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HomeMy WebLinkAboutMINUTES-1994-02-05-1994CITY COUNCIL February 5, 1994 A SPECIAL MEETING of the Evanston City Council was held on Saturday, February 5, 1994, at 9:16 A.M. in the City Council Chamber to consider the 1994-1995 City of Evanston Budget. ROLL CALL - . Alderman Newman Alderman Kent Alderman Drummer Alderman Moran Alderman Guthrie Alderman Engelman Alderman Heydemann Alderman Holsman A Quorum being present. ABSENT: Alderman Feldman PRFSMING: Mayor Lorraine H. Morton Alderman Drummer moved that Council convene as a Committee of the Whole for the purpose of discussing the 1994-1998 Capital Improvement Plan. Seconded by Alderman Engelman. Motion carried. No nays. OVERVIEW: Assistant City Manager, Judith Aiello, chair of the staff team that developed the Capital Improvement Program (CIP) proposals, noted that the plan establishes the capital and infrastructure work for the next twelve months as well as the fundamental direction of capital planning'and implementation for the next four years. It incorporates all the capital improvement programs of the City, identifies all capital revenue funding sources both public and private and represents the City Council's commitment to maintaining the City's infrastructure. Many projects in the program are on -going activities such as curb replacement, asbestos abatement, Americans with Disabilities Act (ADA) compliance, etc. The only new activities that are proposed as part of this program are a property tax supported alley improvement program and a Fleet Services Fund. She pointed out that the recommended funding source for abutment and retaining wall maintenance and viaduct painting has been modified and the City will try to exert pressure on METRA and the CTA to make a stronger commitment to the maintenance of their facilities. The amount of total property tax supported debt will be approximately $39 million this fiscal year, which is a 6 % increase. Budget Policy limits property tax supported general obligation debt to $50 million, but the five-year CIP does exceed it at one point, and that will be a subject for future discussion. Budget Policy also requires that the City's portion of the total property tax levy remain constant, therefore the proposed increase to support the CIP is offset by a decrease in the General Fund Levy. A video tape copy of this meeting has been made part of the permanent record and is available in the City Clerk's office. 2 February 5, 1994 When Council approved the 19924996 CIP, it approved issuance of short-term Bond Anticipation Notes to finance the construction of the new library, in order to maintain compliance with the Budget Policy, and will repay the construction loan with a series of property tax supported general obligation bonds. Improvements to the water and sewer systems are ongoing and were approved by Council when it adopted the Water System Improvement Program in 1988 and the Long Range Sewer Improvement Program in 1990. The User Charge Formula to support the sewer plan was approved by Council in May, 1991. Ms. Aiello noted that the 1994-1995 CIP included a pilot program to improve some of the City's unimproved alleys. The staff team recommended a contribution of 30 % from the City and 70 % from the homeowner, which different from the 50-50 recommendation by the CDBG Committee. By lowering the City's contribution, more alleys could be funded and the interest of citizens gauged. The Fleet Services Fund is another new component added to the CIP this year. The fund would allow the City to make a major investment in its fleet, except police vehicles, which is composed of many vehicles past their useful life expectancy. Breakdowns have been frequent and the City's ability to complete certain tasks has been hampered by obsolete equipment. In the past, the City has made some emergency purchases to replace equipment and that has meant not always getting the best price. Ms. Aiello made reference to a memo from Director of Parks/Forestry & Recreation, Don Wirth, informing Council that the City was notified that it would be eligible to receive a grant from the Urban Park & Recreation Recovery Program (UPARR) to fund certain projects, most of which were included in the CIP. The grant would require that the City match the 70 % federal funds with 30 % local funds. The City can use CDBG funds for the local match. The major project to be fimded is replacement of windows at the Fleetwood-Jourdain Center, but in order to maximize the City's chance of getting the grant, the application needs to be inclusive and comprehensive. It is recommended that the City move up several projects in the CIP, as detailed in the memo. If the City receives the grant, the City will allow reallocation of finds previously earmarked for those proposed projects. In response to several questions from Alderman Holsman, Ms. Aiello and Mr. Wirth explained that the City would not know if the City will get the grant until fall. The grant will only cover projects in low -moderated income areas. There is a cap of $200,000 that can be applied for. It is proposed that the City will apply for a grant in the amount of $193,000. for not applying for the whole amount. PILOT ALLEY IMPROVEMENT PROGRAM: Alderman Drummer opened a discussion of the proposed alley improvement program and asked why the recommendation was for a 30/70 contribution, when the CDBG Committee had recommended that the program be funded at a 50150 level. Director of Public Works Barber explained that the City would not have enough money available in this program to fund more than five alleys a year and noted that the City has already received application for five alleys. He expected that more petitions would be received once the public became aware of the program. Mr. Barber estimated that it would take 25-35 years to complete all the unimproved alleys in the City under the 50150 program and about 20-30 years to complete it under the 30/70 program. Alderman Kent noted that whichever program the City chooses will still have to be evaluated. Mr. Barber clarified that the City had committed $300,000 to the program this fiscal year, which would generate a contribution from homeowners of $700,000 under the 30/70 program and would allow the City to improve approximately ten alleys. If the formula is changed to 50/50, it would only permit six alleys to be improved. In response to a question from Alderman Holsman, he explained that petitions to improve alleys should come from property owners. Alderman Newman suggested that since five petitions had already been received to pave alleys this year, before citizens know about the program, those alleys should be paved under the old system and the funds held and the pilot program marketed for next year at the 30nO level. Alderman Drummer, Mr. Barber, Aldermen Engelman and Newman, City Manager Anderson and Alderman Heydemann discussed at what level the City should fund the program, what incentive the different levels would provide, how many alleys could be done at which level and whether it would be possible to identify additional fiords to expand the number of alleys that could be done. Mr. Barber explained that his department only had the capacity to do all the planning and design work required to improve ten alleys a year. Alderman Holsman suggested that the 3 February 5, 1994 V0 City should set the program to generate a level of participation that is not more than the City can handle in a year. Mr. Barber said that small backlog of petitions is desirable because it would enable the department to plan for the future, but not a large backlog. City Manager Anderson said that it appeared that Council favored the 50150 program, but noted that five alleys were all the City could. handle this year. He suggested that Council adopt the 50150 program, leave the funding level as it is this fiscal 'year, so it can be advertised, and direct staff to come back with a 50150 program that is budgeted at ten alleys to fund each year. The program can be evaluated in several years to see if it is successful. Alderman Engelman, City Manager Anderson, Mr. Barber and Alderman Newman continued a discussion of funding levels and possible different sources of funds. In response to questions from Alderman Newman, Mr. Anderson clarified that the petitions for alley improvements already received would be funded at whatever level Council decides for the program. HOWARD STREET SIDEWALKS: In response to a question from Alderman Guthrie, City Manager Anderson clarified that the money allocated for Howard Street sidewalks would be used east of Ridge Avenue to do a sidewalk improvement similar to that done in the Main Street area and like that proposed for the downtown area. He also clarified for Alderman Holsman that $200,000 allocated for that project is a minimum amount, but it is difficult to accurately assess the amount needed until a study is done. Once the study is completed, a more accurate figure can be included in the CIP. He explained that amount of money allocated to all future projects beyond this budget year are only estimates until or unless a study has been done. Ms. Aiello further clarified that projects beyond 1995 are only plans and adjustments are made each year. Alderman Holsman said that since the CIP is the long-term capital plan for the City, he would like to see the re -development of Howard Street added to that plan, similar to the way the Green Bay corridor was handled. He noted that he had met with Joe Moore, Alderman of the 49th Ward in Chicago, to discuss the joint redevelopment of Howard Street corridor. Each of Chicago's fifty wards is slated to get enough money to pave five miles of streets and Alderman Holsman wondered if Alderman Moore might use some of that money on Howard Street. Ms. Aiello said that it would more productive to sit down with Chicago to develop a comprehensive plan for that area, rather than just look at re -doing the sidewalks. GENERAL OUESTIONS: In response to a question from Alderman Kent, Ms. Aiello explained that whether or not the City received the UPARR grant, the windows at Fleetwood-Jourdain will be done in the 1994-1995 fiscal year. City Manager Anderson clarified for Alderman Engelman that if the City receives the UPARR grant, some projects scheduled for CDBG funding will be done using the federal money and the CD money will be available for other projects. Alderman Engelman expressed concern that the City may exceed its $50 million bonding limit in 1995. Mr. Anderson said that it depends on how bonds are sold, and it may spike at that time and then come back down. Alderman Engelman made a reference to the Administration and Public WorVq Committee to address the bonding limit and look at what effect it is goine to have on the Citv's bonding rate. City Manager Anderson promised to put his reference on the agenda in March or April. FLEET SERVICES FUND: Alderman Engelman and City Manager Anderson discussed bonding for the purchase of new vehicles and setting realistic depreciation schedules for vehicles purchased from this fund. Alderman Newman asked for a budget memo on the amount of mileage used by each Citv car ver week and ver veer. He wanted to make an analysis of whether it would be more economical for the City to own a car or pay mileage. City Manager Anderson said that there are times employees go into situations where they would not want to risk their personal car, where they might risk damaging it, such as a construction site or instances where they have to carry equipment. Assistant Manager Aiello also pointed out that a strange car driving slowly down an alley (on an inspection trip) can be disturbing, but if it is marked as a City car, it has a calming effect. Mr. Barber and City Manager Anderson responded to questions about specific vehicles slated for purchase and clarified some proposals. Mr. Barber said that there will be a complete analysis of operations done before any vehicles are purchased. ^� 4 February 5, 1994 GENERAL OUESTIONS ON CIP: In response to questions from Alderman Holsman, Mr. Barber clarified that there were fewer line items on the Green Bay corridor because some phases of the project had been completed. He promised to investigate why the Madison/Custer embankment was not included in the plan this year. Alderman Holsn= asked that there be more detailed descriptions of the line items and asked what the street rating was for the Livingston/ Isabella intersection. Mr. Barber clarified that resurfacing the intersection is a Motor Fuel Tax (MFT) funded project that the City has taken over from the state and for which it will receive an allotment over and above what is normally received. In response to a question about additions to Crown and Chandler and whether there had been a needs assessment study, Mr. Wirth clarified that a needs assessment is programmatic and the additions addressed non -programmatic needs. He said that the needs assessment done nine years ago will be sent to the Human Services Committee in about a month. It contains data that is still current because the demographics of the City have not changed much. Money for another needs assessment would probably have to come from the operating budget. In response to questions from Alderman Drummer, Ms. Aiello clarified that the curbs and sidewalks at Crown Center had nothing to do with the Main Street sewer project (and that the contractor for that project had the responsibility for restoring everything that the project affected.) She also explained that the money for additional baseball diamonds at Main/Oakton/Canal are being funded by a combination of public and private money, because baseball is a citywide activity and cannot be funded exclusively by CDBG funds. She also clarified that park maintenance/furniture replacement is an ongoing activity to replace park furniture as it wears out or breaks. She explained that the City was restoring the Central Street CNW station using G.O. Bonds, because the City has been maintaining the station for about ten years in an arrangement to keep the CNW from closing it. Mr. Barber said that the CNW has plans to do extensive renovations on the facility and he will report back to Council with a full report soon. In response to further questions from Alderman Drummer, Director of Building Operations, Max Rubin, explained that Civic Center floor repairs are to level the floor by one elevator in the basement to make it handicapped accessible. Further down the hall, terrazzo is in need of repair. City Manager Anderson also explained that the space formerly used by the Township will be used as a Building Operations workshop. In response to another question, Mr. Rubin also noted that the City would get 50 % of the money budgeted for sirens back from the state. He also explained that a second boiler was recommended for the Service Center, because if the first boiler went down, there would be no heat in the building. Alderman Heydemann asked about projects budgeted for the Civic Center and asked whether the City planned to remain in the building. City Manager Anderson said that at this time the City plans to be here, but if that were to change, plans for renovations would change as well. She, Alderman Newman, City Manager Anderson and Ms. Aiello discussed proposed projects for the Parasol Room, rest rooms, computer room, remodeling the Health Department, a voice mail system and Noyes Arts Center. In response to questions from Alderman Guthrie, Mr. Wirth explained that the soccer field scheduled for renovation is for a different field than the one done last year. He also said the Baker Park project is out of the budget because it had been completed. In response to questions from Alderman Holsman, Mr. Rubin explained that the emergency exits and lighting for the Ecology Center had been moved back a year because it was an upgrade to the emergency system, not installation of a system where none existed. He aos said that he considered the request for an emergency generator important, even though it had been moved back to 1996. He explained that an emergency generator is needed to provide power when critical City facilities lose electric service, such as the Police and/or Fire Departments. The generator would be on a trailer and moved to where it is needed. Assistant City Manager Aiello noted that this was a perfect example of how the CIP is modified each year when there are more projects than money, then it has to be determined which project is more critical and the project judged to be less critical is moved into another year. She also noted that the electric outages in Evanston have seemed to be decreasing because of the upgrades Commonwealth Edison had done to the system here. Ms. Aiello and Alderman Holsman discussed storefront improvements and she explained that currently there is a surplus of CD funds for those projects and until that is used up no more can be budgeted. Alderman Holsman noted that the store fronts in the Main Street area had been upgraded and he'd like to see a similar program on Howard Street. 5 February 5, 1994 � ( _'v Alderman Newman asked whether there were any plans to relocate the businesses on Church Street in the Research Park area. Ms. Aiello indicated that there were no plans at present, but if someone came in, indicated that area was the site they wanted and had financing, then the City would scramble for the resources to relocate those businesses. She noted that since the Economic Development Committee (EDC) is doing a comprehensive review of the Research Park, no capital improvements for that area were included in the CIP but would be looked at for next year. City Manager Anderson said that until the EDC completes its review of the Research Park no policy decision will be made on the Levy Center. In response- to a question from Alderman Drummer Ms. Aiello explained that at the beginning of the CIP process all previous projects are reviewed to see where they have been implemented and whether they were over or under their allocations. If a project is completed and under budget, the remaining money can be re -allocated. Money can be used either for projects that are over budget or reallocated to a new project. In response to Alderman Newman's questions about the Emerson Street viaduct, Mr. Barber explained that an art competition had taken place last year and it was agreed to look for private funds to complete the project. He noted that neither Metra or the CNW felt that there was any money in their capital budget for aesthetics. As long as it is structurally sound, they don't care what it looks like. Whether the City pays to paint the structure is a policy issue and it was felt that if the City continued to budget for it then both the CTA and the CNW would continue to look to the City to paint the viaducts. Alderman Newman asked that the question of the Noyes Street "L" station be placed on the Administration and Public Works Committee agenda to see what could be done to convince the CTA to do something to fix it up. He felt that a political solution would be the way to go and asked if the City's lobbyist, Mr. Suffredin, could be used. Mr. Anderson indicated that the City had already had conversations with the CTA about the state of their facilities and he anticipated that he would have something to report to Council by May or June. In response to questions from Mayor Morton, Mr. Anderson and Ms. Aiello explained that of the $300,000 allocated to the Energy Commission, $200,000 was allocated in the first year so they would have the money to do studies, including concurrent studies about the issue of municipalisation. RESPONSES TO BUDGET MEMOS: Director of Building and Property Services, Jim Wolinski, clarified for Alderman Holsman that the estimate of units inspected in 1994-1995 will not change unless an additional inspector is added. With an additional inspector, 500-6W more units can be inspected. In response to other questions from Alderman Holsman about the Police Department budget, City Manager Anderson said that the Police Chief was not present because he was at a retreat with uniformed and civilian members of the Police Department who were working on community policing. He noted that the department budget was developed before this chief was hired in November. He left the budget pretty much as it was and will make adjustments when he has developed his strategy with respect to community problem solving. It is a dynamic, ongoing situation and when that process is complete, the department will look very different and most of the categories will change. The changes reflected in the budget as written do not represent shifts in the department's emphasis but are shifts to put resources in place to deal with critical issues. A report will be sent to Council between August and October. Alderman Holsman said that in the City's application for federal funds to fund more officers, the request is specific and felt the City should be addressing some of those specifics with those federal finds. Mr. Anderson assured him that would be done. Alderman Newman requested a Budget Memo on why the police departmean.t 1,iuivet was not handled through the Citv budget office. Alderman Newman also requested a Budget Memo about where the work done by Evanston Inventure is located around the Citv and what thev do for the monev the Citv gives them. 6 February 5, 1994 City Manager Anderson responded to questions asked by Alderman Newman on Budget Memo #19 about Police patrols in the downtown area. Alderman Newman reauested a follow-up Budget Memo on the number of robberies and violent crimes in the downtown area. Alderman Engelman asked what would be required for the City to get a refund of the money allocated to the Research Park, Inc. (RPI), which is operating at a surplus. City Manager Anderson explained that before the surplus can be returned to the City, it is necessary for the City to make the first quarterly payment for the calendar Year at the beginning of the quarter, because giving back the surplus creates a cash -flow problem. If this is not done, the City will leave them with no cash. It would mean that the City would stop making payments one quarter sooner at some time in the future. Mr. Anderson said that he did not yet have a recommendation as to whether the City should drop its funding level from $250,000 to $200,000 per year. (At this time Alderman Heydemann left.) Alderman Newman said that he favored dropping the funding level, since RPI did not seem to be spending all the money. Alderman Engelman moved that Council reconvene in regular session. Seconded by Alderman Drummer. Motion carried. No nays. The Council so reconvened at 12:02 P.M. Alderman Engelman moved that it be the policy of the City Council of the City of Evanston to review all budge matters. both general operating budget and canital improvement budget as a Council. not through the committee structure. Seconded by Alderman Drummer. Motion carried. No nays. Alderman Drummer moved that the City Manager be authorized to apply for the UPARR Grant and that Council take the staff recommendations relative to that application to adjust the Capital Improvement Plan to move four proiects forward and if that grant is received. the funds that become available from that process be applied to the nilot allev improvement program in 19954996 and 19964997. Seconded by Aldr_,rman FngPlman. Motion carried. No nays. Alderman Drummer moved that the allev improvement program be funded at a 50150 split and that Council direct the CDBG Committee in the future to find this program at $200.000 a vear. That would permit five allevs to be it done this vear and ten alleys to be done next year and each year after that. Seconded by Alderman Engelman. Motion carried. No nave. Alderman Newman asked that the question of the school districts being exempted from the new utility taxes be placed on the list of changes to the budget. That would exempt District 65 from $42,600 in utility taxes and $26,250 in natural gas taxes and District 202 from $27,600 in utility taxes and $20,000 in natural gas taxes. Alderman Drummer raised questions about the Citys negotiations with District 65 about an easement near King Lab School. City Manager Anderson said that Council would be updated on the negotiations in a Closed Session and that discussion of the easement would take place at a future public session. Aldermen Holsman, Newman, Engelman and City Manager Anderson discussed when further budget discussions would take place. It was the sense of the Council to discuss budget issues at the next regular Council meeting on February 14. There being no further issues to come before the Council, Mayor Morton asked for a motion to adjourn. The Council so moved and adjourned at 12:25 P.M. KIRSTEN F. DAVIS CITY CLERK