurants would not turn people away to any great extent. She would like the Committee to discuss this item and present it on the Council floor for additional consideration. . A & PW Minutes Meeting of 2/13/84 -5- Alderman Borah believed that discussing the food and beverage tax at this time would be foolish, and it is a mockery of the budget process. This revenue option was considered by the whole Council to allow the opportunity for input, but it did not get majority approval. He stated, however, that he has always been in favor of it, and is surprised when the Council defeats consideration of this revenue item. He added that the food and beverage tax is the most difficult tax to collect due to the need for administrative personnel additions. He did state that he is somewhat concerned with the substantial reliance placed on the industry group figures and the trigger mechanism being used. Alderman Raden stated that she would like to stop ghat is destructive in that we are driving sales out of town, and added that both the Tobacco Institute and staff surveys were somewhat exaggerated examples; but, if we don't put the tax on, it will bring more people back into town. Alderman Barr pointed out that the food and beverage tax has failed in the past, although she did not object to this small onerous tax, but does believe it is difficult to collect. She is concerned with a hurried presentation of this option to the City Council which would include public hearings and the difficulty of passing an ordinance implementing the tax - an ordinance that would have to be introduced this night. She concluded that this option did not get support in the past, nor would the most recent budget options, and there is no reason to see that we will get votes to approve it at this time. Alderman Rainey pointed out that, there were six new people on the Council when the budget options were considered, and these six new people perhaps did not know enough about the budget and the budget process to fully weigh the options. She concluded stating that she believes these six new Aldermen might very well approve of the tax at this time. Alderman Borah stated that the logistics of considering and passing such an ordinance at this time would be overwhelming. He also added that there would be substantial lobbying on the item. Alderman Barr pointed out in regard to lobbying that the Tobacco Institute had several months to lobby, and they have gained a small victory in the !-month delay in the implementation of the tax. She did not believe it would be fair to the restaurant industry or to the City Council to ram such an item through at this time. She added that she is not opposed to the tax but does not believe it is fair to all involved to consider and, hopefully, pass such an item in such a short period of time. Alderman Rainey pointed out that the trigger mechanism figures are different than what was considered in Committee and stated that she recalled Alderman Nelson's using a $187,500 figure after five months of revenue without the tax as a trigger mechanism. The City Manager clarified that he had consulted with the Alderman on this revenue trigger mechanism and, though he believes what was presented is what the Alderman requested, he recommended that the Committee make a motion to approve using $187,500 figure for the revenue estimate, as Alderman Rainey suggested. The Committee did so. Ira Golan of the Chamber of Commerce was recognized and stated that there is a Bill in Springfield considering raising the taxes for Cook County by 1.5e to support improvements at McCormick Place and, if the City imposed a 2a restaurant tax, we would be affecting a doubling of the tax in less than a month. After this discussion, the Committee moved introduction of the Ordinance with the changed figures for the triggering mechanism to be noted in the motion. There being no further business, the Committee adjacrrned at 9:00 P.M. Staff Representatives �iista' BOC:ct he City Kanager ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Meeting of February 27, 1984 Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers Members Absent: None Staff Present: Asprooth, Booth, Shonk, Zimmerman, Engel, Wagner, Tonkinson, Johnson, Jennings, Bianchi Presiding Official: Alderman Michael Suf.ners, Chairman Summary of Action: Minutes - The Committee approved the minutes of the February l3, 1984 meeting. ' Communications Approval of the 1984 Alley Resurfacinq Program - The City Engineer explained that the alleys with the greatest need have been identified with costa applied to them with funding to be $50,000 in General Revenue Sharing and $400000 in CDBG funds. Alderman Barr inquired about the alley running behind the Y.M.C.A. from Grove to Lake Street, and if this could be put an the list. Other Aldermen had similar requests, and this item will be held over until the next meeting for the Engineer to receive such requests. Fee for Services Survey - Staff informed the Committee that the request has been cancelled due to the opinion of Corporation Counsel on such a fee. In response to Alderman Raden, staff will reinstitute the request and forward the response to the Committee when it is received. Schedule for Triennial Reviews for 1984 - The Committee chose to review the following Commissions and Boards this year, as part of the Triennial Review process: Civil Service Commission, Firemen's Pension Board, Police Pension Board, Police Services Committee, Animal Control Commission, and Flood & Pollution Control Commission. Staff will set up review dates and communicate same to Committee. Cable TV Mobile Van - The Committee received a communication from Mr. Alan Soell in which he stated his concerns with the actions of the Cable Communications Commission and Cablevision's refusal to provide a mobile van at all times to the City of Evanston. In response to Alderman Rainey, staff stated that Chairman Wald and the Cable Commission will be communicating to the Committee in March regarding these and other items regarding Cablevision. Mr. Soell will return to the Committee at their next meeting when Mr. Wald will be present also. City Yards Parkinq - Aldermen Juliar and Pabst joined the Committee. Alderman Juliar stated that a number of issues are being considered, but certainly one is getting parking off the residential areas surrounding the downtown. In order to do so, a desirable alternative facility for parking should be developed to attract parkers away from the Lakefront area. A desirable facility would have a paved surface, rather than an unpaved one. Alderman Nelson stated his concerns with sinking funds into the area with hopeful Downtown II development proceeding in this direction. A & PW Minutes Meeting of 2/27/84 -2- Discussion was held on the number of spaces to be created under the paving and gravel only options. Staff stated that we have no figure available for grading only the area north of Clark at this time. Alderman Pabst stated that a possitle alternative would be a combination of free parking on the lot for those drivers with Evanston vehicle stickers and a $10 fee for employees of downtown establishments who are not Evanston residents. She is concerned that the parking at the City Yards not become a haven for commuters using the rail lines. She is interested in seeing the lots completely lit, and that roping is provided in designated parking lanes. Alderman Roden stated her concerns with spending money for permanent improvements with hopeful development coming in this direction. Alderman Juliar responded that it is not a question of development but how fast the development will come to the site. He believes it will be a couple of years, and in the meantime the land could be used for parking and, if paved, revenue can be generated to pay for the cost of paving. Alderman Nelson stated that he had no problem with the whole Council considering these options, but he moved that the Committee reaffirm its previous decision to grade and gravel the entire area and provide free parking. Discussion ensued over the need for the lights at the lot with the result being that lighting be provided which will include four davit arm fixtures in the south portion of the lot itself. Staff will proceed to acquire cost estimates for lighting of the lot north of Clark Street. In response to Alderman Pabst's suggestion for some type of permit parking, Alderman Nelson stated that he believed there would be an administrative problem that isn't necessary with such a procedure. Alderman Summers then stated that for the next agenda he would like to go over the Affirmative Action Plan, which he stated has expired. The City Manager stated that parts of the new Plan are being considered now by the Civil Service Commission. Township Policy on Contributions to Memorial Funds - The Committee received a communication from the Township Supervisor, stating the Township policy on contributions to memorial funds. Alderman Summers stated that he believed it was an appropriate expenditure. Alderman Rainey stated it is outrageous to spend taxpayers' money to recognize such an event. She requested that the Human Services Committee consider this at their next meeting, and she believes the money should be returned. Alderman Roden then made a reference to be accepted by the Committee to review the parking ticket collection procedures, the concern being that an administrative review might be appropriate. Bills List - The City bills list for the period ending February 23, 1984 was approved. Purchases Arts & Events Publishing {requires a 2/3 majority vote} - The Committee received the Report of the Purchasing Agent recommending approval of the Pettis Group International Publishers Representatives for the publishing of ARTS & EVENTS at a maximum cost of $22,152. Such award will be contingent upon the approval of additional funding by American Hospital Supply Corporation. The Committee unanimously approved. A & PW Minutes Meeting of 2/27/84 -3- Bryant Avenue Special Assessment - The Committee received the Report of the Purchasing Agent recommending approval of the low bid from Bigane Paving Company at the unit prices bid for a total estimated cost of $67,480.90. In response to Alderman Nelson, the City Engineer stated $84 was the figure for per foot assessible cost with the City paying 88.10 of the total cost. Street Lighting Maintenance Contract Renewal - The Committee received the recommendation of the Purchasing Agent for a 1-year renewal of the Street Light Maintenance Contract with Commercial Light Company at a total cost of $227,175. Discussion ensued on whether or not this should have been a bid project. After this discussion, the Committee approved the purchase. Material Testinq & Inspection (non -bid item requires 2/3 majority vote) - In response to Committee questions, the City Engineer stated that we have had trouble in the past, but this firm seems to be doing a good job. After this discussion, the Committee moved approval of the proposal from Soil & Materials Consultants, Inc. for the furnishing of testing services for materials used in construction projects at a total estimated cost of $6,779.92. Items for Consideration Docket 56-2C-84: Ordinance 22-0-84 - Weight Limit - Maple & Elmwood. Alderman Barr stated that, due to the problem of Oak Avenue truck traffic now using Maple and Elmwood instead of the hoped for Emerson and Dempster routes, this restriction has been requested by citizens of the Ward. The weight limitation will be 8,000 lbs., which will still allow small contractor-type/delivery vehicles to use the routes. Alderman Barr requested that a repealing ordinance be prepared for the sunset provisions of the Oak Avenue truck limitation ordinance. Staff shall do so. Docket 57-2C-84: Ordinance 23-0-84 - 2-Way Stop - Park Place & Highland. This ordinance was moved for introduction. Docket 68-2C-84: Resolution 20-R-84 - MFT Street Resurfacing - The Resolution was approved, which would appropriate $330,000 in MFT funds for resurfacing portions of six streets in Evanston. Docket 55-2C-84: Ordinance 28-0-84 - Quarterly Inspection Fee for Taxicabs - The Committee considered a recommendation from staff to increase the taxicab inspection fee from $2.50 to $5.00 in order to meet the revenue projections for 1984-85, which presumes an increase of fees for safety stickers, truck inspections, and taxicab inspections. In response to Alderman Rainey, staff stated that these fees are slightly less than those charged by other testing lanes ($6.00). This ordinance was moved for introduction. Docket 42-2C-84: Ordinance 21-0-04 - Video Game Location Regulations - This item was held over for further discussion by the Chairman, who stated he has additional information that he would like to present to the Committee at their next meeting. There being no further business, the Committee adjourned at 8:30 P.M. Staff Representat: Manager BDC:ct ADMINISTRATION & PUBLIC WORKS COF•MITTEE Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: MINUTES Meeting of March 12, 1984 Aldermen Barr, Borah, Rainey, Summers Aldermen Nelson, Raden Booth, Shank, Zimmerman, Engel, Wagner, Tonkinson, Johnson, Jennings, Wirth Alderman Michael Summers, Chairman The Chairman called the meeting to order at 7:48 P.M. Minutes - The Committee approved the minutes of the February 27, 1984 meeting. Communications Bills List Inquiries - The Committee approved the staff response to the bills list inquiries from the February 27, 1984 meeting. Angle Parking - The Chairman recognized the Traffic Engineer who made a presentation on angle parking opportunities in the downtown area. In response to a request from former Alderwoman Bradford, Jennings stated that he did a literature review on angle parking which revealed that angle parking should be used on streets with appropriate width, that experience low -volume traffic, and that provide good sight distance. Unfortunately, areas where angle parking is currently used violate all of these recommended provisions. The Engineer then reviewed traffic accident reports which shored that accidents happen at a rate of 3.3 times more in angle parking areas, as opposed to parallel parking areas. The Engineer then rhecked the :street. mirth, and idn..ntified eighteen blect's that could support angle parking based on appropriate width. Of t.ie eighteen blacks surveyed, the Traffic Engineer found three that were in areas with light to moderate traffic. These three areas were Davis on the north side adjacent to the Post Office; the north side of Grove by American Hospital between Sherman and the first alley; and Sherman from Grove to Lake on the west side. Parking spaces created would be two, one, and six, respectively. The Engineer added that, ;then possible, we attempt to squeeze in as many parallel parking spaces as possible when streets are resurfaced. t:e recently added four on Oak Avenue with this restriping vjhen the street was resurfaced adjacent to the Post Office. There is also a potential to change the angle slightly from 45 to 60 degrees, which takes up less curb space and creates more spaces, but creates a problem by increasing the backing up space from twelve Feet to a required sixteen feet, which creates an additional potential for more accidents. The Engineer did look at Maple Avenue near the City Yards for angle parking, and this area could support it, but the recommendation was not to do so since the City Yards will be providing numerous additional parking spaces. The Engineer added that East Railroad Avenue, adjacent to the train otation, is a private street and would need to be one-t-,ay before we could create angle parking, and we could do so at a later date. A & PW Minutes Meeting of 3/12/84 -2- The Engineer summarized by stating that, though there are three identified areas where angle parking could be in place, the recommendation would be not to support it since the potential for increase in accidents mould overvieigh the benot-its. In response to Alderman Borah, the total spaces to be created would be nine. Alderman Barr stated that she might be able to support this. Some of the areas identified viere in her Ward, and she recognized Davis from Maple to Oak is congested and accidents do happen; but the problems with lack of parking around the Post Office calls For positive additions to parking. She summarized by stating that, with the enormous problem of all -day parking and similar type parking problems in the downtown area, any more spaces that could be created would be for the better. Alderman Borah stated that the gravelled lot at the City Yards will solve many of the problems of the downtown area, and he is concerned with the problem of additional accidents being created on Davis Street. Alderman Rainey commented an how a few Facts can change one's perception since better results were anticipated. She stated that she can appreciate the need For more spaces, but the cost of relining the streets and relocating meters might be excessive. The Traffic Engineer will report on the cost for creating these., nine spaces for final Committee consideration. Cablevision Non -Compliance Report - The Chairman recognized John Wold, Chairman of the Cable Communications Commission. Mr. Wald reported that extensive negotiations have taken place between the City and Cablevision, and that agreement has been reached. This agreement will be a satisfactory arrangement to move forward without having to impose Fines. A formal agreement will be approved by the Company, and then will be typed and transmitted in the packets to the City Council and A & PW Committee. In response to Alderman Barr, Chairman Wald stated that the Council does have authority on approval of such an agreement. Alderman Borah reiterated his previous opinions that the City and Cablevision are engaging in a loggerhead pattern of Fine, bring it to the Committee, then the issue returns back to the Commission for resolution. Chairman Wold stated that he believes this has happened in the past but does not believe this situation will arise again. He stated that a couple of issues remain open, including the health and security package, but nova ae have a schedule: of implementation that will auoid confrontation. In response to Alderman Rainey on the mobile van, Chairman Wald stated that the Company is trying to serve Evanston and others with a single mobile van, and the franchise is not clear on .-jhether a single dedicated van was to be provided to Evanston. Negotiations were reached at having a dedicated van when the production exceeds a minimal amount of time (over 60 hours a week); until then the shared schedule ryas to be tried. Alan Soell "as recognized. He stated there seems to be two issues: the Evanston Electronic Ne►vsgathering Van should have been dedicated to the City and is now being traded off with other communities, and whether it should be used For newsgnthering or other potential utilizations. Chairman Wald stated that negotiations are v,orking toward resolving the issues that Mr. Soell has mentioned, and that the Task Force that developed the Franchise could possibly have been more specific an the language so that vie could have no question about a dedicated van. fie stated that we would stand a 50-50 chance of winning this issue in court and believes that arrangements can be made for mobile production, but this does not have to be a dedicated van. In response to Alderman Rainey, the Chairman stated that he vjould like to return to the A & P11 Committee at the second meeting in April to report on the negotiated agreement. A & PW Minutes Meeting of 3/12/84 -3- 1984 Alley Resurfacinq Program - Staff transmitted cost estimates of $21,000 for including the alley behind the YMCA for resurfacing. Alderman Barr expressed her concern that this alley was to be included via Jiro Jones` direction on the next alley resurfacing program. This will be the highest priority for next year's repaving program, and Alderman Barr would be investigating the possibility of CD local option funding for this item. After this discussion, the Resurfacing Program was approved. Taxicab Inspection Information - Staff provided a communication showing that vie inspect 600 taxicabs a year, and ►ye charge $5 per inspection, compared to $6 in Wilmette. Parking Lot #49 Lease - Due to underutilization of this Lot in the 1000 block of Main Street and the fact that we project the need for resurfacing of the Lot, staff is requesting approval to discontinue leasing the property as a parking lot and prepare an ordinance to delete it from the City Code as such a lot. The Committee approved, and staff will draft an ordinance. Request to Ban Sale of Leaded Gas - The Committee received a communication from a resident requesting that the City of Evanston consider banning the sale of leaded gas in Evanston due to its health factors. Alderman Barr stated her opposition to the idea, stating it would be impossible to control such purchases. Alderman Summers agreed but requested that the have a legal opinion on this to put the matter to rest. Staff will report back on the issue. Request to Cablecast City Council Meetings - The Committee received such a request from Cablevision and moved approval. Status of Affirmative Action Plan - Staff reported an the AAP in that the current Plan rewains in effect until the revised Plan is reviewed, published, and distributed. Alderman Summers requested additional information on the compliance and progress towards meeting the Plan. 1984-85 Minority Set -Aside Program - The City Manager and Purchasing Agent detailed that $114,000 in contracts were recommended for the Minority Set -Aside Program. The Committee moved approval, and this rill be docketed for City Council consideration at the next meeting. City Lot #33 - Staff informed the Committee that the Trustees of First Presbyterian Church have decided not to negotiate a new lease, fearing that revenue from the lot could jeopardize their tax-exempt status. A letter explaining the situation has been sent to the Lot #33 permit parkers, and efforts will be made to assist each person to locate other parking as quickly as possible. Bills List - The Bills List for March 7, 1984 was approved. Staff will report back on bill inquiries at the next meeting. Township Bills - The Township bills were approved, and Mr. Winfield is to be commended for looking at alternative :•gays for providing medical care. Purchases No, Truck Chassis and Packer Bodies - The Committee received the Report of the Purchasing Agent recommending approval of the bid from Bruce Municipal Equipment, Inc. for two truck chassis and packer bodies at a total cost of $171,912.50. In response to an inquiry, staff stated that this is the same price that was quoted on the last two trucks purchased. The Committee moved approval. A & PW Minutes Meeting of 3/12/84 -4- Redevelopment of Philbrick & Firemen's Parks - The Committee received the Report of the Purchasing Agent recommending approval of the low bid from Koch & Son Landscaping, Inc. for the furnishing of labor and materials necessary to redevelop Philbrick & Firemen's Parks at the unit prices bid for an estimated total cost of $65,531.35. The Committee moved approval. Items for Consideration Docket 69-3A-84: Resolution 25-R-84 - Temporary Closure of Sheridan Road. The Committee moved approval of the Resolution so that Sheridan Road can be closed for a Mini -Marathon run by the Kiwanis Club and St. Francis Hospital on portions of May 2O, 1984. Docket 70-3A-84: Resolution 23-R-84 - Urging Revision of Cable Industry Bill H.R. 4103. The Committee moved approval of this Resolution, as recommended by the Cable Commission. The Bill deals with the po►•iers of municipalities in regulating cable television. Docket 71-3A-84: Ordinance 34-0-84 - Video Game Fee Increase. This Ordinance was prepared as approved for the 1984-85 budget increase in the fee from $137.50 per device to a graduated fee schedule. The Committee moved introduction. Docket 72-3A-84: Ordinance 35-0-84 - Sewer Rate Increase. The Committee moved introduction of this Ordinance which will flatten the water rate at $.31 per 100 cubic feet of water. Docket 73-3A-B4: Ordinance 36-0-84 - Neighborhood Stop Signs. The ammittee moved introduction of the Ordinance which will place additional stop signs at Sherman & Washington; Brown & Foster; and Sherman & Seward. Docket 74-3A-84: Ordinance 37-0-84 - Deleting Sunset Provision of Oak Avenue Truck Traffic Restriction. The Committee moved introduction of this Ordinance. Docket 42-28-84: Ordinance 21-0-84 - Video Came Location Regulations. Chairman Summers stated that he has seen reports from the Police Department that disclose no illegal activity rjithin the establishments along Church -Dodge that have vide❑ games, and he has met kith the Merchants Association to discuss the item with them. The merchants have agreed that possibly an option would be to keep the video games off from the close of the business day to 2:00 P.M. the next business day to prevent high school students from playing the devices. Another option was to only allow those 21 years of age or older to play the devices. Alderman Summers requested that the business organization that is newly formed have the opportunity to work on the problem. The suggestion was also made to not allow any new licenses to be granted in the area, but that would be restraint of trade, and we cannot do so. Alderman Borah requested that Alderman Summers provide a written summary of Superintendent Ober's comments for Committee consideration. The following items viere moved for approval on the Council floor: Docket 57-2C-84: Ordinance 23-0-84 - Stop Signs -- Park Place at Highland. Docket 55-2C-84: Ordinance 28-0-84 - Quarterly Inspection Fees for Taxicabs. Docket 56-2C-84: Ordinance 22-0-84 - Weight Limit - Elm►iond & Maple. A & PW Minutes Fleeting of 3/12/84 -5- Docket 240-8B-83: City Yards Parking - Staff summarized the Committee's consideration of this item for full City Council review. Alderman Rainey moved for a concept of lighting the south City Yards (south of Clark Street) by utilizing the alley lights and no lights within the City Yards area. Staff stated that this cost would be $207 annually for the three lights. Aldermen Rainey and Barr reiterated that this should be an optional daytime parking area, not to be utilized to a great extent in the evening, and the alley lights would provide some lighting for those parking in the evening an the south part of the City Yards. On the motion, it was approved 3 to 1_L41&rman Borah dissenting). With no further business, Staff Representativ BDC:ct at 9:00 P.M. Manager ADMINISTRATION & PUBLIC WORKS COMMITTEE MINUTES Meeting of March 26, 1984 Members Present: Aldermen Borah, Nelson, Roden, Summers Members Absent: Aldermen Barr and Rainey Staff Present: Shank, Zimmerman, Wagner, Engel, Tonkinson, Johnson, Jennings, Wirth, DiCanio Presiding Official: Alderman Michael Summers, Chairman Summary of Action: The Chairman called the meeting to order at 7:36 P.M. Minutes - The Committee approved the minutes of the March 12,,1984 meeting. Communications 1: Affirmative Action Plan - Staff presented the approved 1984-89 Affirmative Action Plan for the City of Evanston, which was recently approved by the Civil Service Commission, and the Chairman has slated this as an item for discussion at the meeting of April 10, 1984. Bills List Inquiries - The Committee approved the staffs response to Bills List inquiries from the March 12, 1984 meeting. Information on Request to Ban Sal© of Leaded Gas - Staff provided information regarding the fact that the Federal government (USEPA) is considering a complete ban nationwide on the sale of leaded gas, and that a number of states and cities have petitioned the USEPA to fast -track this ban due to the detrimental health effects of leaded gas. The Chairman recommended that staff inform the citizen requesting a City ban on the sale of leaded gas that, since this is a national concern, it be dealt with at a Federal level. To ban leaded gas sales on a local level would put out retailers at a competitive disadvantage and would have little effect on the detrimental health effects due to the fact that pollution does not observe municipal boundaries. Recommendation on Paving Petitions SA #1358 and SA #1359 - The Board of Local Improvements forwarded a recommendation stating that, having reviewed the important factors, the Board recommended that the projects not proceed. Staff pointed out that there may be some confusion on special assessment #1359, and that an informal query of the residents bordering the alley will take place to see if the Board of Local Improvements should reschedule public hearings for paving of this alley. In response to Alderman Borah, staff stated that under normal circumstances, if only 21% of the citizens sign a petition in favor of alley paving, a public hearing would not proceed; but, due to the fact that the Ward Aldermen are interested in this, staff followed through. Additional Information on Anqle Parkinq - Staff provided additional information on the cost of providing angle parking in three locations in the City, and provided additional cost estimates for another location for angle parking on Davis Street east of Chicago Avenue to Hinman on the north side. Alderman Borah stated that the Davis stretch seemed to be the most approvable, but he could not recommend utilizing angle parking anywhere else. Alderman Raden agreed, stating it was an excellent idea and greatly needed. Staff will draft an ordinance for Committee and Council consideration creating the angle parking on Davis. A & PW Minutes Fleeting of 3/26/84 -2- Bills _Lists - The Bills Lists dated March 19, 1984 (for 1983-84) and March. 21, 1984 (for 1984-65) were approved. Purchases Beck Park redevelopment and Landscaping - Alderman Summers explained that this is an existing park, partially furnished but recently renamed and is located along the canal lands. After a brief discussion the Committee approved the recommendation of the Purchasing Agent for the low bids of Koch and Son Landscaping for the redevelopment of Beck Park at the unit prices bid for a total estimated cost of $50,628.61; and Turfcare Landscaping for landscaping at Beck Park at the unit prices bid for a total estimated cost of $1,839.00. 50/50 Sidewalk and Curb Replacement Proqram - After a brief discussion, the Committee approved the recommendation of the Purchasing Agent for the low bid from Globe Construction at the unit prices bid for a total estimated cost of $99,875. Dredging of Church Street Boat Ramp - The Committee received a staff recommendation that G.M.D. Dredging be awarded a contract For a total est.L7+tted cost of $11,660 for the dredging of the harbor within the breakwater enclosure at the end of Church Street. This sand will be used For restoration at Greenwood Beach. Staff informed the Committee that last year we did not have the opportunity to properly dredge the area, taking out only approximately 350 cubic yards, but this time we will remove the accretion of sand down to a proper depth so that the harbor can be used and provide appropriate draft for vessels. We will be dredging down so that have a draft of approximately nine to ten feet within the harbor. Alderman Raden pointed out that the original study reports reported that dredging would be required once every five to seven years, and she voiced her concern that vie are now planning to dredge this year, as we did last year, and this flies in the face of the study report. In response to Alderman Summer:, staff stated that northeasterly storms are throwing sand held in suspension in the ►rater over the breakwater into the harbor, and that we are taking soundings after each major storm to determine the amount of sand being placed within the harbor. Staff stated that this dredging is required, and that we ►,rill continue to monitor the accretion of sand into the harbor so we can determine how much dredging and how often it will be needed. After this discussion, the Committee approved the purchase unanimously. Authorization to Secure Enqineerinq Services for Reach Renourishment - The Committee received a communication from staff stating that our long-range planning projected a renourishment effort at Lee Street Beach during 1984 and Greenwood Beach during 1985. In 1985 renourishment of Greenwood Beach was to follow the installation of a steel pile groin at the north end of the existing Greenwood Beach. The groin is to be managed by the Army Corps of Engineers and is to be constructed this year or 1985. However, due to extensive storm damage from a recent northeasterly, we are now planning some interim emergency repair work at the Greenwood Beach site late this spring/early summer. After this discussion, Alderman Belson moved approval. A & N-1 Minutes Meeting of 3/26/B4 -3- In response to Alderman Haden regarding the Fee structure, staff stated that, without doing a complete planning study, vie are uncertain. of the size of the contract work required and, thus, we have no precise way to ask for a bid until we get into the planning and engineering phases of the project. This was seen as a more reasonable way to secure engineering services. Mr. Wirth stated that this beach renourishment is part and parcel of a long-range plan for beaches in Evanston which began in 1956 and involves a groin at Greenwood Beach that was recommended in the 50's but deferred by the Corps of Engineers. Mr. Wirth stated that staff is recommending Ralph Burke & Associates due to the unanimous consensus of the review team that they have the best experience and background for this type of work in Evanston. In response to Alderman Nelson on how the long-range plans are working out, staff stated that we will always experience starvation of the beaches regarding IitvFal drift of sand, and that the beaches will require renourishment periodically. In some ways, the Northwestern landfill is a detriment to any literal drift of sand that the City receives, since it projects out into the Lakeand d forces literal drifts to move past Evanston. Staff reminded the Committee that the Breakwater that was built is not the one that was originally planned since certain capital investments were removed (60 feet of breakwater was deleted), and because of this deletion of capital investment, we are experiencing a higher maintenance cost. In response to Alderman (laden, staff pointed out that this was discussed in the special sub -committee on the breakwater in April of 1983, and staff was requested to search for a memorandum stating that we would experience higher maintenance costs due to less capital investment. further discussion of this item was held until later in the meeting. Items for Consideration Docket 82-38-84: 1984-85 Minority Set -Aside Program - the communication previously sent to the Committee was moved for approval by the Council. Docket 83-3B-84: Cablecasting City Council Meetings -- This was moved for debate on the Council floor, and the Committee voted 3 to 1 for approval with Alderman Nelson dissenting. Docket 84-3B-84: Removal of Parking Meters - Church & Bak - The Committee received a communication from staff requesting preliminary approval by the Council for the permanent elimination of the thirty parking meters on Church and Oak with Evanston Venture to include the proposed thirty public parking spaces metered in their soon to be constructed parking deck. Mr. Bruce Goodman was recognized as an officer of Evanston Venture stating that, when Shand Morahan's building was in the design stages, they contacted the Traffic Engineer and preliminarily agreed that there would be no parking meters on Church and Oak. The parking spaces were to be replaced in some manner, and this was the proposal to include these parking spaces at the northeast end of the parking structure. Mr. Goodman stated that only three or four stores on Church would be affected, that this area is not a robust retail area, and it would be only a minor inconvenience to park in the structure as opposed to parking on the street. A & PW Minutes Meeting of 3/26/64 -4- In response to Alderman Raden, staff had not yet consulted Alderman Borah on the subject. Alderman Raden inquired whether any planning analysis had been done on the value of on -street parking as opposed to off -site parking, and staff stated that there had not been such a study. Alderman Borah stated that he was concerned with the discussion as it revolved around a major private investment in the City. After this discussion, the Committee approved on a 3 to 1 vote with Alderman Raden dissenting. Docket 85-38-84: Resolution 26-R-84 - Designated Signatory for Recreation Business Manager - The Committee approved the Resolution and explained that a private citizen was one of the signatories because he is the Chairman of the Recreation Board, and his signature is available if staff is not available. Docket 86-38-84: Resolution 27-R-84 - MFT Street Maintenance - The Committee approved the Resolution which appropriates the sum of $275,000 in MFT funds for the purpose of maintaining City streets under the jurisdiction of the City. Docket 87-38-84: Resolution 2B-R-B4 - 1984 MFT Slurry Seal Program - The Committee discussed the Resolution, which would appropriate $69,272 of MFT funds far purposes of the application of slurry -coat seals by contract on City streets with additional funding to be received from the CDBG funds. The City Engineer stated that overall slurry -seal applications are working out, but not as, well an high volume traffic areas. The Committee approved the Resolution. Docket 88-3B-B4: Ordinance 42-0-84 - Disposition of Found Money and Property - Moved for introduction by the Committee. Docket 69-38-84: Ordinance 44-0-B4 - Parking on South Side of Main Street - This Ordinance would remove three spaces cn the south side of Main Street east of Forest Avenue for additional site distance for motorists, as requested by the Aldermen of the Ward. The Committee moved introduction. Docket 90-38-84: Ordinance 45-0-84 - One -Way Alley - Ashland & Simpson - The Traffic Engineer stated that this was prompted by a request from a citizen of the Ward. The Committee moved introduction. Docket 91-38-84: Ordinance 47-0-84 - Weight Limit on Jackson Avenue -. Moved. for introduction. Docket 42-2B-84 -• Ordinance 21-0-84 - Video Game Location Regulations - The Chairman stated that he had been working with the Church/Dodge Businessmen's Association, and they do not .pant to see detrimental activity in that area. He had also spoken to Supt. Ober of E.T.H.S., and an agreement was reached to unplug the devices during school hours, which would be from the close of the business day to the following afternoon at 3:30 P.M. Alderman Borah inquired whether the Chairman had acquired a written confirmation from Supt. Ober on the subject, and the Chairman stated that he was concerned with the Alderman's questioning his motives, and that the Chairman had been stating the facts that he has ascertained from Supt. Ober and the businessmen of the area. The Chairman recommended that Alderman Borah communicate directly from Supt. Ober if he should have any question an the report presented by Alderman Summers. Staff proceeded to present a draft ordinance along the lines of a prohibition of video game use within 500 feet of a high school during school hours. A & PW Minutes Meeting of 3/26/84 -5- Items Previously Considered that were Moved for Approval by Council Docket 71-3A-84: Ordinance 34-0-84 - Video Game Increase. Docket 72-3A-84: Ordinance 35-0-84 - Sewer Rate Increase. Docket 73-3A-84: Ordinance 36-0-84 - Neighborhood Stop Signs. Docket 74-3A-84: Ordinance 37-0-84 - Deleting Sunset Provisions of Oak Avenue Truck Traffic Restrictions. Purchases (continued) The Committee resumed discussion of the engineering consultant for beach renourishment with Alderman Raden moving for a substitute motion to purchase services from one of the other two consulting engineering firms. The vote on this substitute motion was 2 - 2 (Aldermen Borah and Nelson voting nay; Aldermen Summers and Raden voting yea). Staff stated that the group that reviewed the qualifications of the three engineering firms unanimously approved Ralph Burke & Associates due to their experience in artificial beach creation and renourishment, and their extensive local experience with Dempster -Greenwood Beach, Clark Street Beach, Lee Street Beach, Lighthouse Landing Beach, South Boulevard Beach, and their construction of the North Avenue -Fullerton Beach in Chicago, which has never had to be renourished. The Harza Engineering Company is a huge engineering firm which had been involved with the Santa Monica Beach in California, the Miami Beach in Florida, the South Shore -Long Island, New York Beach, and a small beach in the Highland Park area. However, Mr. F. Wheby, Ltd., a local engineering firm, was concerned with the health of the Evanston beaches and, though he is a competent engineer, he has not been involved in extensive beach construction or renourishment. The staff review committee did have lengthy discussions with him on the Corps of Engineers recommendations for a steel -sheet groin, but overall Ralph Burke 3 Associates stood alit as a firm that was competent and experienced in such construction and engineering services, particularly as it involves Evanston beaches. Finally, staff stated that a memorandum that explicitly stated that we would experience higher maintenance costs due to the shortening of the breakwater could not be found this evening. Alderman Raden expressed her concern with the lack of such information being provided to the Council prior to their approval of the ultimate construction of the breakwater. After this discussion, the Committee approved the purchase of services on a 3 to 1 vote, with Alderman Raden dissenting. �. With no further business the Cagww6ttee adidyrned at,FV'57 P.M. Staff Representative: ist4nt to b'adfTIpt7_�anager BDC:ct Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of April 10, 1984 Aldermen Barr, Nelson, Roden, Rainey, Summers Alderman Borah Wagner, Engel, Tonkinson, Johnson, Jennings,.Wirth# Asprooth, Booth Alderman Michael Summers, Chair The regularly scheduled 7:30 P.M. meeting was preceded by a presentation by the Fleet Services Superintendent at the Municipal Service Center for Aldermen Nelson, Roden, and Rainey. The presentation entailed a detailed walk-through of a recently purchased fire ambulance compared to our current ambulances, and a presentation on the merits of a plan for rebuilding current chassis in order that different body modules can be placed on the chassis at a considerable savings. The meeting then reconvened at 7:35 P.M. at the Civic Center with Alderman Summers presiding. Minutes - The Committee approved the minutes of the March 26, 1984 meeting with changes as noted. Communications Bills List Inquiries - The Committee approved the staffs response to the bills list inquiry from the March 26, 1984 meeting. Township Policy on Expressions of Sympathy - The Commitee received an approved policy From the Human Services Committee on the recently adopted policy for the Township on expressions of sympathy. Alderman Rainey commented that it is inappropriate, no matter rho dies, to take taxpayers' money to pay for such expressions of sympathy. This is an outrageous practice and, if such expressions are deemed necessary, collections from the employees would be more appropriate. Staff will for�aard the Committee's comments back to the Human Services Committee and the Township. Request for Exemption from Video Game Regulation - Staff forwarded requests from the Holiday Inn, Northwestern University, and the National College of Education for exemptions from the requirement of the video game ordinance that a supervisory employee be on duty on all times that the games are operable, and that the games are operable, and that the employee have a clear, unobstructed view of the games while they are being operated. Alderman Rainey stated she could not support the exemption for the Holiday Inn, and that they should move to gain compliance. Alderman Roden stated that she does not want to threaten the integrity of the current ordinance and inquired whether there had been any problems at the Holiday A&Ply Minutes Meeting of 4/10/84 -2- Inn previously. Staff will research and report on this request. Alderman Rainey added that the Holiday inn is very close in proximity to where liquor is being consumed, and this is an additional concern of hers. Alderman Nelson concurred, and staff will return with ordinance amendment language to achieve the desire of the Committee, and will so inform the three organizations requesting the exemption. Special Committee Meetinq on Capital Improvements Proaram - The Committee received a staff request that April 30 be set aside for a Special Meeting on the 1984-88 Capital Improvements Program. The Committee concurred, and a meeting has been set For that date. Bills List - The bills for the period ending April 4, 1984 were approved for payment. Staff will respond to inquiries by the Committee members. Alderman Summers returned from the Planning & Development Committee meeting, and the Committee returned to the communication on the 1984-85 Affirmative Action Plan, previously transmitted on March 26, 1984. The Chairman thanked the staff for presenting the Plan two weeks in advance and asked Committee concurrence to recognize Ms. Mary Mosley from the Evanston Chapter of the North Shore Organization of the National Organization for Women. Ms. Mosley opened her comments by stating that the report is not written well in tier opinion, but she is an editor and some►vhat prejudiced. Ms. Mosley further stated that the definition of affirmative action in the 1980 plan is a good one and states that it is a concept that requires an employer to do more than ensure employment neutrality with regard to race, color, religion, national origin, sex, or age; and, as the phrase implies, affirmative action requires the employer to make additional efforts to recruit, employ, and promote qualified members of groups formerly excluded, even iF that exclusion cannot be traced to particular discriminatory actions on the part of the employer. Unless positive action is undertaken to overcome the effects of exclusion and discrimination, a benign neutrality in employment practices will tend to perpetuate the status quo indefinitely. She stated she would like the City to take this additional effort and is not zati3fied :iith :what she has seen so far. She then moved onto look at the history of employment practices in the Police and Fire Departments where suits are pending. In the Protective Service category for the Fire Department in 1975, there was a goal set of hiring thirty-one ►vomen. At that time, there Mere no women in the Protective Service category. By 1977 :,ve had hired one ,•roman, and we had declared that vie had been quite successful in reaching our goals. This was one out of thirty-one, but vae did reduce the goal to six. In 1978 we still had that one woman, and we again reduced the goal to two. 'We then lost the one ►woman we had in 1980, and we kept the goal at two. We did not hire two, but ►we did hire one woman in 1984 and, thus, we currently have one woman on the force. The Affirmative Action Plan now has increased the goal to five but, as we state on page 28, it is unlikely that vie can reach this goal based on the pool of applicants that are eligible within the next two years. This concerns N.O.W. because women are only 1% of the Fire Department currently, and they believe our goal should be higher than five. They believe the City should be making a good AhPW Minutes Meeting of 4/10/84 -3- faith effort to meet these goals but, probably, what is happening is that we are using the Affirmative Action report to justify not hiring women. In addition, she stated that, if vie do achieve our goal of hiring five women, then women will still be only 8.40 of the Protective Service category. She compares this to the percent of minority men on the Fire Department,'which is 18%, yet the gorl for hiring minority men is nine. This is higher than the goal for women, so she believes the City does take affirmative action for minority men more seriously than we do for women. She summarized by stating that minorities represent 230 of the population of Evanston, so we could do a little bit better in hiring minorities, but women represent over half the population in Evanston and, thus, we should make a much more serious effort in hiring women. She questioned the definition of the standard metropolitan statistical area and what it consists of. Staff responded that it consists of the counties surrounding the Chicago metropolitan area and is calculated by the Bureau of the Census. In response to Alderman Raden an why it is impossible for us to hire women for the next two years, staff stated that the number of applications and how applicants have dropped out of the process used to develop and eligible pool of applicants has resulted in few women being eligible for employment at this time. The eligible pool developed from the testing process is valid for the next two years. A brief explanation was given an the process used in developing the eligibility pool with the test having been validated by a consultant and the Equal Employment Opportunities Commission. Staff will return with data on the percentage of women versus men applying and how they drop out of the process at each step of testing. Ms. Mosley stated that in 1975 vie had a goal of hiring twenty vomen Police Officers, and at that time vie had two on the force. Then in 1977 Yee hired another women but reduced the goal to five. In 1978 -fie had four women on the force, and the goal remained at five. She then questioned where vie got the number six for the number of women an the force; and staff explained that we had four rumen on the patrol force, one woman in animal control, and one woman on disability. Ms. Mosley stated that we thus currently have 2.6o of the Police force in the Protective Service category that are women, and if we hired five women, we would still have only 9%. I -Is. Mosley stated that the City prides itself on being an equal opportunity City, yet rje are hiring more minorities than women, and women want these jobs because they are good jobs with good pay. In fact, she stated that what we seem to be doing is using the Affirmative Action Plan to cover our ass and justify what we are doing; yet, we are not obeying the law, and affirmative action is the law. Ms. Mosly referred to page 14, which was the work force analysis present status, and she believes that data shows a dismal record compared to what we could achieve with a good faith effort. Alderman Rainey concurred that the record appeared to be absolutely dismal and, though Evanston prides itself in its diversity, placement of employees in the City is stereotypical. She summarized by stating that goals are meaningless, and only action will make her proud. To do so, everyone available should pitch in to help; but it appears that women are clumped in clerical, and blacks are clumped in garbage. In response to Alderman Raden's question on the Civil Service Commission, the City Manager stated that this body is directly responsible for Fire and Police promotional exams, and that Civil Service employees are all those that are non-exempt; but the Civil Service Commission does not get involved with A&PW Minutes Meeting of 4/10/84 -4- non-Fire/non-Police hiring. The Fire and Police Chiefs ultimately appoint employees from the eligibility lists, but the Civil Service Commission interviews these applicants and, if given approval, the applicants are subject to a psychological exam, and then they are eligible for appointment by the Chief. This is a procedure used Statewide. In response to Alderman Raden, the City Manager stated that the Commission can be enlarged, but we would not recommend putting Department Heads on the Board. Alderman Rainey questioned whether the lay people on the Civil Service Commission are actually non -political, and inquired whether a presentation from the Civil Service Commission to the A & PW Committee could be arranged. Staff will arrange to do so after the data requested is presented to the Committee. Staff will provide information on how many applicants start off and whore they fall off in the examination process at each step for both Fire and Police. This will broken dorm by male and female applicants. In summarizing, the City Manager stated that the statements made by the representative from N.O.W. on whether we are covering our ass, and using the Affirmative Action Plan to justify not hiring women in the fire Department is patently untrue and is unworthy of the woman and the National Organization of Women. In comparison with other cities vie Are signal in our employment efforts, and we make every effort to hire women and minorities. We have more women and minorities than in most other places that one could survey. Purchases Construction nf 24" Feeder Mains - The Committee received the Report of the Purchasing Agent for the approval of the low bid from Abbott Contractors at a total cost of $749,080 for construction of said main in three locations, as previously approved in the Capital Improvements Program. The Committee moved approval of the purchase. Improvement of Various Streets - The Committee received the Report of the Purchasing Agent recommending approval of the low bid from J. A. Johnson Paving Company at a total estimated cost of $296,772.19 for the paving of various streets in town. The Committee moved approval. Sprinq Plant Material - The Committee received the Report of the Purchasing Agent recommending approval of the purchase of plant materiel from seven nurseries at a total cost of $50,157.15. The Committee moved approval. Amendment to Enqineerinq Services Contract - Phase III Water Improvements - The Committee received a report from the City Manager and Superintendent of Water h Servers recommending that wa increase the scope and amount of the previously approved engineering contract to correct problems with the suction tunnels at the Water Plant for an additional $19,000. In response to Alderman Raden, the City Manager stated vie did not go out to bid on this since the firm has been working with the City since 1934, and this is simply a slight enlargement of the current contract. We have on occasions gone out with other firms, but it is advantageous to stay with one firm more often than not. The City Manager explained that the basic contract did not include this work because the need for this work was not known at the time, and the fee is attached to the cost of construction, but there is a maximum upset rate (not to exceed figure). Alderman Nelson added that, while on the Flood h Control Control Commission, the Commission looked at other alternative engineering firms, but it v.-as determined to be most cost effective to stay with this firm. After this discussion, the Committee moved approval of the amendment to the engineering services contract. A & PW Minutes Meeting of 4/10/84 -5- Proposed Fleet Services Capital Expenditures - The Committee receive¢ a report recommending that we take Favorable bids from Biggers Chevrolet and proceed with the rebuilding of truck chassis at a total cost of $21,711.88; the purchase of six bodies and hoists from Monroe Truck Equipment at a total cost of $13,200; the purchase of six truck chassis from Elmwood Ford at a total cost of $49,272; the purchase of a sewer basin cleaner body from Schuster Equipment Company at a total cost of $61,190; and rebuilding of two truck chassis from Bertram's, Inc. at a total cost of $15,550. The Purchasing Agent corrected some errors in a purchase report cover memorandum, which shows the total purchase to be $160,913.88 which is a cost savings of $47,286.12 due to an innovative rebuilding program and the low bids received. The Chair recognized Mr. Thomas Schelere from R. C. Smith Truck Equipment Co. in Des Plaines who pointed out that his firm was the second low bidder for hte six bodies and hoists and was only off on the low bid by $150, which is $25 per unit. He pointed that they provide a back-up alarm at no cost, a body -raise light for the cab, a body prop kit to hold up the body while it is being serviced, which is an O.S.H.A. requirement, and a custom steel plate to fill up a low spot underneath the truck frame, thus reinforcing the frame of the truck. He also stated that they are an Illinois corporation in Cook County which pays its taxes. The love bidder is out of State, and their men need the work. Chuck Engel, Superintendent of Fleet Services, stated that both bodies and hoists can be rated equally, and that we put an our own back-up alarms. Staff clarified that delivery of the trucks from Monroe, Wisconsin was included in their low bid. Alderman Rainey pointed out that she is concerned with employment in the State of Illinois, and there is such a small difference in the bids. Alderman Barr pointed out that she is also sensitive to the employment issue, and we have made allowances in the past for Evanston firms, but she would like to maintain the integrity of the low bid process, or vie could be running into problems. After this discussion, the low bid from Monroe Truck Equipment for the six bodies and hoists was approved. Items for Consideration Docket 96-4A-84: Curb Replacement Program - The Committee received the planned 1984 Curb Replacement Program and approved same. Docket 97-4A-84: Amendment to Policy on Street Lighting Levels - 5th Ward - The Committee received a cost analysis of increasing light levels in the Fifth Ward, as requested by the Aldermen. Alderman Nelson questioned the practice of doing this since there was an appeal process in the past. This will be discussed further at the next meeting. Docket 98-4A-84: Permit Agreement with MSD for Testing Lane - The Committee received a 3-year permit renewal agreement with the MSD so that the City can utilize the property at the Testing Lane for testing vehicles. The Committee moved approval of the permit agreement. Docket 99-4A-84: Ordinance 49-0-84 - Metered Angle Parking on Davis. In response to a request from Alderman Raden, staff provided additional information on accidents in areas that have angle and parallel parking, and she requested that this item be held over so that the Committee can study this information. A&PW Minutes Meeting of 4/10/84 -6- Docket 42-2B-84: Ordinance 21-0-84 -- Video Game Location Regulations. Staff did not provide a revised ordinance at the request of the Chairman, and this item will be held over for further discussion. Docket 103-4A-84: Ordinance 48-0-84 - Sale of Scrap Metal. The Committee moved introduction of the Ordinance which will allow For the sale of various scrap material in accordance with the Municipal Code regulations. Items Previously Considered The Following docket items were moved for approval on the Council floor: Docket 84-3B-84: Removal of Parking Meters on Church and Oak Docket 88-3B-84: Ordinance 42-0-84 - Disposition of Found Money Docket 69-38-B4: Ordinance 44-0-84 - Parking on south side of Main Street Docket 90-3B-84: Ordinance 45-0-84 - One -Way Alley in the Fifth Ward Docket 91-38-84: Ordinance 47-0-84 - Weight Limitation on Jackson Avenue Staff requested the indulgence of the Chairman and Committee to suspend their rules and alloy, For the addition of Resolution 29-R-64 to their agenda. The Committee approved the rule suspension and moved approval of Resolution 29-R-84, which allocates $560,000 in MFT funds For the resurfacing of portions of four streets and the Crown Center Parkin Lot. With no further business, the Commit adjourned t 9tO4 P.M. Staff Representative: l -� j AS,istar�E ra City manager BDC:ct ` MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of April 23, 1984 Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers.'' Members Absent: None Staff Present: Engel, Tonkinson, Johnson, Jennings, Wirth, Asprooth, Booth, Zimmerman Presiding Official: Alderman Evelyn S. Raden, Chairman Summary of Action: Minutes - The Minutes of the April 10, 1984 meeting were approved after changes were made to the comments presented by Ms. Mosley regarding the Affirmative Action Plan. ©ills List Inquiry - Staff's response on the revolving lean under the North Suburban Housing Center was approved as presented. Chairman's Recommended Committee Priorities - Chairman Raden presented her recommended Committee Priorities for her tenure as Chairman. Committee comments on the priorities presented were as follows: - Docket 309-12C-79: Consideration of the policy regarding the use of City vehicles. The Chairman confirmed the comments of Alderman Borah, stating that this reference would include a broader evaluation of Fleet Services, though there has been steady attempt at reducing vehicle purchases used by the City. - Docket 30-lB-84: Consideration of enforcement measures against the use of taxis for the delivery of alcohol, particularly to minors. In response to Alderman Borah, staff stated that we would present a review of the problem and options available for Committee consideration. - Docket 16-1A-83: Review of the administrative costs of the Budget. A suggestion was made by the Chairman that the first Department to be reviewed would be the Personnel Department, somewhat along the lines of what the Chamber of Commerce did on comparing cost of services of different cities. The Chairman attempted to present a definition of what administrative costs :•sere and what staff would be asked to provide. A suggestion was made to split the reference into two parts; one being the review of the administrative costs of the Budget, and a separate item considering combining the Line -Item and Program budgets. Staff stated that the Committee should remember the caviat of the Chamber of Commerce study in which they stated it was difficult to compare expenditures of different cities to those of Evanston. Alderman Barr stated that each Department does something different and has different make -ups, so such an analysis might be difficult. Alderman Nelson stated that our first test case in such an analysis could very well be the Fire Department personnel issue up for consideration this evening. The Committee accepted the reference, but no clear definition has been provided at this time. The rest of the recommended priorities were accepted as presented. A & PW Minutes Meeting of 4/23/84 -2- Residents Parkinq Near Downtown - Report I - The Chairman stated that this report riould be held until the First Ward Aldermen had the opportunity to hold neighborhood meetings on the analysis presented. In response to Alderman Rainey, staff stated that some of the options presented For this area of Cvanstorf might be applicable to the area east of fridge by St. Francis Hospital. The Committee will wait for feedback from the Aldermen of the First Ward on this initial report, and staff will be presenting a second report on parking south and west of downtown Evanston. At this time Aldermen Pabst and Juliar joined the Committee For discussion on Docket 99-4A-84, Ordinance 49-0-84, Metered Angle Parking on Davis Street. Alderman Pabst stated that residents would not fear the change to angle parking on Davis as presented, and she compared the block of Davis between Oak and Maple Avenues and its accident analysis as being different to that of the Davis stretch between Hinman and Chicago, with the latter being a safer section of street. Alderman Pabst recommended that the angle parking be put on the south side of Davis Street due to the belief that this would be a safer way to implement angle parking as it relates to people turning off of Hinman to Davis. Alderman Juliar added that putting the parking on the south side would also be on the same side where PruCare is located and where there is a large amount of turnover. The handicapped spaces on the south side of Davis Street will remain. The Traffic Engineer responded that further west on Davis Street there seemed to be more bank parking on the north side by the Bank than on the south side, and his concern is just to continue the additional parking on the north side rattler than the south side. The Traffic Engineer also confirmed that the turning radius From aouthbound Hinman is sharper than that from northbound Hinman to Davis, and he has no objections to placing the angle parking on the south side. Alderman Juliar added that there are three restaurants on this portion of Davis Street and, with these spaces being full during the evening, the additional spaces are advantageous. After this discussion, the Committee moved introduction of the Ordinance with the change in angle parking from the north to the south side. Fire Department Personnel Issues - Alderman Barr slated that she appreciated the report and found it interesting; and, after reading it believes a reduction in personnel is not a reasonable thought to entertain for the fire Department. Alderman Borah appreciated the separated and clear linkages in personnel under the number of stations, and staff should proceed ►,ith the discussion of the savings of station closings compared to the savings formerly believed possible with salary/pension costs related to personnel. He asked that for the report to be forthcoming on station location that staff present the cost of maintaining stations, the savings of closing, cost of rebuilding a new one, etc. In response to a question from Alderman Borah regarding what services can be incorporated in the new stations that we don't currently have, staff will expand upon that; but the City Manager did state that vie d❑ not have a proper training facility for the Firemen, and this could be included in a ne►r station. In response to Alderman Raden why a pumper rolls with the MICUs on medical calls, the Fire Chief stated that a number of our buildings in Evanston are 3-story walk-ups, and we have to have enough personnel to remove the patient. A & PW Minutes Meeting of 4/23/84 -3- Alderman Nelson noted and appreciates the chronology of personnel but stated, as opposed to those in Suppression where there has been a decrease, the command personnel remains the same; and asked for staff response on this issue. The Fire Chief explained that command personnel have remained the same due to the increase in paperwork and demands of them divisional jobs, and staff will explain further in a subsequent report. On this issue, Alderman Nelson inquired whether all Firefighters are capable of suppression work, and staff stated that they are. He inquired whether we could hire civilians to supplement personnel now in the stations and put more men on suppression duties. The Chief stated that in almost all Fire Departments, the rule is to have command personnel with past experience in firefighting, though in some situations building department inspectors are pulled into the Fire Department for code inspections. Staff will examine this and respond. The City ►•tanager expanded on the other facilities that would be constructed in a new station that would include a training tower and a smoke pit for ongoing training; that we have not had a decline in the number of calla, so the current level of suppression personnel are required; that the administrative personnel are smaller in the Fire Department than the Police Department; and that civilianizing the Police Department was easier due to the communications personnel, crime analysis personnel, etc., which is not the case in the Fire Department. We will attempt to examine the possibility of civilianizing the Fire Department, however. The City Manager stated that this is an economic issue and could be considered with the Budget. Staff will respond to Alderman Nelson's questions on whether the the command personnel are doing more. Staff .,ill provide their job descriptions, including that of the Firemen, and whether any lows have been passed that have created additional v,ork for the command personnel. Alderman Borah commented on the 3-shift system now being used by the Fire Department, and whether this was the most efficient. The Fire Chief stated that due to changes in the State law, this type of organization and operation is a reasonable conclusion For the most efficient use of personnel. In response to Alderman Borah, staff will report on a profile of what a Fireman does during the day, especially his time when not in suppression work. Alderman Nelson inquired about the issue of back injuries for personnel and, in response to his question on whether their incidence of injuries is higher or layer than other departments, the Fire Chief stated that ours is normal to love on the injury list. The Fire Chief added that the solution to preventing injuries is to have enough personnel on hand to help in CMS calls and fire suppression viork. The Fire Chief added that a physical fitness program has been instituted for all personnel and is held between 3:30 and 5:00 p.m. and is mandatory. Staff will respond on the question regarding injuries in detail in a later report. Alderman Borah inquired about the mutual aid system regarding hove often we use it, its efficiency, have flexible it is, etc. The Fire Chief explained that it is very efficient, but there are rules on the use of it, primarily that the City must use all of its personnel first before relying on mutual aid so that one city does not circumvent the personnel staffing of other cities. The City Manager stated that staff will be proceeding on the fire station relocation study, and that this personnel analysis is separate from that issue. A h PW Minutes Meeting of 4/23/84 -4- Township Bills - The Committee inquired about the purchase of a personal computer, and staff will respond to the issue of why such a computer was purchased and not having the Township link into the City's main frame computer. Staff responded preliminarily that allowing the Township to hook up to the main frame would not be a possibility for at least two years since we are attempting to get as many City departments on line of the main frame as possible. Alderman Rainey .inquired about medical expenses regarding hove often we re-evaluate people that are on the medical aid system. A Township representative explained that 90-day reports are provided for each enrollee to see if they are eligible for aid elsewhere. The Township bills were approved for Parch 1984 with holding of payment for the personal computer. Bills List - The City Bills List for the period ending April 18, 1984 were approved. Staff will respond to the Committee's questions. Purchases Rebuilding of Street Sweeper - The Committee received a recommendation to approve the proposal from Schuster Equipment Company to rebuild a sweeper for $27,152. In response to the Committee, staff stated that the life of a rebuilt sweeper will be five to eight years, compared to eight to ten years for a new one. After discussion, the Committee moved approval of the purchase. 1984 Catch Basin Replacement Program - The Committee received a recommendation to approve the low bid From Dominic Fiordirosa, Inc. for the Program at an estimated total cost of $70,771. Staff confirmed that this would be for the CD areas only. After discussion, the Committee moved approval of the purchase. Improvements to Livingston Street & the Recyclinq Center - The Committee received a recommendation to approve the low bid from Monarch Asphalt Corporation at an estimated cost of $35,929.55. Staff explained that the difference in the engineer's estimate and the actual bid is the price of asphalt, which has increased, and added that Monarch did a satisfactory job on Chicago Avenue. After discussion, the Committee moved approval of the purchase. Church -Dodge Capital Improvements Program - Phase I - The Committee received a recommendation to approve the low bid from Zera Construction Company for an estimated total cost of $110,172.10. Staff explained that the decorative paving would not be like that found in the downtown area, as full size paving bricks will be used to lower maintenance costs. After discussion, the Committee moved approval of the purchase. Parks Department Utility Vehicle - The Committee received a recommendation to approve the bid from Permalawn, Inc. at a total cost of $10,095 for a self-propelled sprayer and spreader. Staff explained that only one bid was received because suppliers normally adhere to territorial rights and sales of such equipment. After discussion, the Committee moved approval of the purchase. - A & PW Minutes Meeting of 4/23/84 -5- Fire Department Ambulance - The Committee received a recommendation to approve the purchase of one ambulance module with mounts from Fire Service Supply Company at a total cost of $31,951. This module will be mounted on a 1982 truck chassis in the Fleet. After discussion, the Committee moved approval of the purchase. Chipper Truck Body - The Committee received a recommendation to approve the proposal from Monroe Truck Equipment at a total cost $7,100. THis chipper body will be mounted on a chassis that was approved for rebuilding at the last Council meeting. After discussion, the Committee moved approval of this purchase; and Alderman Nelson and the Committee expressed accolades for Chuck Engel and his innovative rebuilding and purchasing program, which is saving the City substantial amounts of funds. Street Light Equipment - Phase IV - The Committee received a recommendation to approve the expenditure of $1,308,465 to purchase materials For Phase IV of the Street Light Installation Program. In response to Committee questions, staff stated that this does not necessarily preclude changes in the street lighting levels, since we can do so by modifying the order as the changes are made. After this discussion, the Committee moved approval of the purchase. Sand for Greenwood/Dempster Street Beach The Committee received a recommendation to utilize our current contract with Tonyan Brothers for the purchase of approximately 10,000 tons of sand at a total cost of $61,000 for emergency renourishment of the Greenwood/Dempster Street Beach. Staff did explain that tie will see some savings by utilizing the sand being dredged from the Church Street Breakwater. After this discussion, the Committee moved approval of the purchase. Items for Consideration Docket 120-4B-B4: Cable Compliance Agreement - At this time the Chairman recognized Chairman Wald of the Evanston Cable Communications Commission who explained that, where dates are noted in the Cable Compliance Agreement, if the dates are already passed, then compliance has been reached as of the dates mentioned. Alderman Nelson moved approval of the already executed document. Alderman Borah commented that this is the last time that such an iosue should be brought to the Committee. After this brief discussion, the Committee moved approval of the Cable Compliance Agreement, as executed. Docket 106-4B-84: Resolution 32-R-84 - Prevailing Usages For Public Works Projects - The Committee moved approval of this Resolution, though alderman %elson stated his concern that the State was again forcing additional costs onto the City. Staff stated that ;ve are lobbying as hard as possible to change the State Mandates Act from a majority vote to a three -fifths vote so that such additional cost transfers will not be as easy as they are currently. Docket 107-4B-B4: Ordinance 50-0-84 - Deleting Lots 33 and 49 from the Parking System - This Ordinance was moved For introduction. Docket 108-4B-84: Ordinance 55-0-84 - 4-Way Stop - Lee & Judson - This Ordinance was moved for introduction, r,hich will create a 4-ray stop at Lee & Judson instead of the current 2-way stop. The Traffic Engineer is to report on the accident analysis for past years at this intersection. A & PW Minutes Meeting of 4/23/84 -6- Docket 109-4B-64: ordinance 56-0-84 - Traffic Regulation at School Locations - This was moved for introduction. Docket 110-4B-84: Ordinance 56-0-84 - Special Assessment #1356 - This Ordinance was moved for introduction, which will allow for the paving of the alley, as requested by the residents. Docket 111-4B-84: Ordinance 59-0-84 - Special Assessment #1357 - This Ordinance vies moved for introduction, which will allow for the paving of the alley, as requested by the residents. Docket 97-4A-84: Amendment to Policy on Streetlighting Levels in Fifth Ward - After a brief discussion and presentation by Alderman Summers, this was moved For adoption on the Council floor. Docket 103-4A-84: Ordinance 48-0-84 - Sale of Scrap Metal - This Ordinance, which was previously introduced, was moved for Adoption on the Council floor. With no further business, the mmittee adjourned t 6:57 P.M. Staff Representative: /" /• .s ry s'i/,,y1! —As stant V6 t e ty Manager BDC:ct .�.' MINUTES ' ADMINISTRATION h PUBLIC WORKS COMMITTEE Fleeting of April 30, 1984 Members Present: Aldermen Borah, Nelson, Raden, Rainey, Summers Members Absent: Alderman Barr Staff Present: Asprooth, Shonk, Wirth, Lindwall, Carter, Zimmerman,' " Tonkinson Presiding Official: Alderman Evelyn S. Raden, Chairman Summary of Action: The Chairman asked for a Special Meeting of the Committee for May 14, 1984 for the traffic Engineer to present the analysis of First Ward parking problems and to invite Aldermen Juliar and Pabst to comment on this docket item. The Committee confirmed the meeting date. Video Came Location Regulations - The Chairman recognized Mr. Howard Barrington, an attorney who wished to address the issue but deferred his comments until Alderman Summers' presentation. The Chairman recognized Alderman Summers, who stated that he had met with the administrative group of the Church Street Merchants, School officials, including the Superintendent, and parents of' High School students in order to try to seek a compromise on the proposed regulations to prohibit games within 500 feet of the High School. He stated his concern that this area would become a long strip of mini -arcades. He stated that the vote of the merchants was somewhat split, but he believes the proposed amendment, requested by Superintendent Ober for a ban of video games within 500 feet of the High School, should be introduced. Mr. Barrington then commented that he did not see a tremendous consensus for such an amendatory ordinance to be introduced. He asked where the inherent danger of video games is; what is the basis for interjecting governmental regulations into the business community; that there seems to be no Police problem, based an staff reports; and that there has been no truancy problem and, in fact, no appreciable difference before and after these games were put in at Church and Dodge. This latter information carve from conversations he had with School officials. Mr. Barrington commented on the Committee's prior action to allow for an exemption at two other institutions, though they did not have proper supervision. He stated that these games are supervised; that there have been no arrests, no disturbances, and no truancy problems; and he inquired where the authority was to take these games away. Alderman Raden commented that some of the businesses and Superintendent Ober have requested Lhat this be put before the Council. Mr. Barrington responded that video games have become a hot topic as of late, but there are no problems, and even the Superintendent states that there are no problems, but he is concerned with problems developing. Alderman Borah responded that there is nothing inherently evil about video games. He stated it was an oversight an the Committee's part to overlook the High School in its recent work an the video game ordinance, and that video games create an atmosphere where activities happen that the City cannot tolerate, especially near the High School. A & PW Minutes fleeting of 4/30/84 -2- After a brief continuation of the discussion, the Committee moved that an ordinance be drafted to create the ban regulations for video games within 500 feet of the Nigh School, and this motion was accepted unanimously. Proposed 1984-88 Capital Improvement Program - The City Manager gave a brief statement, acknowledging staff that had worked on the Proposed Program, and stated that the current Program includes the last Phase of the Streetlighting Program and the last Phase of the Water System Improvement Program, which will complete the 1980-84 Capital Improvement Program. That Program was the largest Capital Improvement Program in history for Evanston, and we need to continue that effort. He stated that the proposed 1984-88 Program is all inclusive with long-term debt capital improvements, along with ongoing maintenance projects being funded by general revenue funds, CDBG funds, Parks Improvement Funds, and interest from the Capital Improvement Fund. The City Manager then highlighted the Capital Improvement Program, along with his descriptive memorandum; the key points being the following: 1. Current Program assumes five G. 0. Bonds and two Revenue Bonds. 2. The Sewer renovation is easily the most expensive Capital Improvement Program in the City's history. The Public Library facility is in the .Program, but with no public financing. 3. Water Improvements will be done without additional Revenue Bonds. 4. For Park Improvements we intend to expend all of the funds left in the Park Improvements Fund. 5. We do not assume any interest in the Capital Improvement Fund at this time because of the Consumer utility Tax Refund issue. 6. As part of the Economic Development Program for Downtown II, which in- cludes the Transportation Center and the viaduct at Benson, we anticipate selling bonds to support the Tax Increment Financing District (TIF). No tax increment financing bonds have been sold in the State of Illinois, so the general practice is to support this type of financing with General Obligation Bonds with the Bonds to be paid off from the increments avail- able from the Taxing District. 7. Again, on the Library, if the Library Board raises the money needed for construction, we don't see any impediment, but this project will not go forward with City funds at this time. B. Interest projected for the sale of bonds is 910, and we currently sell bonds at the high 8!0', low 9110' rate. 9. Sewer improvements will be done as a "pay as you go" approach, and we won't be spending any more than available. We would not sell bonds for this project. 10. We believe that there is a need for a feasibility study for a parking structure in the downtown area to determine need and to see if there are enough patrons to pay for the financing. We include it as a potential improvement, but we will come to the Committee and Council to seek ap- proval on location, size, funding, and parking rates, all of this having to be approved by the Committee and Council. A h PW Minutes Meeting of 4/30/84 -3- In response to Alderman Rainey on this issue, we assume certain locations identified in a previous study (1980) for the Church/Chicago location (the Woman's Club location), but no other location outside the Downtown II area. We would not move for a freestanding parking structure, solely, but a structure that has ground floor alternative uses. Alderman Nelson commented that it might be premature to start such a study, but the City Manager responded that such a study is needed for decision making on whether a parking structure is needed and when it might be needed. Alderman Nelson stated that he believed angle parking could be used more throughout the Downtown area so that the Downtown is a collection point for cars, and not just a thoroughfare. 11. Continued renovation of the Police Station will be necessary, and we have done some renovation already in the Communications Center. In response to Alderman Borah, there is sufficient space at this facility, so it can be a long-term facility with the space having been provided by the vaca- tion of the area occupied by the Courts. Alderman Summers then questioned the need for $30,000 for a visual survey of the streets. Staff responded that we need to scientifically survey the structural needs of the streets in the City and attempt to identify problems before they happen. Alderman Raden commented that we also have a request for $110,000 for surveying the ground beneath streets, and she believes the expenditure is quite large. Staff responded that the process used will show as voids underneath the street, particularly around utility structured, so that vie can predict cave-ins and correct these very potential cave-ins before they happen. We all know the problem of street cave -.ins whereby the entire street has to be reconstructed, and this is an attempt to prevent this from happening. Staff stated that the television survey of the sewers only surveyed a small portion of the sewers in the City, and this will not be sufficient enough to determine where voids are underneath the streets. The device used will be a dynoplex machine For the survey, which has the technology to show us where the voids are so that we can work on these before they become a major problem. In response to Alderman Radon, staff stated that vie, of course, will be tearing up some streets as we improve the sewer system, but the number of streets torn up will not in any way be of such a magnitude that we can correct all of the voids underneath the streets as we do this sewer work. Staff stated that the dynoplex survey results will be good for at least the length of the Program (1988). In response to Alderman Raden, our parking meter replacement program will replace broken ones, not just aged ones. We will be repaving the James Park access path to reduce the maintenance costs, since this is currently a gravel path and to cut down on vandalism since kids throw the gravel at the park structure out there. On Parking Garage Improvements, staff stated that the 1969 stucture is showing severe deterioration of the concrete slabs due to the fact that the slabs were not sealed to prevent water and salt infiltration, which is now the current method. Staff stated also that 4.43 miles of unpaved streets remain in Evanston, of which 3.83 miles had been recommended for paving. This proposed expenditure assumes that the City Council orders in the paving for the remaining streets, as necessary. If a decision is made to undertake paving only by petition, then an annual expenditure level of a lesser amount is more realistic. A & PW Minutes Meeting of 4/30/84 -4- Alderman Roden questioned the need to pay to gravel out the Ecology Center, stating that it was not necessary. The City Manager responded that no decision that has been presented is not reversible, and that we should deal with as many questions as possible before this Plan is adopted. Smaller programs that the Committee does not deem desirable may be dropped, but he asked for the Committee's support in the Plan as it is finally approved. The City Manager stated that the bridge on Ridge crossing the Skokie Swift is the last bridge that needs to be replaced. Alderman Summers asked whether the bridge crossing the canal on Emerson can have higher rails along the walkway for safety concerns; and if airconditioning could be provided for the theater at the Foster Center due to the warm summer weather and dust coming in from ballgames at the adjacent ball fields. On landscaping contractors and consultants, staff stated that we try to use college students when possible, but we also desire the proper level of expertise and professional landscape architects for much of our work. This is necessary because we do not have a licensed landscape architect on staff. On the Lakefront groin structure at Greenwood Beach, staff stated that this is a result of a 4-year study by the Corps of Engineers and was first recommended in the early 60's by our own engineering consultant. On curb and sidewalk replacements, staff stated that we allocate money for the 50/50 Sidewalk & Curb Program and spend the majority of these funds. We also replace sidewalks, not only with 50/50 but with City funds, especially for safety Issues, and our Sidewalk Replacement Program has proven to be successful. The City Engineer added that we are moving ahead at a certain rate, not failing behind with sidewalk and curb replacement, but the rate of improvement is not known at this time. Questions were raised about the Canal lands development lease with the MSO, and staff responded that our lease is until the year 2000. There was some concern about this, but staff informed the Committee that the MSD has been quite reasonable as of late with utilization of their property for not -For -profit needs, though they have been quite stiff in the amounts desired from the Northwest Water Commission. On Park Shelter demolition, staff stated that these shelters are unused and falling into disrepair. On Civic Center heat pumps, we are recommending purchase of heat pumps for replacement needs as the useful life of the current heat pumps drop. Staff stated that the observatory cover at the Civic Center needs to be replaced because it is becoming a safety hazard, and we will cap it off. At the Service Center, we are recommending expenditures for energy efficiency due to the fact that some of these improvements were eliminated due to shortfalls in funding for the Service Center. The Animal Shelter needs to be replaced, and we are recommending a site on Oakton by the Recycling Center. Staff stated that the current structure is not worth renovating, and staff has thoroughly investigated the opportunity to privatize this service, but no other private facility can handle the volume of animals we have. Staff will expand on this at a later date. A & PW Minutes Meeting of 4/30/84 -5- Alderman 'nelson inquired about the Noyes Cultural Arts Center funding assumptions; whether it was to become self-supporting at some time. Staff will research the legislation taken to ans►rer these questions about Funding. In response to questions about the Central Street Chicago & North Western Station roof repair, staff stated that the roof does need to be repaired, because water is seeping into the maple floors along with water and salt from the boots of the commuters. Revenue being derived from advertising at the Station is being put into the General Fund to help the day-to-day maintenance expenditures at the Central Street Station. The City Manager explained the portion of the memorandum an the Capital Improvement Program dealing with bonding capacities in financing. 'Touching an the TIF financing again for the Downtown II area, the Manager explained that the property in the TIF area will be frozen at its assessable rate and, as improvements are made, the increased property values over the frozen rate will be available for financing capital improvements. Staff is at this time proposing a 50'0' TIF rate, with the other 50% increment portion being returned to the other Taxing Districts. The creation of such a TIF will be brought to the City Council as required. In response to Alderman Nelson an what has been left out of the Program, staff stated that we believe this is a comprehensive Capital Improvement Program, and little, if anything, has been left out. As far as Fire Station locations, staff stated that we are assuming the building of a new station and the closure of one or two other stations with the property and improvements on these closed stations being sold and being put back on the tax rolls. Other general discussions were held, and the Committee set aside May 21, 1484 at 6:30 or 7:00 P.M. for continued discussion of the Capital Improvements Program. Staff will respond to a number of questions raised by the Committee at that time. With no further business, the Comm Staff Representativ�--. 1 s BDC:ct ee adjourned at 10:10 P.M. C City Manager MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of May 7, 1964 Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers Members Absent: None Staff Present: Tonkinson, Johnson, Booth, Jennings, Wirth, Baucom,�. Asprooth, Zimmerman, Shank, Aiello, Jennings Presiding Official: Alderman Evelyn S. Raden, Chairman Summary of Action: Minutes - The Minutes of the April 23 and April 30, 1984 meetings were approved ►jith minor corrections. Bills List Inquiries - Staff's response on the Bills List inquiries from the meeting of April 23 were approved, with Alderman Borah vrithdrowing his request to hold payment for the Township's computer, and staff is to communicate to the Arts Council the Committee's displeasure with the utilization of $500 for the artwork sponsored by the Chamber of Commerce. Bills List - The Bills for the period ending April 30, 1984 ►vere approved. Communications Response to Questions on Affirmative Action Plan - Staff presented a complete response to the questions raised by the Committee at their previous meeting. Alderman Raden stated her surprise at the number of women applying for these positions. The Personnel Director explained that, after an applicant has passed the physical and written tests, they are placed in category groups and taken off the list of these category groups For consideration by the Civil Service Commission. The Civil Service Commission then conducts a background check, a psychological exam, and a lie detector test. In response to Alderman Raden, after Police and Fire applicants pass the initial physical exam and are placed on the forces, vie do not periodically go back to retest them. 'He do conduct medical tests and physical fitness programs have been instituted, but -vie do not retest them. The Personnel Director responded to a question by stating that 40 to 50 v,omen remain on the list for Police Officer, with one recently being certified. Alderman Raden stated that she believes we should increase our goals for hiring v,omen. Alderman Summers stated that he has given this a lot of thought, and the program looks good on paper, but too bad it doesn't work. Alderman Summers expanded this by stating that there are problems beyond just the Police and Fire Departments that need to be resolved. Alderman Barr related that she is cognizant of the fact that there are substantial numbers of ►•joinen throughout the top management in the City, hough she is concerned vviLH the small number of v;omen in the Police and Fire Departments. However, these positions are the last male bastions in the City, and the last barriers to fall. She believed there viere good points raised in the staff A & PW !Minutes Meeting of 5/7/84 -2- memorandums. Alderman Summers stated that it is admirable that vie have a number of women in management positions, but there are no Black males, no Black females, and no Latinos in top management positions, though they are represented throughout the community. The City Manager stated that, before any assumptions are made by the Committee regarding the role and work conducted by the Civil Service Commission, the Committee should meet with the Civil Service Commission, which are primarily women. Alderman Raden requested that staff set up such a meeting, and staff shall do so at the convenience of the members of the Committee and the Commission. Alderman Barr summarized problems with law suits that the City has had most recently being generated by an orientation session where improper information was given to applicants. She recognizes some of the problems of reaching the goals that are stated, but staff should adhere to the policy of providing clear information at the initial meetings with applicants. Staff committed to do same. Rejection of Allev Resurfacinq Bids - The Committee receivers a communication from staff recommending the rejection of these bids due to their coming in higher than expected, and that two firms experienced in such work did not submit bids. The Committee voted unanimously to approve the communication. Disposal of Surplus Property - The Committee received a staff memorandum explaining that the auditorium seats in the former Circuit Court Room at the Police Department had been removed, and are being disposed of. Purchases 1984 Slurry Seal Program - The Committee received a recommendation from the Purchasing Agent to award Ritchel's, Inc., the low bidder for the Program, at a total cost of $111,029.04. In response to Committee questions, staff stated that the cost per square foot is up $.01 to $.72 for this Program. The Committee moved approval of the purchase. Jackson Avenue Improvements - The Committee received a recommendation from the Purchasing Agent to approve the low bid of R. F. Contracting, Inc. for a total estimated cost of $35,015.35 for these improvements. The Committee moved approval of the purchase. In response to Alderman Nelson, staff" stated that we try to break out our street work due to the character of the work being done and the location of the work so that we can get contractors that are capable of doing the work at a lower price, and keeping them in certain areas of town for efficiency. Parkinq Lot Lightinq Improvements - The Committee received a recommendation from the Purchasing Agent to approve the lo.j bid from Commercial Light Company for lighting improvements at a total estimated cost of $38,330.60 for Lots #4 , #22, 027, and #39. The Committee moved approval of the purchase. Improvements to Various Street and the Robert Crown Center Parkinq Lot - The Committee received a recommendation from the Purchasing Agent to approve the low bid of Barrett Paving Company at a total estimated cost of $474,570.95. The Committee moved approval of the purchase. A & PW Minutes Meeting of 5/7/84 -3- Selection of Consultant for Repairs - Sherman Avenue Parkinq Garage - The Committee received a recommendation from staff for approval of the low bid from Conrad Associates East for engineering services in connection with repair and restoration of the Municipal Parking Garage at a total cost of 1133,100. At this time the Committee recognized David Jennings, Traffic Engineer, and Jean Baucom, Parking Systems Manager, who gave a slide presentation an the current conditions at the Sherman Avenue Parking Garage. This supplemented the descriptive memorandum and the Purchasing Agent's report on this issue. The presentation discussed the problems with concrete spalling, concrete delamination, rusting of the reinforcing tendons in the concrete columns and their securing bolts. The Traffic Engineer stated that the structure was built in 1969 and has had little structural maintenance since that time. Staff explained that the reason the building is deteriorating is because it is extremely long in dimensions; there are extreme temperature changes in our climate; cars bring in salt from the street which affects the integrity of the concrete; and the concern that the concrete was not sealed when the structure was built. Staff explained that a study is necessary by competent consultants so that we can see everything that is damaged and prioritize the work needed in the years ahead. Staff could not respond to the life expectancy projected For the building in response to Alderman Nelson. Jean Baucom did explain that the structure when built was a new design and has proven to be one of the best designed schemes utilized. She did add that the fact that the concrete slabs were not sealed should not be overestimated regarding the wear on the building. After discussion, the purchase was approved. CDBG Fall Tree Plantinq Chanqe Order - The Committee received a recommendation from the Purchasing Agent to approve an additional $9,165 for the purchase of 47 trees from Klehm Bros. Co. This is a change order from the fall tree planting order, and is possible due to the law bids received on this program. The Municipal Arborist explained that budget projections were $225 per tree for 350, but sae received bids at $195 per tree. The Arborist explained that we do have a vigorous tree planting program and, we have the opportunity now to fill in the gaps in the CDBG areas where we have fallen somewhat behind. Alderman Rainey expressed her concern with staffs spending money left just because it resulted from lose bids. She has been and is against such a policy of utilizing unexpended funds from non -budgeted items. After discussion, the purchase was approved. Street Liqht Relocation - Golf h McCormick Chanqe Order - The Committee received a staff memorandum stating that, due to the widening of Golf Road at McCormick Blvd., it is necessary to move five fallmadge units an the east side of McCormick and one Mast Arm "Cobra Head" unit on the north side of Cmerson Street east of McCormick. Staff stated that the lights were installed due to the fact that the State of Illinois had not finalized their plans for the �videning of Golf. The Committee moved approval of the change order. Items for Consideration Docket 1211-5A-84: Resolution 35-R-84 - Federal Property Assistance Program - The Committee moved approval of this Resolution, which would allow the City to continue participation in the State's running of the sale of surplus property to public agencies on behalf of the Federal government. The Following items were approved unanimously: Docket 122-5A-84; Resolution 36-R-84 - MFT Intermittent Resurfacing. A h PW Minutes -4- Docket 123-5A-64: Resolution 37-R-84 - IDOT Agreement for Intermittent Resurfacing. Docket 124-5A-84: Resolution 38-R-84 - Engineering Consultant Agreement for Intermittent Resurfacing. Docket 125-5A-84: Resolution 39-R-84 - State Low Bid Contract for Intermittent Resurfacing. The above Resolutions were approved by the Committee, which will allow the City to participate in the North Shore Council of Mayors' Intermittent Resurfacing Program for the resurfacing of portions of Main Street from Asbury to Ridge Avenues; and Dempster Street From Dodge to Ridge Avenues. Docket 127-5A-84: Ordinance 64-0-84 - Four Liquor License Applications - The Committee moved introduction of this Ordinance, which will allow for an increase in licenses for a Class D restaurant (Buffalo Joe's); Class C restaurant (Hooked on Fish); Class C restaurant (Patsy's, Inc.); and Class H package liquor store license (Evanston Liquors, Inc.). The Chairman recognized the significance with the issuance of a package liquor license in downtown Evanston, and found it appropriate that a long-time Evanston businessman is the first person to have such an establishment in Evanston. Items Previously Considered: The following items were moved for approval on the Council floor: Docket 107-4B-84: Ordinance 50-0-84 - Deleting Lots #33 and #49 from the Parking SysLem. Docket 108-4B-84: Ordinance 55-0-84 - 4-Way Stop - Lee & .ludsan Docket 109-48-84: Ordinance 56-0-84 - Traffic Regulations at School locations , Docket 110-48-84: Ordinance 58-0-84 - Special Assessment 41356 Docket 111-0-84 - Ordinance 59-0-84 - Special Assessment 01357 Docket 99-4A-84 - Ordinance 49-0-84 - Metered Angle Parking on Davis The following docket item was remaved from the Committee and Council agenda on.the Council floor: Docket 84-36-84: Removal of Parking Meters - Church 4 Oak. With no further b Staff Representat BDC:ct at 9:04 P.M. ager Administration and Public Works Committee minutes May 14, 1984 Members Present: Radon, Rainey, Borah, Summers, Nelson Members Absent: Barr Other Aldermen: Jultar Staff Present: Jennings, Zimmerman Presiding Official: Radon A special meeting of the Administration and Public Works Committee was convened at 7:40 P.M. by Alderman Radon, for the purpose of discussing parking issues in the area located east of downtown. David Jennings, Traffic Engineer for the City of Evanston, was asked to present the staff's report, Mr. Jennings explained that, at the request_ of Alderman Pabst, staff had studied parking in the area bounded by Sheridan Road on the north and east, Hinman Avenue on the west and Dempster Street and Greenwood Street on the south. Mr. Jennings explained that staff had Identified 677 unrestricted spaces and 421 two hour spaces for a total of approximately 1,100 spaces in the area east of downtown. He explained that 21 feet was used Coe the length of a car In determining the number of available spaces. Mr. Jennings explained that five different types of parkers were found'in the study area. I. Residents and guests scattered throughout the area; 2. downtown employees in the long term parking along the lake; 3. Commuters using the CTA in the aouthside of the arqa; A. Shoppers and clients of downtown businesses in two hour spaces near the downtown; S. Lakefront users mostly on the east side of the area. Mr. Jennings reported that staff had studied the extent of the area being used for parking during counts conducted on four different work days and night time counts conducted around 10:30 on Sunday nights and 5:00 A.M. on week days. These counts Indicated the following usage levels: Minutes of the Administration and Public Yorks'Committee May 14, 1984.................Page Two Spaces Day Night Available Use Use Two Hour 421 258(61V 154(37%) Unlimited 677 491(73%) 194(29%) TOTAL 1,098 749(68%) 348(32%) Alderman Haden asked whether staff had determined the impact of summer beach use on the parking levels. Mr. Jennings explained that the study was not conducted in summer, but stressed that heaviest lakefront use is during weekends when there are fewer downtown employees and shoppers competing for spaces near the lake. Alderman Nelson asked whether staff had determined the number of packers on the street at night who had the option of using a garage. Mr. Jennings explained that no such count was made and that it would be very difficult to conduct such a study. Mr. Jennings Identified two primary reasons for the area being convenient to packers. The area provides extensive free parking and is in close proximity to the downtown. Alderman Rainey asked the Traffic Engineer about the degree to which parking meter limitations are abused. Mr. Jennings stated that he views such abuse as a difficult problem for the City. As an example of such abuse, he identified the metered parking lot behind the library. 'He further explained that the City had attempted to post written time limits on each meter in this lot in order that the City would be able to ticket cars with time on the meter in cases of meter feeding. Mr. Jennings stated that such efforts would need to be increased in order to enforce parking meter time limits. In developing recommendations to resolve the parking problem, Mr. Jennings explained that the main problem identified by the study occurred where residents with insufficient off --street parking had two hour parking limits on both sides of their street. In such cases, residents were forced to move their cars every two hours to comply with the two hour limitation. In developing recommendations to address the parking issues in the study_ area, Mr. Jennings reported that several options were considered: 1. Resident Only Parking District - Mr. Jennings explained that the main disadvantage to such a district would be that the City would have to provide approximately 600 spaces for the displaced commuters In ardor to comply with the City Code. Minutes of the Administration and Public Works Committee May 14, 1984.................Page Three .2. 3. No parking restriction from 7:00 A.H. to 10:00 A.M. - This option would still require that the City provide alternative. parking for displaced commuters and it does nothing to address the problems in the two hour areas. Exempt residents from the two hour restriction. = Staff viewed this as a favorable option. 4. Designate one hour parking viable option considered by side of the block in and exempt residents. and recommended that the Council. unrestricted areas as two - Staff viewed this as a its implementation be Mr. Jennings stressed that the advantage of Options 3 and 4 is that they do not require provision of alternative parking under the City Code. Alderman Rainey questioned whether any thought had bean given to limiting the parking time avalable to lakefront users. Mr. Jennings reported that such limitations had not been considered. Alderman Borah asked staff to explain where the parkers displaced by Options 3 and 4 would find alternative parking. The Traffic Engineer reported that staff expected some displaced parkers would use the old City Yards, while others would find other available spaces within the study area. Alderman Nelson asked whether staff had specific locations in mind which would be suitable for Option 4. Mr. Jennings stated that two possible locations would be Hinman and Judson Avenues between Greenwood and Dempster. A third location was also mentioned as Greenwood between Judson and Forest. The Traffic Engineer also explained that implementation of Option 3 would require changes in the City Code in order to define limits specifying the percent of parking usage that would be required prior to designating residents an exemption from the two hour limit. Alderman Borah asked whether resident exemption stickers would be issued on a district -wide basis. Mr. Jennings stated that the stickers would be Issued on this basis. Alderman Borah also inquired what type of guidelines would be considered for implementing a resident exemption. Mr. Jennings reported that using a percent of parking usage would be a good approach. Alderman Borah expressed concern about the impact of Options 3 and 4 on parking for lakefront users. Mr. Jennings stated that parking problems were less severe on weekends, which was the time of heaviest demand for lakefront parking. He also noted that if the residential exemption applied only Monday through Friday, there would be no effect on the lakefront parking on Saturday and Sunday. Minutes of the Administration and Public Works Committee May 14, 1984.................Page rive A resident of 1500 Hinman expressed her belief that the City should issue residential parking permits for her blqck. A resident of 1501 Hinman stated that the City should increase parking enforcement by increasing the number of personnel assigned to such enforcement. Alderman Borah moved that the Administration and Public Yorks Committee accept the study area as a parking district and that the Traffic Engineer develop an implementation plan for Options 3 and 4 to be reviewed by First WArd Aldermen and residents. Howard Johnson, 1501 Hinman, stated that he appreciated the Committee holding the meeting on parking problems for the study area and encouraged them to give strong consideration to residential concerns as well as business concerns when examining parking issues. Alderman Summers suggested that one hour and three hour limits also be considered in addition to two hour limits. He emphasized that patients of the PruCare facility must often park for more than two hours. Holly Yells, a resident of the study area, stated that enforcement problems need to be addressed and that standardization of time limits is Important. She also mentioned that the group of aldermen, residents and staff who develop an implementation plan for the study area consider extending the area one block south to Hamilton Street and eliminate the one block north of Clark Street. Ka. Wells also stressed the belief that residential streets should not be used for commercial parking. The Committee voted 5-0 to accept Alderman Borah's motion to develop.anti Implementation plan for Options 3 and 4 in the study area. The meeting was adjourned at 9:00 P.M. Bruce Zimmerman MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of flay 21, 1984 Members Present: Aldermen Barr, Borah, Raden, Rainey, Summers Members Absent: Aldermen Nelson Staff Present: Tonkinson, Johnson, Booth, Jennings, Wirth, Asprooth Zimmerman, Aiello, Shonk, Ceplecha, Agnoletti, Zendell', Wagner, Engel Presiding Official: Alderman Evelyn R. Raden, Chairman Summary of Action: Minutes - The Minutes of the May 7 and May 140 1984 meetings were approvedwith minor corrections. Communications Memorandum re 1984-88 Capital Improvements Program Staff forwarded a memorandum responding to questions raised regarding particular building improvements, questions regarding the street evaluation survey, and other information requested, along with additional projects to be added to the 1984-88 Plan. Staff gave a brief presentation on the proposed animal shelter to be located on Oakton Street, referencing a domed -type structure. Alderman Borah stated his concern with the aesthetics of such a structure at the entrance to the City, especially with regard to the facilities already located there. Staff explained the cost efficiency in such a structure, especially in regard to energy consumption and briefly discussed the height of the structure. In response to Alderman Summers, staff will investigate the cost and effectiveness of sinking the structure into the ground so as to make it more energy efficient and lower in height. The City Manager explained that the Fire Station Relocation issue will be presented for the June 18 meeting, along with planning for the Police Department renovation and the need for a special meeting on the bonding structure for the Capital Improvements Program. The Committee set the dates of June 18 and July 2 for additional meetinqs on the Capital Improvements Program. Alderman Raden asked staff to explore the possibility of constructing a dirt -track bike/skateboarding facility. flax Rubin of the Building Maintenance Department then gave a brief presentation on the City's innovative preventive maintenance program. Bills List Inquiries - Staff responded to the four bills list inquiries from the Committee's previous meeting. Alderman Barr stated her concerns with the the expenditure for a reception held by the Recreation Department for a retiring Board member. After discussion by the Committee, this type of expenditure will be referred to the Committee on Committees to determine its appropriateness. The remaining bills list inquiry responses were reviewed and approved. A & PW Minutes Meeting of 5/21/84 -2- Rejection of Bids - Civic Center Janitorial Contract - The Committee approved and commended staff's research into the effects of the prevailing wage standards on the Civic Center janitorial bids. It was determined that Senate Bill 9B2, which amended the Illinois Prevailing Wage Act, did not apply to maintenance work of this type. Staff recommended rejection of the bids and will rebid. The Committee approved. Mayor's Presentation an Packaqe Liquor Matters - The Mayor joined the Committee to inform them as a whole on potential problems with would-be applicants for package liquor licenses. First, the Mayor raised the issue of potential sales of licenses with the sale of stores. This issue ties raised due to the current legislation which means every applicant must be a new applicant for a liquor license but, because of the substantial first -year licensing fee of $25,000, the Mayor inquired about the Committee's opinion on the issue of transferability of the package liquor license. Alderman Raden commented that the person selling the liquor store will get his investment back, and that the new applicant and new store owner should be charged the new fee. Alderman Borah commented that $25,000 is a screening mechanism so that the financial solvency and integrity of the applicant can be reviewed, and that this type of logic would apply to applicants having bought a store. Thus, it would be logical to again charge the $25,000 initial fee. Alderman Summers stated that he does not want the liquor license to become something like the Chicago taxicab licenses, where the sale of these becomes a profit center. Alderman Barr stated that it was not discussed by the Committee before, but this is a screening mechanism, and the $25,000 fee should be applied to all applicants. She stated that, if we were to change, we would be licensing the location and not the owner, and that was not the intent of the Committee. Mayor Lytle accepted the Committee's clarification on the issue. The Mayor then discussed potential applicants by Walgreen's and OsCo for a package liquor license. The Mayor has not accepted an application as of yet since he did not want the Police to be put through the research burden if the Committee had problems with the application. The Mayor stated that he and the Corporation Counsel had met with the drug store representatives r;ho stated that they vkould be considering the screening (separation) of their potential liquor store from the rest of their facilities, and would provide a separate entrance to the liquor store. The Mayor asked whether this type of set up would meet the Ordinance intention. Mayor Lytle's interpretation of the Ordinance was that a separate partition, a separate entrance, and a separate address would qualify as a stand-alone liquor store. The Mayor stated that he was bringing these concerns and interpretations to the Committee so that they would not be surprised 120 days after OsCo andior Walgreen's submits an application. Alderman Rainey commented that the separation and separate entrance issues were dealt with on grocery stores, but for a package liquor store, the Committee wanted a clear separate facility. The Committee moved that this item be discussed further and as expeditiously as possible. The Mayor will return to the Committee when this issue will be discussed. Bills List - The City bills list for the period ending May 16, 1984 were approved. A & PW Minutes Meeting of 5/21/04 Purchases -3- Public Elm Tree Removal - The Committee received the Report of the Purchasing Agent to approve the low bid from Nels J. Johnson for the removal of diseased elm trees on public property at the unit prices bid for a total estimated cost of $41,760. The Committee moved approval. Lakefront Improvements (Lagoon) - The Committee received a memorandum recommending approval of the low bid of Highland Construction Co. at the unit prices bid for a total estimated cost of $427,198.17 for the improvements to the Lakefront in the area surrounding and including the lagoon. The Committee also received a memorandum from the Preservation Commission in which they stated their concerns with the asphalt surface for the bottom of the lagoon. Dick Carter then indicated that this was a very significant step in improving the Lakefront to make it especially attractive, and that the area has become somewhat shabby. The intent was to restore the lagoon area to a thing of beauty, and staff is pleased with the results and hopes the Committee will be also. Don Wirth then stated that, since the mid 1970's, staff has been working to improve the Lakefront and, specifically, in 1979 a Barton-Aschman study was conducted to analyze the problems of the area, interviewing visitors to the Lakefront parks, and schematic designs were developed. It rjas decided that an effort at reforestation and refurbishing, instead of a totally new design, would be more appropriate. This philosophy had widespread support from all of the groups that discussed the issue. The first phase is nearly completed with several hundred trees having been planted, paths being realigned, benches being installed, and picnic tables being placed. The more complex issue of refurbishing the lagoon area is the item of discussion this evening, and it has been discussed by the Plan Commission along with the Planning & Development Committee. Approval was given by this Committee to go ahead with the design and apply for the grants. The Preservation Commission has also heard a presentation. Mr. Wirth stated that tonight's plan would be to reconstruct the bottom of the lagoon, reconstruct the wails of the lagoon, and create a foot pathway around the lagoon, along jith a double viall of trees surrounding the walkway. In addition, there will be dry laid, antique pavers from the lagoon building to the lagoon, along with moving the road from its present location to north of the lagoon building. Mr. Wirth stated that Frank Wheby, one of the consultants on this, considered five different surfaces for the lagoon and did a life -cycle maintenance analysis. He stated that the asphalt would be the cheapest to maintain. In response to Alderman Roden, staff stated that on occasion the lagoon has been stocked ►pith fish for special events, but these are caught in a short period of time. Fish cannot survive in the lagoon for a long period of time due to the lack of oxygen. Mr. Eugene Sisco of the Preservation Commission was recognized, congratulated staff on the design, but reiterated the concerns with the asphalt surface. However, everything else for the design is superb. Finally, Mr. Mirth stated that with approval of the design there will be the need to remove twelve trees around the lagoon, but there will be an additional sixty-eight new trees, which will provide an additional fifty-six new trees on the site. The Committee expressed their concern with the removal of trees and asked that the item be held over. Staff stated that we could not delay approval of the purchase and could discuss the issue of the trees at a later meeting. We could amend the contract if necessary. After this discussion, the Committee moved approval of the purchase. A & PW Minutes Meeting of 5/21/84 -4- Pumpinq Equipment & Valves - The Committee received the Report of the Purchasing Agent recommending approval for the expenditure of 174,414.60 fur pu7.pina equipment and valves to five separate companies. In respon a to Alasrman Rainey's concerns with taking the third lowest bidder for the 24-inch ball-.alve, staff stated that we considered going to a sole source purchase but, �% :h the industry today, we thought we could seek alternative bids for metal seated valves or an approved equal, but the metal seat is a better vnive. After iookxng at the alternatives, staff still recommends the third lowest bidder. After this discussion the Committee approved the purchase. Used Rental Cars - The Committee received the Report of the Purchasing Agent recommending approval of the purchase of six sedans and one station wagon from York Governmental Fleet Sales at a total cost of $42,233. In response to Alderman Rainey, staff stated that the station wagon for the Crime Prevention Specialists is used for more than just this program. After this discussion, the Committee moved approval of the purchase. 1984 Curb Replacement Proqram - The Committee received the Report of the Purchasing Agent recommending approval of the low bid from Triggi Construction Company at the unit prices bid for a total estimated cost of $135,375.26. The Committee moved approval of the purchase. Emerqency Purchase: Sewer Repairs - 600 block of take Street - The Committee received a notice from the City Manager stating that an emergency purchase was made in the amount of $37,487.50 to replace an 18-inch clay sewer line with 24-inch concrete pipe in the 600 block of Lake Street due to collapse of the former line. The Committee moved approval of the communication. Chanqe Order 02 - Lyons Street Pavinq Project Emerqency Jobs Bill - The Committee received a request for a change order in the amcunt of $9,289 for the placing of additional concrete sidewalk on the parkways where none exist, and also replacing some deteriorated sidewalk within the limits of Lyons Street from Lema.r Avenue to Hartrey Avenue in conjunction with the unclosed paving project on Lyons Street. The Committee moved approval of the change order. Chanqe Order - Linden Place Pavinq Project - The Committee received a recommendation from staff to issue a change order for a CDBG funded program that would provide sidewalk and curb in need of replacement east of Custer Avenue an Linden Place on the north side of the street. This will add to the 1980 program of beautification and repair which replaced curb and sidewalk, as well as installation of trees and paving of the alley south of Linden Place and east of Custer Avenue. The total amount of the change order would be $5,697.35. The Committee mooed approval of the change order. Items for Consideration: Docket 130-5B-84: Chamber of Commerce Request - World's Largest Garage Sale. The Committee moved approval of the request from the Evanston Chamber of Commerce for utilization of the Sherman Avenue Parking Garage for the Thirteenth Annual World's Largest Garage Sale. Docket 131-58-84: Resolution 34-R-84 - Employer Payment of I.M.R.F. Contributions. Staff presented a recommendation to change the method of contribution to an employer "pic':-up" program. This method of payment, beginning July 1, 1984 and mandated by Illinois legislation in 1983, will put the City in conformance with the State legislation. The Committee moved approval of the the Resolution. A do PW Minutes Meeting of 5/21/84 -5- Docket 132-56-84: Resolution 44-R-84 - MFT Resurfacing of 11 Streets. The Committee received Resolution 44-R-84, by which they would appropriate $800,000 in MFT funds for resurfacing eleven streets. The Committee moved approval of the resolution, but struck Oakton Street from Asbury Avenue to Ridge Avenue from the Program. Alderman Rainey pointed out that she would like to recommend that the paving of all Eighth Ward unimproved streets using available MFT funds that are left due to the striking of Qakton Street be considered. She added that the additional cost for construction of new streets serving the Ward should be spread around to all the taxpayers of Evanston. The Committee moved approval of the Resolution. Docket 133-58-84: Ordinance 70-0-84 - 4-Way Stop - Wesley & Lyons Docket 134-58-84: Ordinance 71-0-84 - Speed Limit - Wesley - Emerson to Church. The Committee received a request from the Ward Aldermen and Ward constituents that the speed limit on Wesley Avenue between Emerson and Church Streets be reduced to 25 mph, and that the Wesley/Lyons intersection be converted from a two-way stop to a four-way stop. The Committee moved introduction of the Ordinances. Docket 135-5B-84: Ordinance 72-0-64 - Loading Zone - 1800 Brown Avenue. In response to representatives from the Tabernacle Baptist Church at 1835 Brown Avenue, an Ordinance creating a loading zone in front of the Church was introduced. Docket 136-58-84: Ordinance 74-0-84 - 1964 Tax Levy Ordinance. The Committee moved introduction of this Ordinance. With no further business, the omf mittee�adjourned at 9:10 P.M. L' Staff Representative: �+ so stantrt t ity Manager BDC:ct MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Fleeting of June 11, 1984 Members Present: Aldermen Barr (late), Nelson, Raden, Rainey, Summers Members Absent: Borah Staff Present: Tonkinson, Johnson, Booth, Wirth, Asprooth, Zimmerman, Shonk, Wagner, Engel, Ceplecha, Gullen Presiding Official: Alderman Evelyn S. Raden, Chairman Summary of Action: Minutes - The minutes of the May 21, 1984 meeting were approved, and the Committee asked that minor corrections be noted specifically. Alderman Raden added that she would like as a First Priority the reconsideration of the current regulations with Passenger Vehicle Only parking prohibitions. Specifically, she would like to review the ordinance that deals with it since it creates a problem with certain types of trucks and recreational vehicles. The Chairman moved early consideration of the Township bills. In response to her inquiry, a Township representative stated that clients that become ill in another City can be admitted to a hospital in that city, and we will pay the cost. Docket 147-6A-84 - Lakefront Lagoon Rehabilitation - The Chairman moved early consideration of this docketed item and recognized Don Wirth. Mr. Wirth explained that with the questions raised with the removal ❑f trees, he has brought the consultant who designed the concept and tree pathway location, and Dennis Ceplecha to speak about the condition of the trees. Mr. Wirth explained that the improvements planned are to reinstitute the appearance of the area in the 1930's as constructed by the W.P.A. Program. The plan is to refurbish the Lagoon, create a formal character, and thereby enhance the appearance of the area. Concerns raised viere that reforestation should continue, as it has with the long-range plan for the area; and that the park use of bike paths (linear users and central users) (picknickers) be dealt vath properly and, hopefully, separate these two uses. Mr. Gamble of Robert B. Teska & Associates was recognized. He stated.that the bicyclers and roller skaters under this plan were to stay on one asphalt path, while the cinder paths used by pedestrians could be separated from the asphalt paths. This is needed due to the heavy influx of visitors on ►•reekend afternoons, which creates a heavy linear friction of visitors. The goal was to optimize the space on the east side of the lagoon for passive use, move the access road to the north of the Lagoon building, and move the bike path to the west to create a double -path system. In addition, the area would be reforested, which ►vould require the removal of some trees; brick pavers would be placed near the Lagoon building on the south side toward the Lagoon; and the Lagoon would be ringed with Tallmadge fixtures inside the rink of trees. A & PW Minutes Meeting of 011/44 -2- He showed a diagram of the program with "X's" designating trees in direct conflict with the paths. The remainder of the trees are to be removed so as not to destroy the symmetry of the plan. it was noted that one tree was lost last year due to Dutch Elm disease, and it is only a matter of time before the rest of the trees are lost. He explained that fourteen trees planned for planting would not be planted if the trees were not taken down now. The path would still be relocated, but the symmetry of the trees would be destroyed. There is an option to leave all of the trees there noa and replace them as they come down due to disease, but the result would be a varying size of tree heights as the earlier planted trees continue to grow. Mr. Mirth explained that, if we were to not take the trees down now and do so at a later date, our cost would be borne 100% by the City and could be within the range of $24,000 to $30,000. Questions were asked by a member of the audience regarding the pathway alignments, and staff responded to the questions. Dennis Ceplecha explained the analysis of the trees based an soil conditions, root conditions, trunkn of the trees, breaking and crotching of the trees, twig development, and leaf size. These are standard diagnostic tools then used in a formula to determine the health of the trees. He explained that due to root graft transmissions caused when trees are gro;ving too close together, if one tree is infected, the infection can spread to all of the trees more easily. In addition, due to the pure sand soil at the Lagoon, trees can be easily uprooted by wind, and we have lost elm trees in the past in this area due to wind damage. He explained that red oaks have done extremely well in the area, especially when well watered, and that there is no problem with monoculture, though he recognized that, if one disease attacked the oaks, it is possible that all of the oaks could be killed. }io:,ever, there is no evidence of such a disease that can be anticipated in the foreseeable future. Mr. Pabst was recognized to speak for Alderman Pabst, and he stated that Alderman Pabst appreciates all of the time and effort put into this, but the Lagoon is well designed and should be rebuilt; the relocation of the road is a good idea; landscaping between the building is a good idea, as :jell as the rehabbing of the Lagoon and placement of Tallmadge fixtures. Ho4vever, he stated that the formal, symmetrical plan is not ccmpat able vii th the use of thf, Park; that there is intensive use an the east of the Lagoon with the Boat Ramp, as viell as intensive use of bikes on the west of the Lagoon. The promenade concept around the Lagoon is incompatible. He explained that pictures of the late 40's do not shoN the symmetrical mark previously completed by the '.SPA. In addition, instead of planting the oaks, she recommended random planting mostly with red oaks, horiever, and the money saved on trees could be used for screening the Boat Ramp area from the Lagoon. Finally. she is not that concerned with the monoculture concept. The consultant responded by saying that he has observed the use, conducted surveys, etc., and stated that the passive users have no place to center their use. The idea is to take what was given to us as a gift from previous generations and improve it for future generations. Alderman Raden stated that she cannot approve of cutting down trees. She believes that they should be cared for and, if necessary, informal planning should be done in favor of the design concept. If the trees were removed, the area would not have shade for a couple of years, and it will not be as attractive with new trees as with old trees. Alderman Rainey stated that she agrees with the access road concept, but stated that she cannot be convinced that we cannot redo the paths without removing all of the trees noted. A & PW Minutes Meeting of 6/11/84 -3- In response to Alderman Rainey, Mr. Wirth explained that the cost figure of $24,000 to $30,000 to be borne by the City if the trees are not removed no:y entails going back and taking out trees, stump removal, tearing up the old path, replanting the trees, and repairing the path. Alderman Summers inquired hotly many elms had been lost in the Lagoon area in the past, and Mr. Wirth stated that he cannot quote a specific number, but quite a few have been lost south of the Lagoon, and we have reforested there. We can anticipate continued disease in the area, especially with the roots being grafted as they are. Residents were recognized, one stating that 13 years ago her elm tree was marked for removal, but with care she has been able to extend its life 13 years; one resident stated that there seems to be a self-fulfilling death wish for elm trees. Abby Cartwright from the Preservation Commission was recognized, and she spoke in favor of the design concept. She stated that the landscape plan, if altered, would jeopardize the success of the rehabilitation of the area, and the trees will be damaged in some manner by the grading, soil compaction, and the uniformity in balance of the design will be destroyed if the trees are left. She referred to Euclid Park Place where beech trees were planted 10 to 12 years ago, and they are now magnificent in their appearance. However, her neighbor planted trees one to two years ago, and there is a huge difference in the heights, which is unfortunate. She believes the bicycle path should be moved to the serest instead of cutting across the formal plan for the Lagoon and added that a sacrifice should be made now for the future, especially with the trees having a limited life span. Alderman Summers stated that the City has altjays been concerned with the life of trees and its "cathedral" elms, since the have not done t,hut th© City of Champaign did fnr Dutch Elm disease, which .oas to cut all of the trees dovin. He stated that he could live with either plan, but his sense of what is right is planning for the Future. Responsibility and planning for the future can be shown by the formal garden at Robert Allerton Park, which is excellent in appearance. He believes a sacrifice today is getter than a hodge-podge tomorrow. Alderman Rainey moved that the staff alter the plan so that the non -organic design remain as best, but those elm trees that need not be removed remain. On the motion, the vote was 2 - 2, :vith Aldermen %elson and Summers voting nay. So as to get the item on the Council floor, Alderman Rainey moved that the plan as presented today be implemented, but only those trees with red "Vs" (those trees in the direct path of the realigned paths) only be removed. The vote was unanimous, 4 - 0. Communications Audit Selection Specifications - The Committee moved approval or the report, and Aldermen Nelson, Summers, and Rainey were selected for a sub -committee to select the next auditor. NWMC Solid Waste Disposal Report - The City Manager explained that the ,Northwest Municipal Conference concluded their final analysis of how to deal with solid waste in the future. The recommendation is to create a landfill at Hoffman Estates with a transfer station either in Glencoe or Northfield Township. No final action has been taken at this time, and it will be brought back to the City Council for formal action at a later date. In response to Alderman Nelson, before the final plan is approved, there will be set costs for compensation to the municipalities which house the new facilities. A brief discussion was held on the pounds per household, and we have smaller household size, so we have less waste being disposed of. A & PW Minutes Meeting of 6/11/84 -4- Request for Exemption from Video Game Requlations - Holiday Inn - The Committee approved of staff's recommendation that additional legal research be done on the request from the Holiday Inn that they be allowed to install a video camera with a monitor at the front desk so as to monitor the video games. Committee Meetinq with Civil Service Commission - The Committee approved a special meeting for July 16 with the Civil Service Commission. Alderman Raden stated her primary concern is the number of women that pass the physical agility test but are rejected by the Civil Service Commission. Staff will forward the minutes of the A & PW Meeting to the Civil Service Commission prior to the meeting. Sale of Surplus Property - Calcium Chloride Tank - the Committee moved approval of the disposal of one 1,000-gallon calcium chloride tank, ns provided in Section 1-17-3 (A) of the Code due to the fact that it is surplus property. Rejection of Bids - City Yards Improvements for Parkinq - In response to Alderman Raden, the City Manager stated that he cannot commit to the possible leasing of the Clark -Benson site before the final bids are received for the City Yards parking. Alderman Belson moved that, since this lot can be finished by the end of July by accepting the bid now, that we do so and put the lot in. He does not want to visit until the middle of August if we have to go out to rebid. His motion was approved an a 5 - 0 vote. Emergencv Purchase - %WrIC :later tine Restoration - The Committee moved approval of the emergency purchase, as presented by the City Manager for restoration of the area disturbed by the installation of the 60-inch water transmission line. Alderman Nelson stated that staff did the appropriate thing. Bills list - The June 6, 1984 City Bills tint was approved, and staff will respond to individual Aldermanic inquiries regarding same. Purchases Northviest Water Commission Main Connection - Change Order - The Committee moved approval of an additional $24,391.50 to Peabody Midwest Construction for repaving of the Water Department parking lot. Fire Department Kitchen Cabinets - The Committee moved approval of the proposal from I. P. Rieger Co. for the furnishing and installation of kitchen cabinets at Fire Station #1 for $5,d00. Water Meters - The Committee moved approval of the proposal from Neptune plater Meter Co. for the furnishing of the 1984 water meter requirements at a total estimated cost of $34,577.25. Disk Pack Drive - The Committee inquired v;hy vie are financing the computer disk pack drive through December 1987 to coincide with the financing arrangements previously made for the main frame computer. Their concern was that vie are extending the purchase into future City budgets. Staff stated that this vias the same process used for the main frame computer and the same process used for purchases of Xerox machines. Alderman Nelson asked whether the Committee has ever gone over the ultimate plan for the implementation of the software and hard.iare of the new computer for the City. Kathy Booth stated that the Information Systems A & PW Minutes Meeting of 6/11/84 -5- Steering Committee is following the path of the Business Systems plan developed when we bought the main frame. Alderman Nelson stated that it would be helpful for the Committee to receive a progress report on how the present status fits into the plan and where we are planning to go. Included in this will be the total cost estimates. after this discussion, the Committee moved approval of the purchase from National Peripherals, Inc. for the disk pack drive at a total cost of $12,820 financed through the State National Bank at 9°0' through December 1987. CDBC Home Security Lock Proqram - The Committee moved approval of the purchase from M & H Security Service at the total unit prices bid for a total cost not to exceed $23,000 for the program. Staff responded to the question by stating our goal is to install locks in 200 homes with $200 being the limit on the cost per home. Installation would be based solely on the Police Department recommendations. 1984 Allev Resurfacing Proqram The Committee moved approval of the low bid from Artley Paving Co. at the unit prices bid for a total estimated cost of $83,155.75. Xerox 1045 - Health Department - The Committee moved approval of the lease/purchase of a Xerox 1045 over 60 months at a total cost of $10,435.20. Alderman Raden again asked that staff follow through on the request of information on why we spread costs out over the year, thereby forwarding these costs into future City budgets. Police Information Mananement Svstem Computer Equipment - The Committee moved approval of the lease/purchase over 36 months of four CRT's and one Printer from Hewlett-Packard at a total cost of $18,828. Items for Consideration Docket 148-6A-84: Resolution 46-R-84 - Lease of Office Space - League of Women Voters - The Committee moved approval of the lease on a 5 - 0 vote. Docket 42-2B-84: Ordinance 21-0-84 - Video dame Location Regulations - The Committee moved approval of the Ordinance, 4hich will prohibit video games within 500 feet of primary and secondary schools, as well as grant exemptions to Northwestern University and National College of Education regarding supervision. In response to Alderman Rainey, staff t-,ill investigate the appropriateness of adding middle school to those schools for 4-ihich there is a prohibition of 500 feet on the location of video game devices. Alderman Nelson stated that, based on City tax revenue reports on the cigarette tax, he believes that the cigarette vendors are not going to make the goal. He asked that staff prepare the appropriate ordinance and pass it to the Committee at this time so that the increase in cigarette tax can be considered earlier than planned. Staff responded that July 31 is the cut-off date, and the Ordinance will automatically kick in on September 1 if that is determined to be necessary. Alderman Rainey stated that she does not believe it would be appropriate to pass the ordinance any earlier than planned. This ended the discussion on the item, and the Committee adjourned at 9:00 P.M. Staff Representative: Assistant to the City Manager BDC:ct MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of June 18, 1984 .Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers Members Absent: None Staff Present: Asprooth, Shank, Zimmerman, Booth, Lxndwall,!Gullen Tonkinson, Pudloski, Agnoletti. Presiding Official: Alderman Evelyn S. Raden,, Chairman Summary of Action: The Chairman recognized the City Manager who reviewed the June-15, 1984 memorandum to the Committee, which suggested that the following action be taken: (1) inclusion of additional projects as listed in the May 17, 1984 Capital Improvements memo; (2) approval of proposed bond projects; (3) approval of all other recommended projects and funding levels for inclusion in the 1984-88 Capital Improvement: Program, as shown on the schedule dated April 19, 1984 and amended by action on Recommendations 1 and 2. The inclusion of additional projects included Kelly Park, Foster Auditorium airconditioning, Evanston Art Center roof, and the Emerson Street bridge protection. Alderman Raden asked that staff give consideration to the creation of a dirt track bike/skateboarding facility in James Park to provide youths an area where they can recreate with such devices, rather than using the dav,ntown area. Alderman Summers stated that he agrees with the objections raised regarding the fence for the Emerson Street bridge as it relates to the design and aesthetics of such a fence. The City Manager stated that there has been no accident problem at the area, and the current railing seems to be adequate. In response to Alderman Nelson's questions on the .art Center roof, staff stated that via estimate the roof replacement cost to be $20,000. These are preliminary cost estimates, and we are looking at less expensive alternatives. Staff added that the Art Center is not inside the Lighthouse Park District. After this discussion, the Committee moved approval of the three items, excluding the Emerson Street bridge railing. Staff is to investigate this item further. The City Manager then reviewed the analysis of General Obligation bonding requirements and the project expenditure schedule, pointing out that an adjustment has been made to the interest rate to a 9.5a rate instead of the 9% previously projected. He reviewed the tax -supported obligation debt, exclusive of the 1984 issue, which has already been planned. He stated that the debt service level necessary is well within the permissible growth for the tax levy. He reviewed the bonded indebtedness for the Parking Garage due to the Fact that construction and full occupancy of a new Garage would take approximately three years. Because of this, vie will need to capitalize interest since the Parking Garage won't be able to generate enough financial support for the bond until three years after construction. A & PW Minutes Meeting of 6/18/84 -2- A review of daily rates will take place with a possible increase, and meters on the street which also support the Parking Fund may have to have their rates increased. Alderman Barr stated that she believes the Garage rates are extremely low, and she is at this time against increasing the rate of the meters on the street, The City Manager responded by stating that the feasibility analysis for a Parking Garage will present alternatives for financing. This concluded the presentation on the bonding program. The Chairman then recognized the City Engineer who presented an analysis of the Street Analysis Project. The City Engineer showed a cross section of streets with the alignment of the infrastructure underneath these streets. He reviewed that sewers become distressed, and infiltration of the sewers is a result. This sewer distress is aided by grater mains that may leak at their lead joints, thus causing water to create a cavity underneath the street. On a regular pavement (asphalt), you can see these cavities being formed by the sinking of the asphalt. On concrete surfaces, these cavities will not shove from the surface due to the hard surface of the concrete not sinking in. fie gave an example of problems that are created by voids underneath the surface of the street, utilizing Oaktan Street as an example and lake/Sherman. After work was completed on the resurfacing of a street, additional costs and bad public relations resulted when we had to go back and correct the problems with voids underneath the streets on an emergency basis (not open bids). The dynaflex system utilizes a procedure which will give an indication of the size of a void under the street. The information generated will be integrated with the sewer improvements so that we can prioritize and concentrate on annual sewer replacements in areas where there are also voids and distress underneath the surface. In response to Alderman Nelson regarding what other entities have used this device, the City Engineer stated that the State of Ohio has used the device, and Mr. Pudloski stated that the Village of Glenview used the dynaflex system for a surface analysis along with soil bearings, and utilized that information to schedule the improvements of streets, as necessary. Glenview surveyed approximately 75 miles of streets in a 4-year period at an estimated cost of $75,000 to $80,000. Mr. Pudloski added that voids are not the only thing that are revealed from this test, since you can also get an idea of what the sub -base of the streets are. Glenview is sold on the test. In response to Alderman Borah, staff stated that vie viould be using a test spacing of approximately 30 feet for Evanston, though Glenvie:l used 200 feet. In response to Alderman Nelson regarding whether this was state of the art equipment, staff stated that this is one machine looked at; the art itself is changing, and vie are keeping abreast of these changes. This concluded the presentation on the Street Analysis Project. Staff presented the memorandum on the Animal Shelter, which is proposed to be a monolithic dome, and the Chairman recognized Ms. Elaine Johnson of the Animal Control Commission. In response to Alderman Borah, staff stated that additional costs should be added to the conventional and butler -type buildings for landscaping and equipping the interior, etc. to the basic construction estimates for these buildings. The City Manager stated that we looked at the site as being utilized as a unit, not solely placing the dome there; and we don't believe the facility will mar the entrance to the City. Staff stated that drawings will be presented at the July 22 meeting to show what such a facility might look like at the site. A & PW Minutes Meeting of 6/18/64 -3- Alderman Summers again inquired whether we could provide alternative designs and costs for sinking the structure into the surface. Alderman Barr stated that she is intrigued by the idea, especially with the few maintenance problems being inherent with such a structure. She is supportive of the particular concept, especially with its variety of advantages. Discussion ensued vjhether canal lands could be used for such a structure. The City Manager stated that such lands were usually used for passive recreational use, and this would not really qualify. Alderman Rainey commented that she was for the concept, excluding the aesthetics at this time. Alderman Borah stated that a fund should be allocated, but reserved the design decision for a future time. Aesthetically, he believes that it is totally unacceptable. This concluded the Animal Shelter presentation. The City Manager was recognized to review the Fire Station Location Study, which follows the manpower review of the Fire Department. The City Manager stated that the five stations are suffering from structural weaknesses and do need repair. No matter which alternative is chosen, whether to build new ones or rehab the current ones, money will have to be spent on these stations. The City Manager added that if we maintain the status quo and renovate the stations, a future Council may move for demolition of some of these stations. The Chairman recognized Chief Wicks, who reviewed that currently at two stations we use the "task" concept where more than one company is responding, which allot -is us to have more men and more equipment at a fire; allowing them to do more things with a shorter set-up time. He gave an example of a problem in stations that cannot utilize a task concept; where engines responding from Station #5 may lny a line but will have to wait for another station's equipment to arrive to ventilate the fire. In fighting any fire, there is a critical decision to be made on whether you take the fire away from the people or the people away from the fire. In response to Alderman Borah, the Chief stated that a task force concept could be utilized if we had fewer stations and would be safer for the people involved in the fire, as well as the fire personnel. The Fire Chief then reviewed the maps on working structural fires, stating that Census Tracts 8089 (8), 8088 (6), and 8090 (10) showed a lower number of structural fires. The Chief added that fires in 8089 and 8091 are primarily from the garage fire incidences which happened in 1982. In response to Alderman Rainey, the Chief stated that the fire rate has dropped about 35%, which can be attributed in some part to the home safety program being carried out by the Fire Department in high fire incidence areas. Alderman Raden inquired what the causes of fires are (poor wiring, inappropriate heat sources in winter). The Chief responded that vie have data for over five years on what the causes of fires have been. The Chief stated that arson is estimated to be 40a of the cause for fires, and we work closely with the. Police Department on investigating these fires. In response to Alderman Rainey, the Chief stated that the highest incidences of arson are in garages (approximately 751% of all arson fires), and that the Fire Department is starting a program to encourage closing and locking of garages so that entrance cannot be gained by juveniles. A & PW Minutes Meeting of 6/18/84 -4- Alderman Summers inquired about the potential for a regional type of approach to fighting fires, pointing out that our northwest and northeast sides of the City are very close to the Village of Wilmette. Staff responded by stating that it wouldn't pay for the City of Evanston to join since the only other cities that could really help us would be Skokie and Wilmette. For almost all of our fires, our stations are closer than those in Skokie and Wilmette. In addition, we have a discreet telephone exchange system which allows us to use the 911 response program, while the other cities do not. In response to a Committee question, the Chief stated that response times are kept by only 5095 of the cities he has contacted in a phone survey; and of those that keep data, 4.5 minutes is the average response in Niles; 3 minutes in Skokie; 4.5 minutes in Waukegan, though there are areas where there is a 10 to 15 minute response time; and Oak Lawn has a 3.5 minute average response. Alderman Raden pointed out then, that even the highest incidence areas for fires have a good response time. The Chief added that an a long run trucks can travel at approximately 28 to 30 mph, but on a short run the average speed is approximately 24 mph, and the speeds for both are lower if turns are involved. The Chief pointed out that insurance ratings are based on equipment and water supply primarily with a 500 rating being given to the fire Department's equipment, manning, and training programs; 40a to water supply; and 100' to communication facilities. The Chief reviewed the fire fatalities map, giving fire fatalities for the years 1966 to 1983. In response to Alderman Borah, the Chief stated that we do not track casualties since it would require an annual audit of hove the injured people are responding to treatment. The Chief added that smoke detectors provide the best early warning for fires and keep fire fatalities dorm, The Chairman recognized Bruce Zimmerman, who reviewed the location options and presented an analysis. Mr. Zimmerman stated that staff looked long and hard at a 4-station format, ohere Stations 4 and 5 would be closed and replaced with a station on the central vest side in the 8092 census tract, which has the most fires and the slowest response time. However, during the analysis it was apparent that incidence levels on the southwest side are significant enough so as to not justify they closing of Station 4, and :re :could not support the closing of the northwest side station due to the high response times. In addition, the response times to 8101 and, especially, 8102 are rather high in that we have an industrial section on the southwest side (8103), which makes it a high risk area for a fire. In conclusion, if Stations 4 and 5 were to be closed, we mould be sacrificing service to other areas of the City. After analyzing the 4-station format, it is staff's recommendation to plan for closing of the five current stations over a 10-year period and constructing three stations at centralized locations for serving all areas of the City, thus allowing us to run fewer stations and provide for the task force firefighting concept in all stations. We would not recommend closing all of the stations at once, but would do so in a staged area, for instance, closing Stations 3 and 5 and placing one in the north center area, as well as closing Stations 2 and 4 and placing a station between those current locations. Staff, of course, pointed out the financial and political concerns that would be raised with such a plan. Alderman Rainey recognized the political implications in such a plan, since there will be concerns with the removal of a station from a certain area and, certainly, concerns with placing a new station in a new area. A & PW Minutes Meeting of 6/18/84 -5- The City Manager did add that staff did consider the Church -Dodge and Bridge Street locations For a fourth station, the Former having the potential to stabilize an area, but tie determined that it would not work out as well as a 3-station format. Alderman Raden commented on the Chamber of Commerce's cost analysis study, which showed that the Fire services are one of the least costly of services compared to other communities. She commented on the potential of utilizing abandoned buildings, such as the Central School, For a Fire station. Alderman Summers commented on the high rate of fires in census tract 8092 and the potential with three stations to provide a better spread of equipment throughout the City. Alderman Borah reviewed that station locations were located as the City grew up in a westerly direction, and stated that the concept of moving the three stations was good, but we should not locate sites as of now. Alderman Rainey raised the potential of locating a sixth station, possibly in the downtown area due to the potential research development park to be developed. This perhaps could be a 1-engine station. Alderman Barr stated her concerns with 8092 having the highest number of fires and the highest response times. Alderman Borah commented an Alderman Rainey's question of a potential sixth station by stating it is a provocative question, but believes it is best addressed by a 3-statian format than a 4-, 5-, or 6-station Format. Questions were raised an the incidence rate being down for the last six months, and details of what the task concept is. in addition, in response to Alderman Borah, staff stated that savings are questionable in amount, since it would be a one-time selling off of the property underneath the station, and the operational cost savings would be approximately $7,000 per station if ►ie were to close 4 and 5. This concluded the presentation of the Fire Station Relocation Study, as well as the overall Capital improvements Program presentation. Staff will respond to the questions raised at the Jul -, A & PVJ meeting on Capital Improvements. Staff Representative , s tan t t C,tty Manager BDC:ct 1 MINUTES ADMINISTRATION & PUBLIC WORKS COI.11-IITTEE fleeting of June 25, 1984 Members Present: Aldermen Barr, Borah, Raden, Rainey, Summers Members Absent: Alderman Nelson Staff Present: Tonkinson, Johnson, Booth, Zimmerman, Shonk, Wagner, Carlson, Engel, Agnoletti, Roethle Presiding Official: Alderman Evelyn S. Raden, Chairman Summary of Action: Minutes - The minutes of the June 11, 1984 meeting were approved with changes showing Alderman Barr as absent (not late in arrival); the vote being 3 to 1 (not unanimous) with Raden dissenting, for the Lagoon to be implemented, but only those trees -.vith red "Vs" being removed; and the change from Alderman Raden to Alderman Rainey asking that staff follow through on the request for information on why vie spread Xerox costs over the years. Communications Bills List Inquiries - Staff responses to the Bills List Inquiries From Alderman Rainey at the June 11 meeting were approved. Lonq-Range Cultural Arts Plan - Staff forwarded the references directed to the Committee from the long -Range Cultural Arts Plan, and they viere accepted as a First Priority. Parkinq Garaqe Feasibility Studv - Alderman Barr moved approval of the RFP's. In response to Alderman Borah, the 1,700-space shortage found in the 1980 study was proposed to be reduced with the new facility. In response to Alderman Barr's comments that vie shouldn't be locking ourselves into a mixed use (most likely, residential) facility, staff stated that it is zoned R7, but Commercial is still a possibility. Alderman Raden commented on looking at other areas for a parking structure such as the Greenwood & Sherman parking lot, now tied to the Pembridge parking requirements under the Zoning Ordinance. Aldermen Barr and Borah commented that they were anxious to free up this Pembridge site but, under the current situation, it is not feasible. After this discussion, the Committee moved approval of the communication. Cable Commission Triennial Review - The Chairman recognized Chairman John ;•:old of the Cable Commission, oho presented a brief summary of the Commission's work and their submitted report. In response to Alderman Raden on the lack of attendance on the part of some members of the Commission, Mr. gold stated that it had been a problem in the past, but those that had missed meetings had numerous other commitments that caused the less than perfect attendance record. In response to Alderman Borah's question on :-There the Commission is going in the next year, For. Wold stated that he believes they are now out of the initial build mode for the system, the plant is basically in order, and now they are looking to exploit the medium and its technology in the years ahead. Again, in response to Alderman Borah regarding compliance problems, Mr. .Fold stated that he has seen no significant problems in the last few months and believes the Commission and Cablevision are moving in the right direction eiith no foreseeable problems in the Future. FA A & PW Minutes Meeting of 6/25/84 -2- Alderman Summers inquired whether the Commission had taken up reported problems with local programming, whether it should be at a fee or no fee. The Alderman was aware of one group having produced a program and had anticipated a fee being paid to them for their presenting the program to Cablevision. The Chairman stated that he does not see this as being a major issue at this time since it has not been brought to the Commission as of yet. The Commission has had no formal cause for groups requiring intervention by the Commission, though they stand ready to do SO. Alderman Summers inquired whether the Commission thought the Fees from the franchise agreement should go into the General Fund, or a portion or all of it be separated for programming aid. Chairman Wold stated that the Commission has been operating under the original Council opinion that the fees should go to the General Fund, and that the Commission should submit an arinual budget. The Commission members believe it would be inappropriate to submit ideas for different utilization in the Fund since the Council has stated their policy. In response to Alderman Raden, the Chairman stated that the Council has approved filming City Council meetings and, though restrictions could be placed on the procedures for filming, there might be concerns with First Amendment rights since permission has been granted. In response to alderman Raden, the Chairman stated that problems with Sub -Committee members voting on grant applications that they may individually have some interest in have been resolved with some new by -lams. Alderman Summers commended those that have been working very hard on cable programming and assuring that :hat the RFP states is being carried out. along with employing minorities. Alderman Borah added that in the past we have seen the Chairman and Commission members in times of conflict, and he vias looking for -ward to the potential of success in the new era. Bills List - The City Bills List for the period ending .tune 20, 1984 were approved with questions raised on surgery at the Animal Control Center; United Community Services Pre -School Services under the [Mental Health Fund; and JRG Associates for Umpire Services. Staff will respond to these questions at the Committee's July 9 meeting. Purchases Police Portable Radios - The Committee received a recommendation from the Purhasing Agent to purchase 14 portable radios, 5 battery chargers, and 5 surveillance kits from Motorola, Inc. at a total cost of $18,790. In response to Alderman Summers. staff stated that this was a 30a discount off their normal list price and, though we have stayed :,ith Motorola, Inc., they have made it attractive to do so :lith their discount. The Committee moved approval of the purchase. Library Janitorial Renewal - The Committee received a recommendation from the Purchasing agent to award a contract with Kcm Kleen for one year at a total cost of $23,549.40. The Committee moved approval of the purchase. Civic Center Janitorial ContracL - The Committee received a recommendation that Triangle !Maintenance Service, Inc. be awarded the contract for the lore bid of 38,736.36. In response to Alderman Raden on s-ihy the enormous difference in bid amounts, the Purchasing Agent stated that the reasons cannot be ascertained at this time. He did point out that Imperial Services, which bid $59,523.84, bid $108,000 before the prevailing wage issue was clarified. A & PW Minutes Meeting of 6/25/84 -3- Alderman Summers commented that the current firm, now the second low bidder (United Maintenance) had shown initiative by taking employees from the Work Opportunity Program and hiring a variety of minorities for their work. He was concerned that the new low bidder be asked to do so also. The Purchasing Agent stated that TriangleMaintenance had expressed a desire to hire locally but, due to the short time for start up (July 1), they will probably start with outside employees and move towards hiring local employees. Staff was asked to keep the Aldermen apprised of the hiring. The Committee moved approval on a 4 to 1 vote (Alderman Summers dissenting). Improvements to Various Streets - The Committee received a recommendation to award the law bid from Barrett Paving Company at an estimated cost of $607,964.70. Staff clarified that the City is responsible for replacing sidewalks and curbs where located at crosswalks. The Committee moved approval of the purchase. Prairie Film - The Committee received a recommendation to approve the proposal from Scott Maintenance Service for the installation of 1,857 square feet of Prairie Film at a total cost of $11,142. Janet Agnoletti stated that Prairie Film is an aggregate -type material to put around trees, which allows water to penetrate, but weeds do not grow through it. in response to Alderman Summers, staff stated that this probably could not be used for a parking lot due to the heavy load that it would have to take. The Committee moved approval of the purchase. Sand. Stone. Concrete, and asphalt Patchinq Materials - In response to Alderman Paden, staff stated that the cost included the delivery of the materials. In response to Alderman Rainey, staff stated that tie had to calculate the concrete bids for Material Service Corporation of Chicago, t-,hich had a surcharge from November l to March 31, which is an unusual practice. 'We do not anticipate any problems with Material Service Corporation on our doing so. After this discussion, the Committee moved approval of the bids of Tonyan Brothers, Inc. for sand at $12,B13; Vulcan Materials Co. for stone at $39,591; Builder's Ready Mix for concrete at $11,750; Sherwin Corporation for sylvax at $14,150; Barrett Paving Materials for hot and cold asphalt at $17,440. Chanqe Order #1 - Church/Dodge Capital Improvements - The Committee received a recommendation that the current streetscape improvements in the area be changed for an additional amount of $B,842 for additional sidewalk work. The Committee moved approval of the purchase, RTA Eheelchair Program - The Committee received a communication proposing renerial of the RTA I.iheelchair Transit Program, .jhich is being expanded to include Skokie, Lincolnwood, Mortcn Grove, and a link -up with the Chicago Transit Authority. Alderman Barr inquired rihether the amounts no6-i budgeted mould be sufficient to run this program with its change in prices. Judith Aiello stated that, with increased ridership and increase in the funds through a possible extra subsidy from the RTA though yet to be determined, the budget should be sufficient, Ms. Aiello added that the program begins July 1, and the RTA wanted a program from Evanston ready for submittal. Alderman Barr stated that she did not understand why this had not been narked out before the last weekend of June. Aiello stated that the fare increases are delayed until September, and that this item could be held over to clarify funding issues. Alderman Barr stated that she believes this is a good service, but her concerns with the funding need to be resolved. Alderman Rainey questioned :•shy a Chicago resident traveling to Evanston is fully subsidized in the amount of $12 by the RTA; yet the Evanston resident going to Chicago does not get that benefit. .r A do P'vi Minutes Fleeting of 6/25/84 -4- alderman Barr questioned how the RTA can subsidize one set of citizens in the full amount, and why Evanston citizens are not being subsidized in that amount. Alderman Raden asked if anyone had applied for a direct grant so that it could be done in Evanston as it is in Chicago with a full subsidy. Aiello stated that the RTA does not giant to pick up all of our subsidy, and we have not had a lot of requests for Evanston residents to go into the City of Chicago. Clarification on this funding issue will be provided at the July 9 Committee meeting, and this issue was held over by the Committee. Items for Consideration Docket 160-6B-84: Resolution 49-R-84 - Prevailing Wages. The Committee moved for introduction on the Council floor. Docket 161-6B-84: Ordinance 79-0-84 - Bryant Avenue Parking. The Committee moved for introduction on the Council floor. Staff informed the Committee that the Aldermen of the '.•lard may ask for suspension of the Rules due to a delay in getting this Ordinance to Committee and Council, and the fact that the Traffic Engineer, the residents, and the Aldermen all agree that it is an appropriate piece of legislation. Items for Adoption on the Council Floor Docket 133-58-84: Ordinance 70-0-84 - 4-Way Stop - Wesley & Lyons Docket 42-28-84: Ordinance 21-0-84 - Video Game Location Regulations With no further business,' e Commit a adjourned at 6:30 P.M. Staff RepresentatKve: �Ca�s Yto th ty (Manager BDC:ct ' „�- . MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 2, 1984 Members Present: Aldermen Barr, Borah, Nelson, Roden, Rainey, Members Absent: Alderman Michael Summers Staff Present: Asprooth, Booth, Shank, Zimmerman, Lindwall; Cullen, Hicks Presiding Official: Alderman Evelyn S. Roden, Chairman Summary of Action: Minutes - The Minutes of the .tune 18, 1984 meeting were approved with corrections by Alderman Roden, clarifying her concerns that abandoned fire stations may not be purchased or reused as quickly and may be left vacant. The Alderman did not state that Central School could be a possibility for a fire station. Staff made reference to its memorandum on responses to the Capital Improvement questions. Alderman Roden inquired about a response to her request for consideration for a dirt track and skateboarding facility. The City Manager stated that he believes that, since the Human Services Committee is considering recreational activities as part of their review, they should consider this request. In addition, staff is attempting to attain information an utilization of these types of facilities from other municipalities. In response to Alderman Roden, staff stated that, if a review is completed and a recommendation for a facility was approved, we could amend the Capital Improvements Plan. Alderman Raden stated that she saw utilization of these facilities in Corky Park and Central Park and believed it was quite lovely. Staff then made reference to the responses to the Committee questions on fire station relocation. The Chairman recognized Chief Hicks, who reviewed the response times on page 1 of the memorandum, building operations savings from closing stations shown on page 2, and a brief explanation of the task force concept found on pages 2 and 3 of the memorandum. The Chief stated that Stations 3, 4, and 5 are single station responders. Alderman Barr commented that the size of the stations vary widely and yet our building operations savings figures were simply a calculation of all of them divided by 5. She believes it would be more meaningful if the Committee saw the cost of each station instead of the averages since the stations are of different sizes. Chief Hicks stated that Station 1 has approximately a $16,000 annual maintenance cost, Station 2 approximately $6,500 annually, with the other stations being approximately $5,000. In response to Alderman Borah, staff stated that these figures only include annual maintenance, not major maintenance items. The City Manager added that we could not project these major maintenance items without doing a full-blown review of all of the stations from a structural and architectural standpoint. Alderman Nelson stated that he believed it would be prudent to do a complete building survey utilizing a portion of the $2.5 million set aside. He believes that going to three stations and only saving $15,000 in building operations costs is not that strong of a reason to go to three stations and spend a significant amount of money. A 6 PW Minutes Meeting of 7/2/84 -2- The City Manager stated that we have not done the full-blown study of the stations and would not do it unless there was an interest shown to go to three stations from the City Council direction. Alderman Nelson stated that he believes it would be putting the cart before the horse without going ahead with a full-blown study of each station from an architectural and engineering standpoint. The City Manager responded by stating that the thrust of the reference from the Council was to consider closing/consolidating the stations, and we dealt with the personnel issue at a previous time. Alderman Nelson believed that there was a possibility of keeping all five stations and spending approximately $600,000 on major maintenance, thereby keeping the stations potentially twenty more years and saving the remainder of the appropriated money originally planned for the consolidation into three stations. The City Manager stated that $2.6 million was set aside as an estimate with the potential for $10 million being spent for three stations, but there are a lot of unknowns involved not to exempt land costs and construction costs. The City Manager added that in our original memorandum we stated that we were at the point for substantial investment in the fire stations but, before we make this investment, we looked at the most rational location for these stations. Alderman Borah questioned what the payback period would be on this, though he realizes it is difficult to handle, but costs are not the only key costs to consider. There are also the efficiency/effectiveness measures for the delivery of the service provided with currently one truck responding and having to make a decision on a triage basis. With the consolidation to three stations, we would have more men responding, and he believes the argument is persuasive that more manpower is helpful at a fire. One cannot get a dollar amount value for the increased efficiency of fighting a fire..- Alderman Nelson recognized that, with three stations, there might be longer responses in certain areas, but more men would be responding. Alderman Roden stated that Emergency Medical Technician responses were not brought up at the last meeting. Chief Hicks stated that the areas for responses of EMT's are similar to the fire incident map with Census Tract 8092 having the most calls. We receive approximately 3,600 calls a year and, as of today, we had 1,681 calls an record. The Chief pointed out that Census Tract 8094 is also a high incident area for EMT calls due to the nursing homes present there. Alderman Roden stated that when someone calls for an ambulance, a fire truck also responds, and the Chief confirmed that, also adding that there are some firemen on trucks that are trained for EMT service. The Chief added that the only place where there is a potential for a slower response would be the far extremes of the northwest, northeast, and southwest sides of the City, though there are no major influxes of calls in these areas of the City as of today. Alderman Rainey commented that on the southwest side there were two nursing homes. Alderman Roden commented that EMT response times would be increased if we went to three stations. The Chief responded that the Main Street station is closest 'to the southwest side for responses to these areas noted by the Aldermen. The Chief added that, on average, the engine/truck will arrive at a call prior to an EMT truck, except in the Central area of the City. Alderman Roden again brought up the slower response times for EMTs stating that you have a short amount of time to save a life. A & PW Minutes Meeting of 7/2/84 -3- Chief Hicks stated that for 4 - 6 minutes in a full arrest would be damaging to the individual, but nowhere in the City would you have a response by the Fire Department within 4 - 6 minutes of such an arrest because there would be 2 - 3 minutes before a call is even made to the Fire Department, one minute to process the call, and 2 - 3 minutes to respond. Fire Departments cannot prepare for that, so you have to have cross training so that private individuals know ho'rj to deal with a life -threatening situation until advanced life support can be provided by the Fire Department later. The Chief stated that trucks and engines are not equipped with advanced life support equipment, but what you need is a person available to give aid until advanced life supports can be provided by the ambulance. Alderman Nelson stated that for the Fire Department for the next forty years we have the options of three facilities or five facilities and inquired who do we go to provide hard capital costs for upgrading the facilities. The City Manager responded by stating that we would engage an architect to evaluate the condition of the buildings and a structural engineer to evaluate the mechanical systems, roof, and interior components of the stations. Alderman Nelson stated he believes this should be Step 1, and that stafF should proceed to do that, which would be his recommended, and leave the budget as it is and have a professional study in the first year of the plans, leaving the funds in the latter part of the plan for rehabbing or new stations. Alderman Borah responded to Alderman Nelson's suggestion by stating he believed that would be the essentially correct posture to take, relating that the fire stations were built for different purposes at different times in the City's history. The City Manager stated that it is somewhat the situation of trying to put a square peg into a round hole, and added that there is a great deal of wasted space in some of the current fire stations. The City Manager summarized by stating that an R.F.P. would be developed to do this study. Alderman Raden inquired into how many situations we can respond to, with the Fire Chief stating that we can respond to two small fires nr one large fire. If we were to go to three stations, we could still fight the same situations since it is the size the companies that are important, not the size or location of the stations. Alderman Raden stated that she is looking forward to receiving the information from the building analysis because, based on what she knows, she believes are spending a lot of money yet reducing the service provided. Alderman Rainey stated her support for the structural analysis, but she is not totally comfortable with a 3 or 5-station plan and would rather have an open-ended plan. She stated perhaps there are other alternatives such as a new station in an area within the longest response times and highest incidence of fires. She summarized by stating that staff should not forget that there could be other alternatives than a 3 or 5-station format. Alderman Borah stated that having a sixth station built is a possibility, and the recommendation should remain flexible. Alderman Raden stated perhaps it might be feasible to build a sixth station, but that would include the hiring of additional manpower to staff the station. Staff made reference to the memorandum on the Animal Shelter. Alderman Borah stated that the monolithic dome is satisfactory, though it is not his favorite type of structure. The location is acceptable, and proper landscaping should be used to minimize the aesthetic effects of the building. The City Manager stated that Design Evanston would be asked to comment on the structure, but the Committee should move to delete the Butler -type building from further consideration. After this discussion, the Committee moved acceptance of the domed structure for the animal shelter. A & PW Minutes Meeting of 7/2/84 -4- questions were raised an the need to pave the James Park -access path due to reported vandalism. Jeanne Lindwall responded by saying that juveniles are picking up gravel in the path and throwing it at the shelter. Alderman Borah commented that it seems to be a practical way to deal with things by paving the area. In response to Alderman Barr, staff stated that the boiler room improvements are being completed this year with CO funds. The Central Street Chicago & North Western station was the next item for discussion regarding the City's agreement to rehab the station and take over maintenance so that the station would not be closed by the Railroad. In response to Alderman Barr, staff stated that the rehabbing was done by a private contractor under an Urban Mass Transportation grant, and we supervised the work. Alderman Nelson moved that this item be left in the Capital Improvements budget far roof and floor repairs. Alderman Haden inquired about the need to pave the parking lot at the Ecology Center. The City Manager responded that it is a gravel parking lot and a maintenance headache, especially when it is wet; and paving would solve this maintenance problem for a lot that does receive heavy usage at times. Alderman Rainey queried improvements planned for the launching ramp piers at Church and Dempster. Staff responded that $30,000 is planned for Church and $15to0a for Dempster. The Alderman believes that Church Street needs substantial repair now, and it should be necessary in 1984 and not desirable in 1986. She also commented on the deplorable conditions of the toilet facilities at the lagoon building and stated they should be upgraded. She added that she believed the Lagoon building should be taken care of in 1985. Discussion ensued regarding the washroom facilities at the Lakefront, which included possibilities of using a chemical -type facility which would not include plumbing, which is subject to vandalism. It was stated that the National Park Service utilizes a septic tank/chemical type facility inside their shelters, which are sanitized with lime. In response to the inquiry regarding the Lagoon shelter, the City Manager stated that there has been discussion of rehabilitating the facility and allowing a private restaurant to operate it, but that, again, brings up the issue of intensification of the use of the Lakefront. Alderman Haden made reference to the Greenwood Beach protection issue and the concerns raised by Alderman Pabst. She inquired whether this could be dealt with as a Committee of the whole to review the entire Lakefront park plans and utilization. The City Manager summarized the issues involved with the Greenwood project by stating that the area has been subject to severe erosion of the sand and beach, and we have used temporary improvements utilizing riprap at the north end to protect the land adjacent to Lakeshore Blvd. and Greenwood. The Corps of Engineers has agreed to do a study and, over a period of years, has completed the study, and funding appears to be in place. The Corps looked at a variety of different alternatives and has chosen a steel sheet groin which will end the creation of a small beach north of this groin at Greenwood. If such a structure ►vas built utilizing Federal funds, the Council would have to agree, as they have in the past, to provide no differentiation of residents/non-residents fees for the swimming beach, and consider the recommendations of the Recreation Hoard to make the Greenwood Beach a swimming beach and the Dempster Street beach a sailing beach. A h PW Minutes fleeting of 7/2/94 -5- This issue again brings up the concerns of Alderman Pabst with intensification of the lakefront parks but must be addressed since the beach in the area needs to be protected. The City Manager added that the South Boulevard beach was built under a similar grant, but under a different category, and was necessitated by a severe storm that nearly blew away a portion of Sheridan Road. The area was rebuilt in 1970 and now protects the street From being undermined at its foundation. The City Manager stated that this was the same need at Greenwood, which is to protect the land mass From eroding and eventually being washed away. In response to Alderman Raden, the City Manager stated that, though the Northwestern landfill has had some effect on certain beaches, it has also helped protect Lighthouse and Clark Street Beach. The City Manager stated that we would be returning to the Council in late July or early August with a local cooperation agreement necessary for the Greenwood Beach project. In response to Committee questions, staff stated that the Police station is planned for renovation, with all records being placed downstairs so that all public areas are handicapped accessible by being on the First floor. Staff will be considering different methods for making the first floor totally handicapped accessible, which might include ramps, interior lifts, etc. Questions were raised on tax increment financing, with Alderman Nelson stating his concern that School Districts may not receive enough benefits From this, though they would in some manner be a contributor to the Downtown II projects. The City Manager stated the T.I.F. District would be structured in a way that 50°0 or less of the increment would be used by the City and the rest would be returned to the various other taxing districts. The City Manager added that the School Districts have not complained to him about the financing structure. The City Manager stated that the planned funding for each year is a guide that is useful but is not set in stone. In response to Committee inquiries on what would happen if Federal Funds became less available, the City Manager stated that projects currently in the plan and projected for Funding from Federal funds would have to be prioritized based on their merit and availability of other funds. Finally, the City Manager stated that staff will return with a formalized Capital Improvements Plan, which needs to go to the Full City Council in August For approval s❑ that we can go to the market for bonding the necessary projects. With no further bu Staff Representati BDC:ct 1:23 P.M. MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 9, 1984 Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers (late) Members Absent: None Staff Present: Asprooth, Shonk, Zimmerman, Booth, Tonkinson, Figurelli,.. Engel Presiding Official: Alderman Evelyn S. Raden, Chairman Summary of Action. - Minutes - The Minutes of the meetings of June 18 and June 25, 1984 were approved. Communications Bills List Inquiries - The Committee moved approval of staffs response to the questions raised by the Committee on the City bills list at the June 25, 1984 Committee meeting. Truck Parking on Residential Streets At the request of Aiderwoman Raden, staff forwarded a memorandum explaining the passenger vehicle only parking regulations and our enforcement thereof. Alderman Raden commented that she has problems in her Ward, specifically with a large semi -tractor trailer, which the neighbors would like to prohibit but, in doing so, the ordinance and the signage would prohibit the parking of pick-up trucks and recreational vehicles. She would like to have the regulations changed so the "Catch 22" situation would not exist. Alderman Rainey commented that it would require an ordinance change since the Police do not distinguish their enforcement measures whether a street is signed "No Truck Parking" or "Passenger Vehicle Parking Only." Alderman Borah commented that he, too, has had problems with such parking in his Ward, and stated that some pick-up trucks are not that offensive, but modular campers are offensive; but questions whether the weight limit suggested by the Traffic Engineer would help in this situation. Alderman Barr commented that she is troubled in trying to find a solution to the dilemma, and she is not sure there is a solution. She related that a small school bus was parked in her Ward, signs were put up, and the bus had to be moved; but there was no place else to park it. She stated her interest in possibly not banning vans or RV's by some method. Alderman Raden again related the experience with large semi -trucks on a street causing problems, but vans seem to be O.K. In response to Alderman Rainey, the Traffic Engineer stated that trucks can drive dorm any street unless signs are posted to specifically prohibit this. Alderman Nelson inquired of Alderman Raden whether the specific area in which he is experiencing a problem is serviced by a garage, alley, or driveway. Alderman Raden stated that these options were not available. A & PW Minutes Meeting of 7/9/84 -2- Alderman Borah related that at somewhat different times he has received different answers on the criteria used by the Police for enforcement of this ordinance. He requested that staff forward the current Police Order that sets forth the enforcement measures and procedures for this. Staff will do so. Alderman Nelson added that some people do want vans off the street. Further discussion on this item was held until the next regular meeting. Adult Employee Presence - Staff forwarded a memorandum responding to Alderman Bleveans' reference to consider an ordinance that would require adult supervision in establishments that are open in the evening hours and staffed by minors. Staff related that only three incidences have been noted at the Baakin-Robbins store at Dempster & Chicago, the original establishment for which the reference was made; and staff does not consider this a major problem. The Committee accepted staff's recommendation that no action be taken, since this situation does not seem to be a major problem. Staff shall so inform Alderman Bleveans. .lames Park Access Path - The Committee received a memorandum from staff stating the reasons for including paving of this path in the Capital Improvements Plan and recommending a change for the project from classification as "desirable," rather than "necessary." The Committee moved acceptance on a 4 to 1 vote (Rainey dissenting). Bills List - The Bills List for the period ending July 5, 1984 was approved with staff to respond to the bills list inquiries at the next regular Committee meeting. Purchases Rebuildinq of a Fire Truck - The Committee received a recommendation from the Purchasing Agent for approval of Bertram's Fire Apparatus Repair for $21,700 for the rebuilding of Fire Truck 323. In response to Alderman Borah, staff that this is a frontline vehicle. In response to Alderman Nelson, staff stated that this is a rather common problem (rusting water tank), and we have rebuilt others like thin before. Staff stated that this rebuilt tank will have an epoxy liner to help prevent this from recurring. (Approved 5-0) (Alderman Summers absent) Street Sweeper - The Committee received the Purchasing Agent's report recommending the purchase of a rebuilt 1979 Elgin Sweeper from Schuster Equipment Company at a total cost of $15,000. Alderman Raden commended staff for recommending this purchase instead of rebuilding a currently -owned 1976 Elgin Stveeper. (Approved 5 - 0)(Alderman Summers absent) Wanq Professional Computer (sole source) - The Committee received the Purchasing Agent's recommendation for the purchase of a Wang PC-005A Base Unit. and 00 CPS Printer for a total cost of $6,156 for the Traffic Engineering/Parking System Divisions. in response to Alderman Nelson, staff stated that this will be used for the Parking System Fund to develop meaningful information and assessing parking needs and rates throughout the City, and will also be used by the Traffic Engineer for developing information regarding intersection capacity, traffic signal timing, and arterial signal progressions. Staff stated that the unit is compatible with the mainframe computer. in response to Alderman Nelson, staff stated that the mainframe computer is operable between the hours of 7:30 A.M. and 6:00 P.M. A & PW Minutes Meeting of 7/9/84 -3- In response to Alderman Nelson, the City Manager stated that the overall computerization plan has not changed, especially the cpplications, but the type of hardware available has changed significantly in the past few years. In addition, canned software that is available for specific applications in certain City divisions, though not being useful to any other department, are worthy of being purchased. If these software programs are purchased, we ultimately want the hardware to be compatible with the mainframe. Alderman Nelson stated that one of the advantages of computerization is fewer personnel will be needed. The City Manager responded that that is correct; we won't have to hire more people, and that is a cost benefit. In response to Alderman Rainey, staff stated that the entire mainframe computer was down due to an electrical storm which knocked out a power transformer in Chicago. After this discussion, the Committee moved approval of the purchase. (5-0)(Alderman Summers absent) Police/Fire Antenna Tower - The Committee received the Purchasing Agent's report recommending the proposal of Stann & Associates for the installation of a new antenna at a total cost of $7,998. Alderman Raden stated she would hold this purchase until after the Planning & Development Committee introduced the municipal exemption required before this purchase can go through. The Committee moved approval on a 5-0 vote (Alderman Summers absent). Parkinq Lot Improvements (Old City Yards) - The Committee received the Purhasing Agent's report for approval of the low bid of Lenny Hoffman Excavating Co. for the furnishing of labor, materials, and equipment necessary to make improvements to the parking areas at the old City Yards at a total cost of $88,900.30. The Committee moved approval on a 5-0 vote (Alderman Summers absent). RTA Link -Up - Staff stated that this purchase should be held until we can receive an intelligible response from the RTA on their funding support differentials for the City and suburbs for this program. Items for Consideration Docket 170-7A-84; City support for Hot Tix Facility - Alderman Borah moved approval of the staff's recommendation that the concept of a ticket center in the City Garage be endorsed and authorization be given to the Manager to proceed with its implementation. In addition, the City will commit to provide the necessary initial capital investment and the utility services on an annual basis. Mr. Golan was recognized and stated that Hot Tix has no intention of opening up another facility an the North Share. He did respond to Alderman Borah by stating that he does not know the terms of this exclusive agreement not to open up another facility, however. Staff stated that the exact cost of the construction for the City's share will be approximately $2,000. Staff clarified that the City will only be collecting the amusement tax on sale of tickets for events held in Evanston. In response to Alderman Nelson, Mr. Golan stated that he is encouraging Hot Tix to use the ticket validation system for motorists who are purchasing tickets at the Center. The Committee moved approval of staff's recommendation on a 5 - 0 vote (Alderman Summers absent) . .A A h PW Minutes Meeting of 7/9/84 -4- Docket 171-7A-84: Recommendation for Establishment of Financial Policies The Committee received a recommendation from staff for 1984 short-term financing and fund balance reappropriation policies for the 1985-86 budget. Alderman Raden thanked staff and is looking forward to saving money on the tax bills of the residents of Evanston. The Committee moved approval on a 6-0 vote (Alderman Summers present at 8:35 P.M.) Docket 172-7A-84: Resolution 55-R-84 - Family Focus - The City Manager was recognized and stated that a loan was originally made on October 23, 1978 from previously authorized General Revenue Sharing Funds for the purpose of acquisition and rehabilitation of the real property at 1819 Church Street for Family Focus with the stipulation that, in the event the Family Focus Program was terminated or the property sold for any reason within the subsequent ten years, the entire principal amount paid to Family Focus by the City would be returned to the General Fund of the City of Evanston. The City Manager stated that the lien was in the amount of $50,000. Alderman Summers stated that Family Focus started five years ago, they still exist in the community, have not ceased their operations, and still come back to the City Council on a regular basis for requests for funding. He stated that, if a loan repayment was carried out, it would be similar to taking money into one pocket and later passing it back to Family Focus from another pocket. Alderman Summers inquired whether this matter could be held until the next meeting. Alderman Rainey stated that she believed this issue should not be discussed in a public forum since the value of the building has not been noted in the listings. The City Manager responded by stating that information on this has been public knowledge, since the minutes of 1978 on how the payment was made and how it was to be paid back. The Manager added that he did speak to the representatives from Family Focus to clarify that their opinion that certain amounts of the principal were to be forgiven per year for each year of the lease was incorrect. Alderman Summers again asked that this item be held over unless a sale was imminent. The City Manage[ stated that he has gc-e out of his way to reach an agreement with Family Focus, but has no problem if the Council wishes to rectify the issue in another way. He stated that he is simply trying to fulfill the requirements that were found in the original Agreement which were, if and when Family Focus ceases to operate the Teen Outpost at this location or ceases to exist, the full amount comes due immediately. After this discussion, the Committee moved that this item be held over. Staff stated that a special meeting of the Committee would be held on July 16, 1984 along riith the Civil Service Commission, and staff would also be forwarding budget policy recommendations to the Committee. In addition, staff asked approval for an August 6 public hearing on the Northwest Municipal Conference Solid Waste Task Force recommendations, and the Committee approved. With no further business, the C ittee a �ourned at 8:53 P.M. Staff Representat ve: ,t an o e y •snags BDC:ct " MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 16, 1984 S J: Members Present: Aldermen Barr, Borah, Nelson, Raden Members Absent: ,Aldermen Rainey and Summers �y ; Staff Present: Asprooth, Shonk, Zimmerman, Witt �.:•: Presiding Official: Alderman Evelyn S. Raden, Acting Chairman Summary of Action: Chairman Raden convened the meeting at 7:42 P.M. and recognized the members of the Civil Service Commission: Robert L. Johnson, Alice R. Kreiman, and Betty Papengelis. Alderman Raden stated at the outset that this meeting was not convened to point a Finger at the Commission and say something is wrong, but rather to discuss an area where the A & PW Committee itself got stuck on when reviewing the Affirmative Action Plan, that being the process of interviews for candidates. She believed that the figures should be looked at for Affirmative Action goals, and perhaps these goals should be adjusted. Alderman Borah requested clarification on what the problem was that Alderman Raden was stating, since he had not seen one previously. Alderman Raden responded by stating that members of the Committee and some other members of the Council believed there was a problem with the hiring or lack of hiring of women in the Police Department and, previously, instead of meeting the goals set, the goals were lowered for this hiring activity. Chairman Johnson was recognized and revie:•jed the process as outlined in the memorandum of July 16, 1984. Process Starts - The Personnel Department publicizes the availability of the testing with a strong effort made to notify as many potential candidates as possible through the use of the media, bulletin boards, etc.; Orientation - The Personnel Department makes the applicants aware of the demands of the job, and a full explanation of the testing process, delineating what is necessary to qualify, which includes a physical agility test; Written Examination - Applicants that pass the physical are then given a written, examination with the test itself having been tested for fairness and removal of bias; Provisional Eliqibility List - A list is then developed for applicants that have passed the physical and written examinations, and these applicants are placed in a category group in order of relative excellence on these tests; A & PW Minutes Meeting of 7/16/84 -2- Qualifiers - As vacancies occur, polygraph examinations and psychological examinations are given by professionals; Civil Service Commission Review - The entire application of the applicants including their written test scores, physical agility tests, and results of the qualifiers (polygraph/psychological) are then reviewed by the Commission, whereby a determination is made whether one should not be invited for an interview (disturbing results on psychological exam/polygraph results that are negative and indicating no amount of interview could change the results of these polygraphs); Oral Interview - Moat applicants, however, are given oral interviews where the applicants have the opportunity to verbalize their interest in the firefighter/police positions with the Chiefs of the respective Departments being present during the interview, but they do not vote. The oral interview provides an applicant the opportunity for indepth explanation of why they want the position and to clarify questions raised on the prior exams upon the applicant's suitability. Votes are then taken by the Commission on an objective basis of whether the applicants can stand the rigors of the job and maintain the quality of the work force. In response to Alderman Raden, the Commission members stated that the Chiefs are encouraged to ask questions during the interview. Alderman Harr stated that she was surprised somewhat by the large number of applicants who get on the provisional list but are knocked out by the qualifiers. The information provided by the memorandum is more extensive and detailed than what has been previously provided, but on page 2, item (F) looks like everything but the applicant's horoscope is reviewed. Commissioner Alice Kreiman responded by stating a lot of the questions/items noted in (F) are derived from the polygraph and psychological portions of the exam. The oral interview is not a grilling of the candidates, but a result contained therein with the psychological and polygraph testing, Commissioner Papangelis stated that, in addition, there is a review of the job history of the applicant and all other information available to satisfy the items listed in (F). In response to Alderman Raden, Commissioner Papangelis stated that the psychological exam was given a lot of weight since the positions involved are high stress and can include the carrying of a firearm. These exams are conducted by a professional consultant. Alderman Raden continued by stating that psychological testing is not an exact science, and different psychologists could give different results on applicants. Commissioner Kreiman stated that the test is done in two parts and completed by two different psychologists. The tests do have a substantial weight applied to them, but usually the results of the tests are substantiated by other information available about the applicant. She added that the Commission can reach a reasonable judgment on all of the information available, not simply on a psychological exam. Commissioner Papangelis added that any questions that need to be investigated further can be through the oral interview, since the Commission realizes that the tests cannot be entirely precise, and that is why generous opportunities are alloyed for each applicant to explain something that troubles the Commission members. A & PW Minutes Meeting of 7/16/84 -S- in response to Alderman Borah on elaborating on the origin of the psychological instruments employed, Commissioner Papangelis mentioned the temperament exam and the Rorschach exam. Personnel Director Mitt added that both objective and projective tests are given in a series and are derived From tests given over a lengthy period of time in the State of Illinois, specifically, for Fire and police departments. Chairman Johnson added that psychologists then make a summary projection on whether the applicant is marginal/dangerous/very good, or somewhere in between. It appears that there has been a superior degree of consistency in these projections. Alderman Radon continued by voicing her concern that the tests are somewhat unscientific and yet given weight so that possibly some of the best applicants might be excluded. Commissioner Kreiman responded by saying only a handful are excluded based an psychological examinations. Commissioner Papangelis underscored that the psychological exam is not the only one used, and a poor psychological test result is usually backed up by a bad work history, a history of substance abuse, etc. In response to Alderman Nelson on how a psychologist is picked, the Personnel Director stated that there are very few available in the State that specialize in this area, and we have been using the some one since 1478. The City Manager added that 75% of the psychological exams administered in the metropolitan area outside of Chicago for police and fire applicants are adminstered by our consulting psychologist. Commissioner Johnson reviewed the provision in the Civil Service Rules for transfer applicants with good work histories in other jurisdictions, and they are not required to take the written or agility tests, but are required to take the psychological and polygraph tests. In response to Alderman Borah on the basis of accepting a transfer (any obligation inherent), Commissioner Kreiman stated that there is no obligation, and actually a transfer comes as a new applicant, though they are waived an certain tests, but background checks are carried out and some, on occasion, are sent to the training school if need be. Personnel Director Witt stated that vie are the only City that currently accepts transfers. Commissioner Johnson added that it is somewhat of a misnomer in that transfers really are new applicants. Commissioner Papangelis added that there is an additional benefit in that these applicants can be interviewed without having to wait for the list to expire. Commissioner Johnson then reviewed the re-employment provision and, in response to Alderman Borah, stated that some former Officers go out into the different positions in private life/career chai-ige, but come back. The Personnel Director added that two former Police Officers have been considered so far, with one having been rehired. Alderman Nelson stated that, no matter what procedures are used, they don't always work, and he inquired whether the procedures now in place are producing a good product. Commissioner Kreiman stated that this Commission has been very careful in its attempt to get the beat applicants approved for the City; it is proud of its pre-screen, interview process, and how the final decision is made. The Commission has made a conscious effort not to compromise on the safety of the citizens, and the Commission may have made errors, but she believes they have made less than their share. Alderman Nelson responded by stating he applauds their efforts and believes the results are the best yet. Commissioner Papangelis added that the Commission is considering in the future the meesuring/feedback on how the applicants they have selected for service are A h Pal Minutes Meeting of 7/16/84 -4- currently doing, and are discussing engaging the Chiefs to use the probationary period in a different way. The City Manager added that the test procedures may not be any better at this time, since they can only be as good as you can make it, but the progress is being based on the judgment of the current Commissioners. Alderman Barr inquired whether the Affirmative Action goals are providing a guide to the Commission, or are selections based on merit. Commissioner Johnson stated that the greatest effort for the Commission on Affirmative Action is during the recruitment process in hopes that the group that you eventually get will go through the process will reflect the demography of those who first applied. He does not believe the process can be compromised. Commissioner Papangelis reviewed the great effort made by the Commission to spread the word on applicants on testing for positions in the Fire and Police departments, which was communicated to the Committee members in prior informational packets. In response to Alderman Raden, the Commission has not had to make a choice between two candidates, since when that has arisen there have always been enough vacancies to hire both candidates. Commissioner Kreiman added that, if the Commissiun were recruiting for any other ,job, the rejection numbers would be appalling, but she is pleased with the resulting rejection numbers for these two positions. In response to Alderman Raden, Commissioner Kreiman stated that the Chiefs or their designees have always been in on the interview process, and they are helpful in asking questions from different perspectives, let alone having them be in the presence of the Commission members with their uniforms on, which provides a certain atmosphere. In response to Alderman Raden, Commissioner Johnson stated that he can't recall the Commission ever having disagreed with the ChieF's opinion on a selection, though he did note the Commissioners are the only ones voting. Alderman Raden asked how often the Commissioners go through the first category and choose from the second category, as potential applicants are checked off the list. Commissioner Kreiman responded by stating there is no rhyme or reason to this since the Commission has found that some of the applicants on the top of the list are worst candidates than those found farther down on the list, which proved to be better candidates. However, the Commissioner added that the Commission believes it would be a waste of time and effort on both the Commission's part and the applicant's part to interview all applicants before the psychological and polygraph exams were completed. Alderman Borah commented that it is not a proven fact that candidates that are excellent are being lost in the system unless one could point to where the evaluative error is. He believes that it would not be a good assumption to assume differently. Alderman Nelson inquired of Commissioner Papangelis, who was on the Council when the Civil Service Code was changed on how the new Code is working out, and where are changes that could be made by the Council to aid the Commission. Commissioner Kreiman responded that she can't compare the new Code to the old since she came onto the Commission with the new Code in place, but one change that has been helpful has been that of utilizing the Hearing Officer. She stated that the Commission receives good cooperation from the Personnel Department. Commissioner Johnson stated that the Hearing Officer for adjudicating issues frees the Commission up to spend more energy in the beginning of the process instead of the end of the process, which involves quibbling between parties. A h PW rlinutes Meeting of 7/16/84 -5- Alderman Borah stated that it is his intuition that the Commission does not seem to be making a lot of mistakes, and inquired what the judgment of the Civil Service Commission is on this issue since they have the opportunity to see their mistakes come back to them. Commissioner Johnson stated that only 25 candidates have been dealt with by the current members, and no problems have been encountered so far. He added that the Chiefs are noting that better morale is being shown on the force because better candidates are being hired. In response to Alderman Barr, the Personnel Director stated that 1,961 applications have been received for Police Officer, with 339 being women. Alderman Roden then inquired what the problem is that more women are not certified since 339 have applied, and using prior year experience only 2 have been appointed. She is concerned that the physical agility test is failing the women. Alderman Borah pointed out that the rejection rate for the physical exam is the same for men and women. Commissioner Kreiman stated she wasn't sure whether this was a problem. Commissioner Papangelis stated she did not know what the situation is since a lot of effort was made to get the word out to women, including a special brochure. She summarized by stating that it does not appear that young women have yet decided that this is an area where they have a major career opportunity. Alderman Barr pointed out that approximately one -fifth of the applicants in the latest round are women, and yet one-third from the previous year approved by the Commission were women. Alderman Nelson thanked the Commission members for taking the time to meet with the Committee, as did the rest of the Committee members and the Chairman. 1965-86 Budget - Chairman Roden stated that she had spoken to the City Manager about bringing this budget memorandum and policies to the A h PW Committee instead of to the Budget Police Committee, and she is concerned with possible sensitive issue involved. The City Manager stated that he realizes there is somewhat of an anamoly, but he is proposing n❑ big changes other than the budget format, which receives the most complaints from Aldermen and staff. The City Manager added that he would like the format established so staff can get started on their budget schedule. As far as the Budget format is concerned, Alderman Nelson stated that no one else has ever used it, and Alderman Roden stated that she is thrilled with the suggestion and approved the recommendation to change the format. Alderman Nelson added that perhaps the Budget Policy Committee could accept the change in budget format as a reference to be considered over the year. Alderman Borah moved acceptance of the recommendations contained in the memorandum. Alderman Borah stated his concern with seeing a $1.2 million shortfall again. though he realizes the actual numbers will shake out differently at the end of the year. The City Manager responded that the numbers are very similar to last year, but added that these are not liberal revenue estimates used; that expenditures are percentage increases across-the-board; that the Consumer Price Index is declining, but costs are not following this decline as rapidly (there is a lag). Alderman Nelson added that the CPI was chosen since it presents the least amount of problems, but once the 1984 figures are used for 1985, it appears that the measures for 1984 are actually measuring what happened in 1983. The City Manager added that vie are not quite out of the woods yet with the Utility Tax and may not catch up again this year, though it is not necessarily bad since some purchases after a couple of years of use should not be made. The City Manager added that he has hedged his bets somewhat on salary and benefit costs on medical issues are increasing. A & PW Minutes Meeting of 7/16/84 -6- In response to Alderman Borah, staff stated that only pensions are specifically mandated by State law but, although other benefits are not mandated, once they are in place they are harder to control. Alderman Barr inquired about the possibility of having coat sharing on medical benefits since she has had that happen at her place of employment. The City Manager gave a brief history on the health insurance issue, which was that the City has encouraged people to join the local HMO through a variety of methods, one being that the conventional package is not as attractive as the HMO package. He added that with the bargaining units, there have been moves to offset the medical benefit costs since these benefits are not taxed instead of giving money across the table for pay raises. We have always argued with the Unions that we may be paying less or giving smaller increases in pay, but our benefits have been cheaper for them. He added that a severe problem is being encountered with PruCare having prohibited new enrollments at the Evanston or Glenbrook facilities, stating that they are overburdened with older clients, and want to shift their enrollment to other facilities, thereby reducing their cost at the Evanston and Glenbrook facilities. The City Manager stated that the staff is looking for a new HMO since there will be a lot more competition in this field in the years ahead. However, he did point out that this has created problems for current employees and recruiting new employees, especially at the Department Head level. In response to Alderman Borah, the City Manager stated that he is confident there is no legal recourse against PruCare, and this has been confirmed by other employers throughout the area that have been subject to the same prohibition on new employees. The City Manager stated that he understands the problem that PruCare is undergoing, but no argument can be made to have him accept the change since new employees being hired are younger and healthier than the older ones. The City Manager did add that Evanston Hospital and Aetna Insurance are working towards creating an HMO that at this time looks good for City participation. The Chairman called for a question on the motion, and the motion was approved 4 - 0 (unanimous). MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of July 23, 1984 Members Present: Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers Members Absent: None Staff Present: Booth, Shonk, Zimmerman, Ceplecha, Figurelli, Engel Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: Minutes - The Minutes of the July 2, July 9, and July 16, 1984 meetings were approved. Public Hearinq - 1985-86 Budget Process - The Chairman recognized Mr. Arthur Nelson, a member of the Laurel/Lemar Block Club, who inquired when/hop, the alley separating Laurel and Lemar could be paved and, in addition, a light installed. Staff stated that they would contact Mr. Nelson directly on his request. The Chairman recognized Susan Calder of the League of Women Voters who submitted a statement that concentrated on long-range capital planning, performance indicators, and publicity for the budget. (Her comments and those of the League are attacned.i Communications: Bills List Inquiries - The Committee approved the staff responses to the bills list inquiries from the July 9, 1984 meeting. Staff did provide additional information on the vehicular accident and damage resulting in a police car respon5v to an in -call burglary. Chairman's Recommended Priorities - The Chairman formally forroarded her recommended priorities for her tenure as Chairman. She had moved the administrative costs of the budget to the First category. AIderman Raden requested that the Affirmative Action Plan not be removed, but that the goals for employment of females in Lhe Police Department he increased. This will be retained .as an agenda item for the next Committee meeting. Consideration of combining the line item and program budget was referred to the Budget Policy Committee and removed from First Priority. Staff •,ill add the reference, coming from the Long -Range Cultural Arts Study to the First Priority, as formerly approved by the Committee. These revisions :till be returned to the Committee for approval, and then forwarded to the City Council. Revenue Sharing Criteria - The Committee received the criteria adopted in 1983 for evaluating General Revenue Sharing proposals for adoption for the 1985-86 Budget. In response to Alderman Baden, comments about criteria #6 were given to explain that revenue sharing, :•Then used to bring money from other sources (leveraging), will be given more weight. This involves projects for rphich the City must front some funds before additional funds (Federal funds, as an example) can be made available. With no further comments, the Revenue Sharing criteria mere approved. A & P1.1 Minutes Meeting of 7/23/84 -2- Passenger Vehicle Parkinq Enforcement - Staff forriarded Chief Logan's response on how the Police enforce the passenger vehicle parking restrictions in Lhe City of Evanston. Alderman Raden stated that this enforcement procedure does not help her with her problem in the Fourth Ward in that she does not want to restrict the parking of RV's/vans and taxis simply in order to get rid of a large truck. Chairman Rainey stated that one of her requests, though not on the Committee agenda or priorities, was to review the standards used by the Traffic Engineering Department in determining where certain traffic signs are placed. She inquired whoither continued consideration of this item could be made a part of that reference. Staff provided additional information on this request by stating that the Municipal Code incorporates engineering standard manuals, which require at least Five accidents having to occur at an intersection before signs (stop) are placed. The standards in the Code have been violated in the past for various Aldermanic requests. Staff would like to have the opportunity to explain v,hv signs are placed where they are. Alderman Borah commented that this is not a simple item and understands the problems involved with regulation against RV's, school buses, taxicabs, etc. lie requested that staff survey other municipalities and provide information on the instruments they use to enforce the regulations. Staff will attempt to do so and combine this with review of the traffic engineering standards. Requested Exemptions to Amusement Device Regulations - Holiday Inn and Kendall College - The Chairman asked for a motion to approve staff's recommendation on enforcement of the current ordinance regulations against the Holiday (nn, vihich had requested an {exemption to the supervision regulations %ia the use of a remote camera and monitor. The Committee approved staff's recommendation on a 6 - 0 vote (unanimous;. On the request of Kendall College for an exemption to the regulation prohibiting games within 500 feet, Alderman Barr stated that it was the height of absurdity that this is being enforced against an establishment that has video games inside and available only to students within the establishment for higher education. Alderman Borah rommented that consideration should be given to granting a specific exemption, as was done for the number of devices and supervision rr:quircments to institutions of higher education that restrict access to those students. faculty, and their quests. Staff responded on a preliminary basis on r,hy such a provision would not be recommended by the Legal Department. An additional descriptive memorandum gill be forwarded to the Committee on this specific request. In response to alderman Raden, staff stated that ic:vering the restriction to 400 feet v,ould alloy the Cronin Center to have amusement devices, as vie11 as the building at the north&:est corner of Darrow and Church, though it is currently utilized as an automobile repair shop. Staff :vill come bac•: to the Committee :•iith information on what would happen if a 400-foot restriction was in place throughout the City, as well as a response to Alderman ©orah's specific suggestion for an exemption to Kendall College. Reserved Residential Handicapped Parkinq - The Committee accepted the staff communication with Alderman Raden suggesting that the staff recommendations be accepted, but with the change that only non -ambulatory handicapped individuals be allowed to have these reserved spaces due to the possibly burdensome problem of removing, potentially, 248 spaces from the streets. These 248 spaces are those that vie have on record as being non -ambulatory, semi -ambulatory, and those having disabilities due to incoordination and aging. A & PW Mnutes fleeting of 7/23/B4 -3- In response to Alderman Borah, staff stated that the passenger loading zone at Lee Street, originally intended for the initial request For such a space, did not work because the residents did not want to load and unload in a space and then compete for a parking space elsewhere on the street. from a Traffic Engineering standpoint, 20 feet would be removed from parking for everyone. In response to Alderman Nelson, staff stated that we did not know the extent of disabilities for the 248 individuals who have handicapped parking identification cards, so we could not determine v,hether they would meet the recommended definition currently in use in Skokie for their Program, which restricts the allocation of such spaces to those permanently incapable of walking within 100 feet at one time. After this discussion, Alderman Nelson moved that a draft ordinance be presented to the Committee .%hich would provide for these spaces only to non -ambulatory (wheelchair -bound ; that the individuals not have access to a garage, driveway, carport, or other off-street parking; that an appropriate charge be assessed for initial installation and an annual maintenance fee; that the fine far violation of the use of this v,ould be the maximum; that these spaces be allov+ed in all residentially -zoned areas of the City; and that these individual spaces be created by an individual ordinance -by -ordinance basin. The Committee approved the motion on a 6-0 vote (unanimous). Staff will proceed with drafting ❑f such an ordinance, and will return to the Committee with it. City Bills - The City [fills list for the period ending .July 18, 1984 were approved, and staff gill respond to Committee inquiries. Township Bills - The Township bills for the months of flay and ,June 1984 were approved, and Tovnship staff will respond to questions on why individuals were hospitalized for infectious dermatitis and dysmenorrhea. Purchases: Emergency Purchase - Traffic Controller for Lake & Dodge - The Committee received a communication from the City Manager stating that, in accordance vrith the City Code an emergency purchase vias made for said controller. Radio Maintenance Contract - The Committee received a recommendation from the Purchase Agent for a one-year renev,al of the maintenance contract :•)ith A.G.E. Communications at a total annual cost of $27,372. The Committee approved the purchase 6 - 0. Water Svstem improvement Engineerinq Services - Contract Extension - The Committee received a recommendation from the City Manager to enter into an amendment to the contract between the City and Alvord, Burdick & Havison for field engineering services for the Phase III water system improvements at a total cost of $207,000. In response to Alderman Raden, staff stated that vie recommend staying with the engineering firm since they have been with us since Phase I improvements, and have also been the firm that has done the engineering design work for all of the improvements. They have given us excellent service, and are one of the most adept firms at this type of engineering work. A & PW Minutes Meeting of 7/23/84 -4- In response to Alderman Borah, staff stated that we compared the quotes for the contract amendment with those contract prices presented to the Northwest Water Commission and their waterline installation, and found the rates charged by AB&H very reasonable. Alderman Borah stated that he is aware of the long experience we have had with ABhH since 1939 and, though he is aware of the concerns about giving permanent rights to a contractor for such works, he does not believe there is any particular reason to go to bid on this item. In response to Alderman Nelson, the budgeted amount for Phase III engineering was $198,000 with additional upgrades, bringing the amount to $207,000. In response To Alderman Nelson, staff stated that the Phase III Program includes the northwest standpipe, but we will construct it by installing a 24-inch main, tearing down of the old structure, and building a new one on top of the current site. This is beinq done in this manner since vie do not have enough land to build a new one while the old one is still functioning. With no further discussion, the Committee approved the contract amendment. RTA Link -Up Program - Staff stated that vie will return to Committee, hopefully, at the August 13 meeting with a final resolution of this item. Items for Consideration Proposed 1984-88 Capital Improvement Proqram - Staff informed the Chairman and Committee that presented to them this evening was a cover memorandum addressed to the City Council that staff request the Committee revievi for comments before the entire Program is formally submitted to the City Council at the August 13, 1984 meeting. Alderman Borah commented on the memorandum transmitted from alderman Davis requesting that consideration be given to retaining the structure in Baker Park in some manner, shape, or form. Alderman Borah has reservations about tearing down the structure. Staff is available to receive comments on the Program before the August 13, 1904 meeting. Docket 183-78-84: 1985-86 Budget Projections, Policy, and Format - The Chairman stated that these ;,ere approved at the July 1% Committee meeting, and moved them for approval on the Council floor. Docket 184-7B-84: State Highway Maintenance Agreement - Approved by the Committee on a 6 - 0 vote. Docket 185-7B-64: Resolution 57-R-84 - Purchase of 1004-06 Emerson Street. The Committee received a Resolution recommended for approval "hich would complete the purchase of the original Crost Furniture property for $158,000 utilizing the Economic Development Fund. A master lease for the building will be presented to the Council for full approval an August 13, 1984. The Committee moved approval of the Resolution on a 6 - 0 vote. Docket 186-7B-84: Resolution 55-R-84 - Family Focus. Alderman Summers was recognized and stated that, at the time or the agreement, Family Focus was a vagabond group, but they were able to find a new home with the City's help. They have not moved to another City, but remain in the City and still provide their services. In addition, they have put a building back into service and have made it functional by fixing the deficiencies in the old Foster School. He stated that A & PW Minutes Meeting of 7/23/84 -5- it does not make sense to have them pay back a $50,000 loan and, then have them come back later this year and in the years to follow, asking for more funds to support their cause. He suggested that the money could be returned to the City and placed in an escrow account to be utilized for major maintenance/capital improvements to the current home of Family Focus. Alderman Raden commented that she called the City Manager and Found out that we are forgiving 90 interest on a load which is equal to an additional $25,000. She believes that it is a generous offer to forgive the interest, and suggests that we go ahead with the $50,000 agreement as negotiated by the City Manager. Alderman Borah stated that Alderman Summers deserves a response to his concerns by stating that Family Focus is too good of an organization not to support, but he questions the process on the following points: (1) the City has made a deal that should be upheld, though the City has been willing to modify it, and the waiving of the interest is a reasonable subsidy; and (2) if Family Focus does, in fact, need money, we have processes where tie can determine viho should have the funds (budgetary controls/reviews). Alderman Summers responded that he is not surprised by the Committee's response; that he is aware of the issue of the interest; but that he hares to see Family Focus come back with hat in hand at a later date. lie knot -is that there is a process in place for reviewing such requests, but the process is an annual one and, if perchance, family Focus were to miss the deadline for budget submittals, they mould have to wait up to two years to have their request considered. After this discussinn, Alderman Summers moved a substitute motion to have the $50,000 loan repayment amount set into an escrow account tin _,ale of' the property, and this escrow account shall be used for capital improvements to the Family Focus current facilities by December 31, 1985. Any amounts not drawn down shall be returned to the General Fund of the City. On a vote on the substitute motion, the vote was 1 aye - 5 nays (Alderman Summer-, voting aye). On the original motion, which was Resolution 55-R-84, as proposed by the City Manager, the vote oas 5 ayes - 1 nay (Alderman Summers dissenting). Docket 187-78-84: 0rdinance 93-0-84 - Parking Limit on Dodqe Avenue - This item was moved for introduction, :4hich oill bring the Municipal Cade into conformance with the current signage on the 1100 block of Dodge Avenue (two-hour parking restrictions). Docket 188-7B-84: Ordinance 92-0-84 - One -Way Traffic on Mulford Street. Chairman Rainny stated that six months ago, this was created ;,ith the hopes of the 6-month sunset to be at the same time that the CTA v,ould be committing funds to realignment and repair of the current CTA facilities at this viaduct. Hooever, she informed the Committee that the CTA has pushed back this project to 1985 and, in order that the possible permanent closure of the viaduct coincide with the CTA work, which could result in lower costs for the permanent closure, she asked that the sunset be extended for six months. In addition, the additional six months will allow the neighbors in the area to get their thoughts and concerns in on this issue. finally, staff will be able to provide a clearly defined method for the allocation of cost estimated at $25,000 to the residents of the area. After a brief discussion this ordinance, as amended, teas moved For introduction on the Council floor. With no further bus' ss e Commit add reed at 8:48 P.M. Staff Representat' e: „ psi t t to t i ty !Manager BDC:ct f LEAGUE OF WOMEN VOTERS OF EVANSTON08M DAVIS STREETpEVANSTON, IWNOIS WM E388fr7844 July 23, 1984 To: Administration and Public Works Committee Re: Proposed City Budget I am Suzanne Calder with the League of Women Voters of Evanston. I appreciate the opportunity to give input tq this committee While the budget for the coming fiscal year is still in its formative stage. The League has three areas to address this evening: capital planning, performance indicators, and co= unication with the general public. t4M-RANGE CAPITAL PLANNING Capital planning, tho first area the League is addressing this evening, is important to Evanston's budget preparations for future years. Currently the City undertakes strategic, five year plane, referred to as long-range plans. True long-range planning would require more extensive preparation than what is currently done, but would lead to improved capital planning. This would be accomplished be making an inventory of Evanston's total capital plant, analyzing the improvements and additions that are needed, and then developing a schedule for undertaking all the improvements that are necessary. This schedule would include improvements that would be undertaken in the i=ueadiate future as well as those that would be necessary many years from now. Building a new animal shelter for the City perhaps could be compared to replacing a fence for the backyard of one's home. For the respective parties, neith-ir is a major ticket item, though neither is lightly undertaken. As individuals we develop plans for the future that include fences, cars, heating systems or kitchens. We have some feel for what will be done this year, next year and at some point much farther down the road. The City needs to develop a long --range capital improvements program that will include all aspects of Evanston's capital plant from animal shelters to curbs to fire stations to sewers and a. plan that will extend considerably beyond five years. Included in this process of developing a long-range plan, the Council should assess the total tax burden to the community. Citizens pay many more taxes than just property taxes - they -pay utility and entertainment taxes, license fees, sever charges on their water bills, etc. A capital plan should address all areas of capital improvements, those paid for by property taxes as well as those paid for by other taxes amd charges. All of these serve as a good public relations vehicle for the government. Of the three areas I have addressed this evening, the implementation of two of them, improving performance indicators and publicity about the budget, can be done for the upcoming budget and result in an immediate improvement to Evanston's budget. The other area, true long-range capital planning needs to be initiated now and ultimately will result in improvements to the quality of future City budgets. improvements represent costs to the City and its citizens3: the sources of revenue are irrelevant to the fact that all prvjacts s are ultimately to be paid for by Evanston residents. The primary benefit of such long-range planning that includes Evanston's total capital plant and that extends into the future beyond five years is the spreading of capital costs - flattening ; out the highs and lows - and spreading the tax burden to the ! citizens more evenly in the future. PERFORMANCE INDICATORS it The need for refining performance indicators in the budget i documents has been apparent for the last several years to staff, Council'and citizens. Each year new performance indicators are inserted into the budget, but in many cases the former indicators are dropped from the document. Thus, in a number of cases there is no measure of last year's performance for that area, which makes it impossible to evaluate the effectiveness of that department for the past fiscal year. As situations change, modif icationa to goals and performance indicators for departments are warranted. However, current measures of the performance should be included in the proposed budget document so that an 3 assessment of each department can be made. ' PUBLICITY FOR THE BUDGET This past winter I called fiscal year 1983-1984 the year of the "quiet budget". There were no last minute contingencies to be contended with, the City Manager had not proposed changing to a ; private refuse collection system, and there waen't very much publicity about the budget. In order for citizens to give input. to the budget, they have know what is being proposed and debated. k Even with cable coverage of Council meetings, there will be many � who miss or skip budget sessions. In the past the Manager's introduction to the budget has been an outstanding document outlining the C ity's current economy, events that have occurred over the past year, proposed program changes that would affect the level of service the City provides, and proposed changes in, the sources or mix of revenue for the City. This has been a concise, meaningful document in laymen's language which, unfortunately, is seen by very few. The entire message, or a summary of it, should be more widely distributed. In addition to the cable broadcast, it could be circulated in the print media, in Newsource, at banks, grocery stores, the library. It is important that the City effectively communicate with its ' citizens, and a wider dissemination of that part of the budget document would provide for a more informed constituency and could -. serve as a good public relations vehicle for the government. Of the three areas I have addressed this evening, the implementation of two of them, improving performance indicators and publicity about the budget, can be done for the upcoming budget and result in an immediate improvement to £vanston's budget. The other area, true long-range capital planning needs to be initiated now and ultimately will result in improvements to the quality of future City budgets. L MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE August 6, 1984 - Public Hearing Northwest Municipal Conference Solid haste Task Force Recommendations Members Present: Aldermen Borah, Nelson, Rainey, (Mayor Lytle) Members Absent: Aldermen, Barr, Raden, Summers Staff Present: Asprooth, Roethle, Bill Abel, Mary Magnuson (NWMC ) Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The Chairman called the meeting to order at 7:37 P.M. and announ_ed that the Committee was holding a public hearing on the recommendations contained in the Northwest Municipal Conference Solid Waste Task Force Study, which recommends that a Joint -Action Solid Waste Agency be created to serve north and northwest suburban Cook County municipal members, and that this agency would create and operate a landfill in Hoffman Estates with a transfer station to serve the northeast Municipal Conference members. She asked that those individuals v,nnting to speak to the issue should sign up to do so, and MacArthur Dupree affixed his signature for making a public statement. After this introduction, the Chairman recognized Mary Magnuson of the Northwest Municipal Conference, vjho stated that the Conference's initial presentation Mould be via a video tape, prepared by the Conference, which provides an overview of the issues at hand. At this time, Ms. Magnuson showed the video tape to the Committee members, and some of the highlights noted in the video tape and also contained in the descriptive memorandum of June 7 from the City Manager to the Committee and Council, were as follows: A properly operated landfill will not create odors beyond the site if daily coverings of earth on the garbage are made; The landfill site is designed to protect the underground ►rater tanios, and at this time contains plans for a synthetic liner to aid in doing so, though there mayL be the possibility of subsurface soils being sufficient in protecting 'the watertable; Techny Landfill, currently used by numerous communities, has sped up its receipt of garbage from the 2,500-tan rate to the present 5,500-tan rate and is planned for closure in late 1985 instead of December 1986, as previously noted; The cost of taking no action is estimated to be $3 - $5 million to the municipalities, primarily from the additional cost of transporting refuse to Grayslake or Mallard's Lake Landfills; The option of burning the garbage was investigated but, due to the fact that 230 industries, institutions, and other establishments surveyed revealed no single steam user within the region who could be served by waste to energy, we have no purchaser for the power generated by the burning of garbage; A & PW Public Wearing on Solid V.aste - 8/6/84 -2- The proposed landfill in Hoffman Estates will be located on property currently zoned R1, but used at the present time for agricultural uses; It is nearly one mile to the nearest residence from the site; it is planned for 20-year usage, will have a 200-foot buffer around its perimeter, and is currently planned for a synthetic liner to provide additional protection to the watertable beneath it; The construction is $10.2 million, and annual operation will total $4.2 million, which creates a $10 per ton tipping fee; A north shore transfer station is recommended to be created, and it will be totally enclosed, will cost $2.6 million to create, and have annual operating costs of $690,000; A compensation plan has been created whereby 300 of the calculated, avoided costs to municipalities, by utilizing this facility instead of transporting to a more distant landfill, will be distributed in percentages that give 5000' to the hest community, 25a to the communities located within one mile of the facility, and 25% to the municipalities impacted by the additional traffic to the facility; In addition, a joint -action agency will be created much like the Northwest dater Commission, r:hereby the participating municipalities will have a voice in the creation and operation of the facility. In response to Alderman Rainey on the possibility of expanding the current Techny Landfill site, Ms. Magnuson responded that the site is currently owned by the Society of the Divine Nord and operated by haste Management. vJaste Management has complete control of the actual site and is considering expanding the facility an Additional 80 acres to extend the life of the landfill. A number of hurdles will have to be overcome by Waste Management in order to do so, which will include the approval of the property oviner, Cook County, the E.P.A., the Army Corps of Engineers (the expansion involves relocating a branch of the Chicago River), and that no real projection could be given to the Committee on whether the expansion is something that ultimately might be approved. Mts. Magnuson noted that under the new State law expansion of a landfill •.'could have to be reviewed by the communities it would impact upon, and Northbrook is opposed to the landfill with current planning documents shoving that the site will be assumed for incorporation into Northbrook. The City Manager noted that six years ago the Techny facility ias granted a permit to raise the elevation of the final landfill configuration, but they are prevented from doing so any further because of the Naval Air Station air traffic safety regulations. In response to Alderman Borah, Ms. Magnuson jtated that, if permission was granted for the Techny landfill expansion, our costs Mould probably remain no leas than they currently are, but the 80-acre expansion would only provide an additional eight to ten years of use, while the proposed option in Hoffman Estates provides a 20-year life to the participating municipalities. After this discussion, Mr. Bill Abel noted the haul cost analysis figures presented to the Committee this evening (copy attached), These haul cost analysis figures viere created based on time and mileage costs to the affected communities. Evanston's avoided costs per ton were shown to be $8.37 with the total annual avoided costs being $457,002. Evanston's contribution to the compensation pool would be $137,100.60. A & PW - Public Hearing on Solid Waste - 8/6/84 -3- In response to Alderman Rainey, the City Manager stated that vie would be invoiced for this contribution to the compensation pool, and it would be shown in the budget much as the condominium contract for refuse collection is now. In response to Alderman Nelson, staff stated that the binding term of the joint action agency for Evanston would be approximately twenty years, but would probably be tied into the terms of the bond sale necessary For funding the creation of the landfill. Mr. MacArthur Dupree was recognized and inquired about whether there w►as some intergovernmental jealousy about where such a landfill and transfer site would be developed. The City Manager responded that not many communities want a landfill, but the elected officials are putting a good faith effort forward to create and operate these facilities, though they, of course, are concerned with representing those individuals that vote for them. He added that the Governor's Office has been helpful in creating legislation that could provide the avenue to set up the joint action agency, and that political squabbling at this time has not stopped the progress of the effort. In response to Alderman Nelson, his. Magnuson stated that the joint action agency would control the tipping fee. Alderman Nelson reviewed the figures contained in the haul costs analysis and stated that it appeared an approximate 13o increase per ton of garbage collected and disposed of that he notes the City would have to pick up. Again, in response t❑ Mr. Dupree, the City Manager stated that the Conference is currently looking at having a private contractor operate the landfill, but perhaps it may be determined that a group of municipal employees could be hired to run the site itself. In response to ,alderman Nelson, staff reviewed the legislation enabling the creation of the joint action agency, and the Alderman noted that the contract to be signed between the municipalities is the important document for the Council's concern. Concluding comments were made on the report, and staff stated that vie anticipate taking the issue to the full Council at the second meeting in August, though it is available for Committee discussion at the August 13 meeting. With no further business, the Co Staff Representative: OL7La BDC:ct ourned at 9:25 P.M. ity !•tanager UWMC SOLID HASTE -PLAN - Xaul Cos: Analysis ------------ MuniciW ity: Evanston CaIiectien Syst;m: Ounicipal AMLYSIS 1y- .Current Cost (To Techny): 'round trip Distance (Miles) = 20 Time (Minutes) r d6.2 TOTAL CAST PER TON • S7.06 2. Ne-Action Scenrario (76 Xallard) ?istance (miles) r 68 Time (minutes) 156.9 TOTAL COST PER TON S24.01 Projected Increased Cast. Should ' The No -Action Course Be Taken S925,470.00 3. Glencoe Transfer Site Scenario: 'round trip Distance (Miles) • 206,2 Tire (minutes) r . : TOTAL COST PER TON • S15.64 ' (includes S8.58 transfer/haul costs) AVOICEO COST PER TON • S8.37 �•+� -" TOTAL ANNUAL AVOI:EO C05T ■ S457,002.00 *+�+ Evanston Share of Avoided Cost (Sayings) • S319,301.40 :.anstan Cor:ri:wti:n to Co-:ensa:ion %cl 5137,:70.s0 Total Annual Cos: Surnary C6rrer,t Annual Cost S_@5,379.w0 ro-Action Cos: 5:,310,9=6.00 '11re:t Hawi 7z ric1f.r4n ES:at2$ _ P:,.6,632.:.7 • 'Sleneoe lmns`P.r Site • S IISSI.:Mp-::,rs .....--•...............................•-•--------•-------...__._--- Per MI, ie * S2.22 LS-Cr _0sts ;=sl'.y-,irc2neC) T:tnl i.-st S10.52 x :.0 :eozle Per Hour S21.04 C-s:s 'etal C:st Per Ton 58.3E Num:er of 'ens Her Truk TMns - a.75 ;vera;e 7r-j:r. S:eee ,4P4 _ •26 'nr.aal 'c .-a;r Tans 54,601 ... -;`f-an estates Iiles • c'1 0 MINUTES ADMINISTRATION b PUBLIC WORKS C011MITTEE Meeting of August 13, 1984 Members Present: Aldermen Barr, Borah, Nelson, Rainey, Summers Members Absent: Alderman Raden Staff Present: Booth, Shonk, Zimmerman, Figurelli, Tonkinson, Engel; Baueom, Aiello, Johnson, Carlson, Lindwall Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: ' The Chairman called the meeting to order at 7:36 P.M. Minutes - The Minutes of the July 23 and August 6, 1984 meetings were approved. Communications Bills List Inquiries - The staff response to the questions raised by the Committee at their meeting of July 18 were approved. Staff win forward the second part of the Township bills list inquiry when it is received. Committee Priorities - The Committee approved the final Committee Priorities for the period July 16 through October 7, 1984 and Forwarded some to the Mayor and Aldermen. Deletion of Parkinq Lot #60 - The Chairman reviewed the communication in which staff recommends that the City not renegotiate a lease for the continued use of City Lot #60 at the Chicago/Dempster business area. The Committee moved to accept the staff report for discussion purposes. Alderman Davis joined the Committee and stated that she is concerned with having a lot at that location; that her 'lard is suffering from increasing parking problems, primarily along Hinman, which involves long-term parkers who are working at the commercial areas on Chicago Avenue; and that dropping the lease for this lot at this time �,jould haws the potential of moving more long-term parkers into the residential area. `;toff expanded upon the memorandum by stating that we currently charge $210 per ::pace for the permit parking spaces in Lot #60. which is the highest charge made, except in they Holiday Inn lot and the Sherman Avenue Garage. Staff informed the Committee that the current property oriner is not r,zllinq to sell the property at this time; has no money to invest to detelop it; and ;,ishes to have it remain as vacant property. It vies also stated that the iq spaces rented by Horizon federal Savings & Loan showed an occupancy average of 19 when surveyed. Finally, the lease expires on August 31, 1984. Jean Baucom of the Parking System stated that some of the merchants are unlikely to support any further subsidy of the lot; that some of the merchants expressed their frustration with what is happening in the businessmen's association by not making good on their payments for the lot; and that $17,400 is the bottomline rental fee for this property for the next year. Alderman }Nelson stated he could not see the City paying $10,000 subsidy, but asked what would happen to the property if the owner does not receive the revenue from the parking lot. Staff stated that it could go on the market, and there has been interest expressed about having it as an open sales lot for a nearby florist. A & PW Minutes Meeting of 8/13/84 -2- Alderman Borah inquired about the position of the merchants and whether they have expressed any desire Formally to increase their commitment to the lot. He suggested perhaps a 30-day extension of the lease to inquire of the merchants. Alderman Borah added that Chicago Avenue is being reshaped, and we don't know all of the uses for the area in the future. Acquiring the property might be a possibility but, in any case, vie need a contractual arrangement. He finalized by saying that without strong support from the merchants with a contractual agreement, he could not justify subsidizing the parking lot any longer. After discussing the possibilities of tabliog this item, the Committee discussed the possibility of getting an extension of the lease for 30 to 60 days under the current terms so that staff can further research the support of the merchants and report back to the Committee on August 27, 1984. The Committee moved on a 5 - 0 vote to ask for a 30-day extension of the lease under the current terms. Emerqency Purchase - Sevier Repair - The Chairman reviewed the staff memorandum informing the Committee of emergency sever repairs to be completed on Custer Street by Rosetti Construction for $17,000. Emerqency Purchase - High Lift Water Pump Repairs - The Chairman reviewed the staff memorandum informing the Committee that emergency work was completed for repair of a motor that had a winding fail due to a significant electrical surge. In response to Committee questions, fir. Figurelli of the Water Department stated that vie could take no action against Commonwealth Edison due to the fact that unknown persons threw a sign against the power line, and the Police do not know who this person could be. Mr. Figurelli expanded on this by saying that six days of 24-hour repair work was completed by Commonwealth Edison, and they have increased the security around this paver facility. in response to Alderman Nelson regarding the possibility of having fault protectors (surge resistors) on our power equipment, fir. Figurelli stated that to be effective, they have to be at the load entry point for the power and would have to be on every piece of equipment. Due to this need to be on every piece of equipment, the pay back period would be excessive since this is the first power surge damage vie hate ever sustained. With no further discussion, the Committee moved acceptance of the emergency purchase memorandum. Hot Tix Facility Update - The Chairman recognized Jean Baucom of the Parking System who showed the Committee the sign that will he affixed to the front of the Sherman Avenue Garage For the Hot Tix facility. The sign showed the color and configuration of their advertising. In addition, Cgs-. Baucom shovied the Committee color banners that the Chamber of Commerce viould like to have on thr! front of the garage on a permanent basis. Replacement of the fabric itself on these banners will be a responsibility of the either the Chamber or the City. The Committee moved approval of the sign and the color banners on a 5 - 0 vote. Bills List - The City bills list for the period ending August 8, 1984 was approved. Staff will respond to questions raised by the Committee. . Purchases Contract G-84 Yard Pipinq and Pump Installation - The Committee received the report of the Purchasing Agent recommending the bid of Advance Mechanical Contractors at a total cost of $574,000 for improvements to the yard piping and pump installations at the plater Plant. The Committee moved approval of the purchase on a unanimous vote. A & PW Minutes Meeting of 6/13/84 -3- Improvements to the Keeney `treet Sewer - The Committee received the report of the Purchasing agent recommending the bid of Reliable Contracting Company at a total estimated cost of $333,005 for improvements to the Keeney Street sevier. The Committee moved approval of the purchase on a unanimous vote. Police Towinq Contract Renewal - The Committee received the report of the Purchasing Agent recommending approval of extension of the Police Tooling Contract with North Shore Towing. Two changes in the contract include an increase from $30 to $35 for citizen tools and charges to the City for service calls and tovis to City automobiles outside City limits. After a brief discussion an these increases, the Committee approved the purchase unanimously. Special Assessment #1356 - Alley north Lincoln, east of Sherman - The Committee received the report of the Purchasing Agent recommending the bid of Capital Cement for the paving at an estimated cost of $19,542. In response to the Committee, staff stated that concrete prices have increased, and that is potentially why the bid is higher than the engineer's estimate. After this discussion, the Committee moved approval of the purchase unanimously. Special Assessment #1357 - Alley north of Davis, east of Fowler - The Committee received a report from the Purchasing Agent recommending the bid of Capital Cement for the paving at an estimated cost of $68,709. The Committee moved approval of the purchase unanimously. Items for Consideration Docket 197-OA-B4: Proposed 1964-88 Capital Improvements Program - The Chairman noted that the Committee now had before it for final Committee approval the Capital Improvements Plan for the period 19B4-88. Alderman Summers inquired about the Emerson Street bridge railing, and noted again that he believes an increase in the height of this railing should be pursued. He believes the area has seen increased usage with the park improvements, and he believer .a higher railing ►•,ould be safer. The Alderman suggested Motor Fuel or CD funding for this improvement, and that it be listed as desirable since it could be a safety problem with children and bicyclists frequenting the area. Alderman Barr commented that the Capital Improvements Program is a list at' things to be done, and it must be recognized that loner priorities may not be completed. even if they are on the list. She stated that the railing change is not a necessary addition since, in her opinion, it is not a dangerous situation. She suggested that it be put on an alternative list as something that could be looked into; but she is concerned +-a th adding it to the Capital Improvements Plan, thereby adding more money to the Plan. After these comments and further Committee discussion, the Committee voted 3 - 2 (,Nelson and Barr dissenting) to add the railing to the Capital Improvements Plan. The Committee then discussed the Baker Park fieldhouse and Alderman Davis' desire not to have it torn down. Alderman Borah stated his strong preference for not tearing dovin the facility since, once it is down, it is gone; and he moved to delete that portion of the Capital Improvements Plan calling for demolition of this shelter. Alderman Rainey commented on the deterioration of the facility stating vie need to make a commitment to use it if we keep it at the Baker Park. A & PW Minutes Meetinq of 8/13/84 -4- With the deletion of the Baker Park shelter demolition and the addition of the Emerson Street bridge higher safety railing, the Committee unanimously approved the 1984-88 Capital Improvements Program and forwarded it to the City Council. Docket 198-BA-84: Kiosk Removal and Renovation - The Committee considered the recommendation of the City -Chamber Liaison Committee that two of the kiosks in front of Marshall Field's be removed immediately and not be relocated as proposed, and to modify the kiosk at Church & Orrington as an experimental prototype subject to further evaluation. Alderman Borah moved approval of the City -Chamber recommendation. Staff responded to Committee questions that the kiosks themselves have to be taken apart very carefully, and it does involver dismantling some plumbing. That is the reason why vie estimated $6,868 for the removal of two kiosks. However, it must be noted that it will be done for the least cost possible. Alderman Nelson inquired whether consideration was rliven to having a private advertising company maintain the kiosks, whereby they receive revenue and take care of the facility better than vie can. Mr. Golan of the Chamber of Commerce stated that this had not been investigated. On a motion to accept the City -Chamber recommendations, the vote was 3-2 (Aldermen Rainey and Nelson dissenting). Docket 199-BA-84: Resolution 64-R-84 - Resolution was approved by the Committee Sheridan Road on September 9 for the Mini -Marathon. Closing of Sheridan Road - This and will allow for temporary closure of Washington National Insurance Company Docket 200-BA-84: Resolution 67-R-84 - Lease of 1004-06 Emer,on Street - The Committee moved approval of the Resolution which viould allow for the leasing of the property recently purchased by the City to Mr. Donald Fink, who wishes an antique business at the location. In response to the Committee, staff stated that Code compliance and all that it involves will be the responsibility of Mr. Fink. Docket 201--BA-84: Resolution 68-R-R4 - Easement Agreement :vith MSD for McDaniel Avenue - The Committee moved approval of the easement agreement, rihich allovls for a $1 consideration for a permanent 4-font easement ndiarent to McDnniel Avenue so that this area can be improved and ;ridened. [tie Committee sent it!i compliments to the City Engineer for obtaining such a favorable lease with the 1,151). Docket 2O2-8A-84: Ordinance 99-0-84 - Reserved Reroidentieel Handicapped Parking Spaces. Staff po:ntee: out that the communication from Alderman Korshak should be revised to state that the City does not charge a fete for the installation of signs that state the prohibition of parking within eight feet of a driveviay, not an alley as previously stated. This started Committee discussion on the issue of r,hether a fee should be charged for these spaces. Alderman Harr pointed out the difference is that a number of things that are port of an ordinance are enforced only when posted, and that many of these are routine safety considerations, such as no parking in an alley, etc. Yet, this item is of very special consideration to one individual. It involves designing an ordinance for that individual, and designing a sign, posting, and maintaining it. She believes it is not unreasonable to charge a fee for the posting and maintenance of the sign. A & PW Minutes fleeting of 8/13/84 -S- In response to Committee comments that the amount of the fines for violators of these spaces will pay for the sign installation and maintenance itself, staff stated that no estimate could be made on the collection rate for citations to those who violate handicapped psrking spaces. Alderman Borah commented that we shouldn't combine a user's fee and a violator's fee to offset the fact that very special consideration is being given to handicapped residents and reserved parking spaces. On a motion to amend the ordinance so that no fee would be charged for the spaces, the vote was 2 - 3 (Aldermen Nelson, Barr, and Borah dissenting). On the main motion for introduction of Ordinances 99-0-84, 104-0-84. and 105-0-84 (enabling, fining, towing), the vote was unanimous. Docket 203--SA-84: Ordinance 103-0-84 - Neighborhood Traffic Controls. The Committee moved introduction of this Ordinance to Council, which will add appropriate traffic signage at three neighborhood locations. Items Previously Considered and Moved for Council Approval Docket 186-7B-84: Ordinance 93-0-84 - Parking Limit on Dodge Avenue Docket 187-7B-84: Ordinance=ornmitLee One-Way Traffic on Mulford Street With no further business, theadjourned at 8.53 P.M. Staff Representative: 'Assistant tl5 City Manager BDC:ct - ~' MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of August 27, 1984 Members Present: Aldermen Barr, Borah, Roden, Rainey, Summers Members Absent: Alderman Nelson Staff Present: Booth, Shonk, Zimmerman, Figurelli, Pudloeki, Aiello; ' Johnson, Engel, Bianchi Presiding Official: Alderman Ann Rainey, Chairman Summary of Action: The Chairman called the meeting to order at 7:34 P.M. Minutes - The minutes of the August 13, 1984 meeting were approved with staff informing Alderman Roden that the increase in charges for towing by the 'City contractors for private cars will be forwarded directly to the contractor, not the City. Communications Bills List Inquiries - Staff first orally explained three expenditures on the prior City bills list, which included a $10,000 rebate to the Chamber of Commerce for support of Hot Tix with the funds coming from Mr. Levy's return of his facade rebate; that a data entry error was made which showed a payout for the 50150 Sidevialk and Curb Program mistakenly under Streetlighting; and six chairs were purchased by the Human Relations Commission under a Fair Housing grant. Chairman Rainey expressed her concern that this purchase was made at a time when this City division is requesting funds from the CD Committee. A memorandum will be returned to the Committee explaining the purchase. Alderman Barr inquired how the ToLtnship could have mistakenly recorded Dr. Reichert as the admitting physician for a client, which has turned out to be in error. Staff will request clarification from the Township on this issue, as :+ell a seek the final answer to the original inquiry. Parkinq Lot #60 - The Committee received a communication from staff explaining that the o►vner of the property rjhere Parking Lot #60 is located has agreed to extend the current lease up to a period of t►•:o months, if necessary, until the City, the merchants, and the Chamber of Commerce can look at other alternatives t❑ keeping the Lot operating. The Committee recognized Mr. Dick Cawley of Cawley Hardware, who stated that the merchants were billed for the Lot for September, October, November, and December, but the Lot was not available for parking during this period. He stated that it is important to have parking available in the area, and cars that are not allowed to park in this Lot will be found on the street. He stated that Horizon Federal is paying for 30 spaces, chile the merchants are paying for 14, and that Mr. Ira Golan of the Chamber has talked to Horizon about paying more for these spaces. Mr. Carney mentioned that he believes staff's figures on the financial support from the merchants may be wrong and mentioned that the Lot has weeds growing in it, and signs are not accommodating enough to those that are trying to find the Lot. A & PW Minutes fleeting of 8/27/84 -2- The City Manager was recognized and recommended that the lease be extended for a period of one month, subject to the possibility of going to a second month while the Council and staff look at the past history of the Lot. The City Manager did state that he would not recommend that the Council subsidize this Lot under the current situation. The Committee moved approvni of the communication arid, the lease will be extended on a month -to -month basis for up to two months, if necessary. Amusement Devices - The Committee received a communication from staff explaining what would happen if the 400-Foot limitation was adopted instead of the 500-foot limitation regarding location of devices near primary and secondary schools, and that granting a specific exemption to Kendall College due to the location of the devices near Roycemore School would weaken the Ordinance. Alderman Borah stated that changing the distance regulations to 400 feet might be the simplest way to do it, but he believes that granting an exemption would be the way to go, as we did for granting exemptions for supervision and number of devices to National College and Northwestern, respectively. He stated his apprehensiveness with changing the distance regulation in that he is concerned with whether 400 feet is much more virtuous feet than 500 feet. Alderman Barr commented that she is aware that an exemption to Kendall College could weaken the Ordinance, but wanted to look at granting exemptions to institutions of higher education. Alderman Raden reviewed the exemptions granted to Northwestern for the number of devices. The City Manager was recognized and reviewed the exemptions granted previously for the number of devices and the supervision requirements, and that we do not recommend a change to allow for a Kendall College exemption so as to maintain the integrity of the Ordinance and the regulations regarding distance. The City Manager stated that staff will investigate the creation of a category for institutions of higher education, which thereby grant exemptions to all sorts of institutions for regulations contained in the video game ordinance. Staff will return at the next Committee meeting with a response on this. Darrow -Payne Cul-de-Sac - The Committee received a communication from staff stating that Alderman Morton had requested consideration of creating cull -de -sac at the intersection of Darrow and Payne. Staff had responded to the Alderman that From a traffic engineering standpoint the construction could not be supported, and that the construction would entail $42,000 in expenditures. Staff recommended that consideration be given by the A & P14 Committee for referring this item and expenditure to the CD Committee for funding. Alderman Summers moved acceptance of the recommendations from .^,tafr. Alderman Barr was recognized and stated that the CD Committee is accepting no applications past the August 8 deadline from staff or community groups. Alderman Summers stated that he cannot agree viith closing the door on this due to a deadline. Alderman Raden added that the Committee unanimously decided not to accept applications after the deadline, whether it be from departments or outside agencies. The Committee reviewed whether a special assessment could be used here for the creation of the cull -de -sac, and Alderman Summers correctly stated that the area has very low-income residences, that it is bordered by MSD land, and that the City would be funding the majority of this construction with the few people that live on this stretch of the street having a tremendous burden placed upon them For the remainder of the funding. Alderman Barr stated that she is offering no judgment on the merits of the proposal, but the request for funds comes after the CD deadline. The City Manager added that Alderman Summers' interpretation of the special assessment situation is correct, and that this request was forwarded to A h PW because no funds exist in the current budget to fund the construction. He - added that staff would not have had time to submit a full proposal for this project prior to the deadline. A & PW Minutes Meeting of 8/27/84 -3- Alderman Borah commented that in recent years he has seen areas that have been improved along with cuts -de -sac, but the City Manager clarified that this normally happens when an entire area is being special assessed for paving. Alderman Summers added that one of the reasons the City receives CD funds is because of areas such as Darrow and Payne and the population that resides there. There has been park redevelopment in the area; young children are crossing the streets to play in this park; there is a large amount of truck and bus traffic and fast vehicles in the area that the children have to be wary of; and, again, that 99.a of the reason why the City receives CD funds is because of the existence of a population that partially resides in this area. Alderman Summers made a motion to refer this expenditure item to the CD Committee. Alderman Raden offered a substitute motion to have staff identify some other funds for the project; Alderman Summers could not support this substitute motion. Alderman Borah commented that the project may very bell be virtuous to complete, but perhaps there are other funding ways to support the project. On the substitute motion, the vote was 4 ayes, one abstention (Alderman Summers abstaining). Packaqe Licuor Matters - the Committee received a communication from staff stating that Mayor Lytle wanted to discuss package liquor :natters. This will be held at the end of the meeting if time allows. Township Bills list - The Township bills for the month of July 19W Were approved with a brief review. City Bills List - The City bills for the period ending August 22, 1984 wdre approved, and staff will respond to Committee inquiries, which will include a copy of Lewis Manilow'a invoice for consulting services. Purchaser. Salt - The Committee received a recommendation from the Purchasing Agent for the joint purchase of road salt through the Northwest Municipal Conference low bidder of Domtar Salt Company at $21.22 per ton. Staff confirmed that 3,000 tons of salt is 6,000,000 pounds of salt. The purchase was approved as recommended. Repairs to Civic Center Roof - The Committee received a recommendation from the Purchasing Agent recommending the lows bid from L. Marshall, Inc. for roof replacement at a total cost of $17.1,195 which includes installation of new copper gutter, which was omitted from the bid documents because of the high estimates of the roof installation, but due to the lows bid was recommended for approval. Alderman Barr stated that she is not opposed to the roof restoration but is concerned with the tv.o issues of why our estimates were so high, but also why others wrere not allooed to bid on the gutter replacements. She believed it might be bad procedure. Alderman Rainey added that perhaps bids should be solicited for the copper gutter replacement. The City Manager explained that our budgeted estimates for the roof replacement were derived from an individual experience with slate roofs. L:e were all somewhat surprised that the bids came in lower than they did and, since they did, the gutter replacement was considered for funding due to the reasonable price. He added that certainly the Committee could ask for a rebid of the copper gutters, but we believe the price we are receiving is very reasonable and could be higher due to the fact that the low bidder for the gutters would have to put up new scaffolding for the work. After this discussion, the Committee moved approval of the purchase in its entirety. A h PW Minutes Meeting of 8/27/84 -4- Parkinq Ticket Data Entry Services - The Committee received a -recommendation from the Purchasing Agent for approval of the low bid fom Janesville Data Center, Inc. for the key entry of 175,000 parking tickets at a total cost of $8,706.25, which is a voluntary alternate for keypunch only services (all other bids were for keypunch plus key verify). Chairman Rainey inquired why the original request was for providing one service yet multiple services were bid on. Assistant Finance Director Booth stated that all bidders were requested to bid an key entry and key verify (double entry of each parking ticket). The low bid for this service per thousand was $99.50. A voluntary alternate was provided by the low bidder, which was for key entry with only spotchecking for accuracy (not double entry of each ticket - key verifying). The low bidder guarantees 954 accuracy with only key entry. Alderman Barr commented that other people were not allowed to submit another bid and, though we have a guarantee on accuracy, what do we do if the accuracy is not reached? Ms. Booth stated that we will randomly check the entries and, if there are enough errors, we will not pay for the service. After this discussion, the Committee approved the purchase unanimously. Alderman Borah commented that on the last two bids we have seen some cause for concern, but staff is recommending the best product at the beat price, which is the goal of the bid procedure. He stated that the first issue wan one where bids came in much lower than estimated, and the second one was a volunteered alternate. He did not see this as being manifestly unfair. The City Manager stated that voluntary alternates can be submitted an any occasion by bidders. Replacement Parts for Leopold Straiqhtline Surface Aqitators (Sale Source) - The Committee received a recommendation from the Purchasing Agent for approval of the purchase of miscellaenous replacements parts from Leopold Company at a total cost of $10,993.60. The Committee moved approval of the purchase. RTA Wheelchair link -up Program - The Committee received a recommendation from the City Manager and his Assistant Aiello that the City Council authorize the City Manager to enter into a contract with the RTA for the Wheelchair Transit Program grant agreement and to enter into a subcontract ►vith the Villages of Lincolnwood and Morton Grave. Alderman Barr inquired about the lack of link -up with Chicago and the addition of Morton Grove to the program. Ms. Aiello stated that the RTA is requesting that the City add Morton Grove to its link -up program primarily due to the dialysis center here in Evanston for Morton Grove residents. In response to Alderman Raden, staff stated that the reason Chicago is subsidizing the CIA program but not subsidizing the suburbs is that is the tvay it has always been structured. A citizen was recognized by the Chairman, who expressed her gratitude for including Morton Grove in the program and her gratitude for being allowed to be free to go to school and travel to shows without relying on friends or neighbors. The individual was confined to a wheelchair. After this discussion, the Committee moved approval of the contract and subcontract agreements on a unanimous vote. Items for Consideration Docket 215-8B-84: NWMC Solid Waste Study Recommendations - Alderman Raden inquired e+hether Glencoe or Northfield have agreed to the location of the transfer site. Alderman Borah stated that he is a member of the special search committee aet up to examine this in more detail, and there should be a decision made by mid -September. He did reiterate that the current Techny site was subject to an alternate, which is the expansion of the size of the facility. He did state that Northfield is adamantly against the Glencoe site. A & PW Minutes Meeting of 8/27/84 -5- On an inquiry on whether the Techny Landfill site looks possible for an expansion, Alderman Borah stated that the Techny fathers believe it will be 30 to 60 days before the decision is made, and it matters not what is decided c,-, the expansion, but there is a need For a transfer site. Alderman Borah stated that the basic question is whether the City will participate in the Fnrmation of a joint -action agency. Alderman Raden stated that she is interested and concerned with the communities that volunteered sites to be surveyed for a transfer site. Alderman Borah stated that no community volunteered sites, but it is important to note the compensation formulas for communities that will be impacted by such Facilities. He did state that the issue is getting political quickly. In response to Committee questions, the City Manager stated that the collection process here in Evanston will remain our responsibility, but we will be committed to a program of disposal within the next 15 to 20 years as the joint -action agency so decides. After this discussion, the Committee moved unanimous approval in support of the Study recommendations and the Formation of a Joint -Action Agency. Docket 216-8B-84: Resolution 70-R-84, supporting ,4.R. 4103. The Committee moved approval of the Resolution, which will support a compromise Bill dealing with municipal regulatory authority for cable television Franchises. Docket 217-BB-84: Ordinance 108-0-84, Chicago Avenue Cab Stand/Parking Meters. The Committee received a recommendation that four cab stand spaces be removed and replaced with four parking meters at the Chicago Avenue cab stand. The Committee moved introduction of the Ordinance. Items Previously Considered Docket 202-8A-84 - Ordinance 99-0-94 - Reserved Residential Handicapped Parking Spaces. Alderman Raden stated that she was not in attendance at the prior Committee meeting and wanted to state that she agrees with the Committee's approval of a charge for these signs, but inquired why there was not a charge for providing the signs to an individual that prohibit parking within eight feet of a driveway or alley. Staff stated that it is against State lava and cur Municipal Code to block an alley or driveway, and that the signage is necessary to support enforcement of this provision; but that it is a State and Municipal law. The following Ordinances were moved for approval on the Council Floor: Docket 203-8A-84 - Ordinance 103-0-84 - Neighborhood Traffic Controls Docket 204-8A-84 - Ordinance 104-0-84 - Fine for Violation of Use of Residential Handicapped Parking Spaces Docket 205-BA-84 - Ordinance 105-0-84 - Towing of Vehicles Violating Use of Residential handicapped Parking Spaces The Chairman stated that there will be a special meeting of the Committee to discuss package liquor matters on September 17, 1984. Alderman Raden requested that the Mayor present in writing what the issues are that need to be discussed, and that the legal opinion ovided to the Liquor Commissioner regarding Walgreen's liquor applicat' n be forty ded to the Committee. With no further business, tha-C Atee adjourh2d at 9:00 P.M. Staff Representati e: - Assis ant t City Manager ter' MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of September 10, 1964 Members Present: Aldermen Barr, Burah, Raden, Rainey, Summers Members Absent: Alderman Nelson =aitJ Staff Present: Booth, Shank, Pudloski, Figurelli,.:Tonkinson,-.DiCanio, ��•_" Engel, Johnson �,.. Presiding Official: Aldermen Ann Rainey, Chairman Summary of Action: :,k? The Chairmen called the meeting to order at 7:36 P.M., is Minutes - The minutes of 'the August, .27,�,1984 •,meeting were approved as submitted. Communications Bills List Inquiries - Staff responses to,the Committee inquiries:•.of 8/27/84 were approved. Truck Parking on Residential Streets - Staff briefly reviewed data collected from other communities on how they regulate truck parking and enforce same. Staff added the regulations for the Village of Skokie. Alderman Raden stated her appreciation for the data and suggested that the current regulations be considered for a rewrite to allow for RV parking but restrict commercial truck parking. Alderman Barr stated her support for consideration of same due to problems encountered in her Ward where there are few driveways available for parking of private vehicles. In response to a Committee inquiry, staff stated that in one other community there is a variance procedure for those individuals having a commercial vehicle, yet not having access to off-street parking. Staff was directed to contact the municipalities surveyed to ascertain how individuals with commercial vehicles can be allowed to park such vehicles on City streets or what their alternatives are if the regulations are not susceptible to individual variances/exceptions. Rejection of Bids - Monroe Street Sewer Replacement - The Committee approved the staff recommendation to reject the bid received for the project since it was substantially higher than the engineer's estimate. -The Committee accepted staff's recommendation to rebid the project in early Spring 1985 when more bidders will be. available. Taxicab Advisory Board - Chicago Avenue Cab Stand - The Committee acknowledged a communication from the Taxicab Advisory Board stating that the recent traffic engineering analysis of the Chicago Avenue Cab Stand was conducted during the summer months, which are traditionally slow months for taxicabs. They are against elimination of four of the seven cab spaces, as recommended. The Chairman recognized Mr. Sam McKinley of Best Taxicab who stated that his firm is against removal of the spaces; that there are 140 licensed taxicabs in the City; and the area should be studied again during the months of September/October/November. A & PW Minutes Meeting of 9/10/84 -2- A Mr. Campbell from Better Cab stated that there is an additional problem of the public parking in the spaces, and we are not ticketing thee. A Mr. Wolf, representing North Shore Cab, stated that the City stresses the need to serve the south part of town, especially with the Dominick's and Jewel fccilities, and that this cab stand is a prime spot to serve the area. Mr. Wolf stated that staff should review the analysis to show that between the hours of 7:00 to 9:00 A.M. there is no parking on this portion of Chicago Avenue. Alderman Borah commented that it appeared that the study did not accurately reflect the usage of the taxicab stand, and requested a staff response. Alderman Raden questioned whether a summer study was appropriate. Alderman Summers questioned whether the Board was apprised of the study and its results before the ordinance was brought to the City Council. Staff stated that the study was conducted over a period of approximately two weeks; that perhaps it was not during the peak business time for the taxicabs; and that the Board had not been advised of the study and its results nor of the ordinance until shortly after it was introduced. On a motion from Alderman Barr supported by staff, the Ordinance will be withdrawn from the City Council Agenda, and staff will sit down with the Taxicab Advisory Board to ascertain the method for conducting a second study of the taxicab area. Staff will return to the Committee with the results of this study. Township Bills List - The Township bills for the month of August 1984 were approved with Township staff to respond to questions on the payments to Dr. Cheeks for dental services, the Evanston North -Shore Health Department dental ,services payment, explanation of the ACORN payment For insufficient vouchers, and the payment to SafCo Life Insurance for deferred salary. City Bills List -The City bills list for the period ending September 6, 1984 were approved with staff to respond to questions regarding a payment to TASC, repair work done on the municipal Fleet, and legal services provided in the Insurance Fund. In addition, a payment of $500 for membership dues for the Mental Health Advocacy Division to the Association for the Retarded was withheld pending an explanation of why we are a member. The payment to TASC will also be withheld un- til an explanation can be provided. Purchases Office Furniture - The Committee received a recommendation from the' Purchasing Agent for approval of the low bids of Office Furniture Warehouse for the purchase of desks, chairs, and file cabinets at a total cost of $8,275.74 and bookcases from Mottl Smith Office Products at $I,340.00. Staff stated that this furniture will be allocated to various departments. The Committee moved approval of the purchase. Washington Street C&NW Landscapinq - The Committee received a recommendation from the Purchasing Agent and approved same for the low bid of Turfcare Landscaping at a total cost of $23,470.81 for the project. Police Department Boiler Repairs - The Committee received a recommendation from the Purchasing Agent and approved same for the second low bid from Northern Weathermakers at a total cost of $16,141. A & PW Minutes Meeting of 9/10/84 -3- Eiden Park Redevelopment & Landscapinq - The Committee received a recommendation from the Purchasing Agent and approved same for the low bide of Milo -Gem Corporation for the redevelopment at a total cost of $66,124.20 and for landscaping from Turfcare Landscaping at a total cost of $10,749. Harbert Park Redevelopment & Landscapinq - The Committee received a recommendation from the Purchasing Agent and approved same for the low bids of Milo -Gem Corporation for the redevelopment at a total cost of $43,442.85 and for landscaping by Charles Smith at a total cost of $11,881.20. Staff clarified that Harbert Park is along the canal bank from Dempster to Main. Improvements to City Garage - The Committee reviewed a communication from staff stating that the consultant hired for the parking garage restoration has recommended that the existing deterioration be repaired followed by a membrane to seal each of the floors to waterproof same. Estimated cost for the repairs is $431,000, and the placement of membrane is estimated to coat $565,000. It is proposed that the first phase will be completed this fall and include repairing the floor slabs, cracks, construction joints, replacing expansion joints on the roof level, and the post tensioning pockets. The second phase will be conducted _ next year, and the membrane will be applied the third year. In response to Alderman Barr, staff stated that the third year membrane application is within the acceptable 2-4 year range before additional damage can be done to the repairs. Alderman Roden stated her surprise with the approximate $1,000,000 repair figure on a facility rated in fair condition. She commented that perhaps the permit fee should be increased, though it had been held off previously until the repairs are completed. She inquired how much revenue we have lost since we did not increase the fees. She believes a fee increase should be instituted to help pay for the repairs to the Garage. Alderman Barr commented that it was a good idea not to increase the fees when we are tearing apart and repairing the facility, but she did not anticipate a 3-year phasing of the repairs. Staff clarified that the first phase would be minor repairs; second phase major repairs; third phase membrane application. The Traffic Engineer stated that the second phase is major in that the expansion joints running the length of the Garage will need to be repaired. In response to Alderman Rainey, staff stated that for both the Phase I and Phase II repairs, we will be closing one floor at a time; and we can do so, hopefully, without disrupting use of the facilities since the roof at this time is nearly empty. The Traffic Engineer added that the Phase I construction repairs should begin next Monday (9/17/84) and last up to eight weeks. Alderman Barr moved that consideration be given to increasing the parking fees after the first phase of the construction, and staff will return to the Committee to clarify what was previously done on the rate structure and the merits of increasing 'the fees after the Phase I construction, and the lost revenue data requested by Alderman Roden.. Finally, the Committee approved the low bid of Concrete Restoration Systems at a total estimated cost of $134,918 for the first phase repairs. Police Department Roof Replacement - The Committee received a recommendation, from the Purchasing Agent and approved same for the low bid of Clark Roofing at a total cost of $29,950. r A h PW Minutes Meeting of 9/10/84 -4- Improvements to Hain Street Parkinn Lot 015 - The Committee received a recommendation from the Purchasing Agent and approved same for the low bid of Johnson Paving Company at a total estimated cost of $29,274.50. Alderman Barr clarified for Alderman Summers that this project was approved last January during the budget process. Alderman Summers commented that it is difficult to believe that the Main Street area is a poverty area and qualifies for CD funding for projects. He stated perhaps this project should have come out of the Parking System Fund. Improvements to the Foster Field Tennis Courts - The Committee received and approved the recommendation from the Purchasing Agent For the low bid of J. C. Blacktop Company for a total estimated cost of $36,881.55. Items for Consideration Docket 222-9A-84: Resolution 71-R-84 - Lot 015 Lease and Casement Agreement - The Committee moved approval of Resolution 71-R-84, which is necessary in order that the improvements at City Lot #15 can be funded by the CDBG Program. - This - will meet the condition of the City's having a long-term lease for the use of. the property. Docket 223-9A-84: Resolution 72-R-84 - Handicapped Parking Space - 1525 Lee - The Committee moved approval of the Resolution, which will create a Reserved Residential Wheelchair -Bound Motor Vehicle Parking Space area for Mr. Ed Switzer of 1525 Lee Street. Docket 224-9A-84: Ordinance 107-0-84 - Municipal'Clections - The Committee moved introduction of proposed Ordinance 107-0-84, which will amend provisions of the City Code pertaining to municipal elections since the adoption of the 1980 and the implementation in 1981 of the Elections Consolidation Law have rendered obsolete much of Chapter 13 of Title I in the City Code. Items Previously Considered Docket 217-88-84 - Ordinance 108-0-84 - Chicago Avenue Cab Stand/Parking Meters - Based on the testimony from the Taxicab Advisory Board, staff will conduct a second study, and the Committee will be removing this docketed item from the City Council Agenda. Staff then clarified with the Committee that Alderman Morton had requested a study of the Darrow -Payne cul-de-sac potential prior to the August 8, 1984 CDBG closing for requests for funding. Staff responded previous to this August 8 deadline; the Alderman requested additional consideration of the request prior to the deadline; and staff responded to this request prior to the August 8 deadline. However, the issue was not brought to the A & PW Committee until after the deadline. Alderman Barr commented that she regrets that the issue cannot be considered by the CDBG Committee since it appears to be a good project and would probably qualify for CD funds. However, it was urged by Committee members and staff that a deadline be set for applications, and that this deadline not be waived for anyone. In addition, bringing in a request after this deadline and thus out of the budget system would be unfair to those who have tried to apply or will try to apply in the future. Alderman Barr did note that an emergency request system will be available to the Alderman after November. She added that the August 8 deadline was not just For notification of interest of a project, but included pre -application interviews and application forms being completed and submitted. A & PW Minutes Meeting of 9/10/84 -5- Chairman Rainey stated that it is not the obligation of the A h PW Committee to debate the issue, and that Alderman Morton should go directly to the CD Committee with her request. Staff was directed to attempt to find funds elsewhere for the project. Alderman Summers stated that the Ward in which this project is located is almost 100% eligible for CD funding and, thus, could not be a better place for utilizing these funds. The merits of the project have no bearing on whether a deadline has passed or not. The Chairman closed discussion of this item, and staff will inform Alderman Morton that her request should be taken directly to the • CD Committee, and staff will investigate whether any other funding mechanisms are available for the project. With no further t Staff Repreeentai BDC:ct :56 P.M. I MINUTES. LDMINISTRATION & PUBLIC WORKS COMMITTEk Meeting of September 17. 1984 MEMBERS PRESENT: Aldermen, Borah, Nelson, Radon, Rainey, Summers Members Absent: Alderman Barc Staff Praeeat Sh nk ... :f- : tJ Presiding Official: Alderman Ann Rainer, Chairsun.. Summary of Action: The Chair called the meeting to order at 7:35 P.K. The Chair stated that the purpose of the meeting was to review package liquor mutters including the Corporation Counsel's legal opinion of March 22, 1984 on,•,.,•; the Walgreen Company liquor license application and the Corporation Counsel's • legal opinion of September 13, 1984 on limitations on liquor licenses. The Chair asked Mayor Lytle to address the Committee on these package liquor matters. Mayor Lytle stated his recall of the intent of the Committee in the drafting of the package liquor ordinance. Originally the Committee was considering the sale of warm beer and wine in food stores. Then the emphasis was changed to package liquor stores. Initially, a separate liquor section would have been permitted in a retail store. Then the ordinance was tightened to limit sales to businesses which are primarily concerned with the sale of liquor. In this context the Mayor subsequently reviewed a package liquor license application submitted by Walgreens. The floor plan submitted by Walgreens indicated that there would not be a complete physical separation of the liquor facility from the drug store. On August 31, 1984 the Mayor wrote the Committee reporting that he had determined (after consultation with the Corporation Counsel) that the Walgreen application did not meet the requirements of the ordinance. Subsequently Walgreen's and Osco Drugs indicated that they could provide total separation with separate entrances, Mayor Lytle stated that it is because of this development that he has brought the matter to the Committee. Alderman Radon stated that she sees the Walgreens issue opening up doors and allowing many types of package liquor operations. The intent of the Council was to allow only full service liquor stores. This avoided the issue of large versus small grocery stores. The community felt secure in the Council action in limiting package liquor sales to businesses which are primarily concerned with the sale of liquor. She recalled that at that time the Corporation Counsel stressed that the Committee and Council have powers under state law, to control sales. Alderman Borah's recollection was that the Council's intent was to allow one store at a time in the B4 and B5 zones. Alderman Borah would have preferred a more liberal approach, but the restrictive approach was decided by Council. He stated that the ordinance should be fixed to coincide with Council wishes. Don't change the rules of the game now. Mayor Lytle disagreed with the Interpretation of Council action. The number of package liquor stores was not intended to be limited to one or two. Alderman Borah agreed. However there was Council intent to issue one license at a time and then wait to determine its effect on the community. Alderman Nelson recalled that the Committee intended no proliferation of these licenses. Each applicant would be dealt with on a case by case basis. The first qualified applicant in line would get a license regardless of who it is. The Committee would go slow - grant the first license and monitor its affect, then, if the market place stands it, add a second - then after a time. add a third. There was no requirement to add second or third. Alderman Nelson stated that he feels it's premature to add Walgreens or Osco. The Committee should go slow, wait a year and monitor the effect of the first license. Mayor Lytle stated he has difficulty in preserving the integrity of the application process. He doesn't want to have to turn down qualified candidates. He pointed out that there is a three to four month time period to review and approve qualified applicants. Under the present ordinance, Yalgreens, with a separate entrance and building section, would become a qualified applicant. Alderman Nolson stated that the Mayor should proceed with qualified applicants and then the City Council would review and decide whether a license would be granted. Mayor Lytle stated the application review process may be for naught if there is prejudice against large retail establishments. Aldermen Borah and Nelson said that this was not the case, but that the Committee needed time to assess the inpact of each license Issued. Alderman Rainey stated that there was concern with the possible proliferation of licenses. Alderman Borah stated that the Council sentiment was to issue one license at a time and evaluate its effect. Alderman Raden acknowledged the need for competition, but the intent of the ordinance and Council was that the primary business of the owner was to be the sale of packaged liquor. Mayor Lytle stated that if Walgreens or Osco divided their operations into separate liquor areas it would be difficult for Council to deny them licenses by legislative action and still avoid constitutional issues. Alderman Borah stated his reading of Council is that licenses wouldn't be granted and this might cause suit. Mayor Lytle commented that he has an equity problem in not allowing Walgreens to apply. Alderman Borah observed that Walgreens could create a separate subsidiary, but the Committee could still deny a license because of timeliness and not because of the primary business issue. Chair Rainey asked the Mayor that if Walgreens had a choice between warm bear and wine, or package liquor which would they prefer. Mayor Lytle felt that they would prefer a full license because it would be more profitable. The Mayor has no applicants now, but Walgreens may be in line. Chair Rainey felt'' there were not enough votes in Council to grant Walgreens a license now. Alderman Summers felt that granting additional package liquor licenses now would go beyond the intent of the Council. He cited the Council experience with restaurants and bars in downtown restaurants. The Council was careful and selective in granting these licenses. The number of restaurants grew over a long period of time. This helped the tax base yet accommodated the community as well. The Committee should take a long look at the impact of the first license before taking further action. Mayor Lytle summarized two problems under discussion - 1. It is inequitable to discriminate against large retailers by legislative amendment. 2. How fast should the Council proceed in granting package liquor licenses! Can this be handled by legislation! This ought to be explored. Alderman Borah felt the problem could be handled on a short term basis by establishing a Policy Resolution. The Resolution would acknowledge the first Class H package liquor license but require time to monitor its effect on downtown business and the community as a whole. Mayor Lytle felt this action would create a moratorium and stated he would only support it with inclusion of a reasonable timetable. Alderman Borah stated that a Policy Resolution would give two advantages. It would tell the applicant and the Mayor the intent of Council and provide good faith guidance. It would also provide time to measure the impact of the first package liquor license on the community. Alderman Borah moved that the Committee construct and recommend a Policy Resolution to tha City Council which Resolution would grant a moratorium an the issuance of additional Class H liquor licenses in order to allow time to determine the effect and impact of the first license on the business community and community at large with periodic assessment required by the Administration and Public Works Committee. The moratorium would stay in effect until after the first assessment which would occur no sooner than one year after the first package liquor licensee opens for business. !lotion seconded by Alderman Nelson. Discussion on motion. Alderman Radon stated that she has problems with the Policy Resolution because it would not allow competition with existing licensee. She is in favor of no more than three active package liquor licensees. The problem is with Walgreens because the intent of the Council was that package sales of liquor should be limited to businesses which are primarily concerned with the sale of liquor. Thus Walgreens does not qualify. Motion passed 4 to I. Mayor Lytle requested that the Chair first obtain from the Corporation Counsel a legal opinion on the proposed Policy Resolution as to - 1. What it binds the Mayor to do o+ sot dot 2. What it binds the Council to do or not do! Alderman Borah moved that the request of the Mayor be approved. Motion seconded by Alderman Nelson. Notion carried. No nays. With no further business. the Committee adjourned at,8:4© P.N. Staff Representative: `� "`ram `��-'� �f �' -""`� J Finance Director .Members Present: Members Absent: Staff Present: Presiding Official: Summary of Action: MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of September 24, 1984 Aldermen Barr, Borah, Nelson, Raden, Rainey, Summers None Bianchi, Booth, Johnson, Shank, Agnoletti, Jennings, Pudloski, Figurelli, Engel Alderman Ann Rainey, Chair The meeting was convened by the Chairman at 7:44 P.M. Minutes - The minuteb of the September 10, 1984 regular Committee meeting and the minutes of the September 17, 1984 Committee meeting on package liquor matters were approved. Communications Bills List Inquiries - The Committee received the staff responses to the bills list inquiries of the September 10, 1984 meeting. In response to questions raised on the CDBG final program payment to TASC Alternatives, staff stated that the payment was made to the parent organization in Chicago for TASC after the results of the final audit were completed. In addition, the permanent equipment (a phone and safe) was credited against the amount due TASC with the equipment being retained by the parent organization. Alderman Raden requested that the payment to the Association of Retarded Citizens of Illinois by the Dental health Board be withheld since she is concerned with ARC advocating on behalf of the mildly retarded but, in doing so, they are going after money allocated to the severely retarded. She does not question their right to do so, but questions the City's membership in an agency that is advocating in such a matter, especially with the group care homes/state institutions closing issue before the community. The Committee agreed to hold the payment. City Garage Repairs & Rate Increase - The Committee received a memorandum from staff explaining prior recommendations on raising the rates for parking at the Sherman Avenue Parking Garage. Staff stated that a rate increase after the first phase of the renovation is ►warranted, and that staff would come back to the Committee at their October 22 meeting with additional data and a recommendation on same. Alderman Raden stated she thought the Council had approved the rate increase during the Council budget proceedings during February, but staff stated the minutes do not show this to be the case. She was concerned with the lost revenue shown in the memorandum. Alderman Barr believes it is a good idea to increase the revenue, and clarified that a rate increase was discussed during the budget process, but it was hold by recommendation of the City Manager. She stated that the Council believed the renovation would be a 1-year project, not 3 years as proposed. Staff will come back with a recommendation for the amount of the increase and will update the survey of costs in other facilities in the downtown area, including the State Bank, downtown Chicago rates, and American Hospital Supply. A do PW Minutes Meeting of 9/24/84 -2- Truck Parkinq Survey Follow-up - Staff stated that Committee at their October 8 meeting with an update on to be completed. they would return to the the subject, which is yet City Bills List - The City bills list for the period ending September 19, 1984 were approved with staff to respond to questions on a rug shampooer at the Noyes Cultural Arts Center and the Work Study Program at the Public Library. Purchases Police Department Janitorial Contract Renewal - The Committee received the recommendation of the Purchasing Agent and approved same for the renewal of the janitorial service with Cora & Daughters for one year at a total cost of $18,900. Filter Valve Replacement - The Committee received the recommendation of the Purchasing Agent and approved some for the purchase of six filter valves from the low bidder, Advance Mechanical Contractors, at a total cost of $48,880. Aluminum Sulfate Storaqe Tank Repairs - The Committee received the recommendation of the Purchasing Agent and approved same For the purchase of the service from the low bidder, Peabody Continental -Heine Company, at a total cost of $30,287. In response to Alderman Rainey, staff stated that we were surprised with the difference of $10,000 with the low bidder, but perhaps it was due to easier access to and from the site allowing them to do a quicker job, even though their gunite mixture is superior to the other bidders. Work Clothing - The Committee received the recommendation of the Purchasing Agent and approved same for the purchase of this clothing from the low bidder, Wearguard, at a total estimated cost for the year of $11,508. Items for Consideration Docket 228-9B-84: Ordinance 113-0-84 - Amendment to Amusement Device Regulations - Kendall College, Staff forwarded proposed Ordinance 113-0-84, Which will grant an exemption to Kendall College from the regulations prohibiting amusement devices within 500 feet of a primary or secondary school (Roycemore, in this cage). In response to 4 Committee question, staff stated that, in effect, what has been created is a class that can be exempted from the current regulations, vjhich oill include the number of devices, the requirement for on -site supervision, and having such devices located within 500 feet of a primary or secondary school. These institutions, that are now a separate class, must still restrict access to these devices to students, faculty, and their guests. The Committee expressed some concern with Kendall College and their efforts to restrict such access. The Committee moved introduction of the Ordinance. Docket 229-98-84: Ordinance 114-0-84 - Obscene Videotapes to Minors. Staff forwarded a proposed Ordinance which would deal with the problem related by Alderman Raden, whereby videotapes could be rented by minors with these tapes being rated "R" and/or "X." Alderman Raden stated that the Ordinance does not appear to address the problem. Alderman Barr questioned whether voluntary ratings by the movie industry could be used for enforcement purposes by the City. She related that the movie "Bolero" was voluntarily not submitted for a rating, though it appears to be at least an "R" if not an "X" in rating. The Committee questioned why a municipal ordinance would be necessary if there are State statutes dealing with obscene material and the sale of same. Staff stated that it would like to withdraw the ordinance for additional legal review and resubmit the ordinance at a later date. The Committee so approved. ' A & PW Minutes Meeting of 9/24/84 -3- Docket 230-98-84: Ordinance 115-0-84 - Class C Liquor License. The Committee received the recommendation of the Liquor Control Commissioner for issuance of a Class C Liquor License to Hunan Palace at 1627-29 Chicago Avenue. The Committee moved introduction of the Ordinance. Docket 231-98-84: Ordinance 116-0-84 - Parking Restriction Exemption. Staff forwarded an Ordinance that would implement a program of 2-hour parking zones with residents being exempted near the Central Business District, and setting criteria for the establishment of 2-hour parking zones elsewhere allowing for the same exemptions to residents. Alderman Summers stated that the proposed Ordinance is a solution for a problem that has existed for some time. He has discussed it in the past with other groups, and he sees no problem with the charge of $6. Alderman Rainey stated that this could be utilized around the St. Francis Hospital area also. Alderman Barr commented that it seemed to be a creative program that could be utilized in her Ward where there are numerous multi -family dwellings with little off-street parking and, especially, in the Dempster C.T.A. stop and immediately north, where the area is impacted by nearly 90'0' commuters. She stated some concerns with designating these zones in too large a geographical area. Alderman Raden stated that this was initially discussed as a solution to First Ward problems, but she would be against creating these districts near the beach, as it would be detrimental to the rest of the community. She related her concern with a petition proposal where residents might get the idea that a wonderful solution is being made :available to them, but the study may show that the area does not qualify for the program, which would be disappointing to the residents. She also stated that the time restrictions in the current proposed program do not deal with the areas that are affected prior to 8:00 A.M. and after 5:00 P.M., such as the hospital areas. Alderman Barr stated her concern with the proposal to waive a public hearing. Public Works Director Pudloski was recognized and stated that the key issue for staff was presenting this Ordinance for the Committee for discussion, and that it is a complex issue with other opportunities for implementation. He stated that perhaps a petition is not necessary, and a questionnaire could be substituted to determine the community support. in addition, perhaps a work session or sub -Committee could be formed to consider the idea further. Alderman Borah stated this concept was neither fish nor fowl; he reviewed the strict standard for the enabling ordinance for ROPD districts; and that there was a need for perhaps a program in between. He is concerned with doing this program too often whereby the problem is moved from one area to another, and it could end up to be an administrative process that satisfies no one. Alderman Rainey reiterated the problems west of Ridge near the Hospital and how the current ROPD district displaced Hospital employees, thereby impacting other unprotected RUPD areas. Alderman Raden commented on Alderman Barr's concerns with the size of such districts, and stated that in the Fourth Ward there is often plenty of space in very nearby areas for parking, so that parkers that are moved from an area where this problem would be implemented could find alternative parking. A & PW Minutes Meeting of 9/24/84 -4- Alderman Nelson stated that perhaps the program should be implemented in steps, with the first step allowing that any vehicle with a City sticker could be exempted from the 2-hour restrictions. He believes this would be easier to enforce than the rather complicated piece of legislation before the Committee. Alderman Barr responded by saying that at the Dempster C.T.A. stop area there could very well be commuters from the northwest side of Evanston, and that Alderman Nelson's proposal may not prove to be a solution. The Traffic Engineer reviewed the map utilized in reporting the first study results of the downtown parking problem in the First Ward area. Alderman Borah stated that what he seems to be hearing is that this program has applicability elsewhere throughout the City, and he was somewhat concerned with this. Alderman Barr stated that the 2-hour parking program intrigues her, and that it is at least some accommodation/attempt to solve the problem in a reasonable manner. Staff recommended that, if the Aldermen have any further comments, these comments be forwarded to staff. Staff will summarize these comments and return to the Committee with a summary. At that time the Committee can continue discussion and perhaps go to a special work session or sub -Committee format to continue discussion of this proposed program. With no further business, Staff Representative: BOC:ct MINUTES ADMINISTRATION h PUBLIC WORKS COMMITTEE Meeting of October 8, 1984 Members Present: Aldermen Barr, Borah, Raden, Rainey, Summers Members Absent: Alderman Nelson Staff Present: Bianchi, Booth, Johnson, Shank, Jennings, Pud1gski,,,.,,- Figurelli, Engel, Asprooth, Tonkinson Presiding Official: Alderman Joan W. Barr, Chair Summary of Action: The meeting was convened by the Chairman at 7:36 P.M. "" Minutes - The minutes of the September 24, 1964 Committee meeting' were approved. Communications Bill© List inquiries - Inquiries from the September 240 1984 meeting were responded to with Committee approval. Fleetwood/Jourdain Improvements - Bid Rejection - The Committee received a communication from the City Manager and Purchasing Agent recommending rejection of bids for this project, since they substantially exceeded budget. The Committee approved, and this project will be rebid as soon as possible. Withdrawal of Ordinance 114-0-84 - The Committee received a request from Alderman Evelyn Raden that proposed Ordinance 114-0-84, dealing with the sale or rental of obscene videotapes to minors, be withdrawn since there currently is a State Statute enforced by the State's Attorney's Office, and that to her knowledge it is not a problem in the City. The Committee moved approval. Comments by Aldermen on 2-Hour Parkinq Exemptions - The Committee received communications from Aldermen Collens and Korshak on the staff proposed Resident Exempt 2-Hour Parking Districts (Ordinance 116-0-84). The Committee accepted staff's recommendation to allow the Traffic Engineer to list the areas that we are aware of from either personal knowledge, citizen complaints, or Aldermanic requests that are impacted by commuter and/or non-resident porkers. We will summarize the problems experienced in each area, suggest possible solutions, and report back to the Committee. Aldermen are requested to notify us if there are areas that we have missed on the list. Alderman Barr stated that she did not want the proposed Ordinance from staff to be lost since it is a solution to a problem in her area. A & PW Minutes Meeting of 10/8/84 -2- Leqal Opinion on Moratorium on Packeoe Liquor Licenses - The Committee received the Corporation Counsel's opinion on whether or not the Council could pass a moratorium on further issuance of package liquor licenses to allow for an assessment of the effect an the soon to be open package liquor store. Alderman Borah corrected the opinion of Corporation Counsel to state that the first assessment would occur "not less" than one year after the first package liquor store opens for business, not "no longer" than one year. Alderman Borah summarized that the message of the instrument was that those individuals/businesses that might want to file with good intent would know upfront that the work/time of the review would go for naught under a moratorium. This is also potentially an open-ended moratorium and, again, it is for no less than one year. Alderman Raden stated her concern with setting up a monopoly, which would be the case if this moratorium was in place; but she would not vote to allow a license for the Walgreen's application. She reviewed prior memoranda stating that the granting of a license is a privilege, not a right, and that the municipality has numerous controls over this licensing procedure. She stated what we are doing is foolish, and that the alternative is to say no to the Walgreen's application, since the Ordinance was for a full -service liquor store. The other alternative is to support a monopoly, which she is against. Alderman Barr responded by saying that her perception while dealing with the issue was allowing for the creation of a package liquor store. We did not; and'at that time the Committee did not know who wanted to apply. She added that there is no possible way that the Committee could set up any location to be in a monopolistic situation. She believes the citizens are supportive of a moratorium and, thus, it would be silly for Walgreen's or XYZ store to come in and apply if the Committee had no intention of granting the license. She is not concerned with who the store is associated with as long as it is going to be a reputable store. Alderman Raden requested that Corporation Counsel review the way the Ordinance is written so that we can enforce the Ordinance as it was intended. She would not support a moratorium if we were considering licensing only full -service stores, as she defined it. Alderman Barr stated that the quentic-i is whether vie have a single liquor store, or whether we are open to new licensees that are reputable. The question is not who gets the license, but whether Lye should have one or more stores. Alderman Raden stated her impression was that we would have two stores, three at the most, in the downtown area. Alderman Summers added that a moratorium is not etched in stone. It is a Resolution, not an Ordinance, and is a good way to handle things. Staff was directed to draft a moratorium Resolution for the Committee's consideration on a 4 - 1 vote, with Alderman Raden dissenting. Vehicle -Only Parkinq - Report #4 - Alderman Raden related that she now has a problem of truck parking in an industrial area, which staff expanded upon. The current Ordinance does not provide for prohibiting same in Manufacturing Districts, only Residential Districts. Alderman Barr stated that in her experience once a truck is moved from one area, the problem is simply moved to another area. Trucks do block the sight distance at intersections. You put up a sign and the owner is furious that he has to move the truck, and the next person is furious that the truck was moved to his street. She stated that most neighbors do not abject to the smaller campers, and the modified vans. A & PW Minutes Meeting of 10/8/B4 -3- Alderman Borah stated that he did not see a solution. The more we have, the less we know, and it would be very advantageous if we could have one set ordinance so that the regulations could be signed at major entrances to the City and, thus, get rid of the signs in the neighborhoods. Alderman Roden stated that the PVOP regulations deal with mo;c situations than she cares to get into. The Committee reviewed the two suggestions of either utilizing a weight regulation or creating a new ordinance for prohibiting truck and bus parking. After discussion, the Committee moved to have an Ordinance drafted to prohibit truck and bus parking when they are greater than 8,000 pounds in GVW and enforce same only when signed. Chairman's Recommended Priorities - The Committee accepted the Chairman's Priorities, moving consideration of the enforcement measures against the use of taxis for the delivery of alcohol to First Priority; adding consideration of revising the parking rates in the Sherman Avenue Garage as a First Priority; scheduling the review of the use of City vehicles and an explanation of the charge -back accounting system for November 26; dropping consideration of the sale of warm beer and wine in grocery stores from further consideration; and moving consideration of the City's Affirmative Action Plan from First Priority to an Ongoing Priority. City Bills List - The Bills List for the period ending October 3, approved as submitted. Township Bills List Purchases: Fire Hydrants - The recommending approval the furnishing of 25 - The Township Bills were approved as submitted. 1984 were Committee received the Report of the Purchasing Agent of the low bid from Ziebell Water Service Products, Inc. for fire hydrants at a total cost of $14,000 and approved some. Architectural Service - Police Station Renovation - Alderman Rainey commented that it appeared that, based on $3,0 0 worth of work, this architectural firm was being recommended for a $900,000 project at a fee not to exceed $100,000. She requested that this be held until she understands clearly why there was not a bid. The City Manager stated that any questions the Committee has on this should be forwarded to staff, and it is not critical that it be passed tonight. Alderman Borah requested that a statement be included on the longevity of the building after renovation v,hen staff returns with further information on this. Alderman Summers pointed out that the previous work at the Police Station was not bid, but other people may be interested in bidding on this. The Committee held this until the next meeting. Items for Consideration Docket 238-IOA-84 - Health Insurance Program. The City Manager explained that we have forwarded this recommendation due to the action of PruCare of not accepting new enrollees. Alderman Summers requested that further consideration of the health programs be considered at a later date. No further discussion. The Committee moved approval of the CHOICE Program. Docket 239-10A-84 - Resolution 76-R-84 - Sheridan Road Closing for Northwestern Homecoming Parade. The Committee moved approval. A & PW Minutes Meeting of 10/8/84 -4- Docket 241-IOA-84 - Ordinance 101-0-84 - Refuse Container Removal. The Commitee moved introduction. The Public Works Director responded to Alderman Rainey that there is a provision for the latest time garbage can be put on the parkways, since an individual could demand that refuse vehicles return to the site if the trucks had gone by before they put their garbage out on the parkway. Docket 243-IOA-83 - Ordinance 118-0-84 - Neighborhood Traffic Controls. The Committee moved introduction. Docket 244-10A-84 - Ordinance 120-0-84 - Conveyance of Real Estate - 1817-19 Church Street. The Committee moved introduction. Upon the request of the City Manager, the Committee approved suspension of the rules so that this could be approved tonight due to notice publication requirements and the need to negotiate the sale. Docket 242-10A-84 - Ordinance 119-0-84 - $3.3 Million Water Revenue Bonds. The City Manager was recognized and reviewed his and the Finance Director's ,memorandum on this For the Committee. Realizing that this is a complicated issue, the City Manager stated that he is asking For the introduction of the Water Revenue Bonds and delaying a request For introduction of the Genersl Obligation Bond Issue until the next meeting. The Committee moved introduction of the Ordinance, with Alderman Borah stating that the water improvements are proceeding beautifully. Alderman Raden commented that the Darrow -Payne cul-de-sac request and renovation of Raymond Park should be considered in the Capital Improvement Plan. The City Manager stated that before the Plan is amended, we should wait and see what the Council comes up with on the Greenwood groin project. In response to Alderman Rainey, the City Manager briefly reviewed the issue of Fire and Police pensions, summarizing that the intent of State action requiring full Funding was not clear from the signed legislation. Items Previously Considered The following were moved For approval on the Council floor. Docket 228-98-84: Ordinance 113-0-84 - Amendment to Amusement Device Regulations - Kendall College Docket 230-98-84: Ordinance 115-0-84 - Class C Liquor License The Chairman stated that there was a communication From the Tenants Organization of Evanston requesting that the Council pass a resolution in favor of revoking the Real Estate License of J. P. Schermerhorn & Co. The Committee requested that a legal opinion be given on whether such action can be taken, and whether there are any pending cases not yet revealed regarding this real estate firm. There being no further business, Staff Representative: Assist BDC:ct r H ttee _adjourned at 9:00 P.M. ity lianaoer 14 MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of October 22, 1984 Members Present: Aldermen Borah, Nelson, Raden, Rainey, Summers Members Absent: Alderman Barr Staff Present: Bianchi, Booth, Johnson, Shonk, Jennings, Pudloaki, Figurelli, Engel, Asprooth, Tonkinson, Agnoletti Presiding Official: Alderman Ann Rainey, Acting Chairman t•: Summary of Action: The meeting was convened by the Chairman at 7:36 P.M. Minutes - The Minutes of the October B, 1984 meeting were approved. Committee Priorities - Staff painted out that the current Committee 'Priorities were forwarded to the City Council with the addition of Alderman Pabst's references on Class C liquor licenses and the number of some, along with the consideration of installation of parking meters on Sheridan Road adjacent, to Centennial Park. Alderman Pabst has been asked by staff to provide further background information on these requests. Parkinq Garage Rate Increase - The Committee received a staff communication recommending an increase in parking rates at the Sherman Avenue Garage and Holiday Inn facility from a monthly rate of $25 to $40. Alderman Raden requested that staff look into the City of Chicago's tax on parking spaces, And staff shall do so. Staff stated that the Library parking rate of $50 is justified due to the higher quality (indoor/heated) parking. Staff will review this parking rate at the Library for an 'increase. With no further discussion, the rate increase, as recommended, was approved. Mental Health Board Response to ARC Membership - The Committee received a communication from the members of the Evanston Mental Health Board explaining why they favor Board membership in the Association for Retarded Citizens of Illinois. Alderman Raden requested the indulgence of the Committee to delay further consideration of this in order that she can speak to the MHB on additional information regarding same. The Committee approved, and this issue will be tabled until Alderman Raden can meet with the Mental Health Board. City Parkinq Lot #60 - Dempster & Chicago ' - The Committee received a staff recommendation to enter into a lease with the property owner, which will include permit parking only and increase the 44-space lot to 57 spaces. Aldermen Borah and Raden expressed their appreciation for staff's good work in finding a solution to the problem. Computer Applications Planninq & Priorities - In response to Alderman Nelson's inquiry about changes contemplated in our computer planning due to technological changes, staff stated that additional terminals would be purchased and, specifically, more personal computers that are both independent of, but also A & PW Minutes Meeting of 10/22/84 -2- compatible with, the mainframe will be purchased and put an line. In addition, we will have to update the memory of the mainframe, which may or may not include another disk drive. In response to Alderman Nelson's inquiry regarding necessary budget support, staff stated that we foresee $35,000 per year as continued support. Staff also stated that vie are not locked into utilizing Wang equipment, but it does provide less potential for incompatibility, which we are trying to avoid. In response to Alderman Borah, staff stated that we are approximately three months behind in our implementation progress across the board. In response to Alderman Roden, staff stated that after purchase is made of additional equipment, we will await delivery five to seven weeks and install them within one to three weeks. In response to Alderman Nelson, staff stated that Township is on their own computer system. The Committee moved approval of the communication. City Bills List - The bills for the period ending October 17, 1984 were approved as submitted, with staff explaining the purchase of pens under the Personnel - Employee Services Division was for awards for employees with a minimum of ten years' City service and extended to individuals who worked here for up to 35 years. Purchases Levy Center HVAC Improvements - The Committee received the Report of the Purchasing Agent and approved some for the bid from Climate Engineering at a total cost of $23,500 for these improvements. Computer Equipment - The Committee received the Report of the Purchasing Agent and approved some for the low bid from Verde Systems, Inc. for the purchase of eight CRT terminals, two printers, and two sheet feeders at a total cost of $359036.10. Architectural Services - Police Station Renovation - The Committee revieried the staff recommendation for the sole source purchase of architectural services from Elliot Dudnik for the Police Station renovation. Mr. Dudnik has worked with the City on the Communications Center renovation and schematic drawings for a phased renovation of the Police Station. Mr. Dudnik also performed architectural services for the worth Branch Library, the Adler Planetarium, the Englewood Theater, Northwestern University's baseball stadium, and has been involved in commercial and residential architectural work. The City Manager stated that this is a unique project to be carried over a period of years, and we believe Mr. Dudnik can best be utilized due to his schematic design phase performance, his ability to assure construction conformance to plans, our satisfaction with his prior work, and that his fee proposal is in line with other architect<ral firms. Alderman Rainey stated that her concern had nothing to do with the architect's competency, but it appeared that, by doing work early on, the architect has benefited by having put a foot in the door. Alderman Summers commented that the architect initially got in at an early stage on a non -bid contract, and he hopes this does not become a pattern. The City Manager stated that, of course, we can go to a complete request for proposal process and he is not arguing the appropriateness of the comments by the Aldermen, but we can expect a three to four month delay if we do go to the RFP process. Mr. Dudnik is a local architect. With no further discussion, the Committee moved approval of the purchase. I A h PW Minutes Meeting of 10/22/84 -3- Items for Consideration Docket 252-10B-84: Ordinance 125-0-84 - $2.5 million General Obligation Bonds. Alderman Collens joined the Committee. The City Manager stated that a recommendation from staff is not the only reasonable way to go, and Alderman Collens has come up with another reasonable suggestion. The City Manager reviewed that we do have a balance in the Capital Improvements Fund, and the question is how large an entering balance we need for capital improvement needs. The balance was set aside for unanticipated changes in cost, unanticipated costs of asbestos removal, handicapped accessible costs required within the next two years, and capital improvements not in the plan for one reason or another. We can do with less, but the question is how much less; and we do have pension funding to be dealt with for which there is no magic formula. He suggested an increase in the pension funding level, but not at a rate that would meet the full funding requirement this year. The City Manager stated that we could sell General Obligation Bonds at a lower level and have a lower rate of pension funding, but request that a policy for pension funding be set by the Budget Policy Committee soon. In response to Alderman Raden, the City Manager stated that it is possible to hold this matter, but it is not preferable, since we would like to go to the market with Revenue Bonds and G. 0. Bonds at the same time, and we also need to give indication to the bonding houses on where our direction is regarding pension funding. Alderman Rainey reviewed Alderman Collens' and the City Manager's alternatives, and put together a compromise of transferring $750,000 to the pensions on a pro rats basis and reduce the G. 0. Bond amount to $1,750,000, thereby reducing the debt service level. The City Manager stated no objection to the proposal, and added that there will be no changes in overhead costs for marketing of a lower bond issue. It is a reasonable suggestion, and we can put it together in the same time frame. In response to Alderman Rainey, the City Manager stated that an actuarial review of our Pensions may result in a lower requirement for funding based on past experience in other municipalities. In addition, the actuarial report and its funding levels will be acceptable to the bonding agencies. Alderman Collens stated that Alderman Rainey's alternative is perfectly reasonable and added that, possibly, a paragraph can be added to the bond perspectus on inhere vie are going with pension funding, since we do need to move forward with same policy. In response to Alderman Borah, the City Manager stated that the sewer improvements will be financed with revenue from the sale of water to the Northwest Water Commission and, perhaps, a sexier charge increase in the future, but no G. 0. B. tax -supported debt. There was additional discussion on the likelihood of the City's being sued by the Pension Funds and other alternatives on bond funding. After discussion, Alderman Nelson moved approval of the motion to transfer $750,000 immediately to the Pension Funds on a pro rata basis; that G. 0. Bonds be issued in toe amount of $1,750,000; that vie contract immediately for the hiring of an actuarial firm to study the pensions; and Budget Policy return to the Committee within six months of the date of transfer to consider a policy on Pension funding for the future. The Committee moved approval of the motion. A h PW Minutes Meeting of 10/22/84 -4- Docket 253-10B-84: Parking Rate Increase Recomuendation. .Approved earlier in the Committee meeting. Docket 254-108-84: Resolution 79-R-84 - City Participation in the northwest Municipal Conference Solid Waste Management Plan. Approved for Council consideration. Docket 255-10B-84: Resolution 78-R-84 - Moratorium on Package Liquor Licenses - Moved for consideration by the full Council. Docket 256-10B-84: Ordinance 122-0-84 - Auction of Surplus Vehicles. The Committee moved introduction and, on request of the staff, moved suspension of the Rules on the Council floor for adoption of this Ordinance in order that the vehicles can be auctioned at the November 10, 1984 NWMC auction. Docket 257-108-B4: Ordinance 124-0-84 - Passenger Loading Zones. The Ordinance was moved for introduction, which will provide for three loading zones adjacent to the Sherman Gardens residential complex and a loading zone at 616 Lake Street on Sundays from 9:00 A.M. to 12:00 Noon. Docket 258-JOB-84: Ordinance 126-0-84 - Vehicle License fees Amendment - Trucks & Trailers. The Committee moved introduction of the Ordinance, which will bring the Municipal Code into conformance with State license classifications for trucks which were recently changed. Docket 231-9B-84: Ordinance 116-0-84 - Parking Restriction Exemption. The Committee will receive additional information and comments from the Aldermen at their November 12, 1984 meeting. Items Previously Considered The following dockets were moved for approval on the Council floor: Docket 241-10A-84: Ordinance 101-0-84 - Refuse Container Removal. Docket 242-ICA-84: Ordinance 119-0-84 - $3.3 million Water Revenue Bonds. Docket 242-1OA•-84: Ordinance 118-0-84 - Neighborhood Traffic Controls. With no further business, the Commi ee adj urned a :50 P.M. 1' Staff Representati y. tant o t ty Manager BDCict t r MINUTES ADMINISTRATION h PUBLIC WORKS COMMITTEE Meeting of November 12, 1964 Members Present: Aldermen Borah, Nelson, Raden, Rainey, Summers Members Absent: Alderman Barr Staff Present: Booth, Johnson, Shonk, Jennings, PudlaRki, Figurelli, Engel, Tonkinson, DiCanio Presiding Official: Alderman Ann Rainey, Acting Chairman Summary of Action: The meeting was convened by Acting Chairman Rainey at 7:37 P.M. Minutes - The minutes of the October 22, 1964 meeting were approved., Communications Emerqency Purchase - Phase III Streetlightina - Photocells - The Committee was apprised of a change order in the amount of .$9,378 for the installation of photocell controllers in Phase III of the lighting improvements. Alderman Nelson Inquired why there has been this move since the consultant had recommended time clocks in the past. Staff stated that we have had problems with the astrological clocks with the lights turning on at the wrong times, and it was a joint consultation between the City and the consultant that we move to photocells. Alderman Nelson stated hin unhappiness with this revelation in that it seems so basic that a consultant should have been able to determine the appropriate lighting equipment on such a major contract. The City Engineer explained that we plan to retrofit Phase I and look at Phase 11 for same. Staff will look at the opportunity to buy photocells in bulk to cut down on the cost for the retrofit. The Committee approved the emergency purchase; Alderman Nelson registered his discontent with the consultant. Emerqency Purchase - 24" Water Mains - The Committee was informed of a change order in the amount of $13,685 for the 24" feeder main contract for Abbott Contractors, which was previously approved. In response to Alderman Raden, staff stated that the State of Illinois will not pay for moving the water mains since it is our utility and their right-of-way and, thus, our responsibility. Alderman Rainey stated that, had this not been an emergency purchase, she would not have approved going underneath a cottonwood tree for $2,000 in additional costs; and, in response to Alderman Summers, staff stated that a pipe with pressure inside it will not be susceptible to root damage from trees, as opposed to an empty or drainage -type pipe. T.O.E. Request for Resolution re J. P. Schermerhorn & Co. - The Committee received a recommendation from staff that the Human Relations Commission have this item referred to them for further study before any resolution or complaint is issued or is passed or registered with the Illinois Department of Registration & Education. Staff informed the Committee that the Human Relations Commission did meet in November (11/28/84). In response to Alderman Borah's concerns that the A h PW Minutes Meeting of 11/12/84 -2- City was unable to verify a court decision against Schermerhorn and a "pattern of practice" against same, as alleged by T.O.E., stiuff Stated that we did not contact T.O.E. regarding this. Starr conducted a search of office files and court recordings. Staff was directed to contact T.O.E. to attempt to resolve the discrepancy. The Committee moved the item be referred to the Human Relations Commission. Request for December 10, 1984 Committee Meeting/Fleet Services Fund - The Committee approved the staff recommendation for a meeting on December 10 for an explanation of the Fleet Services Fund. All other Aldermen and the Mayor are invited to attend. 2-Hour Parkinq - Residents Exempted - Staff informed the Committee that this item is carried on the agenda, but no discussion is anticipated for this evening's meeting. The Committee moved that this be made an agenda item at the November 26, 1984 Committee meeting, since it is an item of extreme importance to a number of Wards throughout the City. City Bills List - The City bills for the period ending November 7, 1984 were approved with staff to respond on an inquiry regarding videotape purchases under the Community Relations Division of the Police Department. Township Bills - The Township bills for the month of October 1984 were approved with the exception of $5,219.83 for the August request for emergency food. Staff is to contact the Township to rectify the documentation requested by the Township from the City. Purchases Garbaqe Truck Repairs - The Committee received a recommendation from the Purchasing Agent for Bertram's Auto Repair to repair Truck Chassis 0724 at a total cost of $21,590 and a sole source purchase of a rebuilt garbage truck body from Leach Corporation at a total cost of $8,500. Alderman Summers inquired about the situation where a number of our truck purchases and repairs are coming from the State of Wisconsin, and he wonders whether such a policy is appropriate, since vie should make every effort to retain taxes, employment, and revenues in the State of Illinois. Alderman Nelson stated that the Budget Policy Committee has on their agenda a review of the purchasing procedures utilizing the low bid, and investigation of situations where such a low bid program may vary. Alderman Borah stated that he is not complaining about hte program of purchasing locally, when possible, but there is a responsibility to get the best product at the best price. lie reminded the Committee that going with a second bidder looks like a 5% increase over the purchase price. Alderman Summers moved that for the truck repairs the Committee consider the Cumberland Service Center for $22,860. On the motion, the vote was 2 - 2 (Aldermen Rainey and Borah dissenting). Alderman Raden returned from the Human Services Committee to vote in the affirmative for the second low bid. The sole source purchase from Leach was approved unanimously. Auditor Selection - The Committee received a recommendation from the Sub -Committee on Selection of Auditors for the hiring of the accounting firm of Clifton, Gunderson A Co. for a total cost not to exceed $27,200. Alderman Summers stated the firm will serve us well, and Alderman Borah thanked the Sub -Committee for working on one of the dullest projects ever from his past experience. The Committee approved the purchase. I A & PW Minutes Meeting of 11/12/84 -3- ' Fleet Services Diaqnostic Computer - The Committee received a recommendation from the Purchasing Agent for a diagnostic computer for $15,365 from Sun Electric Corporation. Staff did state that we checked out the reference from Alderman Pabst for a computer that cost approximately $3,500 but that it would not be available until early summer of 1985, that it only did one job of the many that the Sun computer did, that it had no screen, and that it had no printout. The Committee approved the purchase. Parkinq Garaqe Feasibility Study - The Committee received a recommendation from the City Manager and Traffic Engineer for Barton-Aschman Associates to conduct a study of the economic feasibility of a mixed use development, including parking, on the northeast corner of Church Street and Chicago Avenue at a total cost of $39,900. The Committee moved approval of the recommendation for the purchase. Asbestos Survey - The Committee received a recommendation from the City Manager that the City hire Carnow, Conibear & Associates of Chicago for $15,500 for surveying sixteen City -owned buildings to determine whether or not asbestos exists, the extent and location of it if it does exist, and tho projected method and cost of remedial action. Deputy City Manager Carlson stated that this was not the same firm used by School District #65; that the full Council would hear of the Montessori School asbestos survey in executive session; that the ECDC facility on Church Street can be added to the survey; and that the Municipal Service Center, though built after 1979, would be surveyed so that we can be certain about the fact that there should be no asbestos in the building. The Committee unanimously approved the recommendation. Conditional Award - Phase IV Streetlighting Improvements - The Committee received a recommendation from the Purchasing Agent, and approved same, for Aldridge Electric to furnish labor, equipment, and materials necessary to complete Phase IV of the Streetlighting Improvement Program at a total estimated cost of $2,187,835. In response to Alderman Borah, staff explained that, though Aldridge is committing all of their personnel to this project, it is only all of their outdoor personnel, which totals 23. They have considerable equipment and have stated they are only taking one contract at a time, and this one is it for their outdoor crews. Alderman Nelson requested the total of the entire Streetlighting Improvement Program now that the final numbers are approved. Civic Center Roof Replacement Chanqe Order - The Committee received the recommendation from the Purchasing Agent for an additional $6,200 to L. Marshall, Inc. for additional work on the Civic Center roof (south wing), which includes the replacement of 56 feet of cornice, which has deteriorated to the extent that the sheet metal has warped. The Committee approved the purchase. Items for Consideration Docket 262-11A-84: Towing Contract for Use durinq Snow Emergencies - The Committee moved approval of the recommendation of staff to approve the towing service specifications for use during periods of declared snow emergency; and authorized the City Manager to enter into multiple contracts with a number of towing operators to provide the needed services. Docket 263-IIA-84: Resolution 81-R-84 - Confirmation of $3.3 Million Water Revenue Bond Sale. The Committee moved approval of Resolution 81-R-84 after having received the bid information showing that the low bid of Blunt, Ellis & Loewi, Inc. was recommended for acceptance. A 6 PW tlinuten ' Meeting of 11/12/84 -4 - Docket 264-11A-84: Resolution 82-R-84 - Purchase of 1019-21 University Place. The Committee moved approval of the Resolution, with Alderman Borah explaining to Alderman Raden that the City has committed to acquiring all of the property within the Downtown II triangle, as part of its development responsibilities. Docket 265-11A-84: Resolution 84-R-84 - Lease for Parkinq Lot 06O. The Committee received the lease, as previously recommended, for Parking Lot #6O at Chicago & Dempster, and approved same. Docket 266-11A-84: Ordinance 131-0-84 - Reduction of Class A Liouor Licengol. The Committee moved introduction of the Ordinance since the Evanston Elks Club has decided not to renew their liquor license. Docket 267-11A-84: Ordinance 132-0-84 - Transfer of $750.000 from Capital Improvement Funds to Police & Fire Pension Fundq. The Committee moved Introduction of the Ordinance. Docket 268-11A-84: Ordinance 133-0-84 - Willard School Porkinq. The Committee moved introduction of the Ordinance, which will place the parking restrictions that prohibit parking around the perimeter of the School into the City Code Formally, and restrict parking on the east side of Hurd From Park Place to a point 100 feet south to improve the site distance at the crosswalk at Hurd and Park Place. Docket 269-11A-84: Ordinance 134-0-84 - Handicapped Parkinq Fine Consistent with State Statutes. The Committee moved introduction of the. Ordinance, which will bring the City fine up to $50 and will conform to the recently amended State fine amount. Docket 270-11A-84: Ordinance 135-0-84 - Brummel�Florence Traffic Controls. The Committee moved introduction of the Ordinance, which will create a 2-way stop on Brummel at Florence. Docket 271-1IA-84: Ordinance 136-0-84 - Loadinq Zone - 500 Church Street.. The Committee moved introduction of the Ordinance, which will provide for a drop-off and pick-up area from 8:30 A.M. to 2:00 P.M. on weekdays adjacent to the First Methodist Church nursery school. Items Previously Considered The following items were moved for approval on the Council floor: Docket 257-1OB-64: Ordinance 124-0-84 - Passenger Loadino Zones. Docket 258-1OB-84: Ordinance 126-0-84 - Vehicle license Fees Amendmento the following docket item is scheduled for approval on December 3, 1964: Docket 252-10B-84: Ordinance 125-0-84 - $1.75 Million General Obligation Bond Issue.—� With no further businep-9-, the Staff Representative: si BDC:ct �uzbd at 8:55 P.M. tV WC irty Manager MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of November 26, 1984 , Members Present: Aldermen Barr, Rainey, Summers. Nelson Members Absent: .. -Aldermen Borah, Radon Staff Present Tonkinson, Pudloski, Jennings, Shank., Brandt,. :,.. T. Carlson, Johnson, Figurelli, Zimmerman.' Asprooth, Aiello �.•r Presiding Official Alderman Joan Barr, Chairman Summary of Action: The meeting was convened by Chairman Barr at 7:35 P.M. Minutes - Alderman Rainey moved that the minutes of the November 12, 1984 meeting be amended to reflect the Committees desire to have the Human Relations Commission review the T.O.E. request for resolution re: J. P. Schermerhorn & Co. immediately and report back to the Administration and Public Works Committee. With that change, the minutes of the November 12. 1984 meeting were approved. City Bills List - The City bills for the period ending November 20, 1984 were approved. Staff was requested to provide information on Alarm Permit Fees including when they wera instituted, who must pay, and how often they pay. Purchases Northwest Standpipe - The committee received a recommendation from the Purchasing Agent to award the contract for construction of the Northwest Standpipe to tho low bidder, Chicago Bridge and Iron at a total cost of $2,477,300. In response to a question from Alderman Rainey, the City Manager _ explained that distribution system improvements would be reduced by the amount the low bid exceeded the engineer's estimate. The original plan called for $1 million dollars in distribution system improvements recognizing that other phases of the program might exceed the projected costs. At the time the program was approved it Was understood that as many improvements as possible would be done with the remaining funds. The Committee approved the purchase. Xerox 1075 for Police Department The Committee received a recommendation from the Purchasing Agent for the sale source purchase of a Xerox 1075 copier for the Police Department at a total cost of $72,639.60. Alderman Rainey thanked staff for the very thorough report. The Committee approved the purchase. Architect for Fire Station Survey - The Committee received a recommendation from staff to hire John A Wabich Associates to complete Phase I of a fire station survey at a total cost of $23,260. The study will include : an analysis of the structural, mechanical, and electrical system; space utilization analysis, and cost estimates on a training facility. In response to a question from Alderman Rainey, staff and the architect explained that the firm had experience with 50 fire stations of which 10 to 12 were renovation projects. In addition, the firm's principal had extensive experience in developing renovation plans for Post Offices. The Committee approved the purchase. Items For Consideration Docket 294 - 1IB-84: Parking Rates - Library Underground Garage - The Committee received a recommendation from staff to increased monthly fees for the Library Underground Garage by $15 effective January 1, 1985. The Committea approved the increase. Docket 282 - 118-64: Resolution 86-R-84-Authorized Signatory Director of Health & human Services - The Committee reviewed and recommended for adoption Resolution 86-R-84 designating authorized signatories for the Emergency Assistance Services Account and Emergency Food Program Account. Docket 283-11B-84: Resolution 87-R-84-City/CTA Easement Agreement The Committee reviewed and recommended for adoption Resolution 87-R-84 which would grant the CTA an easement to excavate, construct, operate, maintain, renew, or remove 4 surface piers required in connection with the new overhead rapid transit bridge over Chicago Avenue. Dockets 284 thru 289-IIB-84: Resolutions 89 thru 94-8-84: Tax Abater+ents The Committee reviewed and recommended adoption of six tax abatement resolutions for the 1975. 1978, 1980, 1981-A, 1981-8, and 1982 G.O. Bond Issues. In response to a question from Alderman Rainey, the City Manager indicated that the County takea the abatement issues and reduces the levy prior to extension against the assessed valuation. Docket 290-118-84: Resolution 95-R-84-Motor Fuel Tax for Gross Point Road/Harrison Street Improvements - The Committee moved to recommend adoption of resolution 95-R-84 which would appropriate $157,000 in Motor Fuel Tax Funds. for widening and resurfacing of Gross Point Road. The motion included authorizing the City Manager to proceed with negotiations with the State of Illinois, Cook County Highway Department, and the Village of Skokie to bring about this improvement as well as widening and resurfacing of Harrison Street. In response to questions from the Committee, staff explained that Gross Point Road would be widened to 40 feet to match the width farther north. Harrison would be widened to 33 feet by adding 5 1/2 feet on each side of the existing pavement. Alderman Nelson requested that staff investigate the possibility of taking all 11 feet on Harrison on the Skokie side west of Gross Point Road. Staff also indicated that construction would be scheduled so as not to interfere with construction of the northwest standpipe. Following this discussion, the Committee voted unanimously to recommend adoption of 95-R-84. Docket 291-IIB-84: Ordinance 139-0-84-Sale of Gas Chromato%raph - The Committee moved to introduce the ordinance. In response to questions from the Committee staff explained that this instrument was no longer necessary since the State had taken over testing of the lake water. In addition the instrument has become outdated because of newer models introduced. Staff also explained that several parties had expressed interest in the chromatograph with informal bids up to $3,300. Following this discussion, the Committee approvee introduction of 139-0-84. Docket 292-11B-84: Ordinance 140-0-84: Removal of Parking - 1410 Grove The Committee approved introduction of the ordinance which would prohibit parking on Monday and Thursday near 1410 Grove to facilitate garbage collection. Docket 293-11B-84: Ordinance 141-0-84- Residential Exemption from Time - Limited Parking -East of Downtown - The Traffic Engineer explained the proposed trial program which would include exempting from the 2-hour parking restriction any vehicle with a current City vehicle sticker. He explained that while this was not exactly as the proposed permanent program would work, it would provide adequate information to evaluate extension of the program. Several members of the audience including Aldermen Collens, Pabst, and Sleveans spoke to this issue. Alderman Pabst requested that the trial period provide the exemption only to residents of the district and not anyone with a City vehicle sticker. Aldersiea Collens and Sleveans expressed congern about whether a trial would delay extension of the programs to their ward and that there may be additional solutions necessary. Concerns were also expressed regarding the criteria for establishing 2-hour parking zones and enforcement of those zones. After some discussion, the Committee agreed to consider adding the area east of Ridge Avenue around St. Francis Hospital in the trial ordinance. Staff will prepare additional informationm regarding areas that have been studied, boundaries, and implementation procedures for the December 3, 1984 meeting. Further action was held over until the next meeting. Docket 231-9B-84: Ordinance 116-0-84-2-Hour Parking - Residents Exempted - Furhter discussion of this matter was held over until the next meeting. Items Previously Considered The following items were recommended for approval on the Council floor: Docket 266-Ilt,-84: Ordinance 131-0-84-Reduction of Class A Liquor Licenses Docket 268-11A-84: Ordinance 133-0-8 4-Willard School Parking Docket 270-11A-84: Ordinance 135-0-84-Brummel/Florence Traffic Controls With no further business, the Committee adjourned at 9:03 P.M. Staff Representative: ?r/.tin' /ir' �44`-r' Assistant Finance Director MINUTES ADMINISTRATION &. PUBLIC WORKS COMMITTEE Meeting of December 3, 1984 Members Present: Aldermen Rainey, Borah, Summers, Barr, Radon Members Absent: Alderman Nelson Staff Present: Shonk, Johnson, Zimmerman, Tonkinson, Pudloski, Shulse, Bianchi, Jennings, Asprooth, Carlson, Wirth Figurelli Presiding Official: Alderman Joan Barr, Chairman Summary of Action: The meeting was convened by Chairman Barr at 7:40 P.M. Minutes- The minutes of the November 26, 1984 meeting were approved as submitted. Communications TownshiQ hills List Inouirr - The Committee reviewed a memorandum from staff regarding the Township's August reimbursement to the City for the emergency and categorical food programs. Following discussion, the Committee voted unanimously to authorize payment of the two bills totaling $12,790.66. City Bills List Inouiry - The Committee reviewed a memorandum from staff regarding bills on the 11/7/84 bills list for the purchase of videotapes and a film in the Police Department. Following discussion, the Committee voted unanimously to accept the communication. City Bills List - After soma discussion, the Committee voted unanimously to approve the bills list for the period ending November 28, 1984. Purchases Fleetwood/Jourdain Center Improvements - The Committee received a recommendation from the Purchasing Agent to award the contract for Fleetwood/Jourdain Center Improvements to the low bidder, Highland Construction Company at a total cost of $231,720.77. In response to questions from the Committee staff explained that the reasons for the bids being higher than the estimate included the number of subcontractors required, reporting requirements for federal funding, and availability of contractors. Staff further explained that the priorities were to retain program -related improvements but that future funding would be sought for the deleted items. Staff also explained that the low bidder has been encouraged to hire local subcontractors but that the City could not require the hiring of local subcontractors. Following this discussion, the Committee voted unanimouslyto approve the award of the Fleetwood/Jourdain Center improvements contract to the lower bidder. Highland Construction Company, at a total cost of $231,720.77. Items For Consideration Docket 295-12A-84 Resolution 88-R-84-Civic Center Lease- Congressman Yates - The Committee reviewed and recommended for adoption Resolution 88-8-84 - Civic Center Lease for Congressman Yates. Docket 295-12A-84-Civic Center Lease -Representative Bowman- The Committee reviewed Resolution 88-R-84. In response to a question from the Committee, staff explained that both leases were based on the same price per square foot. Following this discussion. the Committee voted unanimously to recommend adoption of Resolution 88-R-84. Docket 297-12A-84 Ordinance 137-0-84-Illinois Hell Franchise Agreement- The Committee reviewed Ordinance 137-0-84. In response to questions from the Committee, the City Manager explained that this new franchise agreement was necessary as a result of the breakup of AT & T. The agreement runs for three years with the intention of using that time to negotiate a permanent franchise agreement based on a percentage of gross receipts. The City Manager further explained that the three year agreement would bring more revenue to the City than the previous agreement. Following this discussion, the Committee voted unanimously to introduce Ordinance 137-0-84. Docket 298-12A-84: Ordinance 144-0-84-parkway Parking Fines - The committee approved introduction of the ordinance which would prohibit parking on parkways and under fire escapes and provide fines for violation. Docket 299-12A-84: Ordinance 148-0-84 - Class D Liquor License - The Committee reviewed and recommended introduction of Ordinance 148-0-84 which would grant a Class D liquor licensc to JG Eli Enterprises, Ltd. for a restaurant at 913 1/2 Chicago Avenue. Docket 293-118-84: Ordinance 141-0-84: Residential Exemption from rime -Limited Parking -East of Downtown - The Committee reviewed a memorandum from staff regarding a trial of the Residential Exemption from Time -Limited Parking in three areas: East of downtown, St. Francis Hospital area. and Rosalie area. The Traffic Engineer made a brief presentation of the three areas and the advantages and disadvantages of the approach in each area. He further explained that the staff recommended public hearings in the latter two areas because the proposed program would be more restrictive than currently exists. In response to questions from the Committee, staff explained that there would be one public hearing in each area where both neighborhood approval and district boundaries would be discussed. Ald. Pabst requested that the Committee move ahead quickly with this program for the area east of downtown. In response to further questions from the Committee, staff indicated that they would return to the Committee, after the trials get underway, with priorties and timetables.for expansion of the program into other areas. The City Manager also explained that the Chamber of Commerce is working to set up a shuttle bus program that will encourage CBD employees to park on Maple Avenue. The Committee also heard comments from citizens expressing concern over the Impact such a program in the Rosalie area would have on parking for residents just outside the area. Following this discussion, the Committee voted unanimously to direct staff to schedule the public hearings with the Ward Aldermen and to prepare an ordinance for the December 17th meeting for the trial program east of downtown. Docket 231-9B-84: Ordinance 116-0-84: 2-Hour Parking -Residents Exempted - No discussion was held on this ordinance. Docket 252-1OR-84: Ordinance 125-0-84 - $1.75 Million G.O. Bond Issue - Comaittee reviewed Ordinance 125-0-84 and material from staff regarding the bids received. Following this consideration, the Committee voted unanimously to recommend adoption of Ordinance 125-0-84 with the amendments reflecting the bid results. Items Previouslv Considered The following items were recommended for approval on the Council floor: Docket 291-IIB-84: Ordinance 139-0-84 - Sale of Gas Chromatograph Docket 292-11B-84: Ordinance 140-0-84-Removal of Parkin% 1410 Grove Street Other Business Human Relation's Commission Memorandum re: Schermerhorn matter - The Committee reviewed a memorandum from the Human Relations Commission regarding the Schermerhorn matter. The Commission suggested that it was not the appropriate body to review some of the issues raised since their did not deal with fair housing matters. Following some discussion the Committee vote to hold this matter over until next week and requested staff respond to an earlier question regarding the allegations made by T.O.B. against Schermerhorn that City staff was unable to verify. With no further business, the Committee adjourned at 8:51 P.M. Staff Representative: ! iC1i��LH1 Assistant/Finance Director MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of December 10, 1984 Members Present: Aldermen Barr, Borah, Nelson, Rainey, Summers Other Aldermen Present: Aldermen Collens, Davis, Wald, Juliar Members Absent: Aldermen Raden staff Present Booth, Aiello, Engel, Asprooth, Pudloaki, Shank, Zimmerman Presiding Official: Alderman Joan W. Barr, Chairman The Chairman recognized Kathryn Booth, Assistant Finance Director, who reviewed the December 5, 1984 descriptivU memorandum on the Fleet Services Fund, highlighting the difference between the old format of purchasing fleet vehicles as compared to the new format utilizing a Fleet Services Fund. Booth explained that. the primary reason for goino to the new Fleet Services Fund was the difficulty of maintaining the fleet without having significant property tax levy fluctuations when major vehicles had to be purchased; and, if we allowed the levy to go up to support these major purchases, other vehicle purchases would have to be deferred or sacrificed. The Fund was set up on March 1, 1984, so we have just less than two years of experience in the Fund performance. The Fleet Services Fund is not totally supported by the property tax, since only those divisions supported by the General Fund are supported by the property tax. The Fleet Services Fund is also supported by all other Enterprise Funds (Parking, Water, Sewer, Capital Improvements) which are not supported by the property tax. Maintenance chargebacks are grouped by classes of vehicles based on the similarities of maintenance experience for certain types of vehicles (example: refuse trucks, police patrol cars, police administrative vehicles'). In response to Aldermen Rainey, staff stated that vie do not as yet have actual maintenance costs per vehi^le accounted for in our system. In sum total, maintenance chargebacks equal maintenance costs for all classes of vehicles. However, actual cost of the Fleet Services Fund in purchasing ne►v vehicles does not always equal the amount available in the Fund. In response to Alderman Nelson, staff stated that we could not report on the audited figures of the Fleet Services Fund compared to the budgeted figures. In response to Alderman Barr, staff stated that, if a vehicle had a 5-year expected life and we had to replace it after four years, we would buy a new vehicle and create a new depreciation schedule. Conversely, if a vehicle had a 5-year projected life and it lasted six years, the sixth year would show no depreciation charge in the budget for that vehicle. (Depreciation chargebacks are unique to each vehicle). A & PW Minutes Meeting of 12/10/84 -2- Depreciation charges are set from the original purchase price and divided by the estimated useful life of the vehicle. This chargeback amount will change if you replace the vehicle early or have a major rebuilding of the vehicle to extend its life, or the vehicle lives beyond its estimated life. Maintenance chargeback costs are estimated from a 12-month historical perspective, and then are combined with the depreciation chargebacks into budget account .243 Rental of Automobile Equipment (equaling maintenance and depreciation chargei). Booth then went through examples distributed to the Committee, listed as Exhibits I through III.D. (exhibits are attached to the minutes). On Exhibit II, Alderman Barr commented that it appeared to take control of the budget away from the City Council, and staff reviewed that such a decision as shown in Exhibit II would not affect the property tax, only the reserve for future replacements. Regarding Exhibit III.A., Alderman Nelson inquired about how we would use the Fleet Services Fund analysis to determine whether we.would contract out a service. Ms. Booth stated that Fleet Services cost would only be one facet of the decision to contract out a service. In response to Alderman Borah, staff stated that depreciation schedules are based on experience and are somewhat judgmental, though there is a published life of vehicles accepted in the Public Works profession. Mr. Pudloski stated that the system currently in place seems reasonable from his past experience; that records an maintenance are extremely important; and the life opens we have used seem comparable to others he has seen for vehicles. Furthermore, Mr. Pudloski responded by stating that we do have a great deal of data on maintenance in our computer system, but refinement is needed to help in setting up a system where maintenance costs are based on actual costs per vehicle instead of past 12-month budget experience for.classes of vehicles. Alderman Summers commented on the private sector and how they depreciate for tax purposes on vehicles and capital equipment, and asked staff to look at the possibilities of leasing a portion or all of the fleet as feasible. Mr. Pudloski stated that in his past experience the cost of purchasing, operating, maintaining, and resale of the vehicle after its useful life, proves to be better than a leasing option. The City Manager stated that there would be two ways to look at that option; one being to look at leasing with the City being responsible for maintenance; and one being leasing ►with the firm from which tie lease to be responsible for maintenance. Staff was directed to look at the leasing options. In response to Alderman Borah, staff confirmed that the fixed cost of the garage and garage staff shows up in the maintenance costs that are spread across all departments and divisions per vehicle. The City Manager reiterated the main purpose of the Fleet Services Fund, which was to begin putting away funds on an annual basis for the purchase of fleet vehicles in such a manner that the property tax levy is not adversely affected during those years when major fleet vehicles have to be purchased. In the past and prior to the set up of the Fleet Services Fund, staff kept the purchases artificially low by deferring purchases that were necessary but had to be delayed due to other major items having to be purchased. One example was given of how we are now replacing Four garbage trucks in one year, and yet other fleet vehicles are due for replacement. A & PW Minutes Meeting of 12/10/84 -3- Alderman Barr stated her appreciation for staff's pres:otation, and that she now unicrstands the system. However, the item still remains on the passenger vehicles in the fleet, how many there are, and what they are used for. The City Manager stated that this was a matter of policy whick might best be discussed in appropriate forum different than this evening's since it does have some sensitive issues tied to it. Alderman Rainey added that Fleet Services has become a whipping boy because the Council is trying to be fiscally more reponsible and, though slashing Four cars from last year's budget had no irylediate impact, it has a long-term impact in that those cars will not be replaced. Alderman Borah stated that the effort has been to get some sort of handle on maintenance of the fleet and, though the focus has heen on cars and the rationale of having these cars, the presentation tonight on fleet maintenance and depreciation was interesting, but it does not aid in telling whether or not cars should be eliminated from the fleet and whether or not car allowances or a motor pool might be a better manner in the alternative. it comes down to a political decision. Alderman Collens stated that there appeared to be two policies involved: reducing the size of the fleet; and whether or not to keep the money from this fleet reduction in the reserve. The City Manager responded by stating that for instance, if a truck was to be kept from being purchased for the fleet, then the funds for that truck should be maintained in the Fleet Services Fund; but, if the truck is to be permanently eliminated and never replaced, then the second decision of whether to keep that money in the reserve is a second policy that could be considered by the Council. In response to Alderman Wald, staff stated that costs for insurance for the fleet are covered in the Self -Insurance Fund, not in the Fleet Services Fund, though recently major repairs have been funded by the Fleet Services Fund since the Insurance Fund is very tightly budgeted. In addition, in response to Alderman Wald, there is an incentive to proper maintenance of vehicles since the maintenance of each vehicle is pegged to mileage; and the City Manager added that we have been working hard on an accident prevention program and accident review system. In response to Alderman Borah on the subject of insurance, major accidents lately have been totally absorbed in the Fleet Services Fund unless ive can recover from other carriers if the other driver was at fault. This has been done since our insurance has been very tightly budgeted. Chairman Barr then recognized the Public Works Director who reviewed a chart on vehicle replacement, which showed costs and projections for same from 1975 through 1995. (This presentation is summarized in a second attachment to these minutes.) It was noted on the graph that in the year 1986, there is a large increase for vehicle replacement due to the changeover to low -riding refuse trucks; that the large increase in 1990 is for the replacement of fire trucks; and that the large increase in 1994 is for the replacement of snow removal equipment bought in 1979. Mr. Pudloski pointed out that without the availability of a Fleet Services Fund that can support major purchases in all years, we cannot take advantage of new types of public works equipment which are coming out every day, since formerly we continued to defer as many purchases as we could; that we are continually forced to catch up under the old syutem; and that we suffer from downtime by using vehicles that should have been retired previously. A & PW Minutes Meeting of 12/10/84 -4- In response to Alderman Nelson, staff stated that it might be a good idea to review long -life vehicles For re-evaluating their depreciation schedules, and Mr. Pudloski agreed that that would be a possibility along with noting that, whenever we extend the life of a vehicle through rebuilding, we can reflect a change in the depreciation schedule, and we do so. Since the Fund has been in operation for only two years, we do not have enough history to go back and recFalulate the original depreciation schedules at this time. Alderman Nelson stated that it appears we are moving to a multi -year budget with the City Manager that that would be an issue that should be discussed at another time and in more detail. Chairman Barr stated that the action to get rid of Four cars last year was an attempt to stop spending money, though it appeared to have no effect. The City Manager stated that we did not spend the money and, because of that, funds were available to repair the refuse truck that was involved in a recent accident. In addition, the City Manager stated that the fleet is down due to the change in size of the crews of refuse vehicles, due to changes in the Frequency of inspections in certain departments, due to the changes in targets for inspections by certain departments, and the elimination of some administrative and professional employees. With no further comments, tie Committege adjourned at 9:16 P.M. MIBIT I FLIET SERVICES FM SUMMARY W'AA .,..6C1L BUDGET AMSTEW: Iacraase gasoline budget by $10.000 Original ¢udxet Charges toe Service: General Fund $1,000,000 Parking fund 10.000 Water Fund 100,000 Sewn Fund 100.000 Capital Ispeovemats 10.000 TOTAL REV EN 93 $1,220,000 Revised ud et Difference $1,008,200 $8,200 1� 10,080 80 100,820 820 100.820 820 10080 � 80 $1,230:000 $10,000 Expenditures: Vehicle Maintenance $732,000 $742,000 10 $10,000.--_,'_- Vehicle Replacesrant 400.000 400,000 •0" s TOTAL. EZF8f1DISVRdS $1,132.000 41,142,000 ;$100,000 Increase (Decrease) in Reserve for Future Replacements $88,000 $881000 Maq ANATION OF BUDG$TARY AWUSTMM M : 1. Vehicle Maintenance Expense is increased by $10,000 2. Maintenance portion of charges for Services is Increased by Total of ;10.000. This change is spread across funds on a proportional basis. 3. Increase (Decrease) in Reserve for Future Replacements remains the same because both revenues (maintenance chargebacts) and expenses (vehicle maintenance) are increased by the same amount. 4. She property tax is increased by $8.200. This is less than the total increase due to the proportional spread across all funds. The increases in chargeb acks to the other funds are supported by the nonproperty tax revenues in those funds. Mate that had this been a $10,000 reduction in vehicle maintenance expense, the property tax savings would only be $8,200. MMIBIT II FLENT SERVICES FUND VEHICLE BXPOTMMCAL BUDGET Postpone replacement of a Street Sweeper budgeted at $50,000 Original Revised Charges For Service: Budget audLet a use' General Fund $1,000,000 $1.000.000 Parking Fund 10,000 10,000 -O Water Fund 100,000 100,000 -0 Sewer Fund 100,000 100,000 -0 Capital Improvements 10,000 10.000 -0- TOTAL RSV$NUES $1,220,000 $1.220,000 _ -0- Lt enditures Vehicle maintenance 732.000 $ 732,000 -0 Vehicle Replacesrnt '400,000 <.' 310:0 0 St)'000 TOTAL EZPMITURES $1,132,000 $1,032.000 =(50,000) Increase (Decrease) in Reserve for Future $86.000 $138,000 $50,000 3� Replacaseats ExPLANATION OF BUDGETARY ADJUSTMENTS. 1. The Vehicle replacerat (capital outlay) budget is reduced by ;50,000 - the cost of the vehicle. 2. No change is made in the Charges for Services since the vehicle is still in the float and, therefore, will still have the sane maintenance and depreciation chargeback associated with it. 3. The Reserve for Future Replacements is increased by $50,000 because the expenditures (vehicle replacements) have been reduced by that amount while the revenues have remained the same. s. There is no change in the property tax levy because there is no change in the depreciation or maintenance chargebacts to the General Fund as long as the vehicle remains in the Meat. Note that had the vehicle replacement budget been increased to replace an existing vehicle earlier than planned, there would also be no change in the property tax. ?here would, however, be a reduction in the Reserve for Future Replacements, Note also that under the old method of budgeting the entire $50,000 mould have been eliminated from the tax levy since the entire cost would have been budgeted in the General Fund, Burr. III A FLERT SERVICES Palm SulfliM - K INTMUCE ONLY RUMENTICAL BUDGRT ADJOS'TMI: Contract out Sports Facility ftinteniace 'ia'the Parke Depactsient resulting in the elimination of a 1-ton dump track from the., a fleet. Maintenance Chargeback • $2,598.) Original First Final d et Revision Revision Difference Charges for Service: General Fund 600,000 ; 597,402 © $ 599.122 878)Q Parkins Fund 6,000 6.000 6.017 17 Water Fund 60.000 60,000 60,172 172 Sewer Fund 60,000 60.000 60,172 172 Capital Improvements 6.000 6.000 6.017 17 TOTAL - . ; 732,000 # 729,402 = 131,500 4 =( 500) Expenditures: Vehicle Raintenance ', -- - 731.SGO 731.500 J( 500) TOTAL t.: ;- ; 732,000 j:. ; 731,500 Q$ 731,500 500) Increase (Decrease) in Reserve for Future -0- (2098) -0- -0- S Replacemat R3PLANATIOM OF BaDGBT ADJa,�sunAaD: 1. The entire amount (32,593) of the maintenance chargeback to the Sports Facility Raintenence Program is eliminated from that program elements 24300 account and thus in the Charges for Seravices - General Fund. 2. The vehicle maintenance expense is reduced by the amount that mould actually be saved. The $500 represents consumable supplies such as gas, oil, and parts that would actually be reduced by eliminating the vehicle. 3.. The actions taken in 1 and 2 would leave a negative balance of $2.098. However. maintenance chargebacks must equal maintenance expense so another adjustment is necessary. 4. The total maintenance chargebacks are increased by $2.098. This is spread proportionately across all funds. 5. The change in Reserve for Future Replacements is 0 as it should be because maintenance chargebacks always equal maintenance expense. 6. She total property tax savings for maintenance is $878. This is the difference between the amount reduced for elimination of the vehicle (2598) and the increases in all other General Fund accounts from the spread of $2098. MSIBIT III B F= SIMCiS FUND SUMURY - DEPRECIATION ONLY t�..ln ..=ICAL 509 Same as Exhibit III ► for depreciatiea side -assume vehicle was 12 budgeted for replacement. (Depreciation Charge back . $1,040). Original Revised Budzet_ Budget Difference Charges for Services: General Fund = 400,000 = 398,960 © 0 (1.040) 0 Parking Fund 4,000 41000 -0- Water Fund 40,000 40,000 -0- Sewer Fund 40,000 40,000 -0- capital Improvements 4.000 4.000 -0- TOTAL DEP. RBVEMIS $ 488.000 S 486,960 ._.'$;-(1,040) Expenditures ,Vehicle Seplaceswats $ 400.000 $ 400,0001 ,, 51' 0 r.: ?ATAL CO. 6YPMMWMM ; 400,000. ; 400,000 � Increase (Decrease) in Reserve } ,� For Future Replacements$ 88,000 = 86,960 ' '.$ "(l';040) tom' . ,":. 8ZPL.ANATION OF BUDGET 1DTUSTMENTS : 1. The entire amount of th.a depreciation cbargeback ($1,040)-is blLmiaatad from the Sports Facility laintenance program element's 243000 account. This reduces the Charges for Services from the General Fund by the same amount. 2. Vehicle replacement expenses do not change since the vehicle was not budgeted for replacement. 3. The Reserve for Future Replacements is decreased by $1,040 because the revenues (Charges for Services) were reduced while the expenditures remained the same. 4. The Charges for Services to the General Fund, and thus the property tax, are reduced by $1,040. No other funds ate affected by this adjustment. MYSIT III C FLEET SIMCES FUMD SUNRART DEPSSCIATIOY ONLY $TPOTMMCAL BUDGET SD-,uai,u%-L: Sow as Exhibit III B axcent`assume 'YakicU`is budgeted for replaced at a cost of S10,000. Original Budget Charges For Services: General fund = 400,000 Parking Fund 4,000 Water Fund 40,000 Sewr Fund 40,000 Capital Improvesrnts 4.000 TOTAL DEP. REVENUES 488,000 Revised Budget,,, Difference # 395,960 f; (1.040) C� 4,000 -0� 40,000 -0- 40,000 -o- 4.000 t 486,960 Expenditures: Vehicle Replacaswats $ 400.000'::. ::= 390,090'a!t-." 4-110 000L TOTAL CAP. SZPUSES = 400,000 # 390,0001: Increase (Decrease) in Reserve for Future Replacement$ = 88,000 96,960.. 8,960 P.IPLUATION OF BUDGET AD?USTKENIS: 1. Same as Exhibit III B. x. Vehicle replacement expenses are reduced by the cast_ of the vehicle ($10,000) that will no longer have to be purchased. 3. The Reserve for Future Equipment Replacements is increased by $8,960 becauas revenues are reduced by $1,040 and expenditures *re reduced by :. $10,000 ($10,000 - 51,U40 • $8,96O). 4. Sams as Exhibit III B. MaIIBIT III D MET SERVICES FUND SUBKLRY &&j1w&A,6a4LCAL BUDGET AMS1'MM: San• as exhibit III A and III C —'ii `tuts aaee and depreciation combined assuming vehicl* is budgeted for replacement Original Budget Revised Budget �1 Diilereace �2 Charges for Service: general Fund i 1,000,000 ; 998,082 ; {1",918) Parkins Fund 10.000 10,017 f 17 Water Fund 100,000 100,172 112 Sewer Fund 100,000 100,172 172 Capital Improvements 10.000 10.017 `17 TOTAL RKVMMBS S 1.220,000 ;1.218,460 "" ;'t (1,540) Expenditures r E' ,4ehicle Naintenaace = 732,000 :. Vehicle Replacement 400.000 1 1go.00d�: .": "=-x �l0:000�, TOTAL EXPENDITURES s1,132,000 $1,121,500 ;(101500) Increase"(Decrease) is Reserve for Future Replacements ; 88,000 ; 96,960 $ 8.960 KXKMATION OF BUDGET ADJUSTRENT'S : 1. This entire column combines the Final Revision Column of Exhibit III A and Revised Budget column in Exhibit III C. 2. This entire columnm combines the Difference columns from Exhibits III A and III C. 3. The Reserve for Future Replacements is increased by a Total of $8.960. This is the same increase as in Exhibit III C (depreciation). There is never any change in the Reserve as a result of maintenance operations. 4. The Total property tax sayings is $1,918. This figure is the combined total of $1,040 saved in depreciation chargebacts and $378 saved in maintenance chargebacts. Pleat Services Fund General fund - Vehicle Replacement Costa - History, 1975 through 1984-85 a - Projection. 1965-86 through 1995-96:::... Assumvtions 1. Historical vehicle costs are based on budget figures. 2. The 1985-86 purchase costs and depreciation charges are based on the budget proposal. 3. Projections beyond 1985-86 are all based on 1985-86 replacement costs apd 1985-86 depreciation charges. No infl.a U= factors Are used in the projecton, because inflation in the purchase cost will be balanced eventually by a like increase in the depreciation charge. ;. The projection of the vehicle replacement schedule (which vehicles are to be replaced when) is based in most instances on the average life expentancy table used in the depreciation claculation. The life of A few of the larger, moce expensive vehicles which have been rebuilt was extended to reflect the rebuilding. S. The projection assumes no additions to fleet. that six cylinder police staff cars will be passed down for general City services. 6. Revenue in the Fleet Services Fund includes depreciation charges and sale of surplus equipment. 7. Please note that the decision to replace, rebuild, extend or delete from fleet is a complex one based on the specific factors about each piece of equipment. its use at the time, its repair history and advantages expected from newer equipment. The projection shown below is our best judgement at the present time and serves as a planning tool. 8. Also please note that since neither future purchase costs nor depreciation charges were projected using an inflationary factor, actual costs and depreciation charges will most likely be higher because of the inflation of vehicle costs. UBLS 1: General Fund - Vehicle Replacement Costa (1975 through 1982-83) Year Vehicle Purchase Costi 1975 387,800 1976 374,066 1977 413,000- 1978 437,570 1979 737,900 ($301,400 additions to Fleet) 1980-81 498,950 1981-82 412,800 1982-83 483,935 f 2:• VEHICLE REPLACEMENT COSTS AND PROJECTION (General Fund) (1983 through 1995-96) The Fleet Services Fund was established in 1983-84. A contribution of $242,000 was made to provide working cash and partially fund unfunded depreciation. Year Vehicle Purchase Costs Devreciation Charge 1983-84 $ 502,000 433,000 1964-85 526,900 612,000 n 1985-86 628.000 680,000 1986-87 994,900 680,000 1987-88 730,200 680,000 1988-89 631-300 680,000 1989-90 514:100 680,000 1990-91 967,900 680.000 1991-92 594,200 680,000 _ 1992-93 485.500 - 680,000 1993-94 454,000 680,000 1994-95 111861500 680,000 1995-96 :,_ °-626,000 _.._; 680,000 TABLE 3: PROJECTED ANNUAL IMPACT ON RESERVE FOR REPLACEMENT General Fund Vehicles 1985-86 through 1995-96 Year Revenue Purchase Cost ($1000) 31000) 1985-86 $ 695.0 $ 628.0 1986-87 695.0 994.9 1987-88 695.0 730.2 1986-89 695.0 631.3 1989-90 695.0 514.1 1990-91 695.0 967.9 1991-92 695.0 594.2 1992-93 695.0 485.5 1993-94 695.0 454.0 1994-95 695.0 11186.5 1995-96 695.0 626.0 = 7,645.0 S 7,812.6 �,�� vF N (fir � =:. N.1�G✓!'7�� r o•a.: COSTS i r9a„".CliojS i GE�FWAL AND rJo o � gat' a � V 7C0 us�d J 3ca- Annual Impact ($1000) $ + 67.0 - 299.9 - 35.2 + 63.7 + 180.9 - 272.9 +100.8 +209.5 + 241.0 - 491.5 + 69.0 - 167.6 aUOGLT y L ? 2.D3T C.T L C c 0:7 Zp0' Ntti. w zi ` l� rj 1 I MINUTES ADMINISTRATION & PUBLIC WORKS COMMITTEE Meeting of 12/17/84 Members Present: Aldermen Barr, Borah, Nelson, Summers Members Absent: Aldermen Raden and Rainey Staff Present: Shank, Johnson, Zimmerman, Booth, Tonkinson, Pudloski,''. Jennings, Figurelli, Engel Presiding Official: Alderman Joan W. Barr, Chairman Summary of Action: The meeting was convened at 7:36 P.M. Minutes The minutes of the December 3, 1984 meeting were approved with the addition of a statement that Alderman Pabst is supportive of the shuttle bus program being considered by the Chamber of Commerce for the Maple Avenue parking lot that will encourage CBD employees to use this lot. The minutes of December 10, 19H4 were approved with staff correcting them to state that the Fleet Services Fund was set up on March 1, 19133 not March 1, 1984 as previously reported, and that the fleet has not been reduced as a result of the reduction in the size of the crews for refuse vehicles, since tie will be maintaining the same number of vehicles with simply fewer men manning them. Communications Rejection of Bids - CDBG Tree Plantlnq - The Committee approved a staff recommendation to reject all bids and, instead, approved a program where regular City employees and some temporary personnel :will be utilized to plant 200 trees instead of the 281 trre& originally bid. Bills List In uir The Committee received and accepted staff's response to inquiries on alarm permit fees from the prior City bills list. Ban on the Sale of Leaded Gas The Committee received a communication from staff informing them that the Environmental Control Board had requested that the A & PW Committee and the City Council pass a Resolution in support of a ban on the sale of leaded gas. Staff informed the Committee that the County has passed a ban that will be County -wide for preventing the sale of leaded gas and, though the Committee and Council can pass a Resolution or an Ordinance itself, it would seem to be redundant. The Committee accepted staff's information and decided to take no action at. this time. A h PW Minutes Meeting of 12/17/84 -2- Bills Lists The City bills list was approved with staff to respond on the purchase of Kelly professional services in the Personnel Department along with Bulbs in Horticulture Maintenance from Vaughan's. The Township bills for November 1984 were approved. Purchases NEWSOURCE Printing Services - The Committee received a recommendation and approved same from the Purchasing Agent for M & D Printing Co., Inc. for printing four issues of the NEWSOURCE at a total cost of $19,489.08. in response to Alderman Borah, staff stated that no local firm (Evanston) was capable of handling this service other than Pioneer Press located in Wilmette, which chose not to bid. Water Treatment Chemicals - the Committee received and approved the recommendation of the Purchasing Agent for the bids received on the supply of water treatment chemicals for the period from January 1, 1985 through February 28, 1986 with Calgan Corporation for Carbon at $679.88/ton; Allied Corporation for Aluminum Sulphate at $146.38/ton; K.A. Steel Chemicals for Liquid Chlorine at $253.41/ton; L.C.I., Ltd. for Nydrofluosilicic Acid at $61.25/ton; and Calgan Corporation for Liquid Cationic Polymer at $.2954/lb. Total estimated cost of the award was $129,640.65. Water Plant Service Buildino Air Conditionina - the Committee received and approved the recommendation of the Purchasing Agent for the low bid of Oak Brook Mechanical Services, Inc. for the air conditioning system at a total cost of $32, 500. Change Order - Parking Garage Phase Restoration - The Committee received and approved the recommendation of the Purchasing Agent for a change order in the amount of $8,000 for the installation of four additional floor drains at the City Parking Garage. Staff informed the Cor;.mittee that the Phase I restoration activity is 90% complete for they year ►-jith the wrap-up work to be completed after Spring. Refuse Trucks - Non -Bid Sale Source item, Requires 2/3 Majority Vote) - the Committee received and approved the recommendation of the Purchasing Agent for the purchase of Bruce Municipal Equipment for two garbage trucks at a total cost of $178.025.1=k. This purchase will be completed from the 1985-80 proposed budget. the Committee also reviewed the status report on the conversion of the 2-man refuse collection crevis with the Public Works Director informing -Alderman Summers that we have set up a planning, evaluation, and training program to aid Sanitation employees that no longer car. handle the harder 2-man crew collection duties in finding work in other departments/divisions in the City or outside of the City. Mr. Pudloski also explained the "extra route" system that has been set up by the Sanitation Department. a A & PW Minutes Meeting of 121/17/84 -3- Items for Consideration: Docket 305-12B-84: Request for Increased Lighting Levels - Fourth Word - The Committee considered staff's analysis of Alderman Roden's request to have increased lighting levels (100 - 170-watt Tallmadge fixtures) on portions of Darrow, Dewey, Greenleaf, and Lee. Alderman Borah expressed his concern that this appeal, and potentially other appeals in Phase IV of the Lighting) seem to be coming on an ad hoc basis, though we had an appeal process designed and implemented that was fair and was carried out successfully. It appears now that appeals are coming in on a piece -meal basis. Alderman Nelson reinforced Alderman Borah's comments by stating that we went through the appeals process once; why should we be doing it again? Alderman Borah added that it would not be equitable to allow piece -meal appeals, since many areas of tovin already have the designated lighting levels that were approved by the City Council, and yet they did not have the opportunity for any sort of appeal. After this discussion, the Committee held over the request to allow Alderman Roden to comment an the issue and to allow staff to research whether this area had gone through the appeals process previously. Docket 306-12B-84: Preliminary Approval of 1985 MFT Program - The Committee received a recommendation to give preliminary approval to the MFT Street Resurfacing Program and Signalization Improvement at Chicago Avenue and Lake Street. The Committee moved approval. Alderman Summers noted that Wade Street west of Leland Avenue is a street that has not been surfaced or slurry sealed and could use paving. Staff will research. Docket 307-12B-84: Ordinance 123-0-84 - Truck & Bus Parking - The Committee moved introduction of thin Ordinance, which will prohibit the parking of truck; and buses in excess of 8,000 lbs. G.V.W. where signage is installed by request of the Aldermen of the Ward. Docket 293-1IB-84: Ordinance 141-0-84 - Resident Exemption from Time Limited Parking East of Downtown - The Committee moved introduction of this Ordinance without adding the requested area of Orrington Avenue north of downtown and south of Colfax, which was requested by Alderman Pabst. Staff stated it would be more appropriate to include this area in a study to be conducted in the Spring. The Committee concurred since it mould not be appropriate to add and delete areas haphazardly, since the program of studies presented by staff appeared sound. Docket 300-128-B4: Ordinance 147-0-84 - Sale of a Portion of 1817 Church - The Committee moved introduction of said Ordinance. Docket 309-12B-84: Ordinance 155-0-84 - Peak flour Parking Restrictions on Emerson Street - The Committee moved introduction of this Ordinance with an amendment to sunset said Ordinance in one year, and staff will return with a report on the results prior to the one year sunset. Docket 310--12B-84: Ordinance 156-0-84 - Class D Liquor License - Pine Yard Restaurant - Mayor Lytle joined the Committee and stated that the Pine Yard Restaurant has been a corporate resident for eleven years and an asset to the community. Their application was delayed somewhat in the Police Department and City Hall and, because of this, he asked suspension of the rules to allow approval of this request in order that the Pine Yard can have their liquor license in time for the holidays. At the Mayor's suggestion, the Committee. instead, amended Ordinance 146-0-84, which had been previously introduced, which also dealt _►,ith Class D Liquor Licenses (J G & M Enterprises) to include the Class D Liquor License for the Pine Yard Restaurant for immediate approval on the Council floor. A & PW Minutes Meeting of 12/17/84 -4- Docket 231-9B-84: Ordinance 116-0-84 - Two -Hour Parking - Residents Exempted - On staff's recommendation, the Committee removed this docket- item from their agenda and the Council agenda. Items Previously Considered The following items were moved for approval on the Council floor: Docket 297-12A--84: Ordinance 137-0-84 - Illinois Bell Franchise Agreement. Docket 298-12A-84: Ordinance 144-0-84 - Parkway Parking Fine Docket 299-12A-84: Ordinance 148-0-84 - Class D Liquor License - J G M Enterprises and Pine Yard Restaurant (as amended previously by the Committee) At this time, the Chairman recognized Mr. Ira Golan of the Chamber of Commerce, who reviewed past charges in the Sherman Avenue Garage since it was built and the lack of significant changes in these charges; previous efforts at promoting downtown parking with a validation program for downtown shoppers, thus providing free parking an the street; and the somewhat haphazard charger on meters in the downtown central business district. Mr. Golan also noted that a significant number of spaces in the Sherman Avenue Garage are permit parking, the majority being with Washington National Insurance Company. He noted, in addition, that the rate for parking in the Garage was recently increased, with the increase to be effective in the first quarter of 1965. Mr. Golan advised the Committee, though he has not discussed the issue completely with the Chamber Board, that there is a possibility for operating a shuttle bus from the Maple Avenue Parking Lot through the Central Business District areas between the hours of 7:00 A.M. to 10:00 A.M. and 3:00 P.M. to 6:00 P.M. Mr. Leon Robinson has offered the service of a bus for $96 a day and, perhaps, with 185 spaces with a $12 a month space charge at the Maple Avenue Parking Lot, the program can be subsidized. Washington National Insurance Company should be interested in such a program, ;since a number of their permits for parking are in the Sherman Avenue Garage, which will soon have a rates increase implemented. He noted that the suggested effort would free up parking for shoppers in the downtown area, and consideration should be given to making the Maple Avenue Lot that much more attractive through snows removal, additional lighting, roping off designated parking spaces, and additional periodic Police patrolling for safety concerns. Mr. Golan emphasized that this program has a possibility of working: it must be marketed properly and continuously; and the merchants must get behind the effort. He stressed that the Chamber is not rushing into this, but he, personally, wanted to make the Committee aware of the possibilities; and he will continue to work with staff on formulating some type of program. The Committee thanked him for his presentation and will await further information from Mr. Golan and staff, as progress continues in the planning of this shuttle bus program. With no further busi , the C itteE 3ci,you,at 8:54 P.M. Staff Representak ii#e: BDC:ct �fTi SUil3 ank• to Manager �� r