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, October 16, 2017 7:30 PM Village Hall I. Call to Order Village President Abu-Taleb called the Meeting to order at 7:32 P.M. II. Roll Call Present: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews Absent: 0 III. Agenda Approval Village Manager Pavlicek stated that there was a request to move Item M up in the Agenda. It was moved by Village Trustee Tucker, seconded by Village Trustee Button, to approve the Agenda as amended. A voice vote was taken and the motion was approved. IV. Minutes A. MOT 17-240 Motion to Approve Minutes from October 2, 2017 Regular Meeting Minutes of the Village Board. It was moved by Village Trustee Button, seconded by Village Trustee Tucker, to approve the Minutes. A voice vote was taken and the motion was approved. V. Non-Agenda Public Comment Bonita Robinson. Ms. Robinson discussed inconveniences caused by her neighbor's outdoor lighting and steps taken to resolve the issue. VI. Proclamations X. ID 17-662 Motion to Approve Proclamation for A Day of Remembrance in Honor of Barbara Furlong Village President Abu-Taleb read the Proclamation aloud. It was moved by Village Trustee Andrews, seconded by Village Trustee Boutet, that this Proclamation be adopted. A voice vote was taken and the motion was approved. Village of Oak Park Page 1 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 VII. Village Manager Reports Village Manager Pavlicek commented that the following two Items are reports that will be discussed at the next Regular Meeting. She gave a brief overview and noted that there is additional information in the Board packets. B. ID 17-656 Receipt of the 2017 Illinois Project for Local Assessment of Needs (IPLAN) Five Year Community Health Plan as recommended by the Board of Health and Director of Public Health and scheduling its discussion for November 6, 2017. C. ID 17-661 Receipt of the Traffic Calming Toolbox as Recommended by the Transportation Commission and Scheduling its Discussion for November 6, 2017. M. RES 17-603 A Resolution Approving a Professional Services Agreement with The Lakota Group, Inc., for Phase 2 Landscape Design and Planning Services for the Lake Street Streetscape and Infrastructure Improvement Project in an Amount not to Exceed $131,370 and Authorizing its Execution Village Manager Pavlicek stated that the FY 2017 budget included funds for design and planning services for Lake Street. Staff would like to proceed with this work and anticipate bringing recommendations back to the Board in January 2018. This will include final plans for lighting, irrigation, hardscape materials, trees and landscaping. Village Engineer Bill McKenna discussed the contract with Lakota to finish Lake Street improvements. Village Trustee Moroney expressed concern regarding the cost of bluestone versus concrete. Village Trustee Button agreed and wanted to see a cost analysis of potential options. Mr. McKenna stated that he could provide that for the Board to review. Village Trustee Tucker would like to see other options as well. He was in favor of using some bluestone to carry over similar elements in the design, but did not support using bluestone throughout. Village Trustee Boutet was concerned that the Board would be approving the design before the actual project. She preferred to approve the CIP first. Village Manager Pavlicek clarified that the project has already been vetted and approved by a previous board. Village Trustee Andrews asked what the implications would be if this contract was held back. He commented that Lakota's bid was not the lowest. Mr. McKenna explained that Lakota's proposal contained competitive pricing as well as evidence that they could perform the work within the allotted time frame. In addition, he was concerned that the lower proposals lacked the ability to complete the work to the standards provided. Village President Abu-Taleb asked for clarification on what the Board will be voting on tonight. Village Manager Pavlicek stated that it is for professional services to develop a design on items that are ready to go to bid. Village President Abu-Taleb asked what the impacts would be if this decision is delayed. Chris Dillion, President of Campbell Coyle Real Estate and partners with Ranquist Development on the District House project, stated from a timing perspective, they are far into construction and are anticipating their first deliveries early next year. It is critical that the streetscape move forward as soon as possible. Village of Oak Park Page 2 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 Village Trustee Boutet asked what the Village's responsibility is under the redevelopment agreement. Director of Development Customer Services Tammie Grossman commented that one of responsibilities of the Village is to design the sidewalk, irrigation systems, tree locations, etc. The Village had already negotiated that the frontage would be bluestone, based on the direction of the prior Board, and that is the design that was used by the Developer in putting forth their project.The Developer is paying for the bluestone; the Village is paying for streets, lighting, etc. Village Trustee Boutet asked if any of this work can be scaled back and how much is actually necessary. Mr. McKenna discussed the cost of lighting, traffic signals, brick for intersections, etc., as well as funds for specialty features being considered. For the January discussion, he will highlight costs for the specialty items so that the Board can make those decisions. Mr. McKenna and Kevin Clark, Director of Design with the Lakota Group, answered questions from the Board. It was moved by Village Trustee Tucker, seconded by Village Trustee Moroney, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 0 VIII. Village Board Committees Village Trustee Tucker commented that there will be meetings of the Finance Committee on the following two Mondays. They are open to the public. Village Trustee Andrews attended a meeting of the Board Of Health and looks forward to reviewing their Needs Assessment Report. Village Trustee Boutet discussed the I-Gov assembly scheduled for November 11 at 9:00 A.M. IX. Citizen Commission Vacancies There were no comments. X. Citizen Commission Appointments, Reappointments and Chair Appointments There were no appointments or reappointments. XI. Second Reading D. ORD 17-274 Second Reading and Adoption of An Ordinance Amending Chapter 8 (“Business Licensing”) of the Oak Park Village Code to add a new Article 38 (“Massage Establishments and Massage Services”) Village Trustee Boutet stated that she is familiar with an organization called The Chicago Village of Oak Park Page 3 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 Alliance Against Sexual Exploitation. Massage parlors are often places that use victims of sex trafficking to perform massages. This organization works to eradicate that by working with the legitimate massage community. It is her intention to share her ideas with them and get feedback from the legitimate massage community. She has an appointment with them on Friday and asked that this Item be tabled until the next Board meeting. Village Manager Pavlicek commented that applications are received on a weekly basis. Any improvements to the ordinance would help in regards to a couple of establishments but it's the Board's decision. There was a discussion regarding the level of urgency for this ordinance. It was moved by Village Trustee Boutet, seconded by Village Trustee Andrews, that this Ordinance be tabled. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 0 XII. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Tucker and seconded by Village Trustee Moroney to approve the items under the Consent Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 0 E. RES 17-675 A Resolution Setting Halloween “Trick or Treat” Hours from 3:00 P.M. To 7:00 P.M. on Tuesday, October 31, 2017 This Resolution was adopted. F. ORD 17-272 Concur with the Zoning Board of Appeal’s Recommendation and Adopt an Ordinance Granting a Special Use Permit to Operate a Private School with an Accessory Day Care Center at 6936-6950 Roosevelt Road. This Ordinance was adopted. H. ORD 17-275 An Ordinance Declaring Surplus Revenue in the Village of Oak Park Downtown Tax Increment Finance District Special Tax Allocation Fund for the 2016 Tax Year and Authorizing the Payment of that Surplus Revenue to the Cook County Treasurer for Distribution to Affected Tax Districts on a Village of Oak Park Page 4 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 Pro-Rata Basis This Ordinance was adopted. I. RES 17-659 A Resolution Approving an Independent Contractor Agreement with Path Construction Company, Inc. for Lombard Avenue Bridge Expansion Joint Repairs in an Amount not to Exceed $28,850.00 and Authorizing its Execution. This Resolution was adopted. J. RES 17-661 A Resolution Approving a Professional Services Agreement with Ciorba Group Inc. for a Pump Station Energy Study in an Amount not to Exceed $27,804.00 and Authorizing its Execution This Resolution was adopted. K. RES 17-662 A Resolution Approving an Amendment to the Independent Contractor Agreement with Oak Brook Mechanical Services, Inc. for Emergency HVAC Repairs in Amount for a New Not to Exceed Amount of $35,000.00 and Authorizing its Execution This Resolution was adopted. L. RES 17-663 A Resolution Authorizing the Execution of a Marketing Services Agreement (MSA 1736) This Resolution was adopted. O. RES 17-666 A Resolution Approving an Intergovernmental Agreement for Assessment of Fair Housing with the Chicago Metropolitan Agency for Planning and Intergovernmental Memorandum of Understanding for a Regional Assessment of Fair Housing and Authorizing their Execution This Resolution was adopted. P. RES 17-667 A Resolution Approving a Professional Services Agreement with Patrick Engineering Inc., for Land Surveying Services for Project No. 17-08, Local Street Improvement Projects, in an Amount not to exceed $29,745 and Authorizing its Execution This Resolution was adopted. R. RES 17-669 A Resolution Approving an Independent Contractor Agreement with G.A. Paving Construction, Inc. for Snow Plowing and Salting of Village Leased/Owned Parking Lots and Back-up Snow Removal for Public Streets for the 2017/18 Snow Season in an Amount Not to Exceed $196,880 and Authorizing its Execution This Resolution was adopted. Village of Oak Park Page 5 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 S. RES 17-671 A Resolution Approving a Professional Services Agreement with Speer Financial, Inc. as the Village’s Municipal Bond Advisor for Bond Issuances and Other Related Services and Authorizing its Execution This Resolution was adopted. T. RES 17-674 A Resolution Authorizing the Execution of a Settlement Agreement in Workers’ Compensation Case Number 2016 WC 15644 This Resolution was adopted. XIII. Regular Agenda U. MOT 17-236 A Motion to Concur with the Transportation Commission’s Recommendation to Install a STOP Sign on Forest Avenue for Northbound Traffic at Greenfield Street and Direct Staff to Prepare the Necessary Ordinance and to Install a Temporary Bump-Out on Greenfield Street at Forest Avenue Village Manager Pavlicek stated that this is a combination of traffic calming measures recommended by the Transportation Commission. Staff is not supportive of the installation of a STOP sign but are supportive of installing a bump out. Village Engineer Bill McKenna stated that a petition from residents on the 1000 block of Forest Avenue was received regarding safety and visibility of pedestrians as well as confusion regarding right of way, etc. at the intersection. Staff discussed concerns with residents and collected data this past spring, which was given to the Transportation Commission. Mr. McKenna stated that the data does not support a STOP sign. Forest Avenue is a calm residential street; there have been no accidents at that intersection in the past three years. Greenfield has slightly higher speeds. The Commission shared their concerns regarding Greenfield and recommended several options. Staff is in favor of all recommendations except for the STOP sign. He discussed the historical data and noted that STOP signs are not used to control speed. Transportation Commission Chair Jack Chalabian discussed a similar situation in which the Transportation Commission did not recommend a STOP sign. Subsequently, a child got hit and a STOP sign was installed. He believes that is the rationale behind the commission's recommendation. He acknowledged that Mr. McKenna is right; the data does not warrant a sign, but there is a distance that exists between traffic control devices which encourages people to drive faster. He noted that there is an issue with east-west traffic. Mr. Chalabian and Mr. McKenna answered questions from the Board. There was a discussion regarding bump outs. The motion was amended to exclude the bump outs. It was moved by Village Trustee Button, seconded by Village Trustee Boutet, that this Motion be approved as amended. The motion failed The roll call on the vote was as follows: AYES: 2- Village Trustee Button, and Village Trustee Boutet NAYS: 5- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, and Village Trustee Andrews ABSENT: 0 Village of Oak Park Page 6 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 G. ORD 17-273 Concur with the Zoning Board of Appeal’s Recommendation and Adopt an Ordinance Granting a Special Use Permit to operate a Day-Care Center at 6441 North Avenue. This Item was removed from the Consent Agenda at the request of Village Trustee Andrews. Zoning Board of Appeals Chair Mike Quinn stated that the applicant anticipates approximately 79 children. Pickup and drop off will be at the rear of the building and a staff person will be present. There is also parking in the back with designated spots for staff and families. The applicant answered questions from Village Trustee Andrews regarding his experience, build out plan, target audience and staff size. Letters have been sent to local residents regarding the possibility of increased traffic in the area. Lighting will be improved. Village Trustee Andrews suggested reaching out to the Early Childhood Collaboration. It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 0 Judith Alexander, representing the North Avenue Business District. Ms. Alexander stated that there are a variety of negative businesses on North Avenue, making the task of revitalizing the area difficult. She urged the Village to do extensive investigations regarding business license applicants. N. RES 17-665 A Resolution Approving a Purchase Price Agreement with Zones, Inc. for the Acquisition of Computer Workstations and Monitors in an Amount not to Exceed $44,380.68 and Authorizing its Execution IT Director Alvin Nepomuceno acknowledged that the RFQ for this was not posted as long as they had intended. He stated that he reached out to known vendors who deal with Dell computers and it was also supposed to be posted on the Village website. Due to a change in staffing and his lack of oversight, it was only on for four days before the deadline. He discussed the eight responses. If this gets posted again, it will delay certain projects and training; however, they may receive better quotes. Village Trustee Boutet, who requested this be pulled off of the Consent Agenda, stated that because it was only posted for four days, a local vendor was not able to qualify for local government pricing in time. She would like to have a local vendor preference ordinance. Village Trustee Andrews would like to support local as well. There was a discussion regarding the drawbacks of putting it back out for quotes. Village of Oak Park Page 7 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 It was moved by Village Trustee Button, seconded by Village Trustee Taglia, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 0 V. MOT 17-237 A Motion to Refer an Appeal of the Revocation of the Business License of Austin Pantry Located at 1 Chicago Avenue to a Special or Existing Hearing Board for Review and Setting a Date Certain for the Hearing Village President Abu-Taleb stated that he has talked to everyone on the Board. Three members volunteered to hold a hearing and bring their recommendation back to the full Board; Trustees Andrews, Moroney and Taglia. Village Manager Pavlicek commented that the Board needs to appoint the hearing committee and set a date certain for the hearing this evening. The proposed date would be Thursday, October 26 at 3:00 P.M. She explained the process. It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, that this Motion be approved. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 0 Q. RES 17-677 A Resolution Approving Amendments to Appendix VII (“Appointee Pay Plan Schedule”) of the Personnel Manual for the Village of Oak Park Village Trustee Boutet stated that she requested that this be removed from the Consent Agenda. She expressed concern regarding the addition of another position in the $135,000 range. HR Director Julia Scott Valdez commented that in July, the Board approved merging the Parking Department into Development Customer Services. In lieu of a Parking Director, they approved the position of Assistant Director of Development Customer Services. There is currently a temp in that position. Village Trustee Boutet expressed concern with the number of high level management staff and is not in favor of so many layers of management. She also asked if the Police Department Budget Manager duties can be redirected. Ms. Scott Valdez commented that the duties are currently split up and it is not the most efficient approach. Village Manager Pavlicek added that this is not a new position; it had been left unfilled. The current chief has asked for it to be put back into the budget. Village President Abu-Taleb asked Ms.Scott Valdez for her professional opinion as to whether the organization is top heavy. She commented that with a department the size of Development Customer Services, the Director needs someone to assist them with the Village of Oak Park Page 8 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 large workload. The staff is working hard but she believes the position is essential to that department. Village Trustee Taglia asked how adding this position will impact the budget. Ms. Scott Valdez stated that the Assistant Director salary is less than the previous Parking Director's salary. She also discussed the rationale regarding increasing the Police Commander salary range and other Police positions. It was moved by Village Trustee Tucker, seconded by Village Trustee Button, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, and Village Trustee Andrews NAYS: 1- Village Trustee Boutet ABSENT: 0 W. MOT 17-241 A Motion to Approve the Five Year Capital Improvement Plan (2018-2022) as Reviewed by the Finance Committee of the Village Board on September 11th, September 12th, and September 19th and at a Special Meeting of the Village Board on September 25th Village Manager Pavlicek stated that this Item was tabled at the October 2 meeting. Staff typically asks for adoption of the Five Year CIP in advance of the full budget conversation. At the request of Village Trustee Tucker, staff has included a list of projects that would be deferred from 2018 to 2019. Chris Donovan. Mr. Donovan stated that a petition exists that asks that the Board follow the Complete Streets Policy in regards to the Madison Street project. Village Trustee Tucker thanked Village Manager Pavlicek and staff for providing the potential savings. He added that he wants to get this approved and asked what the consequences are of delaying a decision. Village Manager Pavlicek stated that historically, if the bid preparation documents can be started in November or December, staff is able to bid projects sooner, resulting in a bigger pool of bidders as well as lower prices. Village Trustee Boutet continues to be concerned with taxes and the CIP. Village Manager Pavlicek confirmed that voting on this tonight does not include approval of funding. Village Trustee Andrews agreed with Village Trustee Boutet is not comfortable voting on several items. Village Trustee Button commented that approving the CIP now does not take away the Board's option to revisit specific items. She is comfortable voting tonight without going over what staff has already done. Village Trustee Moroney suggested that he is not prepared to vote on the CIP without looking at the complete FY18 budget. Village President Abu-Taleb clarified that this is just a guideline looking at the next five years. This does not take away the Board's opportunity to revisit the items. Village Trustee Taglia is comfortable voting on the CIP with the proposed deductions and stated that this is separate from the budget. Village of Oak Park Page 9 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 Village Trustee Andrews commented that the CIP and budget are connected, as these projects get funded by debt service. Director of Public Works John Wielebnicki stated that this is a planning document. Staff is trying to identify what needs to be addressed over the next five years. He shared the process of how projects come forward and how Engineering plans for infrastructure that is needed. Approval of this document allows staff to anticipate the workload. CFO Steve Drazner explained that this is a planning document and is not binding Trustees to approve future projects and purchases. No projects are approved until a budget is adopted, which is done annually. Village Trustee Moroney asked how to look to lower the budget if the CIP is approved tonight. Mr. Drazner explained sources of revenue for the CIP Fund. Village Manager Pavlicek also explained how certain sources of revenue have to go in certain funds. Village Trustee Boutet stated that she has other questions. She feels that the CIP should be approved after the budget is approved. Mr. Wielebnicki explained that areas can be cut during the budget approval. This document gives staff a head start on projects. It is used for planning, not dedicating actual funds. Village Manager Pavlicek stated that this document is staff identifying for the Board all the infrastructure needs for the Village. Village Trustee Boutet identified the various projects that she doesn't support. It was moved by Village Trustee Button, seconded by Village Trustee Moroney, that this Motion be approved. The motion was approved. The roll call on the vote was as follows: AYES: 4- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, and Village Trustee Tucker NAYS: 3- Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews ABSENT: 0 XIV. Call to Board and Clerk Village Clerk Scaman thanked the Deputy Village Clerk for covering two Finance Committee meetings while she was out of town, as well as for her valued service. She noted that there are additional openings on Boards and Commissions and urged all to apply. Village Trustee Andrews commented that although he has problems with the CIP approval process, he commends staff for the actual document and thanked them for putting it together. Village Trustee Tucker concurred with Village Clerk Scaman regarding the Deputy and with Village Trustee Andrews regarding staff's work on the CIP. Village Trustee Taglia is committed to looking at every expense to get numbers down. He respects everyone's opinion and thinks they should move forward in tandem. Village of Oak Park Page 10 Printed on 11/7/2017 President and Board of Trustees Meeting Minutes October 16, 2017 Village President Abu-Taleb thanked the Assistant Village Attorney for filling in this evening. XV. Adjourn It was moved by Village Trustee Tucker, seconded by Village Trustee Button, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 10:11 P.M., Monday, October 16, 2017. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 11 Printed on 11/7/2017