President and Board of Trustees

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes President and Board of Trustees Monday, November 21, 2022 7:00 PM Village Hall I. Call to Order Village President Scaman called the Meeting to order at 7:00 P.M. II. Roll Call A moment of silence was taken for the victims who were shot and killed at Club Q Nightclub in Colorado Springs over the weekend and for all LGBTQ+ victims of hate crimes. Present: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Wesley Absent: 0 III. Agenda Approval It was moved by Village Trustee Parakkat, seconded by Village Trustee Wesley, to approve the Agenda. IV. Minutes A. ID 22-419 Motion to Approve Minutes from Regular Meeting of October 10, 2022 of the Village Board. It was moved by Village Trustee Wesley, seconded by Village Trustee Parakkat, to approve the Minutes. A voice vote was taken and the motion was approved. V. Non-Agenda Public Comment Chris Saam. Ranked choice voting (RCV) lets voters rank multiple choices instead of choosing just one candidate. Candidates are encouraged to appeal to a broader coalition of voters. Evanston passed a RCV referendum with 83% support. Asked Village Board to consider RCV as a referendum on April 2023 ballot. Ed Malone. Lives on 600 block of Fair Oaks and is a 25-year resident. Asked Village Board to put RCV to a vote on December to do voter education before the April 2023 election. This opportunity would make Oak Park a leader and encourage the state of Illinois to pursue RCV. Peggy Kell. Lives on 800 block of South Humphrey. Invited meeting Village of Oak Park Page 1 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 attendees to a League of Women Voters sponsored beer flight ranking at One Lake Brewing December 14, 6:30-8:30 P.M to learn about RCV. Tickets are $25. Looks forward to meeting Trustees to answer questions and ensure RCV gets Village Board approval. Charles Dear. Oak Park resident since 2005 and recent first-time voter. RCV allows for a healthier democracy and is gaining traction in Alaska, Maine, and Nevada. Evanston is a step in the right direction. RCV can vote your conscience, not waste your vote, and eliminate the spoiler effect. Thanked the Village Board for their time. VI. Village Manager Reports There was no Village Manager's Report. VII. Village Board Committees & Trustee Liaison Commission Reports There were no Village Board Committees or Trustee Liaison Commission Reports. VIII. Citizen Commission Vacancies B. ID 22-420 Board & Commission Vacancy Report for November 21, 2022. There were no comments. IX. Citizen Commission Appointments, Reappointments and Chair Appointments C. ID 22-422 Motion to Consent to the Village President’s Appointment of: Board of Health - Christina Welter, Appoint as Member Board of Health - Kate Odom, Appoint as Member Civic Information Systems Commission - David Baker, Reappoint as Chair Community Design Commission - Cynthia Ross, Reappoint as Member Disability Access Commission - Terry Herbstritt, Reappoint as Member Village Clerk Waters read the names aloud. It was moved by Village Trustee Buchanan, seconded by Village Trustee Parakkat, that this Report be approved. The motion was approved. The roll call on the vote was as follows: NAYS: 0 ABSENT: 0 X. Public Hearing D. ID 22-133 Public Hearing on the Fiscal Year 2023 Proposed Budget Trustee Wesley moved and Trustee Robinson seconded to open the Public Village of Oak Park Page 2 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Hearing. A voice vote was taken and the motion was approved. President Scaman called the Public Hearing to order at 7:15 P.M. Assistant Village Attorney Rasheda Jackson stated the public hearing notice. Village Manager Jackson introduced Chief Financial Officer Steve Drazner to present on the proposed FY23 budget. CFO Drazner said budget amendments for the current year total $2M. The capital fund is $3M-$4M. The water fund increased $2M and there were small increases to the parking fund. The major increase for the general fund was an amendment to transfer $1M into the Village health insurance fund. Capital funds were typical for a given year with carryover amendments. Special revenue funds include grants, federal and state RICO funds, and motor fuel tax fund. Larger infrastructure projects are budgeted in the CIP Fund. There is a Building Improvement Fund, Fleet and Equipment Replacement Fund, Enterprise Funds including water and sewer, Parking Fund, and Environmental Services Fund. Internal service includes Debt Service Fund, Health Insurance, and Self-Insured Retention Funds. Fiduciary funds include Police and Fire Pension Funds. The budget process started in July. The November 29 meeting will be for additional discussion. The final budget will be brought to the Village Board on December 5 for adoption and will include all levies and abatements. General fund revenues are $72M, including $32M in property tax, state income tax, and Oak Park's 1% sales tax. The Village was at a total aggregate deficit of $38M. The general fund had listed $752K as a surplus and is now $35K surplus due to three major revenues being amended. The beginning fund balance of $32.8M would remain constant if no major changes are made. Total expenses are $72M, of which 75% is for personnel and benefits. Also included are contractual services, materials and supplies, inter-fund transfers out, and some grants. Fund balance for the general fund is an upward trend. The beginning audited fund balance was $29.4M and the Village projects $32M-$33M at the end of this year and projected for the end of next year assuming no major changes. For Enterprise funds, all cash balances are positive. Water and sewer fund Village of Oak Park Page 3 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 would end the year with $3M, Parking would be $2.7M, Environmental Services would be $2.1M. Capital projects total $21M and will be a funded by a combination of dedicated revenue sources and some ARPA funds. The $36M property tax levy is no change from the current year. The Village Board opted to keep the levy flat. The tax rate increased slightly from 1.8% to 1.9% due to a decrease in the Equalized Assessed Valuation determined by Cook County. CFO Drazner shared a new slide titled "Potential ARPA Uses as Presented at November 17th Finance Committee.” The list totals $15.5M which is broken down to $12.5M in next year's budget and $3M in FY24 and beyond. The Finance Committee wanted salary items to be budgeted in the general fund and non-salary items to be budgeted in the ARPA fund. He seeks confirmation from the Village Board. The capital project funding for next year and the lost revenue have been decided to be from the ARPA fund. The following are not yet decided for ARPA: The $2M racial equity community safety study CAD system and $950K RMS, of which $200K would be budgeted next year and the balance would be budgeted in future years; $30K COVID-19 recovery IPLAN; $16K COVID-19 recovery special event fee reductions; $300K racial equity assessment implementation, of which $150K is for next year and $150K for future years; and the $500K COVID-19 daycare grants. President Scaman asked about the Contingency Fund for the Health Department positions. CFO Drazner said the positions can go in either fund and do not have to be spent. Trustee Parakkat asked if what goes from the general fund to ARPA should be reflected in reserves. CFO Drazner said if the salaries are removed from the general fund, that savings would roll up into general fund reserves. The $2M CAD system is in the ARPA fund. $230K would be removed from general fund expenses to IPLAN for RMS and IPLAN. The $300K racial equity assessment and $500K daycare grants are not in the general fund. CFO Drazner said the two Health positions are budgeted in two places so if the Village Board would like to use ARPA, he will remove them from the general fund. Trustee Parakkat said he does not want to be locked into roles. CFO Drazner recalled that at the last meeting, the intent was to keep these positions in the general fund. Deputy Village Manager Lisa Shelley confirmed these positions will be in a contingency fund and only used if necessary. Trustee Parakkat asked if reserves will be reflected in the November 29 Village of Oak Park Page 4 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 meeting. CFO Drazner said the general fund surplus should increase by about $230K. Trustee Robinson clarified that the amount held in the ARPA contingency would be the Assistant to the Emergency Preparedness Coordinator and the COVID-19 Testing Coordinator. Manager Jackson confirmed. Trustee Robinson asked if the allocation will come back to the Village Board before it is spent. Deputy Manager Shelley said if a need is identified, the Village Manager will notify the Village Board that the Village will proceed with hiring. Trustee Robinson said that when the Village Board votes on the budget, it is voting to allocate those dollars to those positions and the Village Manager will determine if they are actually needed. Manager Jackson said the Village Board will be notified. If the Village Board prefers to approve, an agenda item can be created and the Village Board can vote to approve. Trustee Parakkat said if those funds are not needed, the Village Board may want to reallocate so he prefers the contingency to remain under the Village Board's purview to decide. Trustee Robinson said her preference would be for the Village Board to approve filling the positions. President Scaman said it is clear to her that this is only if needed and the Village Board needs to trust the Manager if he says it is needed. If the funds are not spent, the Manager will ask how the Village Board would like to reallocate. Trustee Wesley said if the contingency is needed, the Village will need to move quickly and he does not see a reason for Village Board for approval. If the Village Board feels the need to approve again, it should be taken out of contingency. Trustees Buchanan and Enyia said they are fine leaving it up to the Manager. Trustee Parakkat said this is a loose allocation which may be difficult to track. He asked how it gets spent and comes back to the Village Board. President Scaman said if COVID-19 spikes, the Manager would send a memo to the Village Board to define the need. If there is a difference of opinion, the Village Board can put it on the agenda itself. Trustee Robinson asked what ARPA category the equity assessment implementation program falls under. CFO Drazner responded that there is a racial equity category. Village of Oak Park Page 5 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Trustee Buchanan asked about the $5.5M capital project (CIP) funding. CFO Drazner said the Village has to tell the U.S. Treasury how these projects fall under their categories. CFO Drazner found $5M in the public safety category to justify a transfer from ARPA to CIP. Public safety and sustainability go into the same CIP fund. Trustee Buchanan asked if any of the $5.5M is from the Climate Action Plan. CFO Drazner responded that the sustainability fund is a separate fund and the capital budget for next year is $745K. Manager Jackson said CIP projects help advance the Climate Action Plan separate from the sustainability fund. Trustee Wesley asked how it is decided for the Health positions be in the general fund versus ARPA fund. Deputy Manager Shelley said the Village Board suggested it at the last meeting. Trustee Parakkat said they are operational roles that the Village was trying to make permanent post-COVID-19. If these positions are to extend beyond COVID-19, it makes sense to show them in the general fund. Trustee Taglia asked about the total levy remaining the same. CFO Drazner said the two pension funds have a combined decrease of $1.4M and are going to the general fund. Trustee Taglia asked if general fund expenditures could increase and the levy could still remain the same. CFO Drazner said that is correct though not expected to happen. Trustee Taglia said general fund expenditures are projected to increase $2M compared to last year. With the $1.4M pension decrease and the $260K IMRF decrease, general fund expenditures are increasing by $3.7M which is a large change and he is concerned. President Scaman said it is not known how much of the budget is responding to inflation, including building contracts asking for $1M more than originally budgeted. Trustee Parakkat said the overall spend has increased $3.7M, which includes salary increases and inflation and organization building needed for a well-functioning Village. He requested Village staff to reduce expenditures by $500K and for the Village Board to have more meetings. He said a $3.7M increase would probably be a 10-12% levy increase, which makes him nervous. CFO Drazner said the majority of the general fund budget is going toward core services. Increases beyond the Village's control include $800K for COLA for expired collective bargaining agreements; $1.3M for added external support due to increases in outsourcing for the Development Customer Services Department, mostly HR Green; $110K for the contract nurses; $1M for employer contribution for health insurance; $350K for Village of Oak Park Page 6 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 firefighter overtime; $1.5M for union and non-union salaries; and the inter-fund transfer to self-insured retention fund. Trustee Taglia said it is a worthy exercise to take a very detailed look at the expenditures now. He said he is not suggesting cutting services. Trustee Wesley asked if cutting $500K would result in a negative levy. President Scaman said if the Village had not saved in other ways, it would have raised the levy probably by 3% which is Village Board policy. Trustee Wesley asked if the extra $500K saved would go into reserves. Trustee Parakkat said the levy is on the revenue side, which is being kept constant. Trustee Wesley asked again where the $500K would go. Trustee Parakkat said the Village would spend $500K less than what is currently projected. President Scaman asked if the greater concern is the future, which Trustee Parakkat responded yes. She said it is a very responsible budget that will set the Village Board up to accomplish its goals in 2023. The Village will see potential organizational changes in 2024 that could save money. Manager Jackson said the Village will follow the levy the Village Board determines and will evaluate core services accordingly. Trustee Parakkat said he sees reductions that can be made now, such as the legislative fee training which increased by $12K. He said that can add up to $500K easily without cutting services. Manager Jackson said if the Village Board would like to request cuts, he would like specific direction on what to look at because nothing is being added other than things like DEI and sustainability. CFO Drazner presented the natural cost increases in response to the market. Trustee Parakkat said $500K is a reference point and training is just an example. He said the point is to make some cuts to set the Village up better for next year. Trustee Wesley said he understands the impact of affordability. The $3.7M increase is being done with a 0% levy which is in stark contrast to what other governments are doing. The new Manager deserves the ability to shape the staff to give the Village Board a government that executes its will effectively. The Village has $35M in reserves and excess ARPA funds and he does not want to hamstring the Manager. Trustee Buchanan agreed with Trustee Wesley and said the Village Board is wasting too much time this late in the budget season. Trustee Enyia said the Village did its best to bring the budget and levy down. To do any more would eat away at core services. He trusts the Village of Oak Park Page 7 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Manager and CFO to help the Village Board understand what is right moving forward and residents can rest assured that has been done this year. Trustee Taglia said it is a $72M budget and the questions have not yet been asked about reducing expenditures. It is a worthy exercise to come up with a short list of reductions. He asked how much has been reduced thus far. CFO Drazner responded that there is a new program in the budget and discretionary expenditures. He does not want to cut $300K-$400K and eliminate training and employee morale and then have to come back in six months asking for a budget amendment. President Scaman agreed with Trustee Buchanan. Trustee Parakkat said he believes this is the least the Village Board can do to fulfill its fiscal responsibility. He said he would rather have this discussion now than have a much more difficult conversation next year. President Scaman said there is not a majority of Trustees that want to ask the Manager and CFO to find cuts beyond the direction they will receive on the agenda items that will come before the Village Board. Village Clerk Waters said there were no public comments regarding the proposed budget. Village Trustee Wesley moved and Village Trustee Robinson seconded to adjourn the Public Hearing. A voice vote was taken and the motion was approved. XI. Second Reading E. ORD 22-85 Second Reading and Adoption of an Ordinance Amending Chapter 30 (“Special Events”), Article 1 (“General Regulations”), Section 30-1-3 (“Policies and Procedures”) of the Oak Park Village Code to Provide a Discount for Certain Special Event Fees ..End Overview Clerk Waters read the following public comment aloud: Gary Cuneen, Executive Director, Seven Generations Ahead: 25-year resident. Asked the Village establish a special events policy to cover Village service fees related to events benefiting the community. Seven Generations Ahead started the Oak Park Micro Brew Review. It is more difficult to afford the costs of hosting the event and they are considering moving the event to another community. Village of Oak Park Page 8 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Assistant Village Manager/HR Director Kira Tchang said the first reading on October 17 was in the interest of creating pandemic-related relief for special event holders. At that time the ordinance included a 15% fee waiver for FY22 and a 15% fee waiver for FY23 event holders. Village Board members expressed an interest in creating new events and additional event holders which would add to the vitality of the community. This second reading includes an increase to the FY23 fee waiver to 25%. Trustee Parakkat said he is not in favor of the retroactive effect of this change. He would rather look ahead to distribute funds in a more equitable way and attract more people to create community events. Trustee Robinson agreed with Trustee Parakkat and said she is not in favor of the FY22 reimbursement. For FY23, she said her preference would be to stay with the 15% discount and set criteria for assessing the discount, such as whether an organization has already received pandemic-related relief and whether they charge an entrance fee to ensure the remaining ARPA funds are spread out as intended. Trustee Taglia agreed with Trustee Robinson and staying at 15%. He has never heard of issuing reimbursement checks. He agreed with the criteria of whether an organization has received pandemic-related relief. He said Seven Generations Ahead received $156K of PPP loans and refunding them $2,600 is silly. The Village Board should think about how to stretch the ARPA funds and award organizations that have not received pandemic relief. President Scaman said she is in favor as it is presented and appreciates the staff's work. Trustee Wesley read from the Village's core values and the Village Board goals. He said "community" is mentioned often in both and these events help create community in Oak Park. He said he is in favor as stated. Trustee Buchanan said she is not moved either way by $6,000. She is tired of the nitpicking of the Village staff's work and said it is a waste of time and needs to stop. She said she is fine with the Village staff's recommendations and appreciates their work. Trustee Enyia agreed with Trustee Buchanan and is thankful to the Village staff and the events that make it possible for the community to come together after COVID-19. It was moved by Village Trustee Robinson, seconded by Village Trustee Buchanan, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: Village of Oak Park Page 9 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 AYES: 4- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, and Village Trustee Wesley NAYS: 3- Village Trustee Parakkat, Village Trustee Robinson, and Village Trustee Taglia ABSENT: 0 F. ORD 22-86 Second Reading and Adoption of an Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 3 (“Parking Meters, Parking Permits and Municipal Attendant Parking Lots”), Section 15-3-18 (“Parking Rates; Parking Meters, Pay By Space Machines, Village Operated Parking Structures, Permit, Extended Pass, Valet and Daytime On Street Permit Parking”) of the Oak Park Village Code Manager Jackson introduced Assistant Development Customer Services Director Cameron Davis and Parking and Mobility Services Manager Sean Keane. Director Davis said the Village Board directed staff at the November 7 meeting to modify the proposed ordinance garage parking rates from 30 minutes to 45 minutes, which was done. The spreadsheet in the agenda packet shows the difference between the current system of 90, 60, 45, and 30 minutes. President Scaman said she wanted to see if there is enough support on the Village Board to extend the current 45 minutes free to 60 minutes. Trustee Parakkat has talked with local retailers and he is happy to go to 60 minutes and take the hit in the reduction of $40K annually. He said data is needed to inform next year's conversations. Trustee Wesley agreed with Trustee Parakkat and said he is in favor of 60 minutes. He agreed with the data-centered approach and codifying that review in six months. Trustee Taglia agreed that 60 minutes is a reasonable compromise. Trustee Buchanan said the business community was not adequately consulted. The 2019 data is not reflective of the current reality of being 60% down. She said there must be a big differential between street and garage parking. She said she is in favor of keeping it at 90 minutes free and then reevaluating to see if that drives people into the parking garages. She said she would also support 60 minutes. Trustee Wesley agreed with Trustee Buchanan to keep it at 90 minutes and would also support 60 minutes. Village of Oak Park Page 10 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Trustee Enyia agreed more data is needed. He said he is in favor of keeping it at 90 minutes and reviewing once updated data is available. Trustee Robinson said she is in favor of 60 minutes. Trustee Wesley said it would help to know the numbers of people leaving garages within 45, 60, 90 minutes. Trustee Taglia said the data doesn't show what 90 minutes free would look like with the new rates. He said he would stick with 60 minutes because its impact on the parking fund is known. Trustee Parakkat said the business community felt blindsided. He does not want to be part of a board that does not want to take on the topic of parking. He is in favor of making a decision now rather than postponing. President Scaman said every Trustee is here to make tough decisions. Business owners have a right to be passionate about this topic. She is comfortable with 60 minutes. She said staff are working very hard to bring forth this information and the Village will do better communicating with the business community. President Scaman said historically the increase to 90 minutes has been made in response to something affecting a particular area. Manager Keane confirmed that Holley Court and Lake and Forest increased to 90 minutes in 2016 and the Avenue increased to 90 minutes in 2020. Director Davis said the 2016 increase was due to a change in the parking lot and Lake Street construction. The intention was to revisit and then COVID-19 happened. President Scaman said the changes would take effect January 1. The Village is testing if the surface lot amounts push people to the garages. In high-demand areas, the surface lot will be $2.00/hour up to 3 hours and $6.00 with the fourth hour. Trustee Wesley agreed. President Scaman suggested increasing the garages past 6, 10, and 24 hours. Trustee Wesley recommended those be tabled and said he'd like to revisit the longer-term fee structure. President Scaman referred to page 7 of the ordinance. Under 2.5 hours is $2.00, 2.5-3.5 hours is $3.00, 3.5-4.5 hours is $4.00, 4.5-5.5 hours is $5.00. She would be happy to increase 5.5-6.5 hours to $8, 6.5-10 hours to $15, and 10-24 hours to $20. Trustee Wesley supported increasing the longer-term fees. Village of Oak Park Page 11 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Trustee Buchanan asked who is parking for that long. Manager Keane said 40-50% of parkers are within 1.5 hours. Longer-term parkers are mainly employees. Some companies transitioned from purchasing permits to daily parking due to hybrid work schedules. Director Davis said some employees qualify for parking discounts. President Scaman said the discount is available to employees making less than $20/hour. Trustee Buchanan said the increase can adversely effect employees working downtown. Trustee Robinson said it can adversely effect employers purchasing daily parking. The number of hybrid workers would be a new data point. President Scaman said she will go with the 60 minutes. She promised to host listening sessions in the new year to learn more and make adjustments. Changes to permits do not take effect until April 2023. Trustee Taglia said he would like to see the financial impact of increasing from 60 to 90 minutes. Director Davis said the Village Board will see more data going forward. It was moved by Village Trustee Buchanan, seconded by Village Trustee Wesley, that this Ordinance be adopted 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 Wesley NAYS: 0 ABSENT: 0 G. ORD 22-79 Second Reading and Adoption of an Ordinance Establishing the Annual Building and Construction Permit Fees and the Zoning Application Fees of the Village of Oak Park Manager Jackson said the initial reading was on November 7 and there were no recommended changes. Chief Building Official Steve Cutaia said the ordinance requires staff to review the fees annually. The Village did not want to make any changes this year. It was moved by Village Trustee Wesley, seconded by Village Trustee Robinson, that this Ordinance 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 Wesley Village of Oak Park Page 12 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 NAYS: 0 ABSENT: 0 XII. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Robinson and seconded by Village Trustee Wesley to approve the items under the Consent Agenda. The roll call 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 Wesley NAYS: 0 ABSENT: 0 H. MOT 22-42 A Motion to Approve the Unaudited Year-to-Date Quarterly Financial Report as of September 30, 2022 This Motion was approved. I. MOT 22-49 A Motion to Adopt the Five-Year Capital Improvement Plan (2023-2027) as Reviewed and Discussed by the Village Board’s Finance Committee on September 12, 2022, and September 29, 2022. Clerk Waters read the following public comment aloud: Alice Chastain: Regarding the consent agenda item for millions of dollars for policing. The CIP recommends $62M, including $12M for repairs and $50M for a new police station. The $1M slated for 2023 is not in the proposed budget. The Village hasn't spent anything on the non-police crisis response team required by state law and requested by the community. Priority should be establishing this team outside police department oversight. President Scaman said a taskforce is being led by Village staff for alternative 988 response. The taskforce of more than 30 people includes community members and partners. This Motion was approved. J. MOT 22-94 A Motion to Approve the October 2022 Monthly Treasurer’s Report for All Funds This Motion was approved. K. RES 22-272 A Resolution Approving an Independent Contractor Agreement with Fire Service, Inc. to Complete Ladder Truck Damage Repairs in an Amount Not Village of Oak Park Page 13 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 to Exceed $38,603.27 and Authorizing its Execution This Resolution was adopted. L. RES 22-276 A Resolution Approving a Local Public Agency Engineering Services Agreement for Federal Participation with AECOM Technical Services, Inc. for a Planning and Environmental Linkage (PEL) Study of Expanded Bridge Decking over the I-290 Expressway in an Amount Not to Exceed $1,858,803 and Authorizing its Execution This Resolution was adopted. M. RES 22-277 A Resolution Approving an Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects to Change the not to Exceed Amount from $775,037 to $1,010,958 and Authorizing its Execution This Resolution was adopted. N. RES 22-278 A Resolution Authorizing the Execution of a Settlement Agreement in Workers’ Compensation Case No. 2021 WC 21212 This Resolution was adopted. O. RES 22-281 A Resolution Approving an Independent Contractor Agreement with Sewertech LLC for Project 22-10, Sewer Cleaning and Inspection, in an Amount Not to Exceed $91,693 and Authorizing its Execution This Resolution was adopted. P. MOT 22-97 A Motion to Amend the Community Development Citizen Advisory Commission (CDCAC) 2022 and 2023 Work Plans to Add the Review of Community Requests for American Rescue Plan Act (ARPA) Funds Received by the Village Board During the Fourth Quarter of 2022 and Make Recommendations This Motion was approved. Q. RES 22-286 A Resolution Approving a Professional Services Agreement With the Oak Park-River Forest Chamber of Commerce to Create a 2022 Holiday Gift Guide for the Benefit of the Oak Park Business Community in an Amount Not to Exceed $16,000 and Authorizing its Execution This Resolution was adopted. R. RES 22-249 A Resolution Authorizing the Creation of an Oak Park Business Assistance Grant Program to Support Licensed Child Care Providers Using American Rescue Plan Act Funding in an Amount Not to Exceed $500,000 and Approving Guidelines for the Program This Resolution was adopted. Village of Oak Park Page 14 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 XIII. Regular Agenda S. MOT 22-92 A Motion to Concur with the Transportation Commission’s Recommendation to Install a Pinch Point on the 500 Block of South Harvey Avenue and Install Do Not Enter Signage Prohibiting Southbound Traffic from Entering the Residential Section of the 500 Block of South Harvey Avenue Manager Jackson introduced Village Engineer Bill McKenna and Transportation Commission Chair Ron Burke. Engineer McKenna said residents submitted a petition with concerns about Dunkin Donuts traffic and the future CRC rec center. The Village collected traffic data in 2021 which showed low traffic volume, normal speeds, and only one accident. Dunkin Donuts traffic was mainly coming from Madison Street. In July the Transportation Commission asked staff to present options for traffic calming. In September staff provided options for a pinch point south of the alley. The Commission recommended the pinch point and "Do Not Enter" signage. The pinch point would cost $27K and require drainage work. The proposed 2023 budget includes $55K for traffic calming. Staff does not support the "Do Not Enter" signage recommendation because it would redistribute traffic to adjacent blocks, it does not have a high compliance rate, and enforcement is problematic. The Commission also recommend "No Thru Traffic" signage in the east-west alley. There are existing restrictions per ordinance so staff can install the "No Thru Traffic" signage and no further Village Board input is needed on that. If approved by the Village Board, the staff would include the pinch point in a 2023 construction project to possibly reduce costs. The "Do Not Enter" signage would require a follow-up ordinance if approved. Tim Halt: Lives on 500 block of South Harvey. He submitted the petition for a traffic study in 2018 after his daughter was grazed by a car on their street. His block has the only drive-thru from a business that initiates on a residential street. A cul-de-sac would be ideal but a pinch point and signage is a good compromise. Chair Ron Burke said the primary traffic problem is the line of cars from the drive-thru and there is only so much that can be done. He said he thinks this is a good step and hopes the Village Board can find the funding. Trustee Buchanan asked for clarification on the "Do Not Enter" sign. Chair Burke responded that residents were not in support of a one-way street. Engineer McKenna said the Village heard mixed feedback about that signage which would limit residents' access as well. Trustee Buchanan Village of Oak Park Page 15 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 agreed with staff's recommendation. Trustee Parakkat asked if this solution solves the problem of the incident with the child. Engineer McKenna said more than likely it would not. The intent of a pinch point is to reduce speeds and provide a physical delineation between a commercial and residential area. Their only data is from crash reports. Trustee Parakkat asked the resident if this solution would make him feel more safe. Tim Halt responded that the pinch point and sign would be a deterrent and decrease the number of cars. Trustee Parakkat said the data shows that traffic volume is not an issue so if this solution does not address the problem, then he questions it. Tim Halt said the traffic study is just a snapshot. They see speeding cars everyday and this is a mild solution. Chair Burke agreed the data can only tell so much. He acknowledged that what is normal for our community isn't what we should be aiming for and can be stressful for residents. Trustee Robinson said she supports it and inquired about the impact on the drive-thru line and if this would create a second problem. Engineer McKenna said a right-turn lane for eastbound Madison at Harvey was created to allow cars to wait in line and not spill into the thru lane. He thinks the lane works well. Trustee Taglia said he is aware and sensitive to residential property issues and he supports this. Beth Saunders: Lives on 500 block of South Harvey behind Dunkin Donuts and her garage is on the alley. The concern for the pinch point is that the alley would become more of a street. The alley calming bumps have been removed for winter and a calming device is needed. Jesse Gallagher: Fireman/paramedic who lives on 500 block of South Harvey. This is a safety issue with unique challenges of having Dunkin Donuts and soon the CRC loading onto a residential block. This is a reasonable solution and now is the appropriate time for this Village Board to act. Clerk Waters read the following public comment aloud: Christee Snell: The 500 block of Harvey neighbors have been requesting a cul-de-sac at the north alley since Dunkin Donuts requested their building permit. In addition to the drive-thru customers, employees use their block for parking. Asked the Village Board to provide a preventive plan for the Village of Oak Park Page 16 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 CRC traffic. Trustee Wesley said he hears from residents that pedestrian safety is a big issue. He feels it is a patch rather than a fix but is willing to support it. Expressed a desire to look at traffic and our relationship with cars holistically. Trustee Wesley said he supports the pinch point but not the "Do Not Enter" sign. Trustees Buchanan and Enyia agreed with staff's recommendation. Trustee Parakkat asked what the alley signage would address. Engineer McKenna said it was a request from residents and a recommendation of the commission. Since it is an existing restriction, it doesn't require any Village Board direction for the signage to be installed. Trustee Parakkat said he supports the pinch point but not the "Do Not Enter" sign. Trustees Robinson and Taglia agreed with staff's recommendation. The motion was amended to remove the installation of the "Do Not Enter" signage. This Motion was amended. AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Wesley NAYS: 0 ABSENT: 0 U. RES 22-314 A Resolution Approving an Intergovernmental Agreement between the Illinois State Police (ISP) and the Village of Oak Park Regarding the ISP’s Automated License Plate Reader Project within the Vicinity of the Village of Oak Park and Authorizing its Execution Manager Jackson introduced Engineer McKenna. Engineer McKenna introduced State Police Sergeant Emily Staerk and Major Dan Likens. The IGA allows State Police to tie into the Village's electrical system for street lighting to provide power for cameras at the Home Avenue and Ridgeland Avenue state-owned bridges. The Village has two lighting cabinets and State Police would pay ComEd directly so there would be no costs to the Village. Trustee Robinson noted that the summary says the ISP will pay the Village for electricity but the contract says ISP will work directly with ComEd. Engineer McKenna responded that there was a change in the IGA. Initially the ISP was looking to reimburse the Village but the state will be paying Village of Oak Park Page 17 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Com Ed directly so there will be no additional cost to the Village. Trustee Buchanan said the Village Board had an extensive discussion about license plate readers earlier in the year and she voted against their increase. To be consistent and recognize the effect of these readers on black and brown communities, she said she will vote against providing electricity for these readers. Trustee Taglia asked for clarification on the use of the cameras for the investigation of offenses involving vehicle hijackings, terrorism, vehicle theft, and the use of firearms. Major Dan Likens confirmed the language is from the Tamara Clayton Act and is how they are used by state police. This Resolution was adopted. AYES: 5- Village President Scaman, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Wesley NAYS: 2- Village Trustee Buchanan, and Village Trustee Enyia ABSENT: 0 T. MOT 22-95 A Motion to Refer to the Plan Commission for Public Hearing an Application Brought by Dei Cugini, LLC and Berwyn Properties, LLC (Turano Bakery) for Major Modifications to a Special Use Permit for the Property Located at 6500-6538 Roosevelt Road Granted Pursuant to Ordinance Number 18-386 Manager Jackson introduced Village Planner Craig Failor. Planner Failor said this is a referral for an amendment for a major modification to a plan development that has been previously approved for Turano Bakery, which wants to expand the parking lot to the west on the former Salvation Army site. Major modifications require a public hearing which can be held by the Village Board but staff recommends the Village Board refer it to the Plan Commission who reviewed the original plan development in 2018, is familiar with the property, and generally holds all land use public hearings. The Village Board will see this again after the public hearing with the Commission's recommendation. President Scaman requested a timeline. Planned Failor said he anticipates it going to the Commission in January. Trustee Parakkat asked if are potential sales tax implications for the Village. Planner Failor said the Village will receive additional property tax from the parking lot expansion. President Scaman asked what makes a parking lot expansion a major modification. Planner Failor said they are adding a piece of property that is Village of Oak Park Page 18 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 not currently covered by their plan development so they need to hold a public hearing in order to add it. They are changing the circulation pattern of the existing lot, which is a major modification according to the zoning code. They are asking for allowances including a reduction in landscaping requirements. They are asking to place eight spaces for delivery trucks which is not currently allowed in the zoning ordinance. They are adding solar panels in the lot which will require the removal of previously approved landscaping. President Scaman inquired about the benefit of it going to the Commission instead of the Village Board. Planner Failor said it is the Commission's purview to do the land use application reviews. In his time at the Village, the Village Board has only done one land use application. They have seen this application before and they know the conditions and the previous process with the neighbors. The hearing is needed because the new addition to the parking lot has not been reviewed or heard by the neighborhood so they can provide public comment. It is easier for the Commission to gather that information and present it to the Village Board for decision rather than the Village Board holding the hearing. The timing may be quicker for the Village Board to hold the decision, but the Commission exists to help the Village Board do that. President Scaman asked when it would come to the Village Board. Planner Failor said the Commission meets in January and it could come to the Village Board end of February or beginning of March. Manager Jackson agreed. President Scaman said the earlier it is done with the Commission, the better. It was moved by Village Trustee Robinson, seconded by Village Trustee Taglia, that this Motion be approved. 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 Wesley NAYS: 0 ABSENT: 0 XIV. Call to Board and Clerk Trustee Taglia thanked Laura Derks for chairing the EEC and moving forward the Climate Action Plan. He said the FY23 general fund budget has $72M in expenditures and asking questions about reducing expenditures has been going on forever and is not to be taken personally. He stands by his comments and will follow Village Board direction. He supports RCV and would like to see it on the December 5 agenda to see if there is Village Board support to make it a referendum. Village of Oak Park Page 19 Printed on 1/18/2023 President and Board of Trustees Meeting Minutes November 21, 2022 Trustee Buchanan acknowledged the incidents of hate in the last few weeks, including a potential incident of Jewish schoolchildren on a bus, a noose at the Obama Library site, and last night's shooting. She mentioned her concern and love and support to those communities. Trustee Parakkat said he takes the responsibility of going through a budget very seriously and any questions are to ensure a robust budget. It is not directed at anyone or with any outcome in mind other than to do the right thing for this community and he is committed to doing that. He thanked the people in his life and the staff for supporting the decisions made by the Village Board. Trustee Wesley said hi to his son. He said the Berry Dunn presentation on policing data validated the Freedom to Thrive data published two years ago. From January 2015 to June 2020, 102 kids under 18 were stopped- -96 were black, only one was white. That's bias and it's incumbent on this Village Board to do something about it. President Scaman said she appreciates every Village Board member and Clerk Waters and the staff. Together we thoroughly vet every item and work to make space for perspectives from all residents we collectively represent. Manager Jackson has done a great job on the budget so far. XV. Adjourn It was moved by Village Trustee Buchanan, seconded by Village Trustee Taglia to adjourn. Meeting adjourned at 10:13 P.M., Monday, November 21, 2022. Respectfully Submitted, Deputy Clerk Hansen Village of Oak Park Page 20 Printed on 1/18/2023