President and Board of Trustees

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes President and Board of Trustees Monday, June 29, 2015 6:30 PM Village Hall I. Call to Order Village President Abu-Taleb called the meeting to order at 6:30 P.M. II. Roll Call Present: 7- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb Absent: 0 III. Consideration of Motion to Adjourn to Executive Session to Discuss Litigation. It was moved by Village Trustee Ott, seconded by Village Trustee Brewer, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(11) - litigation. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 0 V. Reconvene to Regular Meeting in Room 101 and Call to Order The Special Meeting reconvened at 7:05 P.M. VI. Roll Call Present: 7- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb Absent: 0 VII. Agenda Approval It was moved by Village Trustee Tucker, seconded by Village Trustee Barber,to approve the Agenda. A voice vote was taken and the motion was approved. VIII. Public Comment Village of Oak Park Page 1 Printed on 7/21/2015 President and Board of Trustees Meeting Minutes June 29, 2015 There was no public comment. IX. Regular Agenda A. ID 15-213 Proclamation - Black Lives Matter Village President Abu-Taleb read the Proclamation aloud. Village Trustee Barber thanked Village Trustee Salzman for having this put on the agenda and discussed the diversity and appeal of Oak Park and how all residents must work together to maintain that. Village President Abu-Taleb stated that the Board could spend a lot of time passing resolutions about the many things that occur around the country but resolutions alone do not solve these problems. However, this Proclamation reflects the beliefs and values of the Village of Oak Park in that everyone is equal and deserve the same rights. It was moved by Village Trustee Ott, seconded by Village Trustee Brewer, that this Proclamation be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 0 B. ORD 15-118 An Ordinance Granting Permission for Supervised Public Display of Fireworks. It was moved by Village Trustee Tucker, seconded by Village Trustee Barber, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 0 C. MOT 15-082 Motion to Receive the FY 2014 Comprehensive Annual Financial Report (CAFR) and Supporting Documents. Village Manager Pavlicek stated that the Finance Committee met on Monday, June 22, during which Dan Berg of Sikich, LLP and Chief Financial Officer Craig Lesner provided a detailed report. The Board will be acknowledging receipt of that document this evening. The Village is required to file the report with the State of Illinois by tomorrow, June 30. Mr. Lesner stated that the yearly audit is the only time that the Village's financials are reviewed by an objective third party. Mr. Berg stated that staff has been very cooperative and did a good job of preparation. There were only 13 adjustments made to journal entries and the audit was completed on time. There was an increase in net assets, although the General Fund is down by $300,000. However, the Unassigned Fund balance is up by Village of Oak Park Page 2 Printed on 7/21/2015 President and Board of Trustees Meeting Minutes June 29, 2015 $535,000 .The Parking Fund paid off its long term loan from the General Fund, a year or two earlier than anticipated. The Enterprise Funds, Water and Sewer, and Parking, each had a positive year. Village Trustee Salzman expressed concern regarding Fire Pension obligations and requested more information. Village Trustee Brewer noted that parking ticket revenue was down and asked why. Village Manager Pavlicek noted that fewer tickets are being issued; staff has been trying to balance being "customer friendly" with enforcement in certain areas. There has also been a decrease in staff who issue parking tickets. There was a discussion. Village Trustees Tucker and Lueck thanked staff members and others who were involved in the audit. Regarding parking ticket revenue, Village President Abu-Taleb noted that the newly implemented park by phone program, as well as the increase in overnight parking passes issued to residents may have contributed to the decrease. He expressed concern regarding how cash from parking is audited. Mr. Berg stated that walk throughs of transactions are done to make sure controls put in place are working. The current machines in the parking garages are an example of a good control, as there are less people handling cash. Another good control is the armored service that transports cash to the bank. Mr. Lesner stated that he is generally comfortable with the current checks and balances although there is always room for improvement. There was a discussion regarding the IMET investment. Village President Abu-Taleb did not agree with Mr. Berg's recommendation to write this off. Mr. Berg does not know how much or when this will be returned to the Village so he was taking the most conservative approach. Village Attorney Paul Stephanides described IMET, noting the the Village has $600,000 invested. Five percent of that has been returned. Mr. Berg discussed the Village's Fire and Police Pension obligations. It was moved by Village Trustee Brewer, seconded by Village Trustee Barber, that this Motion be approved. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Barber, Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 0 D. ID 15-211 Discussion Regarding the Madison Street Enhancement Project. Village Manager Pavlicek stated that on April 13, the Board had discussed the Madison TIF District and had provided consensus to proceed from Oak Park Avenue to East Avenue on Madison Street as the first phase of the road diet. Village Engineer Bill McKenna will be providing a presentation reviewing how that can be done as well as the timing of the project. Mr. McKenna stated that staff is recommending that spot safety improvements as well as water and sewer improvements be done in conjunction with streetscaping and that the road diet be done in its entirety as part of Phase 1. This would benefit cyclists, as the Village of Oak Park Page 3 Printed on 7/21/2015 President and Board of Trustees Meeting Minutes June 29, 2015 road will become one lane in each direction with a shared turn lane. Staff also recommends that a cycle track versus a buffered bike lane be implemented. Currently staff is proposing expanding the bike lanes from Oak Park to Harlem to provide connectivity to Forest Park. In that segment, a parking lane will be along the curb, with the bike lane between that and the traffic lanes. The roadway width on that stretch of Madison cannot accommodate the cycle track version. This would be done with striping during the first phase, which would require obscuring the current pavement markings for the new roadway alignment. The cycle track version would run from Oak Park Avenue to Austin. This places the bike lane between the curb and parking lane, which creates a safer environment for cyclists which will encourage families and more people in general to use it. Mr. McKenna added that staff is recommending using TIF funds for the necessary water and sewer work to avoid deferring any other planned projects. They are also recommending removing any Federal funds from the project. The Village has received a $450,000 Federal grant to install bike lanes. Should those funds be utilized, the entire project will be subject to IDOT and Federal Highway review and approval, which would delay design and increase engineering expenses. In addition, it would most likely prohibit many of the recommended improvements that are not Federal Highway adopted standards. The start of construction may also be delayed as long as 2018. Mr. McKenna stated that the first phase of construction in 2016 would cost approximately $6.4 million, which includes the entire road diet and streetscape from Oak Park to East Avenue. The next phase, Home to Oak Park Avenue is $4.5 million and includes . $1.8 million in water and sewer work. The next steps, pending Board direction, will include bringing forward engineering contracts for design of the project as well as some environmental contracts to do soil testing. The Steering Committee will reconvene to finalize the streetscape palate and preliminary plans and cost estimates should be brought to the Board this winter. Construction of the first phase as well as the road diet, will start in late spring or early summer of 2016. Mr. McKenna answered questions from the Board. There was extensive discussion regarding the boundaries of the bike lanes and cost, as well as timing related to the TIF. The Board gave direction to proceed with design work. Tabrielle Matthews, representing Global Community Associates. Ms. Matthews suggested that a Community Center be developed in Oak Park and spoke about how her organization could use that location to encourage interaction among diverse groups of young people to help develop a feeling of community. E. ID 15-212 Status Report on the Comprehensive Plan Implementation Village Planner Craig Failor stated that what the Board has been given in their package is a brief interim report. A more detailed update will be presented in September. X. Adjourn It was moved by Village Trustee Salzman, seconded by Village Trustee Ott, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 9:10 P.M., Monday, June 29, 2015. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 4 Printed on 7/21/2015