President and Board of Trustees
Regular MeetingOak Park, IL · February 2, 2015
Minutes
123 Madison Street
Village of Oak Park Oak Park, Illinois 60302
www.oak-park.us
Meeting Minutes
President and Board of Trustees
Monday, February 2, 2015 7:30 PM Village Hall
I. Call to Order
Village President Abu-Taleb called the meeting to order at 7:00 P.M.
II. Roll Call
Present: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
Absent: 1- Village Trustee Ott
III. Consideration of Motion to Adjourn to Executive Session to Discuss Personnel
at 6:30 p.m.
It was moved by Village Trustee Tucker, seconded by Village Trustee Barber to
enter into Executive Session pursuant to 5 ILCS 120/2(c)(121) - discussion of
minutes of meetings lawfully closed under the Open Meetings Act, and 5 ILCS
120.2(c)(1) - discussion of the appointment, employment, compensation,
discipline, performance or dismissal of specific employees of the Public Body.
The motion was approved.
AYES: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
NAYS: 0
ABSENT: 1- Village Trustee Ott
V. Reconvene to Regular Meeting at 7:30 p.m. in Council Chambers and Call to
Order
The Regular Meeting reconvened at 7:40 P.M.
VI. Roll Call
Present: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
Absent: 1- Village Trustee Ott
VII. Agenda Approval
Village President Abu-Taleb noted that VillageTrustee Salzman had requested
that Item M be moved from the Consent Agenda to the Regular Agenda.
It was moved by Village Trustee Tucker, seconded by Village Trustee Barber,
that the Agenda be approved as amended. A voice vote was taken and the
motion was approved.
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VIII. Minutes
A. MOT 15-012 Motion to approve minutes for January 12, 2015 Special Meeting of the
Village Board and minutes for January 20, 2015, Regular Meeting of the
Village Board.
It was moved by Village Trustee Brewer, seconded by Village Trustee Tucker to
approve the January 12, 2015 and January 20, 2015 minutes. A voice vote was
taken and the motion was approved.
IX. Non-Agenda Public Comment
There was no non-agenda public comment.
Agenda Public Comment
Tom Hollinden. Mr. Hollinden thanked the Board for their support of the Sugar
Beet Co-op.
X. Village Manager Reports
.
B. ID 15-041 Review of the Village Board Meeting Calendars for February, March, April
and May 2015.
Village Manager Cara Pavlicek referred to the tentative meeting calendars
through May in the Board Packets. She asked that she be advised of any
conflicts.
Director of Public Works John Wielebnicki spoke about the snow clean up that
is taking place due to the weekend's storm and answered questions from the
Board.
XI. Village Board Committees
There was no Village Board Committee business to report.
XIV. Regular Agenda
C. MOT 15-011 Motion to Direct Staff to Prepare a Redevelopment Agreement with Autobarn of
Evanston related to the purchase of Volvo Oak Park, 1140 Garfield Street,
located within the Harlem Garfield TIF District consistent with the
Recommendation of the Oak Park Economic Development Corporation (EDC)
and prepare the necessary amendment to the FY15 Budget for the Harlem
Garfield TIF Fund.
Village Manager Pavlicek stated that Autobarn of Evanston is in the process of
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President and Board of Trustees Meeting Minutes February 2, 2015
purchasing the Volvo Oak Park property, contingent upon continuation of
economic incentives. The Village currently has an agreement with Volvo. The
proposed recommendation from the Oak Park Economic Development
Corporation would allow for staff to prepare a successor agreement for final
Board action that would replace the relationship with Volvo and provide funds
from the Harlem Garfield TIF to assist Autobarn with the acquisition of Volvo
Oak Park. After Autobarn's sales reach $50 million, which will generate
$500,000 in sales tax revenue to the Village, there will be a 50/50 sales tax
sharing agreement for a six-year period.
John Hedges, Executive Director of the Oak Park Economic Development
Corporation, spoke about Autobarn and conversations held between them and
the OPEDC. The proposed agreement is for a 15-year forgivable loan in the
amount of $1 million with an interest rate of 5 percent. Autobarn is also investing
approximately $18 million into the business. In addition to the terms described
by Village Manager Pavlicek, Autobarn agrees not to request any additional
support from the Village during the agreement period. The revenue to the Village
during the sales tax sharing period is estimated to be $1.5 million.
VillageTrustee Brewer asked about the status of the current loan with Volvo and
how the Village will recoup those funds. Village Manager Pavlicek clarified that
the intention of the recommendation from the EDC which states that the Village
will collect $500,000 in sales tax before the split is to pledge that amount against
the outstanding loan and allow the Village to be made whole.
There was a discussion regarding the current agreement and the proposed
agreement.
Village Trustee Lueck noted that the language in the proposed agreement refers
to expansion outside of the existing site. There may be zoning and
development issues that may have to go before the Plan Commission in terms
of a use change. If these issues arise, they will have to go through the
devlopement and zoning processes. Village Trustee Tucker commented that
these items need to be incorporated into the agreement.
Village Trustee Brewer asked if it would be appropriate to include a successor
clause in the new agreement that specifically identifies the $500,000 as debt
that Autobarn is taking over from Volvo. Village Manager Pavlicek replied that it
could and will be included.
It was moved by Village Trustee Lueck, seconded by Village Trustee Barber, that
the motion be approved. The motion was approved. The roll call on the vote
was as follows:
AYES: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
NAYS: 0
ABSENT: 1- Village Trustee Ott
D. RES 15-148 A Resolution Authorizing the Execution of a Contract with Rausch
Infrastructure LLC for Project 15-9, Central Reservoir Improvements, in an
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President and Board of Trustees Meeting Minutes February 2, 2015
amount not to exceed $1,182,170.00.
Village Manager Pavlicek stated that this project has been included in the
Capital Improvement Program as well as the FY15 adopted budget. This and
Item E, the following item, are related to the central reservoir, which is the
Village's primary storage system for drinking water. They have been included
on the Regular Agenda due to the volume of the improvement.
Village Engineer Bill McKenna clarified that Item E is for the engineering of the
project and Item D is for the construction. He described the project, which
involves rehabbing the reserviour located under Stevenson Park. He added that
the Village is working with the Park District in terms of their planned
improvements to Stevenson Park to combine the two projects into one
construction sequence to minimize impact to the park. They will continue
working with the Park District to determine schedules for those projects.
Village Trustees Barber and Tucker acknowledged the staff that work with the
reservoirs.
Mr. McKenna and Public Works Director John Wielebnicki discussed how often
the reservoirs are inspected, methods of inspection and water testing.
It was moved by Village Trustee Lueck, seconded by Village Trustee Brewer that
this Resolution be adopted. The motion was approved. The roll call on the vote
was as follows:
AYES: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
NAYS: 0
ABSENT: 1- Village Trustee Ott
E. RES 15-149 A Resolution Authorizing Execution of a Professional Services Agreement
with Ciorba Group, Inc. for Professional Engineering Services for Phase III
Construction Engineering for the Central Reservoir Improvement Project in
an amount not to exceed $114,771.00.
It was moved by Village Trustee Tucker, seconded by Village Trustee Brewer,
that this Resolution be adopted. The motion was approved. The roll call on the
vote was as follows:
AYES: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
NAYS: 0
ABSENT: 1- Village Trustee Ott
XV. Consent Agenda
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It was moved by Village Trustee Tucker, seconded by Village Trustee Barber, to
waive the reading of the Consent Agenda. A voice vote was taken and the
motion was approved.
Approval of the Consent Agenda
It was moved by Village Trustee Tuckerand seconded by Village Trustee
Salzman to approve the items under the Consent Agenda. The motion was
approved. The roll call on the vote was as follows:
AYES: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
NAYS: 0
ABSENT: 1- Village Trustee Ott
F. RES 15-130 A Resolution Approving the First Amendment to the Cooperative Agreement
Between the Village of Oak Park and IFF and Authorizing its Execution.
H. RES 15-141 A Resolution Authorizing the Use of Motor Fuel Tax Funds for Maintenance
of Streets in the Village of Oak Park for the Fiscal Year 2015.
I. RES 15-142 A Resolution Authorizing the Execution of an Agreement with R. Carrozza
Plumbing Co., Inc. for the Replacement of Two Pumps in the Village Hall
Ejector Pit for a Total Amount not to Exceed $46,115.00.
J. RES 15-150 A Resolution Authorizing the Execution of a Professional Services
Agreement with Terra Engineering, Ltd. for Professional Engineering
Services for Phase II Design Engineering of the South Boulevard Utility and
Streetscape Project in an amount not to exceed $124,619.00.
K. RES 15-155 A Resolution Authorizing an Application for a Bicycle Friendly Community
Award to the League of American Bicyclists.
L. RES 15-157 A Resolution Approving a Tolling Agreement between the Village of Oak
Park and the Illinois Metropolitan Investment Fund (IMET) and Related
Document and Authorizing their Execution.
M. RES 15-159 A Resolution Authorizing Execution of a Professional Services Agreement
with the Illinois Community Choice Aggregation Network, LLC, in an
Amount Not to Exceed $5,500 for Community Choice Aggregation
Consultant Services and Specified Municipal Structure Electric Supply
Procurement.
Village Trustee Salzman stated that this is the start of the next phase of the
Village's electrical aggregation contract. Now is a good time for residents and
business owners to look at the process and provide input so that there is a
more desirable outcome than last year. He also wanted to get some
background on how this process will differ from last year, specifically if there's
going to be a reverse auction.
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Mark Pruitt with Illinois Community choice Aggregation Network stated that his
recommendation is based on the time remaining until the expiration of the
current contract. What he advises is to develop a short list of qualified suppliers
and create an RFP with a set submittal date. Pending the results of the
submittals and the scoring, he would like to move the process forward so that in
case the pricing that is submitted by the bidders is not at the targeted level, the
Village would have the opportunity to reissue the RFP and test the market
prices over time. He has experience operating reverse auctions but believes
that it is prudent and easier at this point to use a more traditional process.
It was moved by Village Trustee Salzman, seconded by Village Trustee Tucker,
that this Resolution be adopted. The motion was approved. The roll call on the
vote was as follows:
AYES: 6- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village
Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb
NAYS: 0
ABSENT: 1- Village Trustee Ott
N. ORD 15-046 An Ordinance Establishing an All-Way Stop at the Intersection of Randolph
Street and Grove Avenue.
O. ORD 15-047 An Ordinance Amending Chapter 22 (“Streets and Sidewalks”), Article 2
(“Sidewalk and Driveway Construction”), Division A (“Generally”), Section
22-2-1 (“Specifications; Exemption”) of the Oak Park Village Code for the
Purpose of Administrative Approval for Non-Concrete Materials.
P. ORD 15-049 An Ordinance Amending Chapter 2 (“Administration”) and Chapter 7
(“Buildings”) of the Oak Park Village Code Regarding the Development
Customer Services Department.
Q. ORD 15-050 An Ordinance Amending Chapter 2 (“Administration”) of the Oak Park
Village Code Regarding the Parking and Mobility Services Department.
R. ORD 15-051 An Ordinance Authorizing the Execution of the Redevelopment Agreement
between the Village of Oak Park and the Sugar Beet Food Co-op Consistent
with the Recommendations of the Oak Park Economic Development
Corporation (Oak Park EDC).
XVI. Call to Board and Clerk
Village Trustee Barber congratulated the Oak Park Regional Housing Center for
an outstanding fundraising event they had on Saturday night.
Village Trustee Lueck expressed appreciation to Public Works for their hard
work over the last couple of days.
XVII. Adjourn
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It was moved by Village Trustee Lueck, seconded by Village Trustee Tucker to
adjourn. A voice vote was taken and the motion was approved. Meeting
adjourned at 8:50 P.M., Monday, February 2, 2015.
Respectfully Submitted By:
MaryAnn Schoenneman
Deputy Village Clerk
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Agenda
123 Madison Street
Village of Oak Park Oak Park, Illinois 60302
www.oak-park.us
Meeting Agenda
President and Board of Trustees
Monday, February 2, 2015 7:30 PM Village Hall
Regular Meeting at 6:30 p.m., Room 130. The Village Board is expected to
adjourn immediately into Executive Session at 6:30p.m. and reconvene the
Regular Meeting at 7:30 p.m. in Council Chambers
The President and Board of Trustees welcome you. Statements may be made by
citizens at the beginning of the meeting, as well as when agenda items are reviewed. If
you wish to make a statement, please complete the "Instructions to Address the Village
Board" form which is available at the back of the Chambers, and present it to the staff
table at front. When recognized, approach the podium, state your name and address
first, and please limit your remarks to three minutes.
Instructions for Non-Agenda Public Comment
Non-agenda public comment is a time set aside at the beginning of each regular
meeting for citizens to make statements about an issue or concern that is not on that
meeting�s agenda. It is not intended for a dialogue with the board. You may also
communicate with the board at 708.358.5784 or e-mail board@oak-park.us.
Non-agenda public comment will be limited to 30 minutes with a limit of three minutes
per person. If comment requests exceed 30 minutes, public comment will resume after
the items listed under the regular agenda are complete.
Instructions for Agenda Public Comment
Comments are three minutes per person per agenda item with a maximum of three
agenda items to which you can speak. In addition, the Village Board permits a
maximum of three persons to speak to each side of any one topic that is scheduled for
or has been the subject of a public hearing by a designated hearing body. These items
are noted with (*).
I. Call to Order
II. Roll Call
III. Consideration of Motion to Adjourn to Executive Session to Discuss
Personnel at 6:30 p.m.
IV. Adjourn Executive Session
V. Reconvene to Regular Meeting at 7:30 p.m. in Council Chambers and Call to
Order
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President and Board of Trustees Meeting Agenda February 2, 2015
VI. Roll Call
VII. Agenda Approval
VIII. Minutes
A. MOT 15-012 Motion to approve minutes for January 12, 2015 Special Meeting of the
Village Board and minutes for January 20, 2015, Regular Meeting of the
Village Board.
Overview: This is a motion to approve the official minutes of meetings of the Village
Board.
IX. Non-Agenda Public Comment
X. Village Manager Reports
B. ID 15-041 Review of the Village Board Meeting Calendars for February, March, April
and May 2015.
Overview: Once per month the Village Manager presents the tentative schedule of the
upcoming meetings of the Village Board for review and comment.
XI. Village Board Committees
This section is intended to be informational. If there are approved minutes from a recent
Committee meeting of the Village Board, the minutes will be posted in this section.
XII. Citizen Commission Vacancies
This is an ongoing list of current vacancies for the Citizens Involvement Commissions.
Residents are encouraged to apply through the Village Clerk’s Office.
XIII. Citizen Commission Appointments, Reappointments and Chair
Appointments
Names are forwarded from the Citizens Involvement Commission to the Village Clerk
and then forwarded to the Village President for recommendation. If any appointments
are ready prior to the meeting, the agenda will be revised to list the names.
XIV. Regular Agenda
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C. MOT 15-011 Motion to Direct Staff to Prepare a Redevelopment Agreement with Autobarn
of Evanston related to the purchase of Volvo Oak Park, 1140 Garfield Street,
located within the Harlem Garfield TIF District consistent with the
Recommendation of the Oak Park Economic Development Corporation (EDC)
and prepare the necessary amendment to the FY15 Budget for the Harlem
Garfield TIF Fund.
Overview: Autobarn of Evanston proposes to purchase Volvo of Oak Park subject to
Village continuation and transfer of economic incentives via the Harlem
Garfield TIF.
D. RES 15-148 A Resolution Authorizing the Execution of a Contract with Rausch
Infrastructure LLC for Project 15-9, Central Reservoir Improvements, in an
amount not to exceed $1,182,170.00.
Overview: Competitive bids were opened on January 8, 2015, for the Central Reservoir
Improvement Project. Sixteen contractors picked up bid documents and four
bids were received. The low responsible bid was submitted by Rausch
Infrastructure, LLC. in an amount of $1,182,170. 00.
E. RES 15-149 A Resolution Authorizing Execution of a Professional Services Agreement
with Ciorba Group, Inc. for Professional Engineering Services for Phase III
Construction Engineering for the Central Reservoir Improvement Project in
an amount not to exceed $114,771.00.
Overview: The Engineering Division requested a proposal from Ciorba Group, Inc. for
phase III construction engineering services for the Central Reservoir
Improvement project. Ciorba completed the design engineering for this
Project.
XV. Consent Agenda
F. RES 15-130 A Resolution Approving the First Amendment to the Cooperative Agreement
Between the Village of Oak Park and IFF and Authorizing its Execution.
Overview: The First Amendment to the Cooperative Agreement with IFF is necessary to
reflect three changes to the Challenge Grant previously approved by HUD: (1)
reduction in IFF’s matching funds from $5,257,646 to $2,100,000; (2)
extension of the performance period by 150-days to June 30, 2015; and (3)
addition of $86,817 to the agreement, resulting in a total Sub-recipient budget
of $2,302,483.
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President and Board of Trustees Meeting Agenda February 2, 2015
H. RES 15-141 A Resolution Authorizing the Use of Motor Fuel Tax Funds for Maintenance
of Streets in the Village of Oak Park for the Fiscal Year 2015.
Overview: The Village receives a monthly distribution of Motor Fuel Tax (MFT) funds
from the Illinois Department of Transportation (IDOT). The Illinois Highway
Code requires that each municipality receiving MFT funds use those funds for
the limited purposes described in the Highway Code. Those approved uses
generally relate to the costs of labor and materials for construction and
maintenance of the public right of way. The Village is required to adopt a
Resolution which obligates its share of Motor Fuel Tax Funds to one or more
of the approved purposes set forth in the Highway Code.
I. RES 15-142 A Resolution Authorizing the Execution of an Agreement with R. Carrozza
Plumbing Co., Inc. for the Replacement of Two Pumps in the Village Hall
Ejector Pit for a Total Amount not to Exceed $46,115.00.
Overview: The ejector pit at Village Hall is the sewerage collection point for the entire
building. The pit contains two ejector pumps that pump waste water into the
Village’s sewerage system outside the building. Both pumps are scheduled for
replacement in 2015.
J. RES 15-150 A Resolution Authorizing the Execution of a Professional Services Agreement
with Terra Engineering, Ltd. for Professional Engineering Services for Phase II
Design Engineering of the South Boulevard Utility and Streetscape Project in
an amount not to exceed $124,619.00.
Overview: The Engineering Division requested a proposal from Terra Engineering, Ltd. for
phase II design engineering services for the Federally funded streetscape and
utility project on South Boulevard from Harlem Avenue to Marion Street.
Terra Engineering is currently providing preliminary design engineering
services for this project and has provided design and construction oversight of
the South Marion Streetscape project.
K. RES 15-155 A Resolution Authorizing an Application for a Bicycle Friendly Community
Award to the League of American Bicyclists.
Overview: Community bicycle stakeholders and staff propose that the Village of Oak Park
submit an application to the League of American Bicyclists for the Village to be
recognized as a Bicycle Friendly Community.
L. RES 15-157 A Resolution Approving a Tolling Agreement between the Village of Oak Park
and the Illinois Metropolitan Investment Fund (IMET) and Related Document
and Authorizing their Execution.
Overview: This Agreement authorizes the Village to receive and review documents
related to the IMET’s recovery efforts of funds that were purportedly invested
in loans with First Farmers Financial, LLC.
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M. RES 15-159 A Resolution Authorizing Execution of a Professional Services Agreement
with the Illinois Community Choice Aggregation Network, LLC, in an Amount
Not to Exceed $5,500 for Community Choice Aggregation Consultant Services
and Specified Municipal Structure Electric Supply Procurement.
Overview: This Agreement authorizes consultant support for the Oak Park community
electricity aggregation program, as well as procurement services for revenue
generating municipal structures.
N. ORD 15-046 An Ordinance Establishing an All-Way Stop at the Intersection of Randolph
Street and Grove Avenue.
Overview: This is final step in the approval process to upgrade the intersection of
Randolph Street and Grove Avenue from a two-way to an all-way stop
controlled intersection. The Transportation Commission made the
recommendation to upgrade to all-way stop signs at its November 10, 2014
meeting. On December 8, 2014, the Village Board of Trustees approved the
recommendation and directed staff to prepare the necessary ordinance.
O. ORD 15-047 An Ordinance Amending Chapter 22 (“Streets and Sidewalks”), Article 2
(“Sidewalk and Driveway Construction”), Division A (“Generally”), Section
22-2-1 (“Specifications; Exemption”) of the Oak Park Village Code for the
Purpose of Administrative Approval for Non-Concrete Materials.
Overview: The Village Code currently requires the Board of Trustees to approve
construction of sidewalks and driveways on public property when materials
other than concrete are used and does not allow for the use of permeable
pavements on public property. Staff is recommending amending the Code to
allow the Director of Public Works to approve non-concrete materials for
sidewalks and driveways on public property instead of the Board of Trustees.
P. ORD 15-049 An Ordinance Amending Chapter 2 (“Administration”) and Chapter 7
(“Buildings”) of the Oak Park Village Code Regarding the Development
Customer Services Department.
Overview: The FY14 Budget established the re-organization of a number permitting,
licensing and inspection services into a single operating department which was
subsequently named the Development Customer Services Department via an
amendment to the Village Code adopted February 3, 2014. Additional
amendments to the Code have been identified in order to codify the
organization efficiencies that were directed by the Village Board via their
adoption of both the FY14 and FY15 Budget.
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President and Board of Trustees Meeting Agenda February 2, 2015
Q. ORD 15-050 An Ordinance Amending Chapter 2 (“Administration”) of the Oak Park
Village Code Regarding the Parking and Mobility Services Department.
Overview: In approximately 2007, parking related village services were re-organized into
a stand-alone operating department and subsequent Village budgets have
provided for this. An amendment to the Village Code has been prepared to
reflect this practice.
R. ORD 15-051 An Ordinance Authorizing the Execution of the Redevelopment Agreement
between the Village of Oak Park and the Sugar Beet Food Co-op Consistent
with the Recommendations of the Oak Park Economic Development
Corporation (Oak Park EDC).
Overview: The Sugar Beet Co-op is requesting financial assistance from the Madison
Street Tax Increment Financing (TIF) funds and the Oak Park EDC recommends
that should Sugar Beet raise $800,000 in member loans by December 31,
2015; that the Village provide $250,000 from the TIF funds towards Sugar
Beet’s build-out costs; and that the Village co-sign a line of credit for $250,000
for use as a contingency with oversight by the Village.
XVI. Call to Board and Clerk
XVII. Adjourn
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