President and Board of Trustees

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes President and Board of Trustees Monday, April 24, 2023 7:00 PM Village Hall I. Call to Order Village President Vicki Scaman called the Special Meeting to order at 7:03 P.M. II. Roll Call Present: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, and Village Trustee Wesley Absent: 1- Village Trustee Taglia III. Agenda Approval Trustee Wesley requested that Item R be moved from the Consent Agenda to the Regular Agenda. It was moved by Trustee Parakkat, seconded by Trustee Wesley, to approve the Agenda as amended). A voice vote was taken and the motion was approved. IV. Non-Agenda Public Comment Kurt Roskopf: Now is the wrong time to block the public from monitoring police and fire radio communications. Preserving access for citizens creates trust and transparency. Urged the Board to use its influence to ask WestComm to provide a public feed of police and fire transmissions that is delayed by 5-10 minutes. V. Proclamation A. MOT 23-26 A Motion to Approve a Proclamation to Declare April 28, 2023, as Arbor Day. Trustee Parakkat read the Proclamation into the record. It was moved by Trustee Wesley, seconded by Trustee Robinson, that this Motion be approved. A voice vote was taken and the motion was approved. B. MOT 23-39 A Motion to Approve a Proclamation to Declare April 2023 as Alcohol Awareness Month President Scaman read the Proclamation into the record. Village of Oak Park Page 1 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 Oak Park Township Prevention Services Manager Kelly O’Connor presented information about the Positive Youth Development program. President Scaman shared her background with Oak Park Township. It was moved by Trustee Wesley, seconded by Trustee Parakkat, that this Motion be approved. A voice vote was taken and the motion was approved. C. MOT 23-40 A Motion to Approve a Proclamation to Declare April as Earth Month Trustee Buchanan read the Proclamation into the record. It was moved by Trustee Wesley, seconded by Trustee Buchanan, that this Motion be approved. A voice vote was taken and the motion was approved. VI. Village Manager Reports D. ID 23-172 Review of the Village Board Meeting Calendar for May and June 2023 Village Manager Kevin Jackson provided the updated Board meeting calendars for May and June. Staff is discussing reparations and will provide a progress update to the Village Board. Ranked choice voting will be scheduled. Goal setting discussions will be scheduled in July and the budget kick-off happens at the end of July. Cultural heritage highlights will now be included in the Village Manager Reports. Chief DEI Officer Dr. Walker acknowledged that April is Arab American Heritage Month and to stay tuned for programming and events in the community. Manager Jackson provided an update on the upgrade to the WestComm public safety communications system. The encryption of 911 calls is happening throughout the state and the project will be completed this summer. Police Chief Shatonya Johnson said Oak Park is moving from an analog to a digital system and is part of a consortium with River Forest and Forest Park in which all three municipalities must agree. Encryption is the ability to decode communication to prevent eavesdroppers and hackers from listening in on police communication. All three municipalities support encryption for officer safety reasons, as does Chief Johnson. She noted there are alternative ways to communicate with the community about weather and safety issues. The option to transfer all emergency calls to a side band would create a delay in police services. The current recorder does not support the option to provide any delay nor to encrypt only emergency calls. A replacement recorder would cost $250K and would largely be paid for by Oak Park. Forest Park has indicated they do not have the resources. There is a Village of Oak Park Page 2 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 possibility to obtain a new recorder in 2027 as the Village transitions to its new RMS and CAD system. Manager Jackson added that the Village will look at prioritizing the option of the delay with the RMS/CAD system upgrade. Trustee Wesley asked if there is the opportunity to recoup some funds by selling the current recorder. Chief Johnson said she would have to speak with the WestComm director. Trustee Robinson asked if there is an alternative to listening in real-time. Chief Johnson responded that residents can submit a FOIA request for police radio communication, which are provided within five business days of receiving the request. Trustee Buchanan requested examples of officers' safety being jeopardized due to access to radio transmissions. Chief Johnson referenced a mental health incident on Harlem Avenue where information was shared on social media which created panic. She also referenced a homicide where individuals were coming to the scene at the same time as officers which posed a threat and interfered with their ability to secure the scene and conduct the investigation. Trustee Wesley asked if Oak Park could pay for the new recorder now and get reimbursed by the other municipalities later. Manager Jackson said the other municipalities are invested in the current recorder because of their financial position. He would have to talk to the community leaders to determine if they would be willing to offset the cost of a new recorder. President Scaman said Oak Park is 60% of WestComm and should consider absorbing the cost and she supports protecting those who need services and those providing the services. VII. Citizen Commission Appointments, Reappointments and Chair Appointments E. ID 23-212 Motion to Consent to the Village President’s Appointment of: Housing Programs Advisory Committee - Adebayo Owolewa, Appoint as Member Housing Programs Advisory Committee - Michael Blaise Denton, Appoint as Membe Citizen Police Oversight Committee - Curtis Lott, Reappoint as Member Citizen Police Oversight Committee - Jack Powers, Reappoint as Member Transportation Commission - Jason Jenkins, Appoint as Member Village Clerk Christina Waters read the names into the record. It was moved by Trustee Wesley, seconded by Trustee Enyia, that these Village of Oak Park Page 3 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 Appointments be approved. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia VIII. Consent Agenda Approval of the Consent Agenda It was moved by Trustee Robinson, seconded by Trustee Enyia to approve the items under the Consent Agenda. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia F. RES 23-46 A Resolution Approving the Renewal of the Professional Services Agreement with On-Time Embroidery Incorporated, d/b/a Unique Apparel Solutions for Firefighter/Paramedic Uniforms and Clothing in an Amount Not to Exceed $45,000 Through May 2, 2024, and Authorizing its Execution This Resolution was adopted. G. RES 23-123 A Resolution Approving an Amendment to the Subrecipient Grant Agreement Between the Village of Oak Park and Our Future Reads and Authorizing its Execution This Resolution was adopted. H. RES 23-127 A Resolution Approving the Renewal of the Independent Contractor Agreement between the Village of Oak Park and O’Hare Truck Service, Inc., d/b/a O’Hare Towing Services for a One Year Term and Authorizing its Execution This Resolution was adopted. I. RES 23-132 A Resolution Approving a Task Order for Professional Engineering Services with Cordogan Clark & Associates, Inc. to Conduct Property Condition Assessments for the Public Works Center and Village Hall and to Complete Energy Audits for the Public Works Center, Village Hall, Main and South Fire Stations and Three Pump Stations in an Amount Not to Exceed $106,450.00 and Authorizing its Execution This Resolution was adopted. Village of Oak Park Page 4 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 J. RES 23-133 A Resolution Authorizing the Purchase of One 2023 Ford EV Transit Van from Rizza Ford of Orland Park, Illinois in an Amount Not to exceed $61,210.26 and Waiving the Village’s Bid Process for the Purchase This Resolution was adopted. K. RES 23-135 A Resolution Approving a Professional Services Agreement with Walker Consultants, Inc. to Provide Construction Documents, Bidding, and Engineering Services for the Repairs to the Village’s Holley Court, The Avenue, and Oak Park River Forest High School Parking Structures in an Amount Not to Exceed $163,700.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement This Resolution was adopted. L. RES 23-136 A Resolution Approving a Contract with Cerniglia Co. for Project 23-1, Sewer and Water Main Improvements, in an Amount not to Exceed $3,119,566 and Authorizing its Execution This Resolution was adopted. M. RES 23-137 A Resolution Approving a Task Order for Professional Engineering Services with Baxter & Woodman, Inc. for Construction Engineering Services for Project 23-1, Sewer and Water Improvement, in an Amount Not to Exceed $298,400 and Authorizing its Execution This Resolution was adopted. N. RES 23-138 A Resolution Approving an Amendment to the Professional Services Agreement with FGM Architects Inc. for Professional Architectural Services for Additional Conceptual Solutions for Village Facilities to Change the Not to Exceed Amount from $25,000 to $36,000 and Authorizing its Execution This Resolution was adopted. O. RES 23-139 A Resolution Authorizing the Purchase of one 2023 MT7 Trackless Sidewalk Tractor and Attachments from E.J. Equipment, Inc. of Addison, Illinois through the H-GAC Joint Purchasing Program in an Amount Not to Exceed $196,641.25 and Waiving the Village’s Bid Process for the Purchase This Resolution was adopted. P. RES 23-144 A Resolution Authorizing the Submission of an Energy Efficiency and Conservation Block Grant Program Application with the United States Department of Energy for an Anticipated Funding Amount of $114,770 This Resolution was adopted. Q. RES 23-148 A Resolution Authorizing the Execution of a Settlement Agreement in Workers’ Compensation Claim Number W002985834 Village of Oak Park Page 5 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 This Resolution was adopted. S. RES 23-155 A Resolution Authorizing the Submission of an Illinois Department of Human Services Grant Application to Provide Funding for the Police Department’s Tobacco Enforcement Program This Resolution was adopted. T. MOT 23-36 A Motion to Participate in the National Wildlife Federation’s Mayors’ Monarch Pledge Program This Motion was approved. IX. Regular Agenda R. RES 23-153 A Resolution Approving a Professional Services Agreement with GovHR USA, LLC for a Classification and Compensation Study for Non-Union Positions in an Amount Not to Exceed $36,600.00 and Authorizing its Execution Assistant Village Manager/HR Director Kira Tchang introduced the Item. Trustee Robinson inquired if this is a regular review that is not prompted by any specific concerns. Director Tchang responded that it is standard practice to review non-union compensation every 4-5 years. Recruitment and retention challenges are always drivers to review compensation. GovHR's 16-week assessment process will review and analyze classifications, internal equity, and external market conditions. Once complete, Staff may recommend reclassifications and/or changes to the pay schedule to the Village Board. Trustee Robinson expressed concern about the potential costs of additional steps and salary increases. She suggested Staff ask GovHR for some long-term usage from their assessment in case the Village decides it does not want to act now but may need to later. Director Tchang confirmed Staff can renegotiate the duration of GovHR's services. The Village Board sets the philosophy around pay and any proposed changes would be part of a budgeting process. The Village does not anticipate needing GovHR's add-ons. Trustee Robinson said GovHR's services are costly and wondered if the Village can afford it. She acknowledged it is included in the budget. Director Tchang noted that of the eight proposals the Village received, two were slightly less expensive than GovHR. In 2019 the analysis was $25K, of which the Village spent $10K because the work was truncated. Trustee Parakkat wondered if waiting a couple quarters would give the Village a more stable result to base its decisions. Director Tchang Village of Oak Park Page 6 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 responded that current staff are also feeling inflation. Our comparables are other municipalities as opposed to private companies. Market conditions will always be a moving target and delaying a few months will not benefit the Village. The analysis could be completed prior to the 2024 budget discussions. Trustee Wesley said he doesn't want the Village to have an unfunded mandate once this report comes back. He said he would like to see a formalized virtual contract similar to our unions so it can be planned for. Manager Jackson responded that this is standard practice and happens on a routine basis. The last attempt was pre-pandemic and the Village is addressing it now. Trustee Parakkat inquired if the recruitment and retention challenges are widespread. Director Tchang responded that engineering talent was a significant challenge. The Village received a low number of applications in 2022, especially for non-union positions. Trustee Enyia said it is part of our Board goals to look at staff equity and pay and it is important to do it every couple years. President Scaman agreed it is necessary information and typical for any municipality. It was moved by Trustee Wesley, seconded by Trustee Enyia, that this Resolution be adopted. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia U. RES 23-156 A Resolution Approving a Funding Grant Agreement Between the Village of Oak Park and the West Cook Young Men’s Christian Association’s Incorporated in an Amount Not to Exceed $1,275,147 and Authorizing its Execution Grants Supervisor Vanessa Matheny introduced the Item. West Cook YMCA President/CEO Phillip Jimenez presented YMCA's vision on the program. Trustee Robinson asked how the YMCA will ensure the program will only be used by Oak Park residents. President Jimenez responded that will be ensured via the digital platform's authentication process. If someone is not from Oak Park, they can receive services through the West Cook coalition which is a different budget. Village of Oak Park Page 7 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 Trustee Robinson noted that Rush University said they will participate in a referral process but Dominican and Loyola did not. President Jimenez clarified that Dominican is not meant to be a referral but rather a pipeline of students from their social work and health departments and integrating YMCA's program into their certificate program. Trustee Robinson asked why someone would participate in this program as opposed to receiving the services from their primary care provider. President Jimenez responded that primary care providers do not have the capacity. Those programs do not do the hypertension or weight management. Rush is referring to YMCA and sent YMCA's program to all 45 of their providers last week. YMCA is Medicare Part B certified and expects to become Medicaid certified soon. Trustee Robinson asked if the DEI fellow is a temp position that will exist within the Health Department, which Manager Jackson confirmed is correct and will be specifically for this program. Trustee Buchanan asked if there is evidence that the programs are having an impact. President Jimenez said the YMCA is the reason why diabetes prevention is certified by Medicare. All YMCA programs that are evidence-based go through an efficacy program that lasts 2-3 years before being scaled nationally. They are also required to submit their data and meet benchmarks and performance outcomes to retain their CDC certification. Trustee Enyia referenced the health fair yesterday and the importance of utilizing programs and data. Trustee Parakkat said focusing on health as opposed to health care is a significant cost savings potential. He noted the top 10 fastest growing job opportunities in the U.S. are all in health care. President Jimenez said the 800 people the YMCA is hoping to capture in the first three years divided by $2.75M is $1,593, compared to the average health care cost for a diabetic person is $16,752. Trustee Wesley asked how the YMCA intends to reach those who cannot be reached through referrals. President Jimenez said the YMCA is having conversations with Dr. Walker and Dr. Chapple about providing wraparound services for and multiple communications to individuals who are most at risk. He said participants who become lifestyle coaches will also be able to reach people. Trustee Wesley inquired about the metrics to determine success and Village of Oak Park Page 8 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 impact. President Jimenez said the programs already have specific measurements, such as 5-7% body weight loss and 150 minutes of physical activity. Another other set of data is how the YMCA is attracting and getting referrals. A final data set is how the YMCA is proving its focus on DEI. Trustee Wesley inquired about the reporting back to the Village Board. President Jimenez said he envisions that Village Trustees will be able to log in to the data platform and view the data. Trustee Enyia asked if the YMCA has a mechanism in its questionnaires that will help identify someone who has not yet gone to their doctor. President Jimenez said the YMCA has social determinants of health screener models that will be further developed. President Scaman said this program has huge potential to do great good with ARPA funds. It was moved by Trustee Robinson, seconded by Trustee Buchanan, that this Resolution be adopted. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia V. RES 23-140 A Resolution Approving a Professional Services Agreement with Berry, Dunn, McNeil & Parker, LLC for Independent Facilitator Services Related to the Village Board's Community Safety Goals in an Amount Not to Exceed $63,500, Authorizing Its Execution and Waiving the Village's Bid Process for the Agreement Deputy Village Manager Ahmad Zayyad introduced the Item. Police Chief Shatonya Johnson outlined OPPD's progress to date and next steps. BerryDunn Manager Michele Weinzetl of BerryDunn provided a high-level overview of the proposal. Trustee Wesley said he is a huge fan of change management. He inquired how much is the Village engaging BerryDunn for facilitation versus direction. Chief Johnson responded that it will be a collaboration. Manager Jackson acknowledged the expertise on the staff and said the facilitation by BerryDunn will be critical. Trustee Robinson inquired how this scope differs from what was included in the executive summary. Manager Weinzetl responded that Phase 1 will Village of Oak Park Page 9 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 refresh the 42 recommendations and prioritize and develop action steps. The strategic plan will leverage all prior recommendations and public safety goals to develop a robust long-range plan for OPPD. Trustee Robinson requested an explanation of what Items 2 and 3 would look like for a specific goal. Manager Weinzetl provided an example for the policing data collection and monitoring process. Trustee Parakkat asked if an external consultant would still be needed if OPPD were fully staffed. Chief Johnson responded that OPPD could still utilize it so it could direct more of its attention on the street. Trustee Buchanan applauded Chief Johnson and OPPD for embracing the consultant and their recommendations and creating a strategic plan. President Scaman acknowledged that the Village is a lean organization and emphasized the value of consultants. It was moved by Trustee Robinson, seconded by Trustee Buchanan, that this Resolution be adopted. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia W. MOT 23-30 A Motion to Concur with the Transportation Commission’s Recommendations for Traffic Calming on the 1150 Blocks of South Euclid and Wesley, Upgrading from Two-Way to Four-Way Stops at the Intersections of Fillmore with Euclid and Wesley, and Establishing a 20 Mile Per Hour Park Speed Zone Adjacent to Euclid Square Park, and Direct Staff to Prepare the Necessary Ordinances Nancy Schroeder: Resident of 1100 block of South Euclid. First contact with traffic engineer was four years ago. Neighbor child Gus was hit by a car at that intersection. Urged the Village Board to adopt the Motion. Meghan Condon: Lives at the Wesley and Fillmore intersection and sees and hears near misses and fender benders often. Witnessed Gus being hit by a car. Urged the Village Board to adopt the Motion and consider making the Euclid plan standard across all parks. Holly Bruce: Lives at 1125 Wesley. Supports her neighbors and urged the Village Board to adopt the Motion. Erin Mott: Mother of Gus who was hit by a car in 2018 at that intersection. Village of Oak Park Page 10 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 Started kindergarten in a wheelchair and required many years of therapy and still struggles with long-term issues due to the accident. Urged the Village Board to adopt the Motion. Clerk Waters read the following public comment into the record: Ryan Abbott: Urged the Village Board to adopt the Motion. The parking and driving near the park is dangerous. The Commission's hearing was thorough and thoughtful. Village Manager Bill McKenna outlined the Staff's recommendations. Trustee Wesley said he will vote in favor and requested it happen faster next time. The audience applauded. Trustee Enyia said his daughter was in kindergarten with Gus and he's a great kid. His brother had a similar accident as a child. He said he will vote in favor. It was moved by Trustee Enyia, seconded by Trustee Buchanan, that this Motion be approved. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia X. ORD 23-26 An Ordinance Establishing All-Way Stops at the Intersections of Fillmore Street and Euclid Avenue and Fillmore Street and Wesley Avenue It was moved by Trustee Enyia, seconded by Trustee Wesley, that this Ordinance be adopted. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia Y. ORD 23-27 An Ordinance and Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 1 (“In General”), Section 15-1-10 (“Speed Limits”) of the Oak Park Village Code to Establish Park Speed Zones Adjacent to Euclid Square Park It was moved by Trustee Wesley, seconded by Trustee Enyia, that this Ordinance be adopted. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 Village of Oak Park Page 11 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 ABSENT: 1- Village Trustee Taglia Z. RES 23-134 A Resolution Approving and Adopting Amendments to the Village of Oak Park’s Commercial Façade Improvement Grant Program Guidelines Development Customer Services Assistant Director Cameron Davis introduced the Item. Trustee Enyia inquired about the cost breakdown for the Lake Theatre and Oak Park Diamonds. Asst. Director Davis responded that Oak Park Diamonds qualifies for more funding because they are on a corner and have awnings on both sides. The Lake Theatre sign was a huge investment and they did not want to ask for any more than $5K. Trustee Wesley inquired about the difference between the status quo of five years and the proposed change of two years. Asst. Director Davis said sometimes some properties need more than what the business can do in one year. The proposed change would allow businesses to make improvements in a shorter timeframe. Trustee Wesley wondered if the Village should have a separate program for windows and doors. Trustee Parakkat said he agrees with the recommendations. He inquired what outreach is being done for prospective business owners in the community. Asst. Director Davis said the Village is doing a multitude of things, including the business site visit program. He provided examples of the benefits of the program for the upcoming Ciro restaurant and recently opened Crepas Culichi. The Village and its partners talk about it often and do mailings. Trustee Parakkat recommended emphasizing the North Avenue and Roosevelt Road corridors. Asst. Director Davis said he met with a business owner today who owns five storefronts on Roosevelt Road and this program could dramatically improve an entire block. It was moved by Trustee Buchanan, seconded by Trustee Wesley, that this Resolution be adopted. 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 Parakkat, Village Trustee Robinson, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Taglia X. Adjourn It was moved by Trustee Wesley, seconded by Trustee Robinson, to Adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 9:51 P.M., Monday, April 24, 2023. Village of Oak Park Page 12 Printed on 5/16/2023 President and Board of Trustees Meeting Minutes April 24, 2023 Respectfully Submitted, Deputy Clerk Hansen Village of Oak Park Page 13 Printed on 5/16/2023