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, January 27, 2020 7:00 PM Village Hall I. Call to Order Village President Pro Tem Walker-Peddakotla called the Meeting to order at 7:01 P.M. II. Roll Call Present: 6- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 1- Village President Abu-Taleb III. Consideration of a Motion to Adjourn to Executive Session to Discuss Collective Bargaining It was moved by Village Trustee Andrews, seconded by Village Trustee Taglia, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(2) - collective bargaining. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village President Abu-Taleb V. Reconvene to Special Meeting (acting like a Regular Meeting) in the Council Chambers and Call to Order The Special Meeting reconvened at 7:33 P.M. VI. Roll Call Present: 6- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 1- Village President Abu-Taleb VII. Agenda Approval Village President Pro Tem Walker-Peddakotla asked that Item E be moved from the Consent Agenda to the Regular Agenda. It was moved by Village Trustee Andrews, seconded by Village Trustee Boutet, to approve the Agenda as amended. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Village of Oak Park Page 1 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 NAYS: 0 ABSENT: 1- Village President Abu-Taleb VIII. Minutes A. ID 20-047 Motion to Approve Minutes from the January 13, 2020 Special Meeting and the January 21, 2020 Regular Meeting of the Village Board. It was moved by Village Trustee Moroney, seconded by Village Trustee Andrews, to approve the Minutes. A voice vote was taken and the motion was approved. IX. Non-Agenda Public Comment There was no Non-Agenda Public Comment. X. Village Manager Reports There was nothing to report. XI. Village Board Committees Village Trustee Boutet announced that the I-Gov Committee is hosting a Tax Forum on Saturday, February 1 at Percy Julian Middle School from 9:00 A.M. to 11:15 A.M. XII. Consent Agenda Amanda Massie. Ms. Massie expressed concern regarding the cost for Item K, seasonal display and maintenance of landscaping containers. She asked what the Village paid last year. Approval of the Consent Agenda It was moved by Village Trustee Moroney, seconded by Village Trustee Boutet, to approve the Items under the Consent Agenda. The motion was approved by the following vote: AYES: 6- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village President Abu-Taleb B. RES 20-016 A Resolution Approving Expenditures For Annual Unified Parking Citation and Permit Management System Services with Passport Labs, Inc. in an Amount Not to Exceed $330,000 for Fiscal Year 2020 This Resolution was adopted. C. RES 20-020 A Resolution Approving an Independent Contractor Agreement with Garaventa USA, Inc. to Replace the ADA Chair Lift at the Village Hall Main Entrance in an Amount Not to Exceed $38,274.60 and Authorizing its Execution Village of Oak Park Page 2 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 This Resolution was adopted. D. RES 20-021 A Resolution Approving the Renewal of an Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for Fiscal Year 2020 Parkway Tree Stump Removal Services in an Amount Not to Exceed $130,000.00 and Authorizing its Execution This Resolution was adopted. F. RES 20-023 A Resolution Approving a Professional Services Agreement with Rhonda Sallee’ to Act as an Administrative Law Judge for the Village of Oak Park for a One Year Period and Authorizing Its Execution This Resolution was adopted. G. RES 20-024 A Resolution Approving a Professional Services Agreement with Gilbert Grossi to Act as an Administrative Law Judge for the Village of Oak Park for a One Year Period and Authorizing Its Execution This Resolution was adopted. H. RES 20-025 A Resolution Approving a Professional Services Agreement with Carrie B. Washington to Act as an Administrative Law Judge for the Village of Oak Park for a One Year Period and Authorizing Its Execution This Resolution was adopted. I. RES 20-027 A Resolution Approving a Professional Services Agreement with Brian R. Porter to Act as an Administrative Law Judge for the Village of Oak Park for a One Year Period and Authorizing Its Execution This Resolution was adopted. J. RES 20-029 A Resolution Approving an Agreement for Baliff Services with Joseph Giammona for a One-Year Period and Authorizing Its Execution This Resolution was adopted. K. RES 20-032 A Resolution Approving an Independent Contractor Agreement with Christy Webber & Company for Village Wide Container Seasonal Display and Maintenance Services in 2020 in an Amount not to Exceed $120,000.00 and Authorizing its Execution This Resolution was adopted. L. RES 20-034 A Resolution Approving a Professional Services Agreement with Chastain & Associates LLC for Permit Plan Review and Inspection Services for the Public Works Department in an Amount Not To Exceed $150,000 and Authorizing its Execution This Resolution was adopted. Village of Oak Park Page 3 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 M. RES 20-037 Resolutions Awarding Multi Family Housing Incentives Grants and Authorizing the Execution of Marketing Services Agreements as Reviewed by the Housing Programs Advisory Committee 1. MSA 1901-G with $6,900 grant 2. MSA 1902-G with $10,000 grant 3. MSA 1903-G with $8,200 grant 4. MSA 1904-G with $5,200 grant 5. MSA 1905-G with $6,900 grant 6. MSA 1907-G with $10,000 grant 7. MSA 1908-G with $5,600 grant 8. MSA 1911-G with $10,000 grant 9. MSA 1913-G with $10,000 grant 10. MSA 1914-G with $10,000 grant 11. MSA 1915-G with $10,000 grant 12. MSA 1919-G with $10,000 grant 13. MSA 1922-G with $10,000 grant 14. MSA 1923-G with $10,000 grant 15. MSA 1926-G with $10,000 grant 16. MSA 1927-G with $7,200 grant 17. MSA 1928-G with $10,000 grant This Resolution was adopted. N. RES 20-039 Resolutions Approving Marketing Services Agreements and Authorizing their Execution as Reviewed by the Housing Programs Advisory Committee 1. MSA 1906 2. MSA 1909 3. MSA 1910 4. MSA 1912 5. MSA 1916 6. MSA 1917 7. MSA 1918 8. MSA 1920 9. MSA 1921 10. MSA 1924 11. MSA 1925 12. MSA 1929 13. MSA 1930 This Resolution was adopted. O. RES 20-043 A Resolution Approving a Purchase Agreement with Zoll Medical Corporation for Two (2) Cardiac Monitors in an Amount not to Exceed $61,982.80 and Authorizing Execution of the Purchase Village of Oak Park Page 4 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 This Resolution was adopted. P. MOT 20-005 A Motion to Approve the Bills in the Amount of $1,722,677.19 from January 4, 2020 through January 21, 2020 This Motion was approved. XIII. Regular Agenda E. RES 20-022 A Resolution Approving a Professional Services Agreement with Susan Davis Brunner to Act as an Administrative Law Judge for the Village of Oak Park for a One Year Period and Authorizing Its Execution Village Manager Pavlicek stated that the Village created an Administrative Adjudication Department to hear various citations in-house as opposed to going to the County. She described the department personnel and the hearing process. Village Trustee Boutet commented that she knows this particular judge, but in the future she suggested that providing a little more information regarding the judges would be helpful when approving their contracts. Village Trustee Taglia believes that overall, the judges are very thoughtful. Village President Walker-Peddakotla agreed with Village Trustee Boutet regarding having more information. The Board needs to ensure that these people are qualified and are trained in restorative justice and implicit bias. Village Manager Pavlicek stated that the Administrative Law Judges are required to complete annual training; she will add restorative justice and implicit bias training. It was moved by Village Trustee Taglia, seconded by Village Trustee Moroney, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village President Abu-Taleb Q. RES 20-006 A Resolution Approving a Funding Grant Agreement between the Village of Oak Park and the Oak Park Regional Housing Center in the Amount of $300,000 for 2020 and Authorizing Its Execution. Village Manager Pavlicek stated that the Scope of Services related to this Item is an outdated document. All other materials posted with the Agenda are the updated, final documents that were worked on with Executive Director Athena Williams. Ms. Williams subsequently requested several other revisions in an email, which staff did not include in the final documents, as she feels that should be a Board decision. Village Trustee Boutet requested a recess in order for the Board to familiarize themselves with the requested revisions. The Board took a ten minute recess. Village of Oak Park Page 5 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 Village Trustee Boutet stated that the dates defined by the Village regarding the app and the hiring of a Development Director are operational and they instead should be focusing more on the deliverables. She would prefer updates from the Housing Center versus giving deadlines. Village Trustee Moroney asked if there was consensus to change all the deadlines to March 15 as requested by Ms. Williams. Village Trustee Boutet stated that she was not in favor of giving a deadline to hire a Development Director. Ms. Williams clarified that she changed the position to Development Coordinator in order to offer a more affordable salary. She clarified that she is agreeable with the March 15 time frame but hopes that communicating with the Village to provide updates would be sufficient to fulfill her obligations within the agreement. Village Trustee Boutet spoke in support of that. Village Manager Pavlicek stated that staff needs clarification regarding which terms of the contract they are responsible for enforcing and which they have latitude in terms of a verbal update. Village Trustee Andrews doesn't think it should be in the contract at all, as it is no guarantee of success. He is only concerned with the deliverables and it is not up to the Village to determine how they operate. At the end of the year, the efficacy is either there or not. Village Trustee Moroney would prefer to provide a date that both parties are agreeable upon. Village Trustee Boutet would like to work with them without hard deadlines. Village Trustee Taglia noted that the parties did come to an agreement. However, if anything goes amiss he would want it to be brought to the Board for discussion. Village Trustee Buchanan and Village President Pro Tem Walker-Peddakotla both agreed to eliminate the deadline for hiring a Development Coordinator. There was consensus to remove the deadline to hire a Development Coordinator. There was consensus to change the date of February 15 to March 15 regarding contracting with a pro bono firm or committee to update the Strategic Plan as requested by Ms. Williams. There was also consensus to change the date of completion for the Strategic Plan from May 15 to June 1, also requested by Ms. Williams. Ms. Williams discussed the process and what they are looking to do in the updated Strategic Plan. In regards to the requirement of marketing materials being compatible with those developed by the Oak Park Economic Development Corporation, Village Trustee Andrews stated that they should be used when they can, but the Housing Center should not be required to use them. Village Manager Pavlicek clarified that this material is provided to all partner agencies in order to avoid the Village having to continually pay for rebranding efforts. It can be modified to suit individual needs. There were further comments. Village Manager Pavlicek commented that the funds allocated for the Development Coordinator should be pro-rated and asked for clarification from the Board. Ms. Williams noted that her budget was submitted with salaries combined. Village Trustee Moroney stated that funds related to the Development Coordinator should Village of Oak Park Page 6 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 be subtracted from the funding and returned to the taxpayers for the time frame in which the position goes unfilled. Village Manager Pavlicek commented that other partner agreements are treated similarly when certain activities do not get completed. Village President Pro Tem Walker-Peddakotla discussed how grants are handled at the not-for-profit where she works. She doesn't think the Board should be prescribing how the Housing Center uses the funding, only what they expect as the outcome. Village Trustee Andrews noted that the amount of this grant was predicated on the hiring of the Development Coordinator. He agreed to pro-rate the payments based on when the Development Coordinator is hired or wait until the end of the year and make a funding decision to compensate the following year if the contract in renewed. Village Trustee Boutet would like to allow flexibility with hiring with the end goal in mind. Village Trustee Taglia commented that the funding was specifically predicated to fund this position and is in favor of pro-rating. Village Trustee Buchanan commented that the foundations that she has received grants from were more concerned with the deliverables. She has never been held to a line item and had to give money back if funds for that line item weren't spent. She understands why this is desired due to the history with this organization, but this amount of money has been pledged to them and they need to decide how to use it. There was further discussion. There was consensus to wait until the end of the year and deduct the amount not spent on a Development Coordinator from the next contract. There was consensus to change the requirement for the Housing Center to report to the Village on it's fundraising plan activities undertaken each quarter to Ms. Williams' request to provide a list of fundraising activities for the year upon the hiring of a Development Coordinator. Regarding the "Move Smart" app or other technology, Village Trustee Andrews commented that during the budget discussions, the Board was told that the app already exists, but Ms. Williams stated earlier that she is now looking at two different companies. Ms. Williams stated that the app does exist but the vendor is asking for additional funding to get it up and running. Village Trustee Andrews volunteered to review the proposals for execution of that or a new app. Village Trustee Boutet stated that she was concerned that the original app was in need of modernization and agrees that it does not specifically have to be "Move Smart". There was consensus to make the change. The next topic of discussion was regarding delinquent reports. Village Trustee Boutet suggested requiring a quarterly report 30 days after the end of the quarter and that a standard default notice be sent with 30 additional days allowed to provide it. Village Trustee Andrews agreed and wanted to add that if the reports are not submitted within the 30 days, the contract will be cancelled. Director of Development Customer Services Tammie Grossman stated that the reason these provisions were put in was due to specific comments made at the Board table. Any changes that the Board makes will not impact staff. Village Trustee Boutet asked that the Board be advised if notice is given. There was consensus. Village of Oak Park Page 7 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 Village Manager Pavlicek commented that she will also change the dates of the other items not discussed to what Ms. Williams had requested. Village Trustee Moroney stated that the point of the program is affirmative moves. In recent years, the goal has been 600, with 3,000 registrants and 900 total moves. The most recent data for a full year is 2018, with 361 affirmative moves . The number of affirmative moves in the contract currently being presented has gone down to 250 versus 400 in the contract presented during last year's budget session. He asked Ms. Williams if she would consider aspiring for 400 versus lowering the bar. Ms. Williams responded that she would not put that in writing with the expectation of $250,000 towards the program and $50,000 towards the Development Coordinator. She has had to cut back on staff and hours and would rather keep that lower number with the Board's support, knowing she is doing the best that she can. Village Trustee Moroney would like the goals changed back to 400 affirmative moves, 2,000 registrants and 600 total moves. Ms. Williams noted that funding for 2018 was $425,000, which allowed them to do more with a larger staff. Village Trustee Boutet agreed with Village Trustee Moroney's concept to aspire to do better, but the Board cannot reduce their budget and increase their goals at the same time. She is fine with the numbers as they are now. Village Trustee Andrews stated that at 250 affirmative moves, it's not worth doing the program. He is in favor of 400 minimum. Village Trustee Taglia commented that all businesses are asked to do more with less. It is good to have a goal to reach for. Village Trustee Buchanan is fine with it as it is. She believes 250 affirmative moves a year would eventually make a big difference. Village President Pro Tem Walker-Peddakotla agreed with Village Trustees Boutet and Buchanan. She noted that the Housing Center's primary goal this year is to reduce dependency on Village funding, a significant task for an organization of that size to take on. She fears that increasing the goals will set them up for failure and the Village will not fund them at all next year. There was further discussion. There was consensus to change the number of affirmative moves to 375. Village President Pro Tem Walker-Peddakotla hopes for a better working relationship between Village staff and Ms. Williams and the Village and the Board need to be move supportive of the Housing Center. She hopes that what the Board has done this evening helps. Village Trustee Andrews and Moroney amended their motion/second to include the changes agreed upon. It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, that this Resolution be adopted as amended. The motion was approved. The roll call on the vote was as follows: AYES: 4- Village Trustee Andrews, Village Trustee Boutet, Village Trustee Moroney, and Village Trustee Taglia NAYS: 2- Village Trustee Buchanan, and Village Trustee Walker-Peddakotla Village of Oak Park Page 8 Printed on 2/4/2020 President and Board of Trustees Meeting Minutes January 27, 2020 ABSENT: 1- Village President Abu-Taleb XIV. Call to Board and Clerk Village Clerk Scaman stated that the Clerk's Office provides captioning for Board Meetings and noted that captions were not available earlier this evening. Anyone who would like a transcript should contact her. She acknowledged Cleraine Camper from the League of Women Voters, who will be attending Board Meetings to report back to the League. Village Trustee Boutet does not want to have to negotiate from the Board table again. She would like staff to work more with Village partners and not take a disciplinary role. Village Pro Tem Walker-Peddakotla restated the information regarding the upcoming Tax Forum. XV. Adjourn It was moved by Village Trustee Boutet, seconded by Village Trustee Moroney, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 9:17 P.M., Monday, January 27, 2020. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 9 Printed on 2/4/2020