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HomeMy WebLinkAbout10.09.17 CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, October 9, 2017 Administration & Public Works (A&PW) Committee meets at 6 p.m. Planning & Development Committee (P&D) meets at 7:15 p.m. City Council meeting will convene at conclusion of the P&D Committee meeting. ORDER OF BUSINESS (I) Roll Call – Begin with Alderman Braithwaite (II) Mayor Public Announcements and Proclamations YAMO's 60th Anniversary Week, October 9-15, 2017 (III) City Manager Public Announcements Open House Chicago, October 14-15, 2017 Evanston Day of Caring, October 14, 2017 (IV) Communications: City Clerk (V) Public Comment Members of the public are welcome to speak at City Council meetings. As part of the Council agenda, a period for public comments shall be offered at the commencement of each regular Council meeting. Public comments will be noted in the City Council Minutes and become part of the official record. Those wishing to speak should sign their name and the agenda item or non- agenda topic to be addressed on a designated participation sheet. If there are five or fewer speakers, fifteen minutes shall be provided for Public Comment. If there are more than five speakers, a period of forty-five minutes shall be provided for all comment, and no individual shall speak longer than three minutes. The Mayor will allocate time among the speakers to ensure that Public Comment does not exceed forty-five minutes. The business of the City Council shall commence forty-five minutes after the beginning of Public Comment. Aldermen do not respond during Public Comment. Public Comment is intended to foster dialogue in a respectful and civil manner. Public comments are requested to be made with these guidelines in mind. City Council Agenda October 9, 2017 Page 2 of 9 (VI) Special Orders of Business SPECIAL ORDERS OF BUSINESS (SP1) Ordinance 112-O-17, Updating the Welcoming City Ordinance Mayor Hagerty recommends the City Council adopt Ordinance 112-O-17: Updating Chapter 22, Title 1 of the Evanston City Code, “Welcoming City Ordinance.” For Action (SP2) Authorization and Budget Allocation for Hiring Special Legal Counsel - City Clerk City Clerk Reid requests that the City Council authorize him to retain special legal counsel to advise his office on matters related to duties and functions of the office as well as allocate funds for such services. For Action (SP3) 2017 End of Year Budget Status Staff recommends that the City Council accept and place this report on file. These implemented items will be reflected in the 2018 Proposed Budget. Staff will continue to report on progress during the 3rd Quarter Financial Report and throughout the remainder of the year. For Action: Accept and Place on File (VII) Consent Agenda and Report of Standing Committees: Administration & Public Works - Alderman Braithwaite Planning & Development - Alderman Wynne Human Services - Alderman Fiske Rules - Alderman Wilson CONSENT AGENDA (M1) Approval of Minutes of the Regular City Council Meeting of July 10, 2017 (corrected), July 24, 2017 (corrected), August 14, 2017 (corrected), September 6, 2017 and September 11, 2017. For Action ADMINISTRATION & PUBLIC WORKS COMMITTEE (A1) Payroll – September 4, 2017 through September 17, 2017 $ 2,767,523.41 (A2) Bills List – October 10, 2017 $ 4,548,967.93 For Action City Council Agenda October 9, 2017 Page 3 of 9 (A3.1) Contract with Central Lakes Construction Company, Inc. for Fleetwood- Jourdain Center HVAC and Electrical Improvements Staff recommends City Council authorize the City Manager to execute a contract for the Fleetwood-Jourdain Center HVAC and Electrical Improvements with Central Lakes Construction Company, Inc. (749 Pinecrest Drive, Prospect Heights, IL) in the amount of $1,988,485.00. Funding is from the Capital Improvement Fund in the amount of $412,000 in 2016 General Obligation Bonds, $950,000 in 2017 General Obligation Bonds, and $584,000 in 2018 General Obligation Bonds (which the City Council will need to approve in the 2018 adopted budget). A further breakdown of funding can be found in the corresponding transmittal memorandum. For Action (A3.2) Change Order No. 2 with Schroeder & Schroeder, Inc. for the 2017 Alley and Street Improvement Project Staff recommends that City Council authorize the City Manager to execute Change Order No. 2 to the 2017 Alley and Street Improvements project with Schroeder & Schroeder, Inc. (7306 Central Park, Skokie, IL 60076) in the amount of $131,880.25. This will increase the contract amount from $1,446,774.60 to $1,578,654.85 and provide a time extension of 195 days from November 17, 2017 to May 31, 2018, for only the work associated with this change order. Funding will be provided from four Capital Improvement Fund 2017 & 2018 General Obligation Bond Accounts, which are detailed on the corresponding transmittal memorandum. For Action (A3.3) Purchase of Trees and Planting Services from Suburban Tree Consortium Staff recommends approval of the purchase of 239 trees and planting services for 115 trees from Suburban Tree Consortium in the amount of $54,367.00. Funding is from two sources. The first is a general fund line item in the Forestry Division budget – 100.40.4320.65005. The total budget is $135,000 with a current balance of $55,152.00, and is used for both the spring and fall planting seasons. The second source of funding is deposited into account 100.40.4320.65005 - the “Replant Express” program. This program allows residents to pay $250 (the cost of a 2.0” – 2.5” tree plus delivery) to be added to our planting list immediately, rather than waiting the two years it typically takes for a replacement tree. There are twenty-one additional trees being planted through this program which generated $5,250.00 in payments. For Action City Council Agenda October 9, 2017 Page 4 of 9 (A3.4) January 1, 2017 Police and Firefighter Pension Actuarial Report The Police Pension Board, Firefighter Pension Board and City Treasurer recommend that City Council review and approve the January 1, 2017 Actuarial Valuation for usage in the 2017 Tax Levy (receivable in 2018) for Police and Firefighter Pension funding purposes. The City Treasurer recommends approval of an increase of $421,742 to the Annual Required Contribution (ARC) to be included in the 2017 Tax Levy. This recommendation is based on no changes in actuarial assumptions from the January 1, 2016 actuarial study. Police and Firefighter Pension Boards recommend the Annual Actuarial Required Contribution (ARC) in the amount of $1,469,252. The increase in ARC is the result of a decrease from 6.5% to 6.25% for the assumed investment return rate. The current combined ARC is $18,385,909. This ARC is funded through a combination of Property Taxes and Personnel Property Replacement Taxes each year. The funding of this study is being split three ways for 2017. The Police Pension and Firefighters Pension will each pay $6,166 and the General Fund will pay $6,167 for this report at a total cost of $18,500. For Action (A3.5) Agreement with Municode, Inc. to Provide a Centralized Cashiering System Staff recommends City Council authorize the City Manager to execute an agreement with Municode, Inc. to provide a centralized cashiering system for the City of Evanston. The contract is a cost per credit card transaction model, which means the City only pays an expense when a credit card transaction occurs at $0.55 per payment. Based on 2016 payment data, the City is estimating an annualized cost of $56,179. As noted in the August 14, 2017 report to Council to approve Passport Parking, the total budget for cashiering and online payment systems is $320,000. This purchase combined with the previous approval will bring total estimated expenses to $316,179 for 2018 on an annualized basis. Funding will be from the Revenue & Collections Account 100.15.1560.62449, with a FY17 budget of $320,000. Some of these costs will also be distributed to the Water Fund, Sewer Fund and Parking Fund once the system is operational. A detailed list of these accounts can be found on the corresponding transmittal memorandum. For Action City Council Agenda October 9, 2017 Page 5 of 9 (A3.6) Contract Award to Groot Industries, Inc. for Residential Refuse Collection Staff recommends that City Council authorize the City Manager to negotiate and execute a five (5) year Residential Refuse Collection Agreement, with the option for one additional three (3) year extension, to Groot Industries, Inc. (2500 Landmeier Rd, Elk Grove Village, IL) for the collection and transportation of residential refuse at the unit prices indicated in the table below for an initial annual cost of $1,580,136.00. Staff also recommends the award of a waste characterization study to Groot Industries, Inc. (2500 Landmeier Rd, Elk Grove Village, IL) in the amount of $8,800.00 for a study to be completed within 12- months of contract award. The unit prices detailed in the transmittal memorandum are for the service year starting on November 1, 2017 and ending on October 31, 2018. The unit prices in future service years will be adjusted annually based on the change in the Consumer Price Index (CPI-U) for the Midwest Urban Area, All Items. Funding will be from the Solid Waste Fund, Account 520.40.4310.62415 which has a FY2017 budget of $2,500,000. For Action (A3.7) Contract Award to Lakeshore Recycling Systems for Condo Refuse Collection Staff recommends that City Council authorize the City Manager to negotiate and execute a five (5) year Condominium Refuse Collection Agreement, with the option for one additional three (3) year extension, to Lakeshore Recycling Systems (6132 W. Oakton Street, Morton Grove, IL) for the collection and disposal of condominium refuse for a 2018 unit price of $6.25 resulting in an initial annual cost of $423,000.00. Staff also recommends the award of a waste characterization study to Lakeshore Recycling Systems (6132 W. Oakton Street, Morton Grove, IL) in the amount of $1,900.00 for a study to be completed within 12-months of contract award. The unit price of $6.25 is for the service year starting on November 1, 2017 and ending on October 31, 2018. The unit prices in future service years will be adjusted annually based on the change in the Consumer Price Index (CPI-U) for the Midwest Urban Area, All Items. Funding will be from the Solid Waste Fund, Account 520.40.4310.62390 which has a FY2017 budget of $418,000. For Action City Council Agenda October 9, 2017 Page 6 of 9 (A3.8) Contract Award to Groot Industries, Inc. for Residential Yard Waste Collection Staff recommends that City Council authorize the City Manager to negotiate and execute a five (5) year Residential Yard Waste Collection Agreement, with the option for one additional three (3) year extension, to Groot Industries, Inc. (2500 Landmeier Rd, Elk Grove Village, IL) for the collection and disposal of residential yard waste and food scraps at the unit prices indicated in the table below for an initial annual cost of $655,134.10. The unit prices detailed in the transmittal memorandum are for the service year starting on November 1, 2017 and ending on October 31, 2018. The unit prices in future service years will be adjusted annually based on the change in the Consumer Price Index (CPI-U) for the Midwest Urban Area, All Items. Funding will be from the Solid Waste Fund, Account 520.40.4310.62415 which has a FY2017 budget of $2,500,000. For Action (A3.9) Solid Waste Fund Analysis Staff recommends that City Council continue discussion on suggested sanitation service charge amendments and provide direction on how to proceed. For Action (A4) Resolution 76-R-17, Authorizing the City Manager to Enter into a Two and One Half Month Lease Agreement with Mudlark Theater Company for the Noyes Street Theater Staff recommends approval of Resolution 76-R-17authorizing the City Manager to enter into an agreement for a two and one-half month lease terms with Mudlark Theatre to lease theatre space at the Noyes Cultural Arts Center. For Action (A5) Ordinance 96-O-17, Amending City Code 8-4-12 to Establish a Fee for a Recycling Program for Multi-family Apartment Building with 6-Units or Greater Staff recommends that City Council adopt Ordinance 96-O-17, amending City Code Section 8-4-12 “Imposition of Sanitation Service Charges” to Add a Fee for Recyclable Materials at Multi-family Apartments 6 Units or Greater. The proposed fee would be $1.85 per unit per month and be imposed beginning January 1, 2019. For Action PLANNING & DEVELOPMENT COMMITTEE (P1) Granting Vacation Rental License to 2120 Madison Place Staff recommends approval of a Vacation Rental License for the property located at 2120 Madison Place. The Vacation Rental meets all of the Standards and Procedures for license approval. For Action City Council Agenda October 9, 2017 Page 7 of 9 (P2) Ordinance 88-O-17, Granting a Special Use for a Type 2 Restaurant, Nic’s Organic Fast Food, a Drive-Through, Active Ground-Floor Use, & Major Zoning Relief at 2628 Gross Point Rd. The Zoning Board of Appeals and City staff recommend adoption of Ordinance 88-O-17 granting special use approval for a Type 2 Restaurant, Nic’s Organic Fast Food, a Drive-Through facility, a Type 2 Restaurant as an Active Ground- Floor Use, and major zoning relief for a 20’ rear yard setback, reduced pedestrian areas fronting Crawford Ave. and Gross Point Rd., and reduced fenestration/sill height on the Crawford Ave. façade, at 2628 Gross Point Rd. The applicant has complied with all other zoning requirements, and meets all of the standards for special use and major variation in the B1a Business District and the oCSC Central Street Overlay District. For Introduction (P3) Ordinance 103-O-17, Special Use Permit for Planned Development Located at 1450-1508 Sherman Avenue in the D4 Downtown Transition District The Plan Commission and staff recommend adoption of Ordinance 103-O-17 for approval of the Planned Development to construct a 16-story, 286-unit residential building with 9,321 square feet of ground floor commercial space, and 186 parking spaces located at 1450-1508 Sherman Avenue. The development includes six (6) site development allowances. For Introduction (P4) Ordinance 99-O-17, Amending Zoning Map to Rezone 1829 Simpson Street From R3 Two-Family Residential District to B1 Business District Staff recommends adoption while Plan Commission recommends denial of Ordinance 99-O-17 approving the Zoning Ordinance Text Amendment to rezone the property commonly known as 1829 Simpson Street from R3, Two-Family Residential to B1, Business District. For Action (P5) Ordinance 100-O-17, Granting Special Use Permit and Major Variation for Type 2 Restaurant at 1829 Simpson Street in the B1 Business District Staff recommends adoption while Zoning Board of Appeals recommends denial of Ordinance 100-O-17, approving the Special Use Permit for a Type 2 Restaurant in the B1 Business District and Major Zoning Variation for a 4.3’ east interior side yard setback for a roofed patio and one-story addition where 10’ is required. For Action City Council Agenda October 9, 2017 Page 8 of 9 (P6) Ordinance 93-O-17, Amending Various Sections of Title 4, Chapter 14 “Design and Project Review” Staff recommends adoption of Ordinance 93-O-17, amending the Design and Project Review portion of the City Code related to voting and advisory members and the appeals process. For Action RULES COMMITTEE (O1) Ordinance 85-O-17, Creating Title 2, Chapter 12 of the City Code Forming an “Equity and Empowerment Commission” Staff and Rules Committee recommend City Council adoption of Ordinance 85- O-17, Amending Title 2, Chapter 12 of the Evanston City Code, which creates the Equity & Empowerment Commission. For Action APPOINTMENTS (APP1)For Appointment: Climate Action and Resilience Plan Working Group Likwan Cheng Climate Action and Resilience Plan Working Group Jack Darin Climate Action and Resilience Plan Working Group Robert Dean Climate Action and Resilience Plan Working Group Joel Freeman Climate Action and Resilience Plan Working Group Jerri Garl Climate Action and Resilience Plan Working Group Vickie Jacobsen Climate Action and Resilience Plan Working Group Emily Lawrence Climate Action and Resilience Plan Working Group Sarah Lovinger Climate Action and Resilience Plan Working Group Lauren Marquez-Viso Climate Action and Resilience Plan Working Group Gabriela Martin Climate Action and Resilience Plan Working Group John Moore Climate Action and Resilience Plan Working Group Mariana Oliver Climate Action and Resilience Plan Working Group Judy Pollock Climate Action and Resilience Plan Working Group Gajan Sivandran Climate Action and Resilience Plan Working Group Lonnie Wilson For Action (VIII) Call of the Wards (Aldermen shall be called upon by the Mayor to announce or provide information about any Ward or City matter which an Alderman desires to bring before the Council.) {Council Rule 2.1(10)} (IX) Executive Session (X) Adjournment City Council Agenda October 9, 2017 Page 9 of 9 MEETINGS SCHEDULED THROUGH OCTOBER 2017 Upcoming Aldermanic Committee Meetings 10/11/2017 7:00 PM Animal Welfare 10/16/2017 6:00 PM Rules Committee 10/16/2017 7:00 PM City Council 10/17/2017 7:00 PM Housing & Community Development Act 10/18/2017 6:30 PM M/W/EBE Development 10/23/2017 6:00 PM Administration & Public Works, Planning & Development, City Council 10/25/2017 6:00 PM Transportation/Parking 10/26/2017 5:30 PM Emergency Telephone System 10/28/2017 9:00 AM Special City Council Meeting 10/30/017 7:00 PM Special City Council - Affordable Housing Information is available about Evanston City Council meetings at: www.cityofevanston.org/citycouncil. Questions can be directed to the City Manager’s Office at 847-866-2936. The City is committed to ensuring accessibility for all citizens. If an accommodation is needed to participate in this meeting, please contact the City Manager’s Office 48 hours in advance so that arrangements can be made for the accommodation if possible.