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 Tuesday, October 4, 2016 6:30 PM Village Hall I. Call to Order Village President Abu-Taleb called the meeting to order at 6:34 P.M. II. Roll Call Present: 4- Village Trustee Barber, Village Trustee Button Ott, Village Trustee Tucker, and Village President Abu-Taleb Absent: 3- Village Trustee Brewer, Village Trustee Lueck, and Village Trustee Salzman III. Consideration of Motion to Adjourn to Executive Session to Discuss Collective Bargaining, Purchase or Lease of Property and Setting the Price for the Sale of Property It was moved by Village Trustee Button Ott, seconded by Village Trustee Tucker, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(2) - collective bargaining, 5 ILCS 120/2(c)(5) - purchase of lease of property and 5 ILCS 120/2(c) (6) - setting a price for the sale of property. The motion was approved. The roll call on the vote was as follows: AYES: 4- Village Trustee Barber, Village Trustee Button Ott, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 3- Village Trustee Brewer, Village Trustee Lueck, and Village Trustee Salzman V. Reconvene to Regular Meeting in Council Chambers and Call to Order The Regular Meeting reconvened at 7:34 P.M. VI. Roll Call Present: 5- Village Trustee Barber, Village Trustee Brewer, Village Trustee Button Ott, Village Trustee Tucker, and Village President Abu-Taleb Absent: 2- Village Trustee Lueck, and Village Trustee Salzman VII. Agenda Approval It was moved by Village Trustee Tucker, seconded by Village Trustee Button Ott, to approve the agenda. A voice vote was taken and the motion was approved. VIII. Minutes Village of Oak Park Page 1 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 A. MOT 16-115 Motion to Approve Minutes for September 19, 2016 Regular Meeting of the Village Board. It was moved by Village Trustee Button Ott, seconded by Village Trustee Tucker, to approve the minutes. A voice vote was taken and the motion was approved. IX. Non-Agenda Public Comment Mary Erkins. Ms. Erkins urged the Board to support the referendum allowing Home Rule authority over the use of pesticides. Emily Belcheva. Ms. Belcheva spoke about the Illinois Home Kitchen Operation Ordinance and urged the Board to adopt this. Linda Schueler, Executive Director of Housing Forward. Ms. Schueler discussed the history of Housing Forward, formerly PADS, and how their services have grown. X. Proclamation B. ID 16-296 Motion to Approve Proclamation for Housing Forward 25th Anniversary Village President Abu-Taleb read the Proclamation aloud and presented a copy to Executive Director Linda Schueler. It was moved by Village Trustee Button Ott, seconded by Village Trustee Tucker, that this Proclamation be adopted. A voice vote was taken and the motion was approved. XI. Village Manager Reports C. ID 16-297 Review of the Village Board Meeting Calendars for October, November and December 2016 Village Manager Pavlicek referred to the updated meeting calendars and asked the Board to report any conflicts they may have. XII. Village Board Committees XIII. Citizen Commission Vacancies D. ID 16-295 Board and Commission Vacancy Report for October 4, 2016. XIV. Citizen Commission Appointments, Reappointments and Chair Appointments E. MOT 16-116 Motion to consent to the Village President’s Appointment of: Community Development Citizens Advisory Committee - Phyllis Logan, Reappointment as Member Fire and Police Commission - John Hedges, Reappoint as Member Fire and Police Commission - Masaru Takiguchi, Reappoint as Chair Historic Preservation Commission - Christopher Payne, Appoint as Chair It was moved by Village Trustee Barber, seconded by Village Trustee Button Ott, Village of Oak Park Page 2 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 that this Motion be approved. A voice vote was taken and the motion was approved. XV. Consent Agenda James Kiel. Mr. Kiel requested that the Board not adopt Item I on the Consent Agenda regarding rejection of all bids for a traffic signal at Washington and Wisconsin. He felt that the lowest bid should be accepted and discussed why. Kari McCarthy. Ms. McCarthy also spoke in favor of a traffic signal in that location. Village Trustee Tucker motioned and Village Trustee Button Ott seconded to table Item I. A voice vote was taken and the motion was approved. Approval of the Consent Agenda It was moved by Village Trustee Tuckerand seconded by Village Trustee Button Ott to approve the items under the Consent Agenda as amended. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Barber, Village Trustee Brewer, Village Trustee Button Ott, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Lueck, and Village Trustee Salzman F. RES 16-308 A Resolution Approving and Adopting a New Village of Oak Park Purchasing Policy G. RES 16-310 A Resolution Approving a First Amendment to the Master Agreement with KONE, Inc. for Elevator Maintenance, Repair and Elevator Upgrade Services to a Revised Amount not to exceed $115,000.00 and Authorizing its Execution This Resolution was adopted. H. RES 16-312 A Resolution Approving the Assignment of the Independent Contractor Agreement for 2016 Parkway Tree Removal to Davis Tree Care and Landscape, Inc. from Sterling Tree Solutions, LLC and Authorizing its Execution. This Resolution was adopted. J. RES 16-317 A Resolution Approving an Independent Contractor Agreement for a Three Year Software Maintenance Agreement with Traffic Control Corporation for Econolite Centracs Traffic Signal Management Software in an amount not to exceed $28,410 and Authorizing its Execution This Resolution was adopted. Village of Oak Park Page 3 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 K. RES 16-318 A Resolution Approving a Contract with Cerniglia, Co. for Project 16-29, Watermain Valve Replacements, in an Amount not to Exceed $99,000.00 and Authorizing its Execution This Resolution was adopted. L. MOT 16-110 Motion to Approve the Bills in the Amount of $2,768,033.53 from September 2, 2016 through September 30, 2016 This Motion was approved. M. ORD 16-115 An Ordinance Declaring Surplus Revenue in the Village of Oak Park Downtown Tax Increment Finance District Special Tax Allocation Fund for the 2014 Tax Year and Authorizing the Payment of that Surplus Revenue to the Cook County Treasurer for Distribution to Affected Tax Districts on a Pro-Rate Basis This Ordinance was adopted. N. ORD 16-116 An Ordinance Declaring Surplus Revenue in the Village of Oak Park Downtown Tax Increment Finance District Special Tax Allocation Fund for the 2015 Tax Year and Authorizing the Payment of that Surplus Revenue to the Cook County Treasurer for Distribution to Affected Tax Districts on a Pro-Rate Basis This Ordinance was adopted. O. RES 16-319 A Resolution Approving a Professional Services Agreement with V3 Companies of Illinois, Ltd., for Professional Surveying Services for the Oak Park Avenue Streetscape Project and Local Street Improvement Projects in an Amount not to Exceed $67,847 and Authorizing its Execution This Resolution was adopted. P. RES 16-320 A Resolution Authorizing Village of Oak Park General Obligation Proceeds With an October 2016 Issuance Date to Reimburse Previously Budgeted and Paid 2016 Capital Improvement Expenditures This Resolution was adopted. Q. RES 16-321 A Resolution Approving a First Amendment to the Services Agreement Between the Village of Oak Park and Passport Parking, Inc. in an Amount not to Exceed $105,000 for Upgrades to the Online Overnight Parking Pass System and Authorizing its Execution This Resolution was adopted. R. RES 16-322 A Resolution Waiving the Village’s Formal Request for Proposal Process and Approving a Professional Services Agreement with The Lakota Group, Inc., for Phase 1 Professional Landscape Architecture and Planning Services for the Lake Street Streetscape Project in an Amount not to Exceed $99,000 Village of Oak Park Page 4 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 and Authorizing its Execution This Resolution was adopted. S. RES 16-324 A Resolution Approving a First Amendment to the Parking Facility Management Agreement Between the Village of Oak Park, WDF-3 Wood Oak Park Owner, LLC and SP Plus Corporation and Authorizing its Execution This Resolution was adopted. T. RES 16-325 A Resolution Approving the 2017 Employee Health Benefit Plan Documents, Design and Premiums and Authorizing their Implementation and Execution This Resolution was adopted. U. RES 16-326 A Resolution Approving a Contractor Services Agreement with Accounting Principals, Inc., D/B/A Ajilon Professional Staffing and Parker + Lynch Consulting in an Amount not to Exceed $70,000 and Authorizing its Execution This Resolution was adopted. V. RES 16-328 A Resolution Approving a Parking Lot Temporary License Agreement with Josie Pierce for a One Day Community Block Party and Authorizing its Execution. This Resolution was adopted. W. RES 16-329 A Resolution Approving a Contractor Services Agreement with U.S. Healthworks Medical Group of Illinois, P.C. and Authorizing its Execution This Resolution was adopted. X. MOT 16-113 Motion to Receive an Action Report from the Oak Park Homelessness Coalition (OPHC) to End Homelessness in Oak Park. This Motion was approved. Y. MOT 16-114 A Motion to Approve the Monthly Treasurer’s Reports for All Funds This Motion was approved. XVI. Regular Agenda Z. ID 16-242 Update on the IT Strategic Plan from the Civic Information Systems Commmission and Staff Village Manager Pavlicek noted that this Item was removed from a previous agenda in order to devote more time for discussion. In addition, some of this information overlaps with the Capital Improvement Plan, which is currently being discussed by the Finance Committee. Village of Oak Park Page 5 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 IT Director Alvin Nepomuceno gave a Powerpoint presentation describing the history of the IT Strategic Plan and what core technology systems are included. He described it as a multi-year planning document, as all projects cannot be completed in one year. Mr. Nepomuceno discussed completed projects such as the Geographic Information System (GIS), Master Address Database (MAD) and the implementation of CityView, among others. He also noted current and future projects such as the Video and Keycard Security project and the Fiber Network project. Village Trustee Tucker commented that he would like to have a more specific conversation regarding fiber optics, as it is a large expense and the Finance Committee will be looking at that in the coming weeks. Mr. Nepomuceno stated that a fiber optic network is a high speed communication medium. The Village's current network, which was built over 15 years ago, is outdated and staff is looking to upgrade it. He spoke about what other local municipalities are using, noting that those who have the opportunity to use fiber optics take it. It is the future of network communications, as data utilized by consumers and businesses continues to grow. It is needed for all Village facilities to communicate with one another. Mr. Nepomuceno commented that District 97 uses Comcast at a cost of $168,000 per year. The estimate for the Village's project is a $1.6 million investment over the next three years. In comparison, leasing a system at $168,000 for 15 to 20 years, the anticipated life of the Village's proposed system, would cost at least $2.5 million. There have been discussions with D97 regarding partnering in terms of a new system. Village Trustee Tucker asked if the Village would miss their window of opportunity with D97 if they postponed this for a year and suggested that staff look into this. Village President Abu-Taleb was in favor or waiting a year, as D97 was not fully committed to the project at this time. Also, he wanted more information from other sources regarding whether it would be more efficient or effective if this were outsourced. The Village was still in the process of preparing a balanced budget and contending with pension costs. Resources are limited and this project seems premature. Village Manager Pavlicek noted that the next Item on the agenda is a review of the Five Year Capital Improvement Plan, which the Board will be asked to adopt in two weeks. The Plan should at least reflect the intention of this going forward. There is another Finance Committee meeting prior to that meeting to discuss the project and provide a recommendation to the Board. There were additional comments from the Board regarding budget constraints. Civic Information Systems Commission chair David Gulbransen noted that the commission had discussions regarding the possibility of partnering with the other taxing bodies. With a project of this magnitude,it would be more cost efficient for everyone. He added that the current backbone of the IT system is at its end of life and no longer supported by the manufacturer. This project will span multiple years and the longer the Village waits, the greater the chance for catastrophic failure. That is the major motivation behind requesting that the project be started sooner rather than later. AA. ID 16-293 Review the Recommended Five Year Capital Improvement Plan (2017-2021) and Direct Staff to Prepare the Necessary Actions for Approval of the Plan in October 2016. Village of Oak Park Page 6 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 CFO Steve Drazner gave an overview of the budget process. He stated that the Capital Improvement Plan (CIP) is a multiple year document which identifies and summarizes all of the Village's capital projects going out five years, as well as the Village's most immediate needs for 2017. Although the CIP encompasses five years, only the first year is being appropriated for budget purposes. He discussed the four different CIP Funds, what revenue funds them and what they are used for. Mr. Drazner stated that the proposed CIP was presented to the Board at the September 19 meeting as well as reviewed at the two prior Finance Committee meetings. There will also be additional discussion related to the fiber optic project. Mr. Drazner and Village Manager Pavlicek answered questions from the Board. AB. MOT 16-112 A Motion to Concur with the Transportation Commission’s Recommendation to Upgrade the Two-Way STOP Signs to All-Way STOP Signs at the Intersection of Berkshire Street and Grove Avenue and Direct Staff to Prepare the Necessary Ordinance Village Engineer Bill McKenna stated that staff received a petition in May to upgrade to an all-way STOP sign. This went to the Transportation Commission and ultimately was approved by them four to one. Staff had concerns with the recommendation, as traffic data does not warrant a four-way stop sign at that location. In addition, The Manual on Uniform Traffic Control Devices lists that STOP signs should not be used for speed control. Village Trustee Barber asked what initiated the petition. Mr. McKenna stated that it was a safety concern issue, as this is near a school where children are crossing. There is a perception of high speeds on Grove Avenue. However, the traffic data shows speeds of 28-29 mph. Berkshire is slower, at 23-26 mph for speeds collected on that street. Traffic volumes were well within the normal range for residential streets, with Grove at approximately 1200 per day and Berkshire at 700. A three year accident history was also looked at; there was only one accident in that intersection, and it was due to brake failure on one of the vehicles. Village Trustee Barber noted that there are actions that staff could have taken prior to the petition. Mr. McKenna stated that "Drive 25" signs were installed and there has been increased police presence. Village Trustee Button Ott asked what is the drawback of installing the sign. Mr. McKenna noted that installing STOP signs where they're not warranted tends to result in decreased compliance, which creates a safety hazard, especially for pedestrians. Village Trustee Button Ott asked what other calming tools are available. Mr. McKenna said the options are limited and involve physically changing the layout of the road to get drivers to want to slow down. Transportation Commission chair Jack Chalabian stated that the neighbors expressed concern regarding speeding. He conceded that the issue isn't as intense as they claimed but is an issue nonetheless. He discussed the Safe School Pathway and noted that it requires pedestrians coming from the east side of Grove to cross south and then west to the school. Their main driving point was that they want to be able to walk straight across and go west. Unlike the Village, the Transportation Commission has no tools other than to do nothing, recommend installing a stop sign or recommend enforcement. Mr. Chalabian gave statistics on the number of STOP signs at intersections in the Village. Village Trustee Barber suggested tabling the motion and instead utilize other traffic Village of Oak Park Page 7 Printed on 10/18/2016 President and Board of Trustees Meeting Minutes October 4, 2016 calming tools for a reasonable period of time and report back to the Board in six months. It was moved by Village Trustee Barber, seconded by Village Trustee Brewer, that this Motion be tabled. The motion was approved. The roll call on the vote was as follows: AYES: 5- Village Trustee Barber, Village Trustee Brewer, Village Trustee Button Ott, Village Trustee Tucker, and Village President Abu-Taleb NAYS: 0 ABSENT: 2- Village Trustee Lueck, and Village Trustee Salzman XVII. Call to Board and Clerk Village Clerk Powell reminded all to register and to vote. She also commended Housing Forward and urged all to attend their launch party on November 9th. Village Trustee Brewer also praised Housing Forward. Village Trustee Barber addressed the public comment regarding selling home baked goods and noted that he would be supportive of such an ordinance. He was also interested in learning more about the Home Rule pesticide issue. Village Trustee Ott discussed a possible event on October 19 with District 97. Village Trustee Tucker was also supportive of the home baking ordinance. Village President Abu-Taleb noted that it is the Jewish New Year and he wished them Happy Holidays. XVIII. Adjourn It was moved by Village Trustee Tucker, seconded by Village Trustee Barber, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 9:00 P.M., Tuesday, October 4, 2016. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 8 Printed on 10/18/2016