Finance Committee

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Finance Committee Monday, September 13, 2021 6:30 PM Remote 1. Call To Order Village President Scaman called the meeting to order at 6:32 P.M. She authorized a statement be read providing that the meeting is being held remotely due to COVID-19 restrictions and guidelines and that it is not prudent to have people present at the Village Board's regular meeting location due to public health concerns related to that pandemic. 2. Roll Call Present: Village Trustees Enyia, Parakkat, and Taglia; Village President Scaman Absent: None 3. Public Comment Judith Alexander spoke their Public Comment aloud. Judith Alexander: Judith Alexander, Chair of the North Avenue District, spoke in support of investing in North Oak Park, and urged the Finance Committee to recommend to the full Board to approve the North Avenue Streetscape Project. 4. Approval of Minutes This Item was tabled. 5. New Business A. ID 21-240 Review of the Recommended Five Year Capital Improvement Plan (CIP) 2022-2026 for the Following Capital Funds Interim Village Manager Lisa Shelley introduced the Item and provided an overview of how the meeting would be structured. Village Trustee Walker-Peddakotla asked for clarification on the adoption timeline. Village of Oak Park Page 1 Printed on 10/14/2021 Finance Committee Meeting Minutes September 13, 2021 Interim Village Manager Shelley responded in December the Board will adopt the entire budget, including the 5-year Capitol Improvement Projects (CIP) budget. The Board is asked to adopt the first year of the CIP in October separately to facilitate the Engineering department to start the bids for 2022 projects. Village Trustee Walker-Peddakotla requested a more detailed breakdown of how much revenue is coming from home rule, cannabis and gas tax separately. Village Trustee Parakkat requested to have indicated any projects that begin in 2022 that will span multiple years. The Village's Chief Financial Officer (CFO) Steve Drazner gave an overview of the the executive summary and the scale which was used to prioritize each of the capital improvement projects. Village Trustee Parakkat requested clarification if the year to year increase in spending is due to the new police department. CFO Drazner clarified it is not and the increase should be made more clear once they review the projects. Public Works Director John Wielebnicki provided an overview of the public works projects. Village Trustee Parakkat requested clarification on if the board's goal of increasing the tax levy would put any constraints on the CIP. Director Wielebnicki it would not. Village Trustee Taglia requested clarification on if there is any consideration given to contractors regarding the shortage of supplies and materials in relation to any request for proposals (RFP). Director Wielebnicki responded staff keeps this in mind due to the shortage of materials and may expand a bidding date to allow vendors to put together a response with quality goods for the service. Village Engineering, Bill McKenna, gave an overview of the Albion traffic calming study, alley improvements, the Augusta Street traffic calming project, Austin Boulevard resurfacing project, and the Bicycle Boulevard project. Village Trustee Parakkat requested clarification on why the sustainability funds are being used to fund the Bicycle Boulevard project. Village Engineer McKenna responded the funding is based on the previous board's direction during the last budget process to use this funding source. Village of Oak Park Page 2 Printed on 10/14/2021 Finance Committee Meeting Minutes September 13, 2021 Interim Village Manager Shelley added there will be a more in depth discussion on what projects will be funded from the Sustainability fund at the next Finance Committee meeting. Village Trustee Walker-Peddakotla requested clarification on the priority code (D) for the Bicycle Boulevard project. Village Engineer McKenna responded generally higher priorities are given to infrastructure condition based projects and this project is more of a community benefit and a supplement to the core infrastructure services. Village Trustee Walker-Peddakotla requested the total projected cost of implementations for the Greenways Project. Village Trustee Buchanan voiced her support of the Bicycle Boulevard project. Village Engineer McKenna continued with the CIP overview. Village Trustee Walker-Peddakotla expressed concern regarding diversion of traffic to Washington Street due to developments on Madison Street and would like to ensure Washington Street stays safe for the children traveling to and from school. Village Engineer McKenna responded part of the Madison Street Road Calming project takes into account looking at the safety measures being taken on Washington Street for the diverted traffic. CFO Drazner gave an overview of the Building Improvement Fund summary. Director Wielebnicki then gave an overview of the 2022 building improvement projects. Village Trustee Walker-Peddakotla requested clarification on the Metra Station Improvements and if the village controls the Metra Station access to restrooms or the ability to put in a restroom for the public. Director Wielebnicki responded that has been earmarked for 2023 and includes onsite maintenance staff to clean and maintain the public restrooms, with the design work being started in 2022. Interim Village Manager Shelley added this involves contracting with Metra as well. CFO Drazner gave an overview of the Fleet Replacement Fund summary. Director Wielebnicki gave an overview of the fleet replacement analysis and process, and then discussed the proposed fleet vehicle replacements. Village of Oak Park Page 3 Printed on 10/14/2021 Finance Committee Meeting Minutes September 13, 2021 CFO Drazner gave an overview of the Equipment Replacement Fund summary. Information Technology Director Alvin Nepomuceno gave an overview of the Video Streaming line item for Communications, stating the current system is analog and very out of date and difficult to support with today's newer technology. Director Nepomuceno continued with an overview of the Information Technology line item requests which include technology and system upgrades and maintenance. Interim Fire Chief Kevin Fadden and Deputy Fire Chief Ron Kobyleski gave an overview of the Fire line item requests which include rescue and emergency equipment. Chief of Police LaDon Reynolds gave an overview of the Police line item requests which include squad car mobile technology and in-car camera equipment as well as body cameras which will be required by Illinois law by 2024. Director Wielebnicki gave an overview of the Customer Service Request Management (CSRM) system to replace an outdated access database currently used to track customer requests. Interim Village Manager Shelley asked if the Water and Sewer Fund discussion should be moved to the next Finance Committee meeting for review and to continue with the financial review. President Scaman was in favor to move the Water and Sewer Fund discussion to the next Finance Committee meeting. Village Trustee Enyia was appreciative of the work the staff put into this and paying attention to the details around the board goals. Village Trustee Taglia also is appreciate to staff and the work putting all the information together as it extremely useful to spend time to understand the state of the village's assets; as a village we need to continually invest in our infrastructure to ensure we remain competitive and answer the needs of the community. Village Trustee Buchanan is also grateful for the time and effort staff has put into this information. She was hoping to see more recognition toward the board's sustainability and equity goals and hopes to see more of those items included next year. Village of Oak Park Page 4 Printed on 10/14/2021 Finance Committee Meeting Minutes September 13, 2021 Interim Village Manager Shelley added that the board is in the process of developing some major plans which will impact the future funding of the CIP and will be an opportunity to see a more inclusive reflection of all the board's goals. Village Trustee Walker-Peddakotla would like to address the flooding issues in the village and any flood mitigation plans when they discuss the Water & Sewer Fund. Village Trustee Walker-Peddakotla would also like to have a broader board conversation around funding a new police station before any further work is done on that project. Regarding the flooding issue, Director Wielebnicki indicated they will see a number of projects identified in the Water & Sewer Fund which are in response to the flooding issue. There is a combined sewer system master plan which has seen implementation of projects and initiatives to hrlp mitigate flooding in the village. President Scaman commented on the importance of positioning the board to be ready to approve the CIP in October to be able to go out to bid early for some of these projects so they are not delayed a year. 6. Adjournment It was moved by Village Trustee Parakkat, seconded by Village Trustee Enyia, to adjourn. The motion was approved. The meeting adjourned at 9:22 P.M., Monday, September 13, 2021. Respectfully Submitted, Deputy Clerk DeViller AYES: 4 - Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, and Village Trustee Taglia NAYS: 0 ABSENT: 0 Village of Oak Park Page 5 Printed on 10/14/2021