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, April 16, 2018 7:00 PM Village Hall I. Call to Order Village President Abu-Taleb called the Meeting to order at 7:01 P.M. II. Roll Call Present: 5- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, and Village Trustee Andrews Absent: 2- Village Trustee Button, and Village Trustee Boutet Consideration of Motion to Adjourn to Executive Session to Discuss Collective Bargaining and Litigation. It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(2) - Collective Bargaining and 5 ILCS 120/2(11) - Litigation. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, and Village Trustee Andrews NAYS: 0 ABSENT: 2- Village Trustee Button, and Village Trustee Boutet V. Reconvene to Regular Meeting in Council Chambers and Call to Order The Regular Meeting reconvened at 7:33 P.M. VI. 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 VII. Agenda Approval Village President Abu-Taleb noted that Items R and S on the Consent Agenda have been tabled. Village Manager Pavlicek added that those Items will be brought back on an Agenda in May. Village Trustee Boutet requested that Item S be discussed in a future Executive Session. It was moved by Village Trustee Moroney, seconded by Village Trustee Tucker, to approve the Agenda as amended. A voice vote was taken and the motion was Village of Oak Park Page 1 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 approved. VIII. Minutes A. MOT 18-313 Motion to Approve Minutes from the March 19, 2018 Regular Meeting of the Village Board. It was moved by Village Trustee Moroney, seconded by Village Trustee Tucker, to approve the Minutes. A voice vote was taken and the motion was approved. IX. Non-Agenda Public Comment Chris Donovan. Mr. Donovan commented that it has been two years since the Board approved an extension for the design of the Madison Street road diet and bend project. X. Proclamation B. MOT 18-311 Motion to Approve Proclamation for Older Americans Month May 2018 Village President Abu-Taleb read the Proclamation aloud and presented a copy to Patricia Koko. She spoke about events planned for Celebrating Seniors and Older Americans Month. It was moved by Village Trustee Boutet, seconded by Village Trustee Andrews, that this Motion be approved. A voice vote was taken and the motion was approved. C. MOT 18-314 Motion to Approve Proclamation for Arbor Day April 27, 2018 Village Trustee Boutet read the Proclamation out loud. It was moved by Village Trustee Boutet, seconded by Village Trustee Andrews, that this Motion be approved. A voice vote was taken and the motion was approved. XI. Village Manager Reports Village Manager Pavlicek announced that the Earth Fest celebration will be held at the Public Works building this Saturday. Director of Public Works John Wielebnicki added that a Public Works Open House will be held in conjunction with that event. Village Manager Pavlicek also commented that revenue from the plastic bag initiative has declined, which is a good thing. XII. Village Board Committees There was nothing to report. XIII. Citizen Commission Vacancies D. ID 18-855 Board and Commission Vacancy Report for April 16, 2018. There were no comments. XIV. Citizen Commission Appointments, Reappointments and Chair Appointments Village of Oak Park Page 2 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 E. MOT 18-315 Motion to consent to the Village President’s Appointment of: Aging in Place Commission - Barbara Cimaglio, Appoint as Member Aging in Place Commission - Barbara Mirel, Appoint as Member Aging in Place Commission - Carmenza Millan, Appoint as Member Aging in Place Commission - Kenneth A. Gill, Appoint as Member Aging in Place Commission - Lance Taylor, Appoint as Chair Aging in Place Commission - Nancy Teclaw, Appoint as Member Aging in Place Commission - William Fillmore, Appoint as Member Citizen Involvement Commission - John Troelstrup, Reappoint as Chair Citizen Involvement Commission - Sandra Novack-Gottshall, Appoint as Member Community Relations Commission - Tab Washington, Appoint as Member Housing Programs Advisory Committee - Andrew Williams-Clark, Appoint as Member Village Clerk Scaman read the names aloud. Village President Abu-Taleb spoke about the new Aging in Place Commission. He thanked Clerk Scaman and the chair of the Citizen Involvement Commission, John Trolstrup, for their efforts in putting this together. The commission's chair, Lance Taylor spoke about himself and his experience with elderly people. He thanked the Board for creating the commission. Dr. Bill Fillmore, a member, also thanked the Board for the establishment of this commission. It was moved by Village Trustee Moroney, seconded by Village Trustee Tucker, that this Motion be approved. A voice vote was taken and the motion was approved. XV. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Andrews and seconded by Village Trustee Boutet 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 F. ORD 18-349 Concur with the Plan Commission’s Recommendation and Adopt an Ordinance Amending Article 9 (“Site Development Standards”), Section 9.3 (“Accessory Structures and Uses”), Subsection (A)(5)(a) of the Oak Park Zoning Ordinance Regarding the Side Yard Setback for Detached Accessory Structures This Ordinance was adopted. Village of Oak Park Page 3 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 G. ORD 18-355 An Ordinance Declaring Surplus Revenue in the Village of Oak Park Downtown Tax Increment Finance District Special Tax Allocation Fund for the 2017 Tax Year and Authorizing the Payment of that Surplus Revenue to the Cook County Treasurer for Distribution to Affected Tax Districts on a Pro-Rata Basis This Ordinance was adopted. I. ORD 18-361 An Ordinance Authorizing the Sale of Surplus Vehicles, Materials and Equipment Owned by the Village of Oak Park This Ordinance was adopted. J. RES 18-770 A Resolution Approving a Professional Services Agreement with Wight & Company for an Eight Month Period ending December 31, 2018 for Architectural Design Review Services in an Amount Not to Exceed $25,000 and Authorizing its Execution This Resolution was adopted. K. RES 18-800 A Resolution Approving an Intergovernmental License Agreement Between the Village of Oak Park and Oak Park Elementary School District Number 97 for Resident Permit Parking at the Gwendolyn Brooks Middle School Parking Lot and School District Staff Permit Parking on Randolph Street and Authorizing its Execution This Resolution was adopted. L. RES 18-801 A Resolution Approving an Intergovernmental License Agreement Between the Village of Oak Park and Elementary School District Number 97 for Resident Permit Parking at the Percy Julian Middle School Parking Lot and School District Staff Permit Parking on Randolph Street and Authorizing its Execution This Resolution was adopted. M. RES 18-849 A Resolution Approving a Purchase Price Agreement with American Response Vehicles Inc. for the Purchase of an Ambulance in an Amount not to Exceed $277,026 and Authorizing its Execution This Resolution was adopted. N. RES 18-857 A Resolution Approving the Renewal of an Independent Contractor Agreement with GA Paving, LLC for Village Wide Utility Pavement Patching Services in 2018 in an Amount not to exceed $175,000.00 and Authorizing its Execution This Resolution was adopted. O. RES 18-858 A Resolution Approving the Renewal of an Independent Contractor Village of Oak Park Page 4 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 Agreement with Advanced Disposal Services Solid Waste Midwest, LLC for Village Wide Refuse/Recycling Container Pick Up Services in 2018/2019 in An Amount Not to Exceed $123,000.00 and Authorizing its Execution This Resolution was adopted. P. RES 18-861 A Resolution Approving a Professional Services Agreement with BLA, Inc. for Design and Construction Engineering for Project No. 18-14, Bridge Deck Repair Project at Home, Oak Park, and East Avenues, in an Amount Not To Exceed $63,976 and Authorizing its Execution This Resolution was adopted. Q. RES 18-862 A Resolution Approving a Purchase Price Agreement with Gallagher Materials Corp. for the Purchase of Unique Paving Material Cold Mix Asphalt in Fiscal Year 2018 in an Amount not to Exceed $35,000.00 and Authorizing its Execution This Resolution was adopted. T. RES 18-865 A Resolution Approving an Intergovernmental Automatic Mutual Fire Protection Agreement with the Village of River Forest and Authorizing its Execution This Resolution was adopted. U. RES 18-872 A Resolution Approving an Intergovernmental Automatic Mutual Fire Protection Agreement with the Village of Forest Park and Authorizing its Execution This Resolution was adopted. V. RES 18-873 A Resolution Approving an Intergovernmental Automatic Mutual Fire Protection Agreement with the City of Berwyn and Authorizing its Execution W. MOT 18-312 A Motion to Approve the Bills in the Amount of $2,337,615.06 from March 13, 2018 through March 29, 2018 This Motion was approved. Y. 18-355 A Motion to Approve the February 2018 Monthly Treasurer’s Report for All Funds This Motion was approved. XVI. Regular Agenda Z. RES 18-859 A Resolution Approving a Contract with K-Five Construction Corporation for Project 18-15, Resurfacing of Various Streets, in an Amount not to Exceed $1,482,623 and Authorizing its Execution Village of Oak Park Page 5 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 Village Manager Pavlicek noted that as part of the Board Packet and also on the website is a listing of the local streets that are part of this year's resurfacing program. The streets are selected on an as-needed basis in terms of pavement condition. Village Trustee Button asked how it is communicated that streets are being closed and for how long. Village Engineer Bill McKenna stated that staff sends letters to residents being affected and what impacts are expected. Signs are posted regarding the time frames near the sites of construction, which can be a week to a month. Updates are also posted on the website. It was moved by Village Trustee Button, seconded by Village Trustee Tucker, 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 AA. ORD 18-356 An Ordinance Amending the First Quarter, Fiscal Year 2018 Annual Budget Village Manager Pavlicek stated that funds were budgeted in FY 2017 for a number of projects. Prior to December 31, the projects were either not completed or the funds were not spent. A Q1 budget amendment is being requested to reappropriate dollars left in the cash balance the prior year, as well as some modifications between line items. Village Trustee Andrews asked for clarification if all $5.9 million is carryover from last year. Village Manager Pavlicek stated that it is. He asked if the amendments can be brought to the Board sooner than the subsequent quarter. Village Manager Pavlicek explained that a prior Board had requested that they be done on a quarterly basis, but if this Board would like the amendments as they occur, that can be done as well. She explained the rationale by the past Board; that it is harder to follow when done on a piecemeal basis. Village Trustee Andrews asked what attributed to the increase in cost of some of these projects. Village Manager Pavlicek stated that it could be cost of materials or unanticipated field conditions that change the scope of the project. Village President Abu-Taleb asked that staff members be available to explain the changes for their departments. He asked IT Director Alvin Nepomuceno to describe the amendments originating in his department. Mr. Nepomuceno clarified the costs regarding software licensing. Village Trustee Boutet expressed concern regarding payment of invoices on a timely basis. She asked that staff update the Board in December regarding what projects will not be completed that year and of any excess funds. She stated that the Board worked hard to get the budget down by this amount. Chief Financial Officer Drazner explained that these costs are not being added to the budget. Mr. McKenna also explained how the costs of projects get carried over from one year to the next. Village Trustee Boutet would like to see the anticipated carryovers be included in the budget for the next year and any amendments be brought to the Board as they arise. She asked if the Village is out of compliance with the Fund Policy. Mr. Drazner stated that the General Fund is in compliance. Village of Oak Park Page 6 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 Village Trustee Moroney does see the benefit of grouping the amendments together versus one line item at every Board Meeting. Village Manager Pavlicek indicated that there are two conflicting directions on the table and asked for confirmation. She agreed that staff could do a better job at the end of the year. However, it is easier to do quarterly amendments. Village President Abu-Taleb noted that combining the two years' budgets would affect the fund balance and the bond rating. Village Trustee Boutet wanted to make sure that funds are appropriated before contracts are awarded. Village Manager Pavlicek stated that they are. Director of Public Works John Wielebnicki stated that all of these projects have been approved and budgeted for in 2017. It is just a matter of carrying the funds over. Village President Abu-Taleb gave direction to bring the amendments to the Board quarterly. It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, 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 H. ORD 18-347 An Ordinance Amending Chapter 18 (“Peddlers and Solicitors”), Article 2 (“Farmers’ Market”) of the Oak Park Village Code Village Manager Pavlicek stated that the Farmers Market Commission has completed a comprehensive review of their ordinance. Staff supports their recommendation for the amendments being presented. Village Trustee Boutet commented that the rules of operation were supposedly consolidated into the ordinance, yet the ordinance refers to "rules and regulations that may be adopted". She asked if there are going to be any regulations in addition to this. Village Attorney Stephanides stated that this language was included to encompass any future rules or regulations not currently in the ordinance. Director of Public Health Mike Charley also explained why vendors are required to stay at their market space until 1:00 P.M. in response to Village Trustee Boutet's question regarding that rule. Village Trustee Boutet also suggested that they comply with the Plastic Bag Ordinance. Village Manager Pavlicek stated that this is being worked on for the 2019 season. Village Trustee Taglia agreed with Village Trustee Boutet's suggestion. Village Trustee Button asked if there are going to be any promotional events to give away the reusable bags. Mr. Charley stated that during the first two weeks of the Market, and throughout the season, they will be promoting for patrons to bring their own bags; 500 of the Village's reusable bags will be given away. There was additional discussion regarding bags, as well as enforcement of the rules. It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: Village of Oak Park Page 7 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 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 X. MOT 18-316 A Motion to Approve An Updated Organizational Chart for the Development Customer Services Department Village Trustee Boutet stated that she and Village Trustee Andrews met with Director of Development Customer Services Tammie Grossman regarding this. She is relying on the budget comment that there will be no staff layoffs and that is her expectation. Village Trustee Andrews stated that any time anyone leaves the organization, the chart should be looked at to see if there are opportunities to make it more efficient. He supports the reorganization. It was moved by Village Trustee Tucker, seconded by Village Trustee Andrews, 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 XVII. Call to Board and Clerk Village Clerk Scaman spoke about an event being held at the Oak Park Library on Tuesday evening. She also stated that the Farmers Market Commission is in need of members. Village Trustee Boutet attended the groundbreaking ceremony at the New Moms project on Chicago Avenue, which is being completely privately funded. She is happy that this is being brought to the community. Village Trustee Taglia discussed the dangers of e-cigarettes and asked that the Board of Health look into them and what can be done via ordinance to ban or control them. Village Trustee Button referred to an article regarding bike advocates and urged the Board to think about sustainable transportation and what it means to support biking and walkability in the Village. Village Trustee Tucker agreed with Trustee Taglia's request. Village President Abu-Taleb also agreed with Trustee Taglia and commented that Oak Park is open for business. XVIII. Adjourn It was moved by Village Trustee Tucker, seconded by Village Trustee Boutet, to Village of Oak Park Page 8 Printed on 5/8/2018 President and Board of Trustees Meeting Minutes April 16, 2018 adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 8:39 P.M., Monday, April 16, 2018. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 9 Printed on 5/8/2018