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, September 20, 2021 6:30 PM Village Hall I. Call to Order Village President Scaman called the meeting to order at 6:33 P.M. She authorized a statement be read providing that the meeting is being held remotely due to COVID-19restrictions and guidelines and that it is not prudent to have people present at the VillageBoard's regular meeting location due to public health concerns related to that pandemic. II. Roll Call 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 III. Consideration of Motion to Adjourn to Executive Session to Discuss Collective Bargaining and Pending Litigation It was moved by Village Trustee Robinson, seconded by Village Trustee Parakkat, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(21) - Approval of Executive Session Minutes, 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: 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 V. Reconvene to Regular Meeting and Call to Order The Regular Meeting reconvened at 7:30 P.M. VI. Roll Call 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 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 Village President Scaman requested a motion to remove Items R and Z from the Consent Agenda and move to the Regular Agenda. It was moved by Village Trustee Robinson, seconded by Village Trustee Walker-Peddakotla, to approved 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 21-93 Motion to Approve Minutes from Regular Remote Meeting of August 2, 2021 and Special Remote Meeting of August 30, 2021 of the Village Board. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Robinson, 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 There was no Non-Agenda Public Comment. X. Proclamation Village Trustee Taglia read the Proclamation. Kelly O’Connor, Prevention Services Manager with the Oak Park Township and coordinator for the coalition Positive Youth Development (PYD), then spoke about the Proclamation. The addiction recover team, which is a part of the coalition, has been active in the community since 2016. The coalition works actively to engage and collaborate with their community partners to increase prevention and education and to link prevention with recovery. B. MOT 21-92 A Motion to Approve a Proclamation for National Recovery Month - September 2021 It was moved by Village Trustee Enyia, seconded by Village Trustee Walker-Peddakotla, to approved the Motion. The motion was approved. The roll call on the vote was as follows: Village of Oak Park Page 2 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 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 XI. Village Manager Reports C. ID 21-279 Review of the Revised Village Board Meeting Calendars for September, October, November and December 2021. Interim Village Manager Lisa Shelley gave an overview of the Board calendars for October through December 2021. Interim Village Manager Shelley mentioned the Resident Beat Officer (RBO) virtual meetings will be in October and encouraged residents to attend the meetings as it is an opportunity to discuss any concerns happening within their own neighborhood with their RBO. Village Trustee Walker-Peddakotla spoke of her involvement while in Washington D.C. to support the eviction moratorium and that the Illinois State eviction moratorium is set to expire on October 3, 2021. Village Trustee Walker-Peddakotla then made a motion for the following: 1. Motioned the creation of a Navigator Program, which are government and non-profit programs which ensure access and help for tenant rights and resources, 2. Motioned to increase the AirBnB tax to fund an affordable housing trust fund, 3. Motioned for a landlord indemnification fund to accept high-risk tenants, 4. Motioned for the need for public restrooms. Village Trustee Enyia seconded the motions. President Scaman stated Director Tammie Grossman will present options for the motions presented, and that she has brought up the public restrooms issue with the Council of Governments (COG). XII. Village Board Committees & Trustee Liaison Commission Reports Village Trustee Parakkat reported on the Civic Information Systems Commission (CISC) last meeting where they discussed their 2022 work Plan; Trustee Parakkat provided general direction to CISC to focus on Smart Cities and affordable services. Village of Oak Park Page 3 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 Village Trustee Walker-Peddakotla requested clarification on when the commission work plans would be voted on for approval by the Board. Interim Village Manager Shelley confirmed that the work plans will be brought to the Board for a vote in January. XIII. Citizen Commission Vacancies D. ID 21-288 Board & Commission Vacancy Report for September 20, 2021. There was no discussion for this Item. XIV. Citizen Commission Appointments, Reappointments and Chair Appointments E. ID 21-286 Motion to Consent to the Village President’s Appointment of: Board of Health- Suzanne Feeney, Appoint as Member Community Relations Commission - Diana Hughes, Appoint as Member Community Relations Commission - Helen Quinn-Pasin, Appoint as Member Community Relations Commission - Scott Sakiyama, Appoint as Member Environment & Energy Commission - Darryl Baker, Appoint as Member Plan Commission - Jeff Foster, Reappoint as Member Zoning Board of Appeals - Don DeBruin, Reappoint as Member Zoning Board of Appeals - Mas Takiguchi, Appoint as Member It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Enyia, to approve this Report. 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 XV. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Buchanan and seconded by Village Trustee Parakkat, to approve the items under the Consent Agenda. 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 Village of Oak Park Page 4 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 F. RES 21-224 A Resolution Approving an Amendment to the Professional Services Agreement with Health Inspection Professionals, Inc. for Food Establishment Inspection Services and Commercial Plan Reviews to Change the Not to Exceed Amount from $25,000 to $50,000 and Authorizing Its Execution This Resolution was adopted. G. RES 21-223 A Resolution Approving a Three-Year Master Agreement with Baxter & Woodman, Inc. for Professional Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution This Resolution was adopted. H. RES 21-222 A Resolution Approving a Three-Year Master Agreement with V3 Companies, Ltd. for Professional Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution This Resolution was adopted. I. RES 21-221 A Resolution Approving a Three-Year Master Agreement with TranSystems Corporation for Professional Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution This Resolution was adopted. J. RES 21-219 A Resolution Approving the Renewal of the Professional Services Agreement for Annual Insurance Broker Services for the Village’s Self-Insurance Retention Program with Mesirow Insurance Services, Inc., d/b/a Alliant/Mesirow Insurance Services for a One Year Term for an Annual Not To Exceed Amount of $29,500 and Authorizing Its Execution This Resolution was adopted. K. RES 21-220 A Resolution Approving a Three-Year Master Agreement with Edwin Hancock Engineering Co. for Professional Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution This Resolution was adopted. L. RES 21-196 A Resolution Approving a Purchase Agreement with Zoll Medical Corporation for Two (2) Cardiac Monitors in an Amount Not to Exceed $61,953.05, Authorizing Execution of the Purchase and Waiving the Village’s Bid Process for the Purchase This Resolution was adopted. Village of Oak Park Page 5 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 M. RES 21-198 A Resolution Authorizing the Purchase of Firefighter Personal Protective Turnout Gear Equipment through a Contract with Municipal Emergency Services, Inc. Secured through Sourcewell’s Cooperative Joint Purchasing Program in an Amount Not to Exceed $60,000 and Waiving the Village’s Bid Process for the Purchase This Resolution was adopted. N. RES 21-200 A Resolution Approving the Renewal of the Contractor Services Agreement with Occupational Health Centers of Illinois, P.C. d/b/a Concentra Medical Centers and Authorizing its Execution This Resolution was adopted. O. RES 21-203 A Resolution Approving a Two-Year Professional Services Agreement with Eggen Consulting Group, Inc. for Public Works, Water & Sewer Division Technical and Administrative Support Services in an Annual Amount Not to Exceed $145,000.00 in the First Year and $150,000.00 in the Second Year and Authorizing its Execution This Resolution was adopted. P. RES 21-204 A Resolution Approving a Professional Services Agreement with VistaNational Insurance Group, Inc. for Broker/Consultant Services for the Village’s Employee Benefits and Insurance Programs for a Three-Year Period in an Amount Not to Exceed $35,000 Annually and Two Optional One Year Renewals and Authorizing its Execution This Resolution was adopted. Q. RES 21-205 A Resolution Approving an Amendment to the Professional Services Agreement with Industrial/Organizational Solutions, Inc. for Sworn Fire Department and Police Department Testing Services To Change the Not to Exceed Amount from $45,895 to $110,095 and to Extend the Agreement to December 31, 2022 This Resolution was adopted. S. RES 21-208 A Resolution Approving a Contract with Brothers Asphalt Paving, Inc. for Project 21-2, Resurfacing of Various Streets, in an Amount Not to Exceed $580,696 and Authorizing its Execution This Resolution was adopted. T. RES 21-210 Resolutions Approving the Program Year (PY) 2021 Community Development Block Grant (CDBG) Agreements with Subrecipients and Authorizing their Execution This Resolution was adopted. U. RES 21-211 A Resolution Approving the Interim Village Manager and the Development Village of Oak Park Page 6 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 Customer Services Director as the Village’s Certifying Officers for the U.S. Department of Housing and Urban Development (HUD) Electronic Reporting System for Environmental Reviews Required for Community Development Block Grant (CDBG) Projects This Resolution was adopted. V. RES 21-212 A Resolution Approving a Water Meter and Water Meter Parts Purchase Agreement with Ferguson Enterprises Inc., d/b/a Ferguson Waterworks in an Amount Not to Exceed $901,741.30, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement This Resolution was adopted. W. RES 21-213 A Resolution Approving an Independent Contractor Agreement with Cerniglia Co. for the 2021 Watermain Valve Replacement Program in an Amount Not to Exceed $123,990.00 and Authorizing its Execution This Resolution was adopted. X. RES 21-214 A Resolution Approving an Amendment to the Renewal of a Dumping of Excavated Materials Price Agreement with Waste Management of Illinois, Inc. to Change the Not to Exceed Amount from $95,000.00 to $125,000.00 and Authorizing its Execution This Resolution was adopted. Y. RES 21-215 A Resolution Approving an Amendment to the Independent Contractor Agreement with Construction by Camco, Inc. for the 2021 Water Service Line Replacement Program to Change the Not to Exceed Amount from $150,000.00 to $200,000.00 and Authorizing its Execution This Resolution was adopted. AA. RES 21-216 A Resolution Approving an Amendment to the Professional Services Agreement with Clark Dietz, Inc. for Mechanical Engineering Services for the Police Department Firing Range Ventilation Improvements Project to Change the Not to Exceed Amount from $35,000.00 to $41,500.00 and Authorizing its Execution This Resolution was adopted. AB. RES 21-217 A Resolution Approving an Independent Contractor Agreement with Western Utility, LLC for Emergency Fiber Optic Cable Repair Services in an Amount Not to Exceed $60,000.00 and Authorizing its Execution This Resolution was adopted. AC. RES 21-218 A Resolution Approving an Amendment to the Renewal of an Independent Contractor Agreement with G.A. Paving, LLC to Change the Not to Exceed Amount from $200,000.00 to $250,000.00 and Authorizing its Execution Village of Oak Park Page 7 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 This Resolution was adopted. AD. MOT 21-85 A Motion to Approve the Bills in the amount of $8,147,006.41 from July 23, 2021, through August 25, 2021 This Motion was approved. AE. MOT 21-84 A Motion to Approve the July 2021 Monthly Treasurer’s Report for All Funds This Motion was approved. AF. ID 21-289 Monthly Report on Board Goals This Report was received and filed. XVI. Regular Agenda R. RES 21-195 A Resolution Approving an Amendment to a Professional Services Agreement with Pest Management Services, Inc., D/B/A Pest Management Services, for Rat Control Services to Change the Not to Exceed Amount from $21,120 to $31,120 and Authorizing its Execution Interim Village Manager Shelley provided an overview of this item. The current contract is to be extended by $10,000. This contract is in the Public Health Department. Village Trustee Robinson requested to review the Pest Management Contract and the additional dollars which are being requested this evening. Dr. Theresa Chapple, Director of the Health Department, provided background information on the current scope of services and current dollars being spent. Due to the rise in requests for rat abatement in the village, the requested additional dollars would be used to increase the number of days the contractors come out for service. Village Trustee Taglia requested clarification if there has been any assessment in strategy for the rat abatement program. Dr. Chapple responded they review the program at the end of each month to monitor the situation to inform their strategy going forward. Looking at the previous year's data indicated the increase in rat activity which prompted them to request having the contractor come out more frequently. It was moved by Village Trustee Robinson, seconded by Village Trustee Walker-Peddakotla, to adopt this Resolution. 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 Village of Oak Park Page 8 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 ABSENT: 0 Z. ORD 21-63 Concur with the Zoning Board of Appeals’ Recommendation and Adopt an Ordinance Granting a Special Use Permit to Operate a Craft Brew Lounge at 1026 North Boulevard Village Trustee Parakkat recused himself from voting on this Item due to his involvement with Take Out 25. It was moved by Village Trustee Taglia, seconded by Village Trustee Enyia, to adopt this Ordinance. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 RECUSED: 1- Village Trustee Parakkat AG. ORD 21-64 An Ordinance Amending Chapter 3 (“Alcoholic Liquor Dealers”), Article 8 (“List of Licenses for Each License Class”), Section 3-8-1 (“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-4 Liquor License to Nikoathana, Inc., DBA Bourbon Fire Village Trustee Parakkat recused himself from voting on this Item due to his involvement with Take Out 25. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Enyia, to adopt this Ordinance. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 RECUSED: 1- Village Trustee Parakkat AH. ORD 21-66 An Ordinance Amending Chapter 3 (“Alcoholic Liquor Dealers”), Article 8 (“List of Licenses for Each License Class”), Section 3-8-1 (“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 Puree’s Pizza & Chicken Village Trustee Parakkat recused himself from voting on this Item due to his involvement with Take Out 25. Village of Oak Park Page 9 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Enyia, to adopt this Ordinance. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 RECUSED: 1- Village Trustee Parakkat AI. ORD 21-65 An Ordinance Amending Chapter 3 (“Alcoholic Liquor Dealers”), Article 8 (“List of Licenses for Each License Class”), Section 3-8-1 (“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-2 Liquor License to Fritzi Deli, LLC, DBA Fritzi’s Delicatessen Village Trustee Parakkat recused himself from voting on this Item due to his involvement with Take Out 25. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Enyia, to adopt this Ordinance. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 RECUSED: 1- Village Trustee Parakkat AJ. ORD 21-68 An Ordinance Amending Chapter 3 (“Alcoholic Liquor Dealers”), Article 8 (“List of Licenses for Each License Class”), Section 3-8-1 (“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-4 Liquor License to Kettlestrings Kitchen & Tap, Inc., DBA The Grove Village Trustee Parakkat recused himself from voting on this Item due to his involvement with Take Out 25. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Robinson, to adopt this Ordinance. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 Village of Oak Park Page 10 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 RECUSED: 1- Village Trustee Parakkat AK. ORD 21-69 An Ordinance Amending Chapter 3 (“Alcoholic Liquor Dealers”), Article 8 (“List of Licenses for Each License Class”), Section 3-8-1 (“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-4 Liquor License to Kettlestrings Kitchen & Tap, Inc., DBA Betty’s Pizza and Pasta Village Trustee Parakkat recused himself from voting on this Item due to his involvement with Take Out 25. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Buchanan, to adopt this Ordinance. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 RECUSED: 1- Village Trustee Parakkat AL. MOT 21-89 A Motion to Approve Staff’s Recommendation to Select GRAEF to Perform the Village’s Comprehensive Sustainability, Climate Action and Resiliency Plan and Direct Staff to Develop a Scope of Work and Other Necessary Documents for Village Board Approval Interim Village Manager Shelley reminded the public that a Board Goal is that Oak Park will invest in a sustainable future and contract with specialize expertise for the Climate Action Plan. Interim Village Manager Shelley then introduced Deputy Village Manger Ahmad Zayyad who provided an overview of this Item and introduced Marcella Bondie Keenan. Marcella Bondie Keenan, the village's Sustainability Coordinator, gave an overview of the selection process for the consultant and the scope of services as well as next steps if the selected contractor is approved by the Board. Village Trustee Buchanan mentioned her role as part of the resident-led ad hoc sustainability climate action group in the village who are in support of bringing an equity lense to this project. She requested more details on GREAF's experience in implementing equity in their work. Stephanie Hacker, Project Manager for GRAEF, spoke about their work with the Wisconsin Housing and Economic Development Authority (WHEDA) as an example of this work. Village of Oak Park Page 11 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 Village Trustee Buchanan requested specifics on how GRAEF would engage with underrepresented and under resourced members in the community. Stephanie Hacker responded it is highly dependant on conversations they would have with staff and community organizations to gather input on best practices for who and how to engage the community. Village Trustee Walker-Peddakotla was disappointed the proposal did not contain the words environmental justice. Village Trustee Walker-Peddakotla indicated another term not seen was food justice and added food sovereignty and food justice should be core parts of any climate resiliency and action plan for a government. Deputy Village Manger Ahmad Zayyad indicated anything that the proposal was lacking can be incorporated into the scope of service which will be brought back to the Board. Village Trustee Parakkat feels it is a robust proposal. From a timing standpoint the 9 months timeline seems light and would like clarification on the greenhouse gas data and how the GIS asset mapping will be incorporated. Stephanie Hacker responded the timeline can be adjusted to accommodate any adjustments. The GIS asset mapping could provide a robust platform to the community with data points that are relevant. Village Trustee Walker-Peddakotla requested clarification if the comments from this discussion would be forwarded to the Environment & Energy Commission along with the revised scope of work. Deputy Village Manger Ahmad Zayyad indicated in the affirmative. It was moved by Village Trustee Buchanan, 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 AM. ID 21-283 Discussion of Current and Future Citizen Engagement Tools Interim Village Manager Shelley provided an overview of this discussion. She noted that this is an introduction from the Director of Communications to gauge initial feedback. Village of Oak Park Page 12 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 David Powers, Director of Communications, then gave a presentation regarding Citizen Engagement. Village Trustee Parakkat commented it looks like the village is moving away from a communications frame to an engagement frame as most of the tools being utilized at the moment are one-way communications tools. Director Powers responded it is partially true. The village has historically sought to engage the community through public meetings, events and surveys. People are looking for an easier way to participate and not have to attend a meeting - they can go to a website and submit their thoughts or comments. Village Trustee Robinson requested clarification on how multi-language engagement for non-english speaking individuals in the community fits into this approach. Director Powers responded past approaches have not been implemented with much success. It is up to the Board to decide if they would like to invest the resources into implementing this service successfully. Village Trustee Robinson requested clarification on how the data and information collected from the community engagements would be delivered to the Board. Director Powers responded depending on the engagement platform will determine how the information is delivered to the Board; it could be in presentation, report, or summary form. Village Trustee Buchanan expressed a desire to ensure we are engaging with those in the community who are hardest to reach. Director Powers responded staff had previously tried to reach people in conjunction with community congregations and has relied heavily on volunteers; the best engagement tool at the moment is through the newsletter as it is sent to every household in the community. Interim Village Manager Shelley added that staff agrees with what the Board is wanting to do. The conversations they are embarking on now will make clear who they are not reaching and how to bring them into the conversation. Village Trustee Walker-Peddakotla wants to ensure that the Board is hearing from the people that are most impacted by the policy decisions that the Board enacts before the policies are decided. She agreed with President Scaman that the commissions play a key role in this as does the Village Clerk's office. Village Trustee Walker-Peddakotla suggested the idea of creating a Village of Oak Park Page 13 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 volunteer "Conversations Corp" or to utilize the Community Relations Commission to facilitate conversations within the community. Village Trustee Taglia suggested using a Request for Information (RFI) as a way to engage the community for their input on community issues. It would help to formalize the way to get and distil public input on specific topics. Village Trustee Parakkat commented that figuring out what issue to engage the community in, and at what level that is productive to get to the right solution, is important. Village Trustee Enyia commented that figuring out what the sweet spot is for communicating to the community is important. Figuring out how and where the least communicated people get their information from is crutial. Village President Scaman expressed her appreciation for being on a Board that would like to see good community engagement. President Scaman expressed the need to identify stakeholder groups that are key to the action plan; the stakeholder groups can help identify the trusted individuals who can help share how information is received, and reminded that Village Trustees are also stakeholders who know the key individuals. President Scaman thanked staff for bringing this forward. XVII. Call to Board and Clerk Trustee Buchanan asked if there would be an opportunity for discussion on the progress on Board Goals. Interim Village Manager Shelley clarified it would be presented on the Consent Agenda, but could be moved off for discussion. Trustee Buchanan then gave a summary of the first inaugural annual Climate Action Symposium which will be posted on the D97 website. Trustee Taglia thanked Susan for her hard work. He found the symposium informative and helpful. Trustee Parakkat thanked Susan for her work on the symposium and appreciated the Call to Action that was presented at the beginning of the symposium. Trustee Robinson mentioned that last week kicked of Hispanic Heritage month and mentioned some activities happening in the village including Downtown Oak Park Latin American Music artists and a Hispanic Heritage month display at some of the library branches. Village of Oak Park Page 14 Printed on 10/6/2021 President and Board of Trustees Meeting Minutes September 20, 2021 Trustee Walker-Peddakotla brought attention to the Afghanistan crisis and recommended reaching out to Refugee One and Heartland Alliance if anyone wanted to help with their efforts during this crisis. Trustee Enyia mention he attended a celebration at A Place to Belong at 229 W. Madison Street (Park District of Oak Park) and is excited to have a space in Oak Park that is inclusive for everyone from youth to those aging in place. He also thank Trustee Buchanan and everyone involved for all the hard work put in to the Climate Action Symposium. Village President Scaman will be participating in the Tour de Proviso bike ride. She appreciates this Board and their thoughtfulness. Clerk Waters mentioned the village is looking for volunteers for commissions including the Board of Health, the Building Codes Advisory Commission, Citizen Involvement Commission, and the Community Development Citizens Advisory Committee. Interested residents can email clerkwaters@oak-park.us for more information on serving on a commission. XVIII. Adjourn It was moved by Village Trustee Parakkat, seconded by Village Trustee Buchanan, to adjourn. The motion was approved. The Meeting adjourned at 9:50 P.M., Monday, September 20, 2021. Respectfully Submitted, Deputy Clerk DeViller 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 15 Printed on 10/6/2021