1 of 50 City Council Agenda June 15, 2015 Page 2 of 3
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CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER COUNCIL CHAMBERS Monday, June 15, 2015 7:00 p.m. ORDER OF BUSINESS (I) City Council Roll Call – Begin with Alderman Fiske (II) Mayor Public Announcements and Proclamations National Preservation Month Proclamation and Awards (III) City Manager Public Announcements Police Department Promotions and Oath of Office; Introduction of New Manager Sergeant Joseph Bush Commander Brian Henry Deputy Chief James Pickett Damir Latinovic, Planning & Zoning Administrator Walk Friendly Communities Gold Level Award United Way North-Northwest Top Municipal Campaign Silver Award National League of Cities Bronze, Silver and Gold Medals for Active Kids at Play National League of Cities Bronze Medal for My Plate, Your Place Bike Commuter Challenge (IV) Communications: City Clerk (V) Citizen Comment Members of the public are welcome to speak at City Council meetings. As part of the Council agenda, a period for citizen comments shall be offered at the commencement of each regular Council meeting. Those wishing to speak should sign their name, address and the agenda item or topic to be addressed on a designated participation sheet. If there are five or fewer speakers, fifteen minutes shall be provided for Citizen 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 Citizen Comment does not exceed forty-five minutes. The business of the City Council shall commence forty-five minutes after the beginning of Citizen Comment. Aldermen do not respond during Citizen Comment. Citizen Comment is intended to foster dialogue in a respectful and civil manner. Citizen comments are requested to be made with these guidelines in mind. 1 of 50 City Council Agenda June 15, 2015 Page 2 of 3 (VI) Special Orders of Business (VII) 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)} (VIII) Executive Session (IX) Adjournment SPECIAL ORDERS OF BUSINESS (SP1) City Wide Youth Services Overview Staff and community partners will give a presentation about summer youth activities. Presentation will include updates from the City’s Recreation Division and Youth and Young Adult program staff, the YMCA, the Youth Job Center, Y.O.U., the Moran Center and the Evanston Public Library. For Discussion (SP2) Approval of Recommendation for Fundraising Consulting Services for Robert Crown Community Center (RFP 15-24) Staff recommends that City Council authorize the City Manager to execute a consulting services agreement for fundraising at the Robert Crown Community Center with Community Counselling Services Co., LLC (155 North Wacker, Suite 1790, Chicago, IL) at a total cost of $477,500. Funding is provided by the FY 2015 CIP (Project 415555) with a budget of $873,000. For Action (SP3) Approval of Parks and Facilities 2016-2018 Proposed Capital Improvement Plan Staff recommends City Council approval of the proposed Parks and Facilities 2016-2018 Capital Improvement Plan. The plan identifies the capital improvement projects for park renovations and facilities upgrades throughout the City with priority rankings. For Action (SP4) 2014-15 End of Season Snow Report Staff will present the 2014-15 end of season snow report. For Discussion 10/24/2013 6:42 PM 2 of 50 City Council Agenda June 15, 2015 Page 3 of 3 (SP5) Economic Development Update Staff will provide a summary and overview of economic development activities to date at the June 15, 2015 City Council meeting. For reference the Economic Development Update that was approved by City Council at its March 23, 2015 meeting is included in the packet. For Discussion APPOINTMENTS (APP1) For Reappointment to: Library Board Benjamin Schapiro Library Board Sandra Smith Library Board Michael Tannen For Action MEETINGS SCHEDULED THROUGH JUNE 2015 Upcoming Aldermanic Committee Meetings Tues, June 16 7 pm Housing & Community Dev Act Committee Wed, June 17 6:30 pm M/W/EBE Advisory Committee Mon, June 22 6 pm A&PW, P&D, City Council meetings Wed, June 24 6 pm Transportation/Parking Committee Wed, June 24 7:30 pm Economic Development Committee Fri, June 26 7 am Housing & Homelessness Commission Order and agenda items are subject to change. 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. 10/24/2013 6:42 PM 3 of 50 For City Council meeting of June 15, 2015 Item SP2 Business of the City by Motion: Robert Crown Fundraising Consultant For Action Memorandum To: Honorable Mayor and Members of the City Council From: Martin Lyons, Assistant City Manager / CFO Joe McRae, Director of Parks, Recreation and Community Services Karen Danczak Lyons, Library Director Subject: Recommendation for Fundraising Consulting Services for Robert Crown, RFP #15-24 Date: June 15, 2015 Recommendation Staff recommends that City Council authorize the City Manager to execute a consulting services agreement for fundraising at Robert Crown with Community Counselling Services Co., LLC (CCS) located at 155 North Wacker, Suite 1790, Chicago, Illinois 60606 at a total cost of $477,500. Funding Sources FY 2015 CIP #415555: $873,000 Discussion Located at the corner of Main Street and Dodge Avenue, Crown Park and the Robert Crown Community Center and Ice Complex (Crown) deliver a wide range of recreational services. Crown Park provides a variety of outdoor athletic facilities for the entire Evanston community including four tennis courts, two softball fields, and one football field. Constructed in 1975, the 61,000 square foot Crown building contains one large ice skating arena, a small studio-practice rink, one basketball gymnasium, a child care room, and a variety of other multi-purpose rooms. The Robert Crown Center is the most heavily used community center in the City. It is over 40 years old and due to heavy use, age, building (not life safety) code deficiencies and evolving community needs, Crown is in need of either replacement or significant renovation. Additionally, the Library has identified a need to serve west side residents with a flexible library learning space. In order to pool resources and develop synergy within the City, the Parks Recreation and Community Services Department and Library have partnered to either renovate or reconstruct Crown to meet these demands. 4 of 50 Over the past several years, staff working in concert with a steering committee, has explored a variety of mechanisms to secure funding for renovation or reconstruction including grant opportunities and public / private partnership ventures. These explorations have revealed that private fundraising, in conjunction with public investment, will likely yield successful results for a new or substantially renovated facility. As staff expertise in fundraising and development services are not available, the City issued a Request for Proposal for these services on March 12, 2015. On April 8, 2015, the Purchasing Division received proposals from two qualified professional consulting firms as noted below: Consultant Address Community Counselling 155 North Wacker, Suite 1790, Chicago, Illinois Services Co., Llc (CCS) 60606 Ter Molen Watkins & Brandt 2 North Riverside Plaza, Suite 1030, Chicago, Illinois Llc. 60606 A committee was developed to review and evaluate the proposals consisting of the following members: Martin Lyons/Administrative Services, Joe McRae/PRCS, Karen Danczak Lyons/Library, Bob Dorneker/PRCS, Wynn Shawver/Library, Stefanie Levine/Public Works and Melissa Parker/PRCS. Each committee member individually reviewed the proposals based on: 1. Qualifications and Expertise 2. Price 3. Organization and Completeness of Proposal 4. Willingness to Execute City Agreement 5. M/W/EBE Participation Following proposal review, the committee met to discuss the submissions and agreed to interview both candidate firms. After the interviews, the committee met again to discuss and score the consultants and determine which firm to recommend for award. A scoring breakdown of the two firms follows: Qualifications Proposal Willingness to Proposed & Expertise Price Organization Execute M/W/EBE Consultant (30) (30) (15) Agreement (15) (10) Total (100) CCS 30 27 15 15 0 87 Ter Molen 26 23 14 15 3 81 The City’s RFP indicated that the selected consultant would immediately begin a comprehensive fundraising campaign for the project. However, both consultant responses strongly recommended that the City first perform a feasibility study to better determine the donor pool, cultivate potential community leaders and prepare the City for the campaign. Both consultant teams indicated that the feasibility study was vital to the campaign’s success, particularly due to the City’s current lack of established donor 5 of 50 base. After extensive deliberation, the review committee agrees that this strategy is critical to the project’s success and will afford the City an opportunity to gauge community feedback, enhance the donor pool and strategically define the renovation or reconstruction scope in advance of the actual campaign. A breakdown of both consultant firm fees follows: Consultant Miscellaneous Feasibility Capital Cost per Cost Study Campaign interview during Feasibility Study CCS $6,500 $75,000 $396,000 $1,000 Ter Molen At cost $60,000 $225,000 $1,714 At first glance, costs for CCS appear significantly higher than Ter Molen. However, in actuality CCS’s proposal offers substantially more in services than the Ter Molen proposal which the committee feels are vital to project execution.