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, November 16, 2015 7:30 PM Village Hall I. Call to Order Village President Abu-Taleb called the meeting to order at 7:34 P.M. II. Roll Call Present: 5- Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, and Village President Abu-Taleb Absent: 2- Village Trustee Barber, and Village Trustee Tucker III. Agenda Approval Village Manager Pavlicek noted that Item U has been moved from the Consent Agenda to the Regular Agenda. It was moved by Village Trustee Brewer, seconded by Village Trustee Lueck, to approve the agenda. A voice vote was taken and the motion was approved. IV. Minutes A. MOT 15-137 Motion to Approve Minutes for November 2, 2015 Regular Meeting and November 5, 2015 Special Meeting and November 9, 2015 Special Meeting of the Village Board. It was moved by Village Trustee Lueck, seconded by Village Trustee Ott, to approve the minutes of November 2, November 5 and November 9. A voice vote was taken and the motion was approved. VI. Village Manager Reports There was nothing to report. VII. Village Board Committees There was nothing to report. VIII. Citizen Commission Vacancies B. ID 15-381 Board and Commission Vacancy Report for November 16, 2015. There were no comments. IX. Citizen Commission Appointments, Reappointments and Chair Appointments Village of Oak Park Page 1 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 C. MOT 15-138 Motion to consent to the Village President’s Appointment of: Civic Information Systems Commission - David Gulbransen, Appoint as Chair Disability Access Commission - Jennifer Kovar, Appoint as Member Public Art Advisory Commission - Sabina Ott, Appoint as Member It was moved by Village Trustee Lueck, seconded by Village Trustee Salzman, that this Motion be approved. A voice vote was taken and the motion was approved. V. Non-Agenda Public Comment Rick McNamara, representing Shirtworks. Mr. McNamara expressed concern that the scheduled pre-Christmas groundbreaking on the Station Street project would be detrimental to local businesses and asked that closing access to the current parking lots be delayed until December 26. Heather Anderson, representing Muse. Ms. Anderson expressed the same concerns and asked if some alternate parking options could be offered to customers. Peter Morava, representing Careful Peach Boutique. Mr. Morava commented that the businesses were told that it was possible that the closure of approximately 186 parking spots would occur right before the holiday season. Waiting an additional 10 days, up until December 26, would be beneficial to them. Clare Leavitt, representing Ten Thousand Villages. Ms. Leavitt stated that last year, 3,715 people walked through their door the week before Christmas. December sales represented 32% of their total sales for the year. She expressed concern that patrons will not know where to park if these spots are closed. She asked the Board to carefully consider how this might affect downtown businesses. Karen Morava, representing Careful Peach Boutique. Ms. Morava stated that customers will not drive around looking for a parking garage if the lot that they normally park in is suddenly fenced off. The downtown businesses are excited about this project; they will work around the parking issue during construction but ask that the Village and developer come to an agreement to keep these spots open during the holiday season. Village President Abu-Taleb thanked the business owners for their comments; their collective feedback to the Board helps them make better decisions. X. Public Hearing D. ID 15-375 Public Hearing on the Fiscal Year 2016 Proposed Budget Village President Abu-Taleb called to order the Public Hearing on the Fiscal Year 2016 Proposed Budget. Notice of the Public Hearing was published as required by law in the Wednesday Journal on November 4, 2015. Village Manager Pavlicek noted that the Truth in Taxation Public Hearing was held two weeks ago. This will be another opportunity for public comment or input on the recommended budget. The Village Board has seen two drafts of the budget document. Staff anticipates that the final budget will be formally adopted on December 7. Village of Oak Park Page 2 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 Patrick Coyne, representing SEIU 73. Mr. Coyne expressed concern regarding various positions being cut as well as the lack of supervision for the Parking Enforcement Officers. Rob Breymaier, representing the Oak Park Regional Housing Center. Mr. Breymaier expressed concern regarding the Village's assumption that his organization will be able to find a location that is rent free. He spoke about his organization's intention to share Visit Oak Park's office space, which will not be possible. What may be feasible, however, is for Visit Oak Park's staff to move into the Housing Center's location but that will not result in the same amount of savings. He also commented that the cut made to their budget would have covered their rent and utilities for a year and may also result in the loss of one of their counselors. There was a brief discussion. Village Trustee Salzman commented that if merging the two organizations into one location is not feasible, perhaps there is another option that can be looked into. Village Trustee Lueck noted that the Reinventing Government Commitee's intention was for the Housing Center to explore the practicality and viability of sharing a space with Visit Oak Park. If that wasn't possible, the Housing Center would come back to to the Board and a budget amendment would be considered. She noted that since the budget has not passed yet, it makes sense to consider an increase back to the original level of funding, with the understanding that if savings can be achieved, that money comes back to the Village. Following additional discussion, Village Trustee Brewer noted that the Housing Center is on par with the OPEDC in terms of importance to the Village. If cuts are made to the Housing Center, they should strongly look at cuts to the OPEDC as well. It was moved by Village Trustee Ott, seconded by Village Trustee Salzman, to adjourn the Public Hearing. A voice vote was taken and the motion was approved. XI. First Reading E. ORD 15-187 First Reading of an Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 5 (“Schedule of Fines and Penalties for Certain Minor Traffic Violation, Parking and Vehicle License Violations”) of the Oak Park Village Code as Reviewed by the Finance Committee of the Village Board at its October 22, 2015 Meeting Village Manager Pavlicek stated that this Ordinance is in regards to parking citation fines. These were last reviewed in 2008; most fees will increase by $10. The increase will be more substantial in terms of handicap placards, as the Village is currently out of compliance with the State. Chief Financial Officer Craig Lesner discussed the volume of citations and stated that projected revenue is $354,000. F. ORD 15-188 First Reading of An Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 4 (“Vehicle Licenses”), Section 15-4-3 (“Fees Generally”) of the Oak Park Village Code as Reviewed by the Finance Committee of the Village Board on October 22, 2015 Village Manager Pavlicek stated that the current fees for vehicle stickers have been in place since 2008. It is being proposed that all classifications other than those for Village of Oak Park Page 3 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 persons 65 or older be increased as of 2016. The increase would be separated out for payment on debt service related to the increased streets and alleys improvement program. Also, staff is requesting that the the online discount be transitioned out, as they are getting to the point where investment in the software is necessary. Mr. Lesner added that the increase is an opportunity to offset the debt without increasing property taxes and would generate approximately $487,000 per year. Village Trustee Brewer asked if there is a level of compliance or non-compliance that staff is comfortable with if the online discount is removed. Village Manager Pavlicek noted that the online discount was originally offered to encourage the public to avoid Village Hall. Currently, over 70% of renewals are done online; the fulfillment process is typically two business days. It is difficult to gauge the compliance rate, as the information from the Secretary of State is not 100% updated. G. ORD 15-200 First Reading of An Ordinance Amending Section 20-7-2 of the Oak Park Village Code to Establish New Environmental Fee Rates Village Manager Pavlicek stated that this is a 3.5% increase to incorporate costs that the Village incurred through the contract with Waste Management in 2015 for the cost of residential solid waste collection. The additional half percent is for anticipated increases in disposal costs at the landfill. These were not passed on to residents in 2015, but staff would like to keep pace with the current cost of the service. XII. Second Reading H. ORD 15-195 Second Reading and Adoption of an Ordinance Amending Parking Permit Fees as Set Forth in Chapter 15 (“Motor Vehicles and Traffic”) of the Oak Park Village Code It was moved by Village Trustee Salzman, seconded by Village Trustee Ott, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Barber, and Village Trustee Tucker XIII. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Lueckand seconded by Village Trustee Brewer to approve the items under the Consent Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Barber, and Village Trustee Tucker Village of Oak Park Page 4 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 I. ORD 15-179 An Ordinance Amending Chapter 7 (“Buildings”), Article 12 (“Plumbing Code”), Section 7-12-1 (“Adoption”) and Chapter 26 (“Water”), Article 5 (“Conservation Measures”), Section 26-5-6 (“Outdoor Water Use”) of the Oak Park Village Code This Ordinance was adopted. J. ORD 15-190 An Ordinance Authorizing the Sale of Surplus Vehicles and Materials Owned by the Village of Oak Park This Ordinance was adopted. K. RES 15-482 A Resolution Approving a Professional Services Agreement with Aon Global Risk Consulting for an Amount Not to Exceed $58,713 and Authorizing its Execution This Resolution was adopted. L. RES 15-483 A Resolution Approving the Assignment of the Independent Contractor Agreement for the 2015 Parkway Tree Pruning to Sterling Tree Solutions, LLC and Renewal of the Agreement for the 2016 Parkway Tree Pruning Program in an Amount Not to Exceed $145,000.00 This Resolution was adopted. M. RES 15-484 A Resolution Awarding a Small Rental Property Rehabilitation Loan and Authorizing the Execution of a Loan Commitment and Agreement for the Property Located at 736 Highland Avenue (SRP-030) as Recommended by the Housing Advisory Committee This Resolution was adopted. N. RES 15-485 A Resolution Approving an Amendment to the Independent Contractor Agreement with Anchor Mechanical, Inc. for Certain Improvements to the Village Hall Chiller Plant for a Total Change Order Amount not to Exceed $65,195 and Authorizing its Execution This Resolution was adopted. O. RES 15-486 A Resolution Authorizing The Execution of A Subordination of Lien For The Property Located At 309 Madison Street (SRP-026). This Resolution was adopted. P. RES 15-487 A Resolution Approving the Execution of an Amendment to a Professional Services Agreement between HR Green, Inc. and the Village of Oak Park in an Amount Not to Exceed $115,000 and Authorizing its Execution This Resolution was adopted. Q. RES 15-488 A Resolution Authorizing a Change Order for the Professional Services Village of Oak Park Page 5 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 Agreement with Edwin Hancock Engineering Co. for the 2015 Alley Improvements Project for an Additional $11,068 This Resolution was adopted. R. RES 15-480 A Resolution Approving the Amended and Restated Operating Agreement with the Oak Park Economic Development Corporation (OPEDC) and Authorizing its Execution This Resolution was adopted. S. RES 15-490 A Resolution Authorizing the Purchase of Excess Public Entity Liability Insurance, Excess Workers’ Compensation Insurance, Property Insurance and Crime Coverage for the Village of Oak Park for Fiscal Year 2016 in an Amount Not to Exceed $292,407 This Resolution was adopted. T. RES 15-492 A Resolution Authorizing the Village of Oak Park to Enter Into a Collective Bargaining Agreement and Side Letter with the International Association of Firefighters Local 95 for the Period of January 1, 2016 to December 31, 2017 This Resolution was adopted. V. RES 15-493 A Resolution Approving an Amendment to the Independent Contractor Agreement with D.E.S. Painting, Inc. to Paint Certain Areas of Village Hall for a Total Amount not to exceed $8,850 and Authorizing its Execution This Resolution was adopted. W. MOT 15-135 Motion to Approve the Monthly Treasurer’s Report for All Funds This Motion was approved. XIV. Regular Agenda U. RES 15-491 A Resolution Approving the Second Amended & Restated By-Laws of the Oak Park Economic Development Corporation (OPEDC) Overview It was moved by Village Trustee Brewer, seconded by Village Trustee Salzman, that this Resolution be tabled. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Barber, and Village Trustee Tucker Village of Oak Park Page 6 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 X. RES 15-475 A Resolution Approving a Contract with MYS, Incorporated, for Project 15-22B, Marion Street Crosswalk Improvements, in an Amount Not to Exceed $108,542 and Authorizing its Execution Village Manager Pavlicek noted that this Item was tabled at the November 2 meeting in order to allow staff the opportunity to talk with the initial contractors that had done the work at the southern portion of Marion Street. That work is approximately half of this contract. Village Engineer Bill McKenna stated that this contract is for the repair of nine decorative crosswalks on North and South Marion. The work on North Marion is for six crosswalks and includes replacing the bluestone crosswalk on Marion and Lake with colored concrete to mimic bluestone as a trial for possible future use. The remainder of the work on North Marion is for replacing individual pieces of deteriorated stone. He noted that although there has been success using bluestone as a sidewalk material, there have been issues using it in the roadway. The repairs on South Marion is repairing three granite crosswalks that staff believes are failing due to trench settlement under the crosswalks. Following the November 2 Board meeting, staff contacted the company that was responsible for the original installation of those crosswalks on South Marion and has had conversations with them. They are still working through discussions with the subcontractors to give an answer as to whether or not they will honor the work they did in 2011. Staff is recommending that they award the contract to MYS in order to move forward with the understanding that the repairs of the South Marion crosswalk will be held off until staff is able to report back to the Board with the results of the discussions with the original contractor. It was moved by Village Trustee Brewer, seconded by Village Trustee Ott, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Barber, and Village Trustee Tucker Y. MOT 15-133 Referral of a Planned Development Application for the Property Located at 325-331 Harlem Avenue and 100-107 South Maple Avenue (Southeast corner of Harlem Avenue and South Boulevard + Southeast corner of Maple Avenue and South Boulevard) for a Twelve Story Mixed Use Development Consisting of Commercial on the First floor, Parking within the Proposed Building and 263 Residential Dwelling Units with Allowances Village Trustee Lueck commented that the Board is limited to discussing height, density and use regarding any new Planned Development Application that is being referred to the Plan Commission. Village Planner Craig Failor explained the procedure and clarified that this is not per ordinance but is the policy set by a different Board. Village President Abu-Taleb thanked the developers for investing in Oak Park. Brian Byrne from Lincoln Properties introduced himself to the Board. It was moved by Village Trustee Lueck, seconded by Village Trustee Brewer, that this Motion be approved. The motion was approved. The roll call on the vote Village of Oak Park Page 7 Printed on 12/8/2015 President and Board of Trustees Meeting Minutes November 16, 2015 was as follows: AYES: 5- Village Trustee Brewer, Village Trustee Lueck, Village Trustee Ott, Village Trustee Salzman, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Barber, and Village Trustee Tucker XV. Call to Board and Clerk Village Clerk Powell thanked the Oak Park Regional Housing Center for all they've done for Oak Park. Village Trustee Ott praised and thanked firefighter/paramedics Chris Keenan and Brent Mason for their response to a recent 911 call she made from her home. Village Trustee Lueck attended the sound wall meeting at Village Hall last week and noted that there was a huge turnout. There were a lot of good questions asked, one of them being that the Board weigh in publicly even though they have no control over the end result. She discussed the replica walls and noted that residents are choosing between visibility and sound. Whatever the case, there will still be some noise coming from the expressway. She added that she does not see any benefit for the community as a whole in regards to having a sound wall on either side of the expressway. Village Trustee Salzman stated that he recently learned about how some other municipalities are handling gun control. He asked for feedback from staff whether they are comfortable with Oak Park's current gun shop's business practices and if there's anything that can be done to secure that site. Village President Abu-Taleb spoke about a recent crime incident in Oak Park. Because this case involves juveniles, the law extends certain rights to both the victim and the suspects . He noted that safety is the number one issue in Oak Park and asked that residents be patient; the police are working diligently and this investigation has to take its course. He encouraged residents to attend their Resident Beat Officer meetings, as safety is the responsibility of everyone, not just the police. XVI. Adjourn It was moved by Village Trustee Brewer, seconded by Village Trustee Ott, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 8:50 P.M., Monday, November 16, 2015. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 8 Printed on 12/8/2015