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 13, 2017 6:30 PM Village Hall I. Call to Order Village President Abu-Taleb called the Meeting to order at 6:31 P.M. II. Roll Call Present: 6- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews Absent: 1- Village Trustee Button III. Consideration of Motion to Adjourn to Executive Session to Discuss Collective Bargaining and Personnel. It was moved by Village Trustee Moroney, seconded by Village Trustee Andrews, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(2) - collective bargaining and 5 ILCS 120/2(c)(1) - personnel. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 1- Village Trustee Button V. Reconvene to Special Meeting at 7:30 pm in Room 101 and Call to Order The Special Meeting reconvened at 7:31 P.M. VI. Roll Call Present: 6- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews Absent: 1- Village Trustee Button VII. Agenda Approval It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, to approve the Agenda. A voice vote was taken and the motion was approved. IX. Non-Agenda Public Comment Bonita Robinson. Ms. Robinson spoke about her neighbor's outdoor lighting and asked that the Village readdress this issue. Village of Oak Park Page 1 Printed on 11/21/2017 President and Board of Trustees Meeting Minutes November 13, 2017 Kitty Conklin. Ms. Conklin discussed the Park District and D-200's plans for a fitness center/pool. She asked if the Village is part of that project and what financial role they will play. Chris Donovan. Mr. Donovan stated that he has yet to receive responses to his requests made during previous public comment. X. Regular Agenda A. ID 17-701 Village Board Review of the Recommended FY18 Budget. Overview Village Manager Pavlicek gave a history of meetings held regarding the 2018 budget thus far. This meeting will primarily be a review of recommendations for reductions in expenditures in the General Fund, at the direction of the Finance Committee. Village President Abu-Taleb asked that each member of the Finance Committee give a summary of what was discussed at their meetings. He noted that Trustees Boutet and Moroney, though not part of the committee, were present at almost every meeting. Village Trustee Tucker stated that they have had seven Finance Committee meetings. He thanked staff for all their work and follow up to all of their questions. The committee requested that the CIP be cut by $1 million, which staff came back with. An overview of partner agencies was held, in which they responded to questions from the Finance Committee. Pension conversations resulted in a decision to increase payment into the Fire Pension Fund of $400,000 in an effort to bring that closer to the level of the Police Pension Fund. The committee also asked staff to come back with an additional $2.5 million in reductions aside from the cuts in the CIP. Village Trustee Andrews has found that the budget process is difficult. He appreciates the efforts of staff to answer questions of new Board members. He commented that the Village needs to be more diligent in handling their expenses as well as their fees. Village Trustee Taglia stated that staff has done a good job of presenting information. Looking at cuts is difficult, but he believes these are thoughtful cuts, and that the process is a holistic approach. Chris Donovan. Mr. Donovan stated he has attended many of the Finance Committee meetings and agrees budgeting is difficult. He suggested that the Village let the Madison TIF expire instead of trying to extend it and return the funds to the General Fund. Village President Abu-Taleb asked staff to address Mr. Donovan's suggestion as to putting TIF funds into the General Fund. Village Attorney Stephanides stated that as long as the TIF is in existence, the TIF Act prohibits that transfer. Village Manager Pavlicek stated that staff will be presenting six new sources of revenue, confirm that items requested by the Board are included and review recommended cuts. On the revenue side, staff is recommending imposing a vehicle impoundment penalty, raising boot and boot towing fees, imposing a 6% tax on medical marijuana, imposing a towing fee for arrests and to be more comprehensive regarding reimbursement for out of Village of Oak Park Page 2 Printed on 11/21/2017 President and Board of Trustees Meeting Minutes November 13, 2017 pocket expenses related to staff time for special events. Village Trustee Andrews, although not entirely supportive of of taxing medical marijuana, asked how much revenue per user it would generate. Village Manager Pavlicek stated that she would provide that information. Village Trustee Tucker is opposed to taxing people to medicine, although would be in favor of taxing it should it ever become legal for recreational use. Village Trustees Boutet, Taglia and Moroney and Village President Abu-Taleb were also opposed to taxing medical marijuana. Village Trustee Andrews also agreed but felt they were making an uniformed decision. He reiterated his request for staff to produce an approximate dollar amount. Village Trustee Boutet initiated a discussion regarding the $550 impoundment penalty. Police Chief Ambrose clarified that vehicles are currently not towed for DUI or felony arrests, as there is no ordinance in place. Village Attorney Stephanides commented that Chicago charges a $2,000 impoundment penalty. Village Trustee Tucker was in favor of the penalty as well as towing. The Board provided consensus to support this as a revenue source. Village Manager Pavlicek referred to the new expenses per Board direction; a $400,000 increase to the Fire Pension Fund and the Small Business Facade Improvement Program, at $50,000 for the first year. Director of Development Customer Services Tammie Grossman discussed the program, which will start with a survey to businesses asking for their needs. This will be tied to sales tax generation to establish a baseline for the maximum amount of each grant. Staff expects the increased tax revenue to forgive the grant. She anticipates putting guidelines together the first quarter of 2018 and present it to the Board. Village Trustee Andrews likes the idea of looking at sales tax but does not want to exclude service related businesses because of that. Village Trustee Moroney is comfortable with $50,000 for the first year. Ms. Grossman is proposing the elimination of $50,000 for the rental reimbursement program, which is for landlords to increase the marketability of their buildings. The program has had low demand. Village Trustee Boutet would like to talk about ways to support Oak Park's values regarding integration via the housing programs. The Board provided consent to cut $50,000. There was discussion regarding the Fire Pension Fund. Village Trustee Moroney is comfortable staying at $5.2 million in funding, with the understanding that the intention is to have pension funds 100% funded by 2040, rather than overtax residents. Village President Abu-Taleb explained why an additional $1.5 million was added last year and that Village Trustee Tucker suggested an additional $400,000 this year. CFO Steven Drazner stated that the Police and Fire Pension Funds are currently extremely underfunded. Village Trustee Boutet agreed with Village Trustee Moroney. Village Trustee Andrews likes the accelerated payment, but would like to see the entire budget before using an arbitrary number. Village Trustee Tucker stated that this sends a positive message to fire personnel. It is also more beneficial to invest sooner rather than later. There was additional discussion. Village Trustee Taglia agreed with Village Trustee Andrews. Village Manager Pavlicek stated that the next items are cuts that have been identified by departments, some of which she is not recommending. The first one is $7,500 for special Village of Oak Park Page 3 Printed on 11/21/2017 President and Board of Trustees Meeting Minutes November 13, 2017 VOP web projects. Village Trustee Tucker read a statement from Village Trustee Button expressing concern regarding some of the proposed cuts, such as communication tools like the OP/FYI newsletter and web updates, retail grants and multi-housing support. Communications Director David Powers spoke about the cost to produce and mail 9 issues of OP/FYI. Previous community surveys suggest that the OP/FYI is a significant source of how people get their information. The survey currently underway will give staff updated information regarding that. Village Trustee Andrews proposed the newsletter be put online only. It is not green, as well as a waste of money. Mr. Powers reminded the Board that the other taxing bodies also have their inserts in the newsletter. Village Trustee Boutet agrees with modernizing but the entire community does not necessarily have email or internet. The OP/FYI has value to it. Village Trustee Taglia is comfortable with six issues a year. Village Trustees Moroney and Tucker agreed. Village President Abu-Taleb stated that they will put it at six for now and readdress it next year. There was a discussion regarding the website. Village Manager Pavlicek asked for direction regarding the $7,500 for web projects. Village President Abu-Taleb told her to use her discretion. Village President Abu-Taleb asked if the Board was in consensus with the recommended cuts from Development Customer Services. Ms. Grossman advised the Board which projects would be eliminated, which include planning documents for South Town and North Avenue. Village Trustees Andrews and Boutet were opposed to cutting plans for North Avenue. Village Trustee Moroney suggested engaging stakeholders rather than have an official plan. Village Trustee Andrews reminded the Board that plans assist with securing grants. Board direction was to keep funding for North Avenue. Village Manager Pavlicek stated that the Self-Insured Retention Fund is an Internal Service Fund that is supported by transfers from other funds, most recently the Parking and the Water and Sewer Funds. The recommended budget shows a $1 million transfer from the General Fund into the Self-Insured Retention Fund in addition to $1 million from Parking and Water and Sewer. Staff is proposing to reduce the General Fund transfer by $250,000, which she does not recommend. Trustee Taglia commented that the fund will be in a deficit whether they take the $250,000 or not. He was in favor of reducing the transfer. Village Trustee Boutet commented that the proportion of funding should coincide with employees in high risk jobs. She wants to make sure that is done correctly. Village Trustee Moroney suggested adopting some of the new parking revenues discussed by Ms. Grossman to increase the amount that can be added to the Self-Insured Retention Fund. This would reduce the levy by $1 million. Village Trustee Andrews agreed. There was discussion. Village President Abu-Taleb suggested tabling this item until the parking discussion in two weeks. HR Director Julia Valdez commented that most of their reductions will be related to training. She stated that administration of FMLA will be outsourced to Perspectives as of December 1 at $12,000 per year. She is currently handling it personally, but having it done off site lowers the risk of extremely confidential information being disclosed and would be more efficient, as this is not a traditional function of HR Directors. Village Manager Pavlicek was opposed to staff's proposed cut regarding the rodent control contract. The Board agreed and did not want any cuts whatsoever in the Health Department. Public Works Director John Wielebnicki discussed his recommendations, which include Village of Oak Park Page 4 Printed on 11/21/2017 President and Board of Trustees Meeting Minutes November 13, 2017 eliminating permit/inspection consultants at $100,000. Trustees Boutet expressed concern on the extra burden on staff and did not support that. Village Trustee Andrews agreed. Village Trustee Taglia did not agree, as it was staff that proposed this. Village Trustee Tucker suggested only cutting half but was comfortable with staff's recommendations. Village Trustee Moroney asked if any of the street and alley repairs can wait. Mr. Wielebnicki would not recommend that in an effort to stay on schedule, which will benefit the Village in the long run. Future years will require attention to larger arterial streets. There was consensus to cut $100,000. Mr. Wielebnicki also recommended cutting an additional $115,000 towards the tree pruning contract. That can be brough back in-house. There is also a $100,000 reduction in tree removal, but there will still be $400,000 in the fund. Village Trustee Boutet commented about vacant positions not being filled and stated that she wants to see the long vacant FOIA Officer position filled. There were no objections. She also suggested eliminating the valet service and Divvy. Village Manager Pavlicek stated that these can be addressed during the parking discussion. Village Trustee Boutet suggested that the Village decide on a debt limit, amend the ordinance that allows transfers between object class to state exactly what is transferred, and elminate large quarterly budget amendments and do them as they occur. Village Trustee Moroney believes that the Village needs to continue to look for additional cuts to reach a goal of raising the levy by only 5% and continue to have that goal. Village President Abu-Taleb stated that the Board would like to have a lower tax levy. However, prices go up and and the Village is being as efficient as they can be to minimize the levy. XII. Adjourn It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 9:47 P.M., Monday, November 13, 2017. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 5 Printed on 11/21/2017