Finance Committee

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Finance Committee Tuesday, September 19, 2017 6:30 PM Room 130 1. Call To Order Village President Abu-Taleb called the meeting to order at 6:31 P.M. 2. Roll Call Present, members of the Finance Committee: Finance Committee Chair President Abu-Taleb, Trustee Andrews, Trustee Taglia, Trustee Tucker, and Trustee Button (arrived 6:59 P.M., left at 8:18 P.M.) Absent: none Also present: Village Manager Pavlicek, CFO Drazner, Finane Budget Manager Gasiecki, Village Attorney Stephanides, Deputy Village Manager Shelley, Police Chief Ambrose, Fire Chief Ebsen, Deputy Fire Chief Pilafas, Public Works Director Wielebnicki, Village Engineer McKenna, IT Director Nepomuceno, and Trustee Moroney. 3. Public Comment Chris Donovan, urged the Board to make fiscally responsible decisions related to the 2018-2019 streetscaping project for Madison Street. 4. Approval of Minutes It was motioned by Trustee Tucker and seconded by Trustee Andrews to approve the minutes of the Finance Committee from September 11, 2017 and September 12, 2017. A voice vote was taken and the motion was approved. A. MOT 17-234 Minutes from the September 11th and September 12th Meeting of the Finance Committee. 5. New Business ID 17-629 Review of the Recommended 2018-2022 Capital Improvement Plan (CIP). Village Manager Pavlicek provided an overview of staff recommended 2018-2022 five-year Capital Improvement Plan (CIP): A. Capital Improvement Fund B. Building Improvement Fund C. Fleet Replacement Fund Village of Oak Park Page 1 Printed on 10/17/2017 Finance Committee Meeting Minutes September 19, 2017 D. Equipment Replacement Fund The Village Board will review the CIP on Monday, September 25, 2017 as part of a Special Meeting. The CIP will be on the agenda for the regularly scheduled meeting of the Village Board on October 2, 2017. Capital Improvement Fund, pages 4-59 CFO Drazner provided an overview of the Capital Improvement Fund operating budget, including types of revenue and expenditures. Public Works Director Wielebnicki provided an overview of Village infrastructure projects and items in the budget and Village Engineer McKenna assisted in answering questions from the Finance Committee. Public Works budgets for preventative maintenance and repairs in an effort to prolong the life of infrastructure budget items for the Village of Oak Park. The five your CIP includes budgeting for those maintenance items and all related costs as well as preparing for when infrastructure and equipment will inevitably need to be replaced. The Finance Committee discussed the current plan to use blue stone as part of the Lake Street streetscaping project at District House after Village Trustee Moroney questioned the expense. Finance Committee member Trustee Tucker shared the history of committee work that led to the decision to use blue stone on Lake Street. After discussion, President Abu-Taleb suggested if District House is interested in cutting or limiting the expense of using blue stone for the project then the decision can be revisited. Building Improvement Fund, pages 60-153 CFO Drazner provided an overview of the Building Improvement Fund budget. Public Works Director Wielebnicki provided an overview of suggested building improvement projects and Village Engineer McKenna assisted in responding to questions from the Finance Committee. The Building Improvement Fund budget includes maintenance, repairs and proposed improvements to all Village owned Buildings including; Village Hall, the Police Department, Public Works, Fire Houses, Dole Library and Village owned garages. The Finance Committee discussed funding for determining the need for a stand alone Police Station and what temporary budget concerns are proposed for the current Police Station in the meantime. Village Manager Pavlicek recommended working with an experienced consultant to study the matter which would include a needs assessment, studying existing facilities and possible site recommendations for the Police Department. The Finance Committee discussed Building Improvement Fund budget items including preparing for and meeting the needs of serving newer high-rise buildings. Fire Chief Ebsen and Deputy Fire Chief Pilafas responded to questions. Fire Chief Ebsen expressed confidence that the Village of Oak Park Fire Department is prepared for and has systems in place to serve high-rise buildings. Public Works Director Wielebnicki updated the Finance Committee on the opportunity to enter into a formal intergovernmental agreement with the Village, Park District, Library and Township for use and maintenance of Village owned Village of Oak Park Page 2 Printed on 10/17/2017 Finance Committee Meeting Minutes September 19, 2017 fuel pumps. Mr. Wielebnicki responded to questions related to Village Green programs. The Finance Committee values the Village committment to setting an example with green programs that are fiscally responsible and benefit the community overall. President Abu-Taleb would like to see attention given to Village Hall landscaping as a good neighbor to the community. Fleet Replacement Fund: The Finance Committee reviewed fleet replacement requests for the Village of Oak Park. Public Works Director Wielebnicki shared that Public Works does everything they can to repurpose and maintain vehicles before asking for replacement costs. Equipment Replacement Fund: IT Director Nepomuceno answered questions for the Finance Committee related to the Fiber Infrastructure project which is recommended as a potential collaborative effort with D97. After reviewing the staff recommended 2018-2022 five-year Capital Improvement Plan (CIP) members of the Finance Committee agreed to forward feedback to the Village Manager. Trustee Moroney stated that he would like to know the urgency for proposed items in the CIP. Members of the Finance Committee requested staff provide categories that prioritize projects in an effort to assist the Village Board in making fiscally responsible decisions. Village President Abu-Taleb asked that staff prioritize attention to Village owned garage maintenance and identifying opportunities for raising revenue. In addition he asked for a response to concerns related to trucks getting stuck under viaducts. 6. Adjournment It was motioned by Trustee Andrews and seconded by Trustee Tucker to adjourn at 8:32 P.M. . A voice vote was taken and the meeting was adjourned. Respectfully submitted, Village Clerk Scaman Village of Oak Park Page 3 Printed on 10/17/2017