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, May 24, 2021 6:30 PM Remote I. Call to Order Village President Scaman called the meeting to order at 6:32 P.M. She authorized a statement be read providing that the meeting is being held remotely due to COVID-19 restrictions and guidelines and that it is not prudent to have people present at the Village Board's regular meeting location due to public health concerns related to that pandemic. II. Roll Call Present: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 1- Village Trustee Buchanan III. Consideration of Motion to Adjourn to Executive Session to Discuss Litigation and Collective Bargaining It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Robinson, to enter into Executive Session pursuant to 5 ILCS 120/2/(c)(21) – Approval of Minutes from March 22, 2021, pursuant to 5 ILCS 120/2/(c)(11) – Pending Litigation, and 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 President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan V. Reconvene to Special Remote Meeting The Special Meeting reconvened at 7:40 P.M. VI. Roll Call Village Trustee Buchanan joined Executive Session at 7:06 P.M. Present: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 0 VII. Agenda Approval Village of Oak Park Page 1 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 Village Trustee Buchanan and Village Trustee Enyia asked that Item D be moved from the Consent Agenda to the Regular Agenda. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Robinson, to approve the Agenda as amended. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 VIII. Minutes A. MOT 21-64 Motion to Approve Minutes from Regular Remote Meeting of April 19, 2021, Regular Remote Meeting of May 3, 2021 and Special Remote Meeting of May 10th, 2021 and Regular Remote Meeting of May 17, 2021 of the Village Board. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Buchanan, to approve the Minutes. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 IX. Non-Agenda Public Comment Village Clerk Waters read the Non-Agenda Public Comment aloud. Percy Julian Social Justice Club Members: Percy Julian Social Justice Club members provided public comment in support of placing recycling bins throughout downtown Oak Park. X. Village Manager Reports B. MOT 21-54 A Motion to Approve the Unaudited Year-to-Date Quarterly Financial Report as of March 31, 2021 Village Manger Cara Pavlicek introduced Village Chief Financial Officer Steven Drazner. Village Chief Financial Officer Drazner provided an overview of the first quarter un-audited financial report for fiscal year 2021. Village Trustee Parakkat pointed out there is a section titled "Fines" on Village of Oak Park Page 2 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 page 3 of the report, but this section is not reflected on the pie chart. Village Chief Financial Officer Drazner indicated he will go through the percentages to ensure there is not a formula issue with the pie chart. On page 15 of the "Unaudited Quarterly Financial and Performance Report", under "Fines", Village Trustee Robinson asked if Village Chief Financial Officer Drazner could explain how bankruptcies are part of this section of the report and the fines associated with bankruptcies. Village Attorney Paul Stephanides and Village Chief Financial Officer Drazner both provided feedback on this section. They indicated that bankruptcies usually wipe out the balance and outstanding fines. The Board of Trustees provided further input that bankruptcies decreases instead of contributes to the amount of fines. Village Trustee Walker-Peddakotla provided suggestions for the next quarterly budget update. If the Parking Revenue Fund is similar to where it is now, she would like to know the financial impact the Parking Revenue Fund will have on the proposed fiscal year 2022 budget. C. ID 21-145 Reports Related to the Ongoing Village Response to an Emergency Affecting the Public Health Pursuant to Resolution 20-120 Adopted on March 13, 2020 and Extended by Resolutions 20-124, 20-128, 20-184, 20-232 and 21-143 which Continued the Emergency through June 15, 2021. Currently, the Village Continues Its Response to the COVID-19 Pandemic under Illinois Governor Pritzker’s Disaster Proclamation and Bridge Phase Mitigation Order within Restore Illinois. Village Manager Cara Pavlicek formally introduced new Village Public Health Director, Theresa Chapple-McGruder who joined the Village on May 3, 2021. Village Public Health Director Theresa Chapple-McGruder provided an update regarding the Village's ongoing response to the COVID-19 pandemic. The update included a review of vaccination rates in Oak Park, review of grant assistance received to date and preliminary review of future federal funding the Village will receive to address prior and future expenditures incurred by the Village for the public health response. In response to Village Trustee Walker-Peddakotla's question regarding District 97's protocols, Public Health Director Theresa Chapple-McGruder indicated she will reach out to the local school nurses to ensure policies are being followed for "signs and symptoms". Village Public Health Director Theresa Chapple-McGruder said the Village will begin to distribute messaging to the public, that even if a resident has already had COVID-19 and recovered a vaccination is recommended. All individuals over the age of two (2) and able to medically tolerate a mask, regardless of vaccination status, must continue to wear masks in Village of Oak Park Page 3 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 health care settings, nursing homes, long-term care facilities, shelters and other congregational settings, government buildings, on planes, buses, trains, other forms of public transportation, and in other transportation stations or hubs. Businesses can determine if they require masks for everyone - or if they wish to exempt those fully vaccinated. The Village has asked businesses to keep record of those who are fully vaccinated who visited their businesses and allowed to be unmasked. This exemption does not have to be exercised by businesses. Restaurants can operate at 75% capacity indoors. Meetings, convention centers and conferences are limited to 60% capacity indoors (or 1,000 people, whichever is fewer). Social events and gatherings, including, but not limited to, weddings, potlucks, school ceremonies - up to 250 individuals indoors or up to 500 individuals outdoors. Graduation ceremonies are treated as spectator events and are open to 60% capacity with appropriate social distancing. Village Public Health Director Theresa Chapple-McGruder indicated those who are fully vaccinated are not included in capacity limits. Village Manager Cara Pavlicek provided an update on Public Health Emergency Declarations. She stated the Village Board will be asked to review the declarations again in early June. Village Manger Cara Pavlicek also provided an overview of the American Rescue Plan - Coronavirus Local Fiscal Recovery Fund. Oak Park's award is $38.9 million through 2026. XI. Village Board Committees Village Trustee Taglia, liaison to the Citizen Police Oversight Committee, said there will be a semi-annual report to the Board which is forthcoming. Village Trustee Walker-Peddkotla congratulated Village staff and the Farmer's Market commissioners for the first successful Farmer's Market of 2021 last Saturday May 22, 2021. XII. Consent Agenda Village Trustee Buchanan and Village Trustee Enyia asked that Item D be moved from the Consent Agenda to the Regular Agenda. Approval of the Consent Agenda Village Trustee Walker-Peddakotla moved, and Village Trustee Buchanan seconded to approve the items under the Consent Agenda. The motion was approved. The roll call on the vote was as follows: Village of Oak Park Page 4 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 E. ORD 21-44 An Ordinance Amending Chapter 3 (“Alcoholic Liquor Dealers”), Article 8 (“List of Licenses for Each License Class”), Section 8-1 (“Number of Licenses Permitted to be Issued Per License Class”) and Section 3-8-2 (“Licenses by Name and Address Per License”) of the Oak Park Village Code for the Issuance of a Restaurant Class B-1 Liquor License to Brewpoint Craft OP LLC, DBA Brewpoint Craft This Ordinance was adopted. F. RES 21-117 A Resolution Authorizing the Submission of an Illinois Department of Human Services (IDHS) Grant Application to Provide Funding for the Police Department’s Tobacco Enforcement Program (TEP) This Resolution was adopted. G. RES 21-118 A Resolution Approving a Towing Services Agreement with O’Hare Truck Service, Inc., d/b/a O’Hare Towing Service for a Two-Year Period with an Option to Renew for a One-Year Period and Authorizing its Execution This Resolution was adopted. H. RES 21-120 A Resolution Authorizing Subordination of a Lien for the Property Located at 1000-1006 South Austin Boulevard (MSA 1903-G) This Resolution was adopted. I. RES 21-122 A Resolution Approving an Amendment to an Independent Contractor Agreement between the Village of Oak Park and C.D.E. Body Shop II, Inc. for 2021 Auto Body Repairs to Change the Not to Exceed Amount from $25,000 to $35,000.00 and Authorizing its Execution This Resolution was adopted. J. MOT 21-52 A Motion to Approve the Bills in the Amount of $6,343,650.98 from April 10, 2021 through May 4, 2021 This Motion was approved. K. MOT 21-53 A Motion to Approve the April 2021 Monthly Treasurer’s Report for All Funds This Motion was approved. XIII. Regular Agenda Village of Oak Park Page 5 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 D. ORD 21-39 An Ordinance Authorizing the Sale of Surplus Property Owned by the Village of Oak Park Village Manager Cara Pavlicek provided an overview of this agenda item. Village Trustee Buchanan inquired about donating the bicycles to a not for profit such as "Working Bikes Cooperative", instead of selling them. Village Trustee Enyia would like to explore local donation efforts to youth who are in need of bicycles. The Village Board of Trustees and Police Chief Reynolds discussed how the bikes are acquired and opportunities for local bike donations. The Village Board directed Village Staff to explore and present options to keep and potentially donate the bikes within the community. This agenda item is requested to come back to the Village Board at either the June 7, 2021 or June 21, 2021 Board meeting. It was moved by Village Trustee Buchanan, seconded by Village Trustee Walker-Peddakotla, that this Ordinance be tabled. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 L. MOT 21-57 A Motion to Concur with Staff’s Recommendation to Issue a Request for Proposals for the Village’s Municipal Solid Waste Collection Contract Upon the Expiration of the Current Contract on April 1, 2022 Village Manager Cara Pavlicek introduced Public Works Director, John Wielebnicki. Public Works Director, John Wielebnicki provided an overview of the agenda item to concur with staff's recommendation to issue a request for proposals for the village's municipal solid waste collection contract upon the expiration of the current contract on April 1, 2022. Public Works Director John Wielebnicki stated there are two separate contracts, 1. waste collection, and 2. waste disposal. The contract being discussed, is only for the collection of refuse, recycling, yard waste, etc, not for the disposal of those items collected.The Village pays a separate fee to the West Cook County Solid Waste Agency which manages the land filling of those materials. He said the Village is in year three (3) of a ten (10) year agreement with West Cook County Solid Waste Agency for the disposal. Village of Oak Park Page 6 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 Village Trustee Enyia inquired about the feedback obtained from other municipalities who have taken part in an Opt Out program. Public Works Director, John Wielebnicki said there are three options - 1. Opt In (current program the Village uses), 2. Universal program (everyone is in the program), and 3. Opt Out. He said they were not able to find another municipality who participates in an Opt Out program. He shared the concern that haulers would not know how many carts to buy if the Village chose an Opt Out program. Village Trustee Buchanan requested the Village ask within the request for proposal that one (1) and two (2) plastics are domestically recycled, and three (3) through seven (7) plastics are not being sold to brokers that are then sending it overseas. In response to Village Trustee Buchanan's inquiry regarding multi-unit buildings, Public Works Director, John Wielebnicki stated there are options for multi-unit building outside of the contract being discussed within this agenda item. While there is interest in expanding the composting drop-off sites, there are some concerns about non-residents using the drop-off sites. Village Trustee Parakkat suggested getting price options for different color lids of waste containers. Public Works Director, John Wielebnicki stated in addition to different color lids, the Village will explore educational sticker options for the bins. Village Trustee Walker-Peddakotla requested that Village legal staff review the Village ordinance and state statutes to increase collection at larger multi-unit buildings. She also inquired about intergovernmental cooperation with other taxing bodies in Oak Park, such as the Park District, to offer composting at all of the parks. Public Works Director, John Wielebnicki stated the Village is reviewing state statutes. He also indicated that the composting in parks is a part of the Village composting program. They are a part of the sixty (60) institutional facilities which include parks, schools, etc. Village Trustee Taglia agrees with his colleague Village Trustee Walker-Peddakotla to review the Village Ordinance. He asked Director Wielebnicki if there is a robust number of respondents to this request for proposal. Public Works Director, John Wielebnicki stated this it is an attractive contract at $2 million annually. He shared that he is concerned about a vendor coming in at a low price and not being able to match the service. It is one of the reasons they are looking at proposals, instead of bids for this contract. Village of Oak Park Page 7 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 Village Trustee Taglia said after talking to Mac Robinet and Dick Alton, he likes the universal composting program. He would like to ensure the Village gets a lot public input on updates to the leaf pickup program. He expressed concerns with leaves covering sewers and the continued street sweeping. Village Trustee Taglia noted that this is a complex assessment. He stated this will affect the tax payers tax bill so we must assess very thoughtfully. Village Trustee Parakkat asked about composting within the business districts. Public Works Director Wielebnicki said it is up to each of the property owners, but the Village works with those haulers. Village President Scaman expressed her concern regarding additional containers in alleys. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Taglia to approve this Motion. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 M. RES 21-129 A Resolution for the Village of Oak Park to Serve as a Co-Sponsor of the Oak Park Juneteenth Car Caravan Event, Waiving Certain Village Code Special Event Permit Requirements and Providing for Reimbursement of Event Expenses up to $2,000 Village Manager Cara Pavlicek provided a brief overview of this agenda item, and she introduced Assistant Village Manager/HR Director, Kira Tchang. Assistant Village Manager/HR Director, Kira Tchang provided a summary of staff recommendations. The Village Board of Trustees discussed this agenda item. It was moved by Village Trustee Enyia, seconded by Village Trustee Walker-Peddakotla, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 N. RES 21-119 A Resolution Authorizing the Submission of a Camera Grant Application Village of Oak Park Page 8 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 with the Illinois Law Enforcement Training and Standards Board with an Anticipated Funding Amount of $36,000 Village Trustee Walker-Peddakotla stated that she thought this Resolution was regarding the state law that police departments must have body cameras by 2025. She did not have any further questions. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Robinson, that this Resolution be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 O. RES 21-126 A Resolution to Adopt the 2021-2023 Village Board Protocols as discussed at the May 10, 2021 Special Meeting Village President Scaman provided a brief overview of updates made to the protocol document. The Board of Trustees agreed to start with monthly reports from the Village Manager. This process can be reviewed at a later date, and possibly move to a quarterly report. The Board of Trustees discussed commission work plans in correlation with Board Goals and the proposed annual budget. It was moved by Village Trustee Walker-Peddakotla, 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 President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 XIV. Call to Board and Clerk Village Clerk Waters: Clerk Waters said if the public is interested in receiving Board Agendas when they are posted, please email clerkwaters@oak-park.us to be added to the distribution list. Village Trustee Enyia: Trustee Enyia provided information regarding the Juneteenth event. He thanked Village Staff and President Scaman for the hard work to make Juneteenth happen this year. Village of Oak Park Page 9 Printed on 6/7/2021 President and Board of Trustees Meeting Minutes May 24, 2021 Village Trustee Walker-Peddakotla: Trustee Walker-Peddakotla reminded the public that Monday is Memorial Day, and that it is not a day to thank Veterans for their service. It is a day to think of the cost of war and serving your country in the military. Village Trustee Buchanan: Trustee Buchanan encouraged people who have not gotten vaccinated, please get vaccinated. There is no medical reason to not get vaccinated. Village Trustee Parakkat: Trustee Parakkat thanked the staff for the concise and clear explanations. Village Trustee Robinson: Trustee Robinson thanked Village staff for the edits to the protocols document. Village Trustee Taglia: Trustee Taglia mentioned the letter to the Board from the Percy Julian Social Justice Club students, noting it's importance. He said there used to be recycle bins in Downtown Oak Park. He wondered if these bins have been overlooked, or if they are going to be placed throughout Downtown Oak Park at a later date. He also inquired about a virtual Memorial Day ceremony in Scoville Park. Village President Scaman provided information about an in-person ceremony for Memorial Day Monday May 31, 2021 at 11am in Scoville Park. Village President Scaman: stated that everyone made meeting run smoothly tonight. XV. Adjourn It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Taglia to adjourn. Meeting adjourned at 9:59 P.M., Monday, May 24, 2021. Respectfully Submitted, Clerk Waters AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 Village of Oak Park Page 10 Printed on 6/7/2021