Intergovernmental Committee

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Intergovernmental Committee Saturday, February 21, 2015 9:00 AM Oak Park Township, 105 S. Oak Park Ave. 1. Call To Order President Lueck called the meeting to order at 9:10 a.m. Attendees: Paul Aeschleman - Parks Peter Barber - Village Matt Baron - Library Graham Brisben - D97 Jim Gates - D97 Steve Gevinson - D200 Clarmarie Keenan - Township Ade Onayemi - Township Andrea Ott - Village (late arrival) Colette Lueck - Village Absent: Victor Guarino - Parks Bruce Samuels - Library Jeff Weissglass - D200 Others Attending: Teresa Powell - Village 2. Approval of Agenda It was moved by Ms. Ott and seconded by Mr. Barber to approve the agenda. The agenda was approved. 3. Approval of Minutes It was moved by Ms.Ott and seconded by Mr. Barber to approve the minutes of January 17, 2015. The minutes were approved. 4. Public Comment There was no public comment. 5. Eisenhower Issues Ms. Lueck reported that the first meeting study group with IDOT and the Village of Oak Park Page 1 Printed on 3/26/2015 Intergovernmental Committee Meeting Minutes February 21, 2015 CTA was cordial; IDOT representatives had mapped public comments and addressed each of these. Once these are addressed, the meetings can focus the Village’s goal of more in-depth exploration of a single issue each time and reporting out on that issue. There was much agreement between the group and IDOT regarding improvements. They were much better at explaining trade-offs such as how much the Ike can be lowered under bridges, options for moving roads to north or south, improvements to embankments, Ms. Lueck requested that they prepare a 3D model to better visualize these options. There was discussion of working on the Home Street overpass early due to the dangerous condition (per the Village Engineer) of the pedestrian walkway, but IDOT wants to address all overpasses together. There was discussion of height, which is driven by the CSX daily train deliveries to Ferrara. There is now a structure now to address concerns rather than just sending comments. The completion of recommendations is scheduled for December, but construction is probably 10 years away. The next meeting will include review of the 3D designs, scheduled for April. Mr. Gates asked what two things that IDOT wants and two things that the Village wants. Ms. Lueck noted that infrastructure needs to be replaced, and that an extra lane will reduce traffic. The Village sees the opportunity to improve connectivity between two parts of the Village. The meeting explored the cost of expansion of decks where there is a crossover to visually decrease the impact of the Ike and increase the connectivity of the Village. They understand this and appear committed to making this happen. She mentioned soundscaping, pollution mitigation, improved landscaping, sidewalks, decking that is functional. What does the Village give up? The ramps, if kept where they are, would not be an issue, but moving the ramps and raising them create an interchange at Austin and at Harlem. The biggest impact is on business. The CTA will do improvements at the same time. Ms. Ott noted that current entrances to the CTA are not ADA-compliant; changes could increase ridership. There were questions about safety of the current ramps, remove six lane “bottleneck” and replace old infrastructure, and improve pedestrian and bicycle transit. Ms. Lueck noted that one proposal includes a tunnel for bikes. The CTA will completely rebuild and improve access to the Des Plaines exit as a CTA hub, encouraging more “kiss and ride” at that location. Mr. Aeschleman reported a good meeting of the Park District Board with Village of Oak Park Page 2 Printed on 3/26/2015 Intergovernmental Committee Meeting Minutes February 21, 2015 IDOT, discussing vibration for the Conservatory impact, mostly tied to whether the retaining wall will need to be replaced or just repaired. Mr. Gates asked if there was an executive summary of the meeting. There is not one yet, but Ms. Lueck expects that there will be, with bi-monthly study sessions. Both Parks and D97 offered to participate in the process, but were told that these meetings will be Village-driven. There was discussion of this decision, with a desire to keep it small and simple. The agreement is between the Village and IDOT. There was desire to have other taxing bodies available as resources at these meetings due to the significance of this infrastructure improvements. Ms. Lueck noted that it is important to have other stakeholders involved in this and will send a request to the Village President and Village Manager. Mr. Onayemi noted the impact on the whole community. The Village convened an advisory group to conduct a discussion with experts on various topics to identify major issues and concerns to be addressed with IDOT. Mr. Barber suggested that the next step in this process would be a Board vote regarding how this process will go forward. 6. Next Steps Assembly Ms. Powell explained that a conflict has arisen for the original date of the Assembly on May 2, as the annual Ethnic Fest Parade is the same morning. There was agreement that the meeting should be moved to the morning of May 16 at the Township Senior Center. Ms. Lueck asked that this date be communicated to all of the local Governing Boards. There was agreement that Gil Herman should be asked to facilitate the meeting, to be paid at the meeting, as he is familiar with the process. Mr. Brisben will ask Mr. Herman. Ms. Lueck asked about the content of the meeting. Mr. Barber reviewed notes, that it was important to demonstrate a collective commitment and the following topics: 1. Use of metrics and measurements: How do we establish a baseline for performance change for Oak Park? 2. Are there any other low-hanging fruit? (table discussions with mid-level staff) 3. Successes and failures (likely table discussions too), 4. Realtor or business community component. Mr. Gates added that he would like part of the presentation to be some kind of viual representation of the impact for the business community and Realtors, who may have different views of what is beneficial. Mr. Aeschleman suggested presentations using a similar format to the first Assembly representing the business and Realtor community, as well as Village of Oak Park Page 3 Printed on 3/26/2015 Intergovernmental Committee Meeting Minutes February 21, 2015 property developers and managers, the retail and restaurant group, and the Chamber of Commerce. Mr. Gates suggested that the two of them work together with one other person to prepare a list of possible participants for review by this group. Mr. Aeschleman suggested five minute presentations and what constitutes a baseline metric. He mentioned an email from a resident proposing better measures for government than the CPI and possible use of three or four metrics from his suggestions for taxing bodies as a place to start. Mr. Gates suggested use of a standard format for five minute presentations. Ms. Lueck noted that standard visuals were very helpful at the first Assembly. The planning group will come up with a draft template. Ms. Ott volunteered to join the planning group. Mr. Baron recommended a digest of the first Assembly as part of the presentation. Mr. Aeschleman recommended that Tax Assessor Ali ElSaffar be invited. Mr. Gevinson suggested a business / commercial focus to drive the meeting with reference to how this relates to the prior Assembly. Mr. Barber suggested that Mr. Herman, the proposed moderator, provide a recap of key points from the first Assembly, the big issues, to set the tone for the meeting. Mr. Gates suggested that for this expanded role the moderator’s fee be increased to $500. Mr. Gates will assemble the slides for the meeting. Mr. Baron requested that these be distributed early with key drivers and goals identified. Mr. Barber suggested Chamber of Commerce Executive Director Cathy Yen as a presenter; Ms. Ott suggested that she might compile an overall business presentation and will contact her to get a proposed list to choose from for presenters. Mr. Gates will prepare a skeleton format for presentations and share with the planning committee, Mr. Aeschleman and Ms. Ott There was discussion of how many residents are renters, and Ms. Lueck said that the Housing Department will have details. Ms. Lueck added that after the presentation there will be table discussions. Mr. Gates and Ms. Ott will propose topics for discussion. 7. Report from Participating Taxing Bodies Ms. Lueck noted that while the original structure of the I-Gov included three members of the Village Board, that it was not the intent that the Village have overall responsibility for these meetings and that Ms. Powell could retire from this position following the next Assembly to have this record-keeping and administrative position handled another way. Following discussion of the options of hiring someone or rotating this position among the six boards, it was decided that the position will rotate for a year at a time. Ms. Powell will prepare a summary sheet of the administrative role. Village of Oak Park Page 4 Printed on 3/26/2015 Intergovernmental Committee Meeting Minutes February 21, 2015 The group discussed whether a change in the number of representatives from the Village would impact recognition of the I-Gov’s role. The option of sending an alternate representative from boards when a primary representative was discussed; this is the method used by the Village on their Economic Development Committee. Mr. Baron reported that he and Park Board President Lane Hart met with Village President Anan Abu-Taleb and Trustee Bob Tucker to discuss changes to insurance coverage and reached an agreement to avoid litigation. This provides a good example of cooperation among taxing bodies. Ms. Lueck noted that future boards may look back at decisions currently being made with questions, as current boards have reviewed past decisions. Mr. Aeschleman reported that he met with D97 representatives to discuss use of fields; Parks is ahead of schedule on registrations for summer camp programs. Over 800 part-time workers are being hired to staff these summer programs and provide support. Ms. Keenan reported that the Township is in its budget cycle. Mr. Onayemi noted that the Governor’s proposed budget cuts are “scary” with mental health and youth programs a target. Mr. Gates reported on the success of the VEX Robotics competition at Brooks and Julian Middle Schools on February 7, attracting 36 robotics teams. Of the ten top awards, seven went to D97 teams. Six of these teams qualified for the state competition. He also reported that schools will use pencil and paper tests for the Common Core, rather than computers. The current partial year vacancy on the D97 board will be filled while the search for a new superintendent is under way. D97 will partner with Parks to use “outdoor learning spaces”. Mr. Brisben added that this 50 day appointment will be contributing to the search for a new superintendent, which D97 plans to announce by May 5. He thanked other stakeholders for their input to this process. Mr. Gates reported that the Facilities Advisory Committee is consulting with heads of architectural firms and structural engineers on the design of the new administration building. The last public forum will be held on Wednesday, February 25. Mr. Barber reported that a new development at South Boulevard and Harlem Avenue will include rental units and will replace a portion of Maple Avenue in the development with a public walkway. Village of Oak Park Page 5 Printed on 3/26/2015 Intergovernmental Committee Meeting Minutes February 21, 2015 Mr. Aeschleman asked about the impact of new developments on provision of children’s activities by the Park District and on the number of classrooms needed by the schools. Ms. Lueck explained that the target density and smaller size of units will tend to attract residents without children in the schools. The density will provide community savings in impact on utilities as housing is more compact in a Transit-Oriented Development (TOD). She noted that downtown Oak Park will be very different when these projects are completed. Mr. Baron commented that there would be 2300 new residents; Mr. Barber said that the total number of units will be 1,200 to 1,400. He added that parking for these units is included in each development and that current parking spaces in the development areas are being replaced. Ms. Lueck added that the desire is not to incent too much parking as these developments are meant to encourage use of public transit. Mr. Barber reported that the Economic Development Corporation (EDC) has hired John Lynch as its new Development Director and added that he has extensive experience in attracting corporate development. Mr. Lynch, an Evanston resident, started work on Tuesday, February 17 and will be contacting other local governing bodies. Ms. Lueck also noted the potential impact of the Governor’s budget proposals on the Village, with a loss of $2 million projected, and was also concerned about the Governor’s approach to pension reform. Mr. Gates noted the Speaker Madigan’s pension position might assure “mutual destruction”. There was discussion of a possible memorial for former School Board member and president Peter Traczyk. Mr. Gates noted that the Board is taking time to consider options rather than rushing to make a quick decision. He added that the Board “needs time to breathe”. Ms. Lueck noted that it was best that D97 respond to citizen recommendations that have come to the Village and others regarding this decision. Ms. Ott reported that Forest Park and Oak Park are moving forward on a joint approach to environmental sustainability and expressed a desire to work with more governments on this initiative. The Village Board will hold a special meeting on this topic on March 9 to discuss the proposed organization and structure. The proposal is like that of the EDC or the Collaboration for Early Childhood governing boards to consider policy and best decisions working with local sustainability organizations on opportunities for collaboration. Ms. Ott said that the working name of this group is the Intergovernmental Sustainability Organization. Mr. Aeschleman asked when this group would reach out to other Village of Oak Park Page 6 Printed on 3/26/2015 Intergovernmental Committee Meeting Minutes February 21, 2015 governments. He noted that Parks personnel are currently providing preschool outdoor education in Austin Gardens. Ms. Ott noted that the organization is still in development and that outreach will follow. Mr. Gevinson reported that the High School Board is working on implementation of the D200 strategic plan. The pool issue is partially resolved and mentioned another new proposal presented at a recent public meeting. The group discussed the pool issue and sports facility options. Mr. Gevinson noted that the pool is used for physical education and a new pool would provide a resource available to the community as well. Ms. Lueck noted that the proposed debt issue to build should be coordinated with other governments. Mr. Brisben recommended that this be part of the Assembly discussion. 8. Adjournment The meeting was adjourned at 10:45 a.m. Village of Oak Park Page 7 Printed on 3/26/2015