Reinventing Government Committee

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Reinventing Government Committee Monday, April 9, 2018 7:00 PM Room 130 1. Call To Order Village President Abu-Taleb called the meeting to order at 7:01 p.m. 2. Roll Call Present, members of the Reinventing Committee: Trustee Tucker, Trustee Button, Trustee Andrews, and President Abu-Taleb. Absent: none Also present: Trustee Moroney, Trustee Boutet, Village Manager Cara Pavlicek, Village Attorney Paul Stephanides, Deputy Village Manager Lisa Shelley, and Director of Development Customer Service Tammie Grossman. 3. Public Comment none 4. Approval of Minutes A. ID 18-854 Minutes from the May 3, 2016 Meeting of the Reinventing Government Committee It was moved by Trustee Tucker and seconded by Trustee Button to approve the minutes from the May 3, 2016 meeting of the Reinventing Government Committee. A voice vote was taken and the motion was approved. 5. New Business B. ID 18-840 Review of Partner Agency Contracts Village Manager Pavlicek reviewed the Village Board goal to establish an object to review the Partner Agencies performance metrics to evaluate and determine funding for increased financial transparency. The Reinventing Government Committee is asked to begin conversations for finalizing of any updated performance metrics before July 1, 2018 so that they can be incorporated into the FY19 budget development process. Village of Oak Park Page 1 Printed on 2/22/2019 Reinventing Government Meeting Minutes April 9, 2018 Committee President Abu-Taleb summarized the role of Village Board committees as advisory and final decisions are made by the full Board. Ms. Grossman provided an overview of the relationship and services provided by each partner agency for the funding provided by the Village. Members of the Reinventing Committee of the Village Board asked questions on the current metrics and reporting with each partner agency. Oak Park Residence Corporation - $35,000 to administer a contract to work with small condominium buildings to help them learn proper management practices. 6 month reports. Oak Park Housing Authority - $35,000 to help defray the cost to administer the Housing Choice Voucher program. Annual reports. Trustee Andrews asked questions to identify additional opportunities for measuring impact. Trustee Moroney expressed the desire to have a goal of collecting five years of data for the purposes of making informed decisions on funding of all partner agencies. President Abu-Taleb suggested staff provide a one-page overview of funding and services provided by the Oak Park Residence Corporation and Oak Park Housing Authority. Staff anticipates funding for these agencies to remain flat. Oak Park Area Arts Council (OPAAC) - $239,000 to operate the Village's Public Art programs. Ms. Grossman provided the history of collapsing funding from the Public Arts Commission into the Oak Park Area Arts Council by the direction from a previous Board. Trustee Andrews shared that he would prefer to see investment in permanent art rather than pieces that are displayed for a period of time. Members of the Village Board further discussed the benefit of public art to the community, transparency on funding, and opportunity for maximizing the value. Trustee Moroney suggested public art related to highlighting notable Oak Parkers, possible bronze statues, would be good for tourism. President Abu-Taleb requested the OPAAC look into Trustee Moroney's idea. Trustee Andrews would like to see more effort for marketing events hosted by the OPAAC on social media. President Abu-Taleb suggested we keep up the same measurements for the agreement with the OPAAC. Oak Park Regional Housing Center (OPRHC) - $425,000 from general revenue funds and $155,307 from Community Development Block Grant (CDBG) Trustee Boutet stated her understanding of the benefit of affirmative move Village of Oak Park Page 2 Printed on 2/22/2019 Reinventing Government Meeting Minutes April 9, 2018 Committee work done by the Oak Park Regional Housing Center. Trustee Tucker supported the need for intentionality for integration and commended the work of the OPRHC. Trustee Andrews stated the need to proactively use technology to reach goals of the OPRHC in order to remain relevant. Trustee Moroney would like to see better data collection related to current housing stock and demographics. Members of the Village Board suggested the OPRHC present a marketing plan to address concerns related to remaining relevant, utilizing technology, and collecting data to better understand impact. Oak Park River Forest Chamber of Commerce ("Chamber") - $100,000 for work with the Village's Business Districts. Village Manager Pavlicek provided the history of funding for the Chamber. Ms. Grossman further explained goals that were identified to support an agreement with the Chamber and advantages of the relationship to the Village, such as rolling out the parking pilot. The most recent intention was for the Chamber to develop a database of businesses for billing of special events. Trustee Andrews stated he would like to see the Chamber increase membership, particularly outside of downtown areas. Trustee Boutet suggested there be a more coordinated effort amongst all relevant agencies on marketing for Oak Park. Village Manager Pavlicek shared that the Oak Park Economic Development Corporation is working to develop that marketing for the Village. Members of the Village Board discussed what more the Village can partner with the Chamber to do to justify funding and how often does a Village fund a local Chamber of Commerce. Oak Park Economic Development Corporation (Oak Park EDC) - $721,500 for economic development activities. Trustee Andrews requested the Oak Park EDC be more proactive in responding to questions of what their role is and have more information available on their website for the benefit of public understanding of their value. Trustee Boutet would like to see more transparency in the process of recruiting developers. Trustee Moroney woud suggest meeting agendas, pie chart of spending, and data on successes be available on their website to respond to ask for more transparency. President Abu-Taleb expressed support for pie chart of spending and data on successes. He was not supportive of posting agendas for the Oak Park EDC on their website. Visit Oak Park - $212,500 to promote tourism Trustee Andrews expressed concern for the loss of revenue from the store Village of Oak Park Page 3 Printed on 2/22/2019 Reinventing Government Meeting Minutes April 9, 2018 Committee associated with Visit Oak Park. Ms. Grossman explained how Visit Oak Park benefits from tourism dollars from the State and its service to 13 neighboring communities. It was determined that the Village Board would like to discuss funding for Visit Oak Park in more detail at a future meeting, perhaps after a new Executive Director is in place. Overall, Trustee Moroney would like to clearly see the impact for all budget agreements. He would also like the opportunity to look at all Intergovernmental Agreements in the same manner that partner agency agreements are evaluated. C. ID 18-841 Review of Development Customer Services Department Organizational Chart Village Manager Pavlicek shared with the Village Board staffs desire to present to the Village Board for review and approval a proposal to recommend the new Parking Business Services Manager position be eliminated and instead increase secretarial support staff by 0.5 FTE for a savings of $75,000 to $85,000. Trustee Andrews stated that he has questions on this suggestion and agreed to meet with the Village Manager to discuss in more detail. 6. Old Business none 7. Adjournment Trustee Tucker moved to adjourn the meeting. Trustee Button seconded the motion. The meeting was adjourned at 8:45 p.m. Respectfully submitted, Vicki Scaman, Village Clerk Village of Oak Park Page 4 Printed on 2/22/2019