Memorandum To: Members of the Administration and Public Works Committee From:
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On February 13, 2023, the Administration & Public Works Committee approved minutes from previous meetings and took action on payroll and bills totaling approximately $12.2 million across two payroll periods and two fiscal year bills lists, along with credit card activity. During public comment, several residents spoke on topics including the Hunden contract, the Jens Jensen lease, affordable housing units, and climate action reserve funds. The committee also considered approval of BMO Harris Amazon credit card activity, though the document appears to be incomplete.
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Memorandum To: Members of the Administration and Public Works Committee From: David Stoneback, Deputy City Manager Subject: Approval of the Minutes of the Administration & Public Works Committee meeting of February 13, 2023 Date: February 27, 2023 Recommended Action: Staff recommends approval of the minutes of the Administration & Public Works Committee meeting of February 13, 2023 Committee Action: For Action Summary: The draft minutes of the February 13, 2023 Administration & Public Works Committee meeting are attached for consideration. Attachments: APW Draft minutes February 13, 2023 -- 1 of 11 -- ADMINISTRATION & PUBLIC WORKS COMMITTEE Monday, February 13, 2023 @ 5:00 p.m. Lorraine H. Morton Civic Center, James C. Lytle City Council Chambers, Room 2800 COMMITTEE MEMBERS Councilmembers Clare Kelly, Krissie Harris, Jonathan PRESENT: Nieuwsma, Devon Reid, and Bobby Burns (late arrival) STAFF PRESENT: Luke Stowe, City Manager, Dave Stoneback, Deputy City Manager, Alexandra Ruggie, Deputy City Attorney, Paul Zalmezak, Economic Development Manager, Cara Pratt, Sustainability and Resilience Coordinator and Michael Rivera, Interim Administrative Services Director (I) CALL TO ORDER – COUNCILMEMBER HARRIS Councilmember Harris called the meeting to order 5:01 pm (II) APPROVAL OF MINUTES OF REGULAR ADMINISTRATION & PUBLIC WORKS COMMITTEE MEETING AM1. Approval of the Minutes of the Administration & Public Works Committee meeting of January 9, 2023 and January 23, 2023 Staff recommends approval of the minutes of the Administration & Public Works Committee meeting of January 9, 2023 and January 23, 2023. Moved by Councilmember Kelly Seconded by Councilmember Nieuwsma Ayes: Councilmember Kelly, Nieuwsma, Harris and Reid Approved 4-0 (III) PUBLIC COMMENT Aaron Cohen spoke on the Hunden contract. Trisha Connelly spoke on the Hunden contract. Charles Smith spoke on the Jens Jensen lease. Mary Rosinski spoke on the Hunden contract. Mike Vasilko spoke on the Hunden contract, affordable housing units and climate action reserve funds. David DeCarlo spoke on the Hunden contract. (IV) CONSENT CALENDAR A1. Approval of the City of Evanston Payroll, Bills List, and Credit Card Activity Staff recommends City Council approval of the City of Evanston Payroll for the period of January 2, 2023, through January 15, 2023, in the amount of $3,060,616.03 and January 16, 2023, through January 29, 2023, in the amount of $3,180,747.97 and the Bills List for February 14, 2023, FY 2022, in the amount of $1,700,143.19, and the Bills List February 14, 2023, FY 2023 in the amount of $3,985,290.29 and credit card activity Page 2 of 11 -- 2 of 11 -- for the period ending December 26, 2022, in the amount of $256,244.56. Moved by Councilmember Reid Seconded by Councilmember Kelly Ayes: Councilmembers Reid, Kelly, Harris and Burns Abstained: Councilmember Nieuwsma Approved 4-0-1 A2. Approval of BMO Harris Amazon Credit Card Activity Staff recommends approval of the City of Evanston’s BMO Harris Amazon Credit Card Activity for the period ending December 26, 2022, in the amount of $9,443.28. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A3. Approval of a Contract with Hunden Strategic Partners to Provide an Independent Ryan Field Rebuild Economic Impact Study Staff recommends City Council authorize the City Manager to execute a contract with Hunden Strategic Partners to complete a Ryan Field Rebuild Economic Impact Study. Hunden will seek a full waiver of the MWEBE participation goal requirement. Awarding a contract without a formal bidding process requires a 2/3 vote of the Councilmembers Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Councilmember Revelle noted that given the concerns in the community about whether Hunden is the right group and right proposal, she’d like talk about an RFP. Paul Zalmezak will explain what the process would look like. Paul Zalmezak, Economic Development Manager shared that traditionally they would draft an RFP that may or may not go before a committee. His recommendation is to take it in front of the Economic Development Committee on the 22nd , if the chair of the committee is open to that. That way there is a transparent process about what is in the scope. The following day on the 23rd they hopefully would get that published in a newspaper of record and distributed through their procurement process. Fourteen days is given to the firms to respond with hopefully a quality proposal. Once the bidding closes, an internal staff panel would review the responses, score them, and then bring them to City Council for consideration. That could probably be achieved by the March 27th Council meeting or the first meeting in April. Then at that Council meeting that would be where they go in terms of approving the contract. They think they could do a national search and get a number of firms, including the ones that some of the members Page 3 of 11 -- 3 of 11 -- of the community have suggested. Councilmember Revelle added that she really like the civic engagement piece that was part of one of the proposals and would maybe suggest the Economic Development Committee. Councilmember Nieuwsma added that he would like to include whether on this RFP or something similar, to make sure they have as much information as they need on traffic, logistics and parking. Mr. Zalmezak added that it’s not the economic impact firm that’s going to do traffic. It sounds like they might want to do kind of their own independent traffic study. It all can be done. It was also stated that the entire community should be included in the process not just the 7th ward. Nays: Councilmember Reid, Kelly, Harris, Nieuwsma and Burns Motion Failed 0-5 Moved by Councilmember Reid to refer an RFP for an impact study for the new Ryan Walsh field to the Economic Development Committee. Seconded by Councilmember Nieuwsma Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved 5-0 A4. Approval of Contract Award to Wreckcon Specs, LLC for Property Demolition Services Staff recommends the City Council authorize the City Manager to execute an agreement with Wreckcon Specs LLC (2115 Wesley Avenue, Evanston, IL 60201) in the amount of $207,000 for Demolition or Deconstruction Services of the Emerson/Jackson Site (Bid No. 22-63) West Evanston Tax Increment Financing (TIF) 335.99.5870.65515 (Other Improvements). The subject property is within the Five-Fifths TIF. Staff recommends porting funds from the West Evanston TIF to the Five-Fifths TIF. Staff recommends porting the funds back to the West Evanston TIF when the increment is collected into the Five-Fifths TIF in 2023. Moved by Councilmember Reid Seconded by Councilmember Kelly Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A5. Approval of Sole Source Agreement with Kathryn Dolan for Gymnastic Instruction at the Chandler-Newberger Center Staff recommends that the City Manager be authorized to execute a sole source agreement with Kathryn Dolan (4816 N Avers Avenue, Apt. 3E Chicago, IL 60625) for the City of Evanston Gymnastics Program run by the Chandler-Newberger Community Center. The agreement term is January 1, 2023, through December 31, 2023. Requires Page 4 of 11 -- 4 of 11 -- two-thirds (2/3) vote of the Council members. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A6. Approval of Sole Source Agreement with Carl Rosenthal for Fitness Class Instruction at the Levy Senior Center Staff recommends City Council authorize the City Manager to execute a sole source agreement with Carl Rosenthal (1326 Gordon Terr, Deerfield, IL 60115) for fitness class instruction at the Levy Senior Center. The agreement term is January 1, 2023, through December 31, 2023. Requires two-thirds (2/3) vote of the Council members. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A7. Approval of Sole Source Contract with Marla Lampert for Fitness Instruction at the Levy Senior Center Staff recommends City Council authorize the City Manager to execute a sole source agreement with Marla Lampert (6431 N Kimball, Lincolnwood, IL 60712) for fitness class instruction at the Levy Senior Center. The agreement term is January 1, 2023, through December 31, 2023. Requires two-thirds (2/3) vote of the Council members. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A8. Approval of a Three-Year Contract with G & L Contractors for the Purchase of Granular Materials Staff recommends the City Council rescind its prior action of November 14, 2022, authorizing the City Manager to execute a contract for the 2023 Granular Materials Purchase to G&M Trucking and, instead, authorize the City Manager to execute a three- year contract with G & L Contractors (7401 North St. Louis Ave., Skokie, IL 60076) for the purchase of granular material in the amount of $150,000. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Page 5 of 11 -- 5 of 11 -- Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A9. Approval of Contract Award with Garland/DBS for 2023 Water Plant Roof Improvements Staff recommends the City Council authorize the City Manager to execute an agreement with Garland/DBS (3800 East 91st Street, Cleveland, OH 44105) for 2023 Water Plant Roof Improvements in the amount of $997,205.00. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A10. Approval of Single Source Purchase of Beyond Trust Privileged Remote Access and Password Safe Staff recommends City Council approval for the single source purchase of Beyond Trust Privileged Remote Access and Password Safe from SHI International Corp (located at 290 Davidson Avenue, Somerset, NJ 08873) in the amount of $130,489.84. This purchase is a three year agreement covering the period of 2023-02 through 2026-01 with a Year 1 (FY 2023) expense of $130,489.84, Year 2 (FY 2024) expense of $90,163.02, and Year 3 (FY 2025) expense of $90,163.02. The total cost of the three year commitment is $310,815.88. This single source purchase is making use of the State of Illinois Beyond Trust/SHI purchasing contract #CMT2592800. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A11. Approval of Sole Source Purchase of Dell Data Domain DD6400 Backup Appliance Staff recommends City Council approval for the sole source purchase of a Dell PowerProtect Data Domain DD6400 backup appliance from Dell Technologies (1 Dell Way, Round Rock, TX 78682) in the amount of $58,367.45. This sole source purchase is through the MHEC master purchasing agreement using Contract Code C000000979569 and customer agreement #MHEC-04152022. A sole-source purchase requires 2/3 vote of the Councilmembers. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 Page 6 of 11 -- 6 of 11 -- A12. Approval of a Sole-Source Contract with Data Transfer Solutions, LLC for the FY 2023 VueWorks Asset Management System Annual Maintenance and Hosting Services Staff recommends City Council authorize the City Manager to execute a sole-source agreement with Data Transfer Solutions, LLC (3680 Avalon Park Blvd. E, Suite 200, Orlando FL. 32828) for the period of February 1, 2023, to January 31, 2024, to provide annual maintenance and hosting services in the not-to-exceed amount of $32,000.00. A solesource purchase requires 2/3 vote of the Councilmembers. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A13. Approval of Contract Award with Ozinga Ready Mix for Purchase of Concrete Staff recommends City Council authorize the City Manager to execute a one-year contract with Ozinga Ready Mix (2525 Oakton Street, Evanston, IL 60202) for the purchase of redi-mix concrete in the amount of $80,000. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A14. Approval of Sole Source Purchase of Beachfront Radio Equipment from Chicago Communication LLC. Staff recommends approval of the Sole Source purchase of Beachfront Radio Equipment from Chicago Communication, LLC (200 Spangler Ave, Elmhurst, IL 60126) for $39,487.67. The Sole Source purchase is needed for compatibility with the current emergency communications infrastructure. A Sole Source purchase requires a 2/3 vote of the Councilmembers. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A15. Approval of a Change Order No. 1 for the Purchase of Vehicle #449, 2023 Microbird DS Series Bus, for Parks & Recreation Department Staff recommends the City Council authorize the City Manager to sign Change Order No. 1, pertaining to the purchase of a 2021 Microbird DS Series Bus for use by the Parks & Recreation Department from Central State Bus Sales, Inc. (30 Baseline Road, Page 7 of 11 -- 7 of 11 -- Oswego, IL 60543). Central State Bus Sales has informed the City of a cost increase for the purchase of the 2023 Microbird DS Series Bus. The new cost will be $112,650.00, or a $26,850 increase from the original approved quote. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A16. Resolution 12-R-23, Authorizing the City Manager to Execute a Memorandum of Understanding with the Evanston Environmental Association Staff recommends the City Council adopt Resolution 12-R-23, Authorizing the City Manager to Execute a Memorandum of Understanding with the Evanston Environmental Association. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A17. Approval of a Contract Award with Christopher B. Burke Engineering Ltd. for the Ladd Arboretum Canoe Launch Project (RFP No. 22-42) Staff recommends that City Council authorize the City Manager to execute a contract with Christopher B. Burke Engineering Ltd. (820 Davis Street, Suite 520, Evanston, Illinois 60201) for engineering services for the Ladd Arboretum Canoe Launch Project (RFP No. 22-42) in the amount of $125,498. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A18. Resolution10-R-23, Authorizing the City Manager to Sign Notifications of Grant Awards To Fund and Operate a Congregate Senior Meal Program at the Levy Senior Center and FleetwoodJourdain Community Center Staff recommends City Council adoption of Resolution 10-R-23 authorizing the City Manager to sign a notification of grant awards to fund and operate a congregate senior meal program at the Levy Senior Center and Fleetwood-Jourdain Community Center. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Page 8 of 11 -- 8 of 11 -- Approved on Consent 5-0 A19. Resolution 13-R-23 Authorizing the City Manager to Execute Memoranda of Understanding Between the City of Evanston, the Illinois Fraternal Order of Police, and the Evanston Police Sergeants Association Affiliated with the Illinois Fraternal Order of Police Labor Council Staff recommends City Council adoption of Resolution 13-R-23, authorizing the City Manager to execute a memorandum of understanding between the City of Evanston, the Illinois Fraternal Order of Police, and the Evanston Police Sergeants Association affiliated with the Illinois Fraternal Order of Police Labor Council. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A20. Resolution 15-R-23, Authorizing the City Manager to Execute a Contract With NIPSTA and Appoint the Director of Public Works and Public Services Bureau Chief to serve as the City’s Delegate and Alternate Delegate, Respectively, on the NIPSTA Board of Directors Staff recommends City Council adoption of Resolution 15-R-23, Authorizing the City Manager to Execute a Contract With NIPSTA and Appoint the Director of Public Works and Public Services Bureau Chief to serve as the City’s Delegate and Alternate Delegate, respectively, on the NIPSTA Board of Directors. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A21. Resolution 16-R-23, Approving the Release of Closed Session Minutes Staff recommends City Council adopt Resolution 16-R-23, releasing the closed session minutes listed on Exhibit A to the Resolution. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A22. Resolution 17-R-23, Authorizing the City Manager to Submit an Application for Grant Funds from the Chicago Metropolitan Agency for Planning for the Church Street Pedestrian and Bicycle Improvements Project Staff recommends City Council adoption of Resolution 17-R-23, Authorizing the City Page 9 of 11 -- 9 of 11 -- Manager to Submit an Application for Grant Funds from the Chicago Metropolitan Agency for Planning for the Church Street Pedestrian and Bicycle Improvements Project. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A23. Ordinance 12-O-23, Amending City Code Section 10-11-10, “Schedule X- Limited Parking” Councilmember Kelly and staff recommend the City Council adopt Ordinance 12-O-23, Amending City Code Section 10-11-10,“Schedule X- Limited Parking”. This ordinance would add the four residences in the 1500 block of Forest Avenue to Residential Parking District B. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A24. Ordinance 16-O-23, Authorizing the City Manager to Execute Documents Related to Funding of the 1909 Intake Replacement Project from the Illinois Environmental Protection Agency Public Water Supply Loan Program Staff recommends City Council adoption of 16-O-23, Authorizing the City Manager to Execute Documents Related to Funding of the 1909 Intake Replacement Project from the Illinois Environmental Protection Agency (IEPA) Public Water Supply Loan Program (PWSLP). City Manager requests suspension of the City Council Rule to allow introduction and action on this ordinance. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 A25. Ordinance 17-O-23, Amending City Code 7-11-6, “Regulations on City Beaches” to prohibit tampering with life rings Staff recommends the City Council adoption of Ordinance 17-O-23, Amending City Code 7-11-6, “Regulations on City Beaches,” to prohibit tampering with Life Rings. Moved by Councilmember Nieuwsma Seconded by Councilmember Reid Page 10 of 11 -- 10 of 11 -- Ayes: Councilmembers Reid, Kelly, Harris, Nieuwsma and Burns Approved on Consent 5-0 (V) ITEMS FOR CONSIDERATION (VI) ITEMS FOR DISCUSSION D1. Referral to Amend Electric Vehicle Charging Payment Structure Staff recommends discussing the public electric vehicle charging program method of collecting fees. Staff offer several options in the memo below but recommend that the cost of charging an electric vehicle at a public charging station be assessed by kilowatt hour through the ChargePoint station, which will encourage increased vehicle turnover while contributing a more sustainable source of revenue to the public EV charging program. Moved by Councilmember Reid Seconded by Councilmember Nieuwsma Cara Pratt, Sustainability and Resilient Coordinator gave a presentation on Electric Vehicle charging. It was stated that the City should start charging for this service. Deputy City Manager Stoneback asked for clarification is it the understanding that the Committee would like staff to craft an ordinance to modify the city code to identify this parking structure for EV stations? Councilmember Reid said yes. Moved by Councilmember Reid to have staff prepare an ordinance in line with the recommendations put forth. Seconded by Councilmember Nieuwsma Approved 5-0 (VII) ITEMS FOR COMMUNICATION (VIII) ADJOURNMENT Meeting adjourned 5:52 pm Page 11 of 11 -- 11 of 11 --
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On February 13, 2023, the Evanston City Council held a regular meeting where eight of nine councilmembers were present. The Council approved for introduction Ordinance 4-O-23, which amends Title 5, Chapter 2 of the City Code regarding "Lodging Establishments," passing 7-1 with Councilmember Kelly voting no. The Council also discussed the future use of the Harley Clarke Mansion at 2603 Sheridan Road and heard extensive public comment on these matters as well as Northwestern University-related issues and other agenda items.
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