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, November 12, 2018 7:00 PM Village Hall I. Call to Order Village President Abu-Taleb called the Special Meeting to order at 7:03 P.M. II. Roll Call Present: 6- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews Absent: 1- Village Trustee Button Village Trustee Tucker arrived at 7:23 P.M. III. Agenda Approval It was moved by Village Trustee Moroney, seconded by Village Trustee Boutet, to approve the Agenda. A voice vote was taken and the motion was approved. IV. Minutes There were no Minutes to approve. V. Public Comment There was no Non-Agenda Public Comment. VI. Consent Agenda Approval of the Consent Agenda A motion was made by Village Trustee Boutet, seconded by Village Trustee Moroney, to approve the Consent Agenda. A voice vote was taken and the motion was approved. A. RES A Resolution Approving an Amendment to an Independent Contractor 18-1036 Agreement with Stenstrom Petroleum Services, Inc. for Replacement of Underground Storage Tank Access Ports and Leak Detector Monitoring System for the Fuel Storage Tanks at the Public Works Center Due to a Change Order in a New Amount not to Exceed $47,357.00 and Authorizing its Execution Village of Oak Park Page 1 Printed on 11/20/2018 President and Board of Trustees Meeting Minutes November 12, 2018 This Resolution was adopted. B. RES A Resolution Approving a Change Order for the Construction of the South 18-1041 Boulevard Streetscape Project, Section 13-00256-00-PV This Resolution was adopted. VII. Regular Agenda C. ID 18-1022 Village Board Review of the Recommended FY19 Budget. Overview Village Manager Pavlicek commented that the Finance Committee will meet immediately after this Meeting simply to approve Minutes. She stated that tonight's Meeting will be an overview of the FY19 Budget. Staff is hoping for Board adoption at their December 3 Meeting. She gave the order in which the Funds would be reviewed this evening. Chris Donovan. Mr. Donovan discussed tax revenue collected by the Village. He suggested supporting small businesses rather than give large corporations financial incentives to build in Oak Park. Kitty Conklin. Ms. Conklin referred to the Water and Sewer Fund and stated that projected sales of water is up 7.5%. However, purchased water from Chicago is not up 7.5%. She suggested that this year's shortfall be looked at and fixed instead of raising consumer water rates. Adam Doe, representing OPRF Chamber of Commerce. Mr.Doe discussed the impact of the Chamber of Commerce on his business and that any money spent by the Village on the Chamber is money well spent. Village Trustee Boutet asked for clarification of how the 3% increase in the tax levy was determined. Village Manager Pavlicek explained the debt service levy requirement and abatement ordinances. The General Fund budget is impacted by the Police Pension Fund levy, which is increasing by approximately $750,000, which is far in excess of 3%. The corporate levy was below 3% in order to balance that out. Chief Financial Office Steve Drazner referred to a document comparing the recommended levy for 2019 compared to 2018 and noted that most of the recommended increase is going to the Police Pension Fund. Village Manager Pavlicek commented that a lot of those changes are in salary and benefits as well as additional costs related to the 911 Dispatch Center. Mr. Drazner gave an overview of revenues. Village Trustee Boutet expressed concern that there should not be substantial increases in fees that are otherwise unintended by the Village Board. Village Trustee Moroney stated that year-end revenue for 2018 went down slightly and Village of Oak Park Page 2 Printed on 11/20/2018 President and Board of Trustees Meeting Minutes November 12, 2018 expenses went up. Mr. Drazner commented that budget estimates are circumstantial and can change. For example, transfer stamps went down in 2018. Village Trustee Andrews highlighted significant increases in budget estimate by department, specifically Forestry and Street Services. Director of Public Works John Wielebnicki explained how the budget number is determined. There are years when the funds are not needed but they will budget the same amount for those expenses the next year because of the need to be prepared. He referred to staff vacancies. His department budgets for worst case contingency rather than continuing to come back to the Board requesting additional funds. Village Trustee Tucker would prefer more a more conservative approach rather than going by the worst case scenario. Mr. Wielebnicki and Village Manager Pavlicek explained how salt is purchased and the need to buy it earlier in the season. Mr. Wielebnicki discussed large or accelerated projects where consultant services are needed. Managing consultants can be a challenge. Village Trustee Moroney stated that expenses are exceeding revenue by $2.1 million, causing the Village to draw down the reserve fund balance to make up for the deficit. He would prefer to see a balanced budget that does not draw down the fund balance in order to increase the tax levy by 3%. He asked if there was a way to raise more funds or create a budget that is $2.1 million less. He would like the Village Board to consider reducing this budget. Village Trustee Andrews agreed Village Trustee Tucker respects the conversation regarding this strategy but budgeting needs change and sometimes the Village has a good year and sometimes they have a bad year. Village Trustee Boutet asked if there are projects in the CIP that can be deferred as well as delaying police staffing. Village Trustee Tucker stated that the Village has cut approximately 100 employees over a ten-year period. Village Manager Pavlicek added that some of those positions are now outsourced, such as permitting staff. Contractual services allow for changes in the market that can be changed as the need changes without laying off Village staff. Village Trustee Boutet would like to see comparative information related to outsourcing permit staff. Village Trustee Taglia would support a priority based budget. He requested a study session to discuss that for next year's budgeting. Village Trustee Andrews would like to attempt that theory with this budget. He supports funding programs that are working, not just because it coincides with the values of the community. Village Trustee Moroney asked what is driving salary increases in Police and Fire. Village Manager Pavlicek accounted that to vacancies and the challenge of recent labor negotiations. As their contract expired in December 2017, once a new agreement is in force, they will be paid retroactively in 2019 as of the expiration date of the prior contract. Village Manager Pavlicek explained how the over-hire program works. This year's budget asks for three additional officers. Village of Oak Park Page 3 Printed on 11/20/2018 President and Board of Trustees Meeting Minutes November 12, 2018 Acting Police Chief La Don Reynolds stated that his department needs the three additional officers in order to meet their service needs. That equates to one additional officer on the street at all times. Currently they are operating using overtime and call back duty. Village President Abu-Taleb stated that approximately 75% of the General Fund goes to Police, Fire and Public Works, which is $48 million. The tax levy is $32 million. He commented that the budgeted revenues are less than the budgeted expenses. The Board could simply deny the increased expenses for Fire and Police and levy 3% without having to go to reserves for a balanced budget. He asked the Village Manager what her confidence level is regarding her recommendations. Village Manage Pavlicek is comfortable with her recommendations, as they are taking care of the Village's most important core services. Village President Abu-Taleb asked if the Board had any desire to address those cuts to the public service funds. Village Trustee Andrews suggested that there are other areas of the budget that can be cut without cutting public safety. He suggested cutting partner agency funding and programs that aren't working. Village Trustee Boutet suggested taking a second look at the Capital Improvement Plan to consider cuts. Lynn Palmgren, representing OPRF Chamber of Commerce. Ms. Palmgren discussed the help she received from the Chamber to launch her business. She is currently on the board and spoke about how her business and the chamber have grown. With that growth, expenses have increased and they depend on their grant from the Village. Mr. Drazner referred to the budgets for Special Revenue Funds and the Capital Improvement Fund. There were no questions or any desire for a presentation of discussion. Mr. Drazner briefly reviewed the Equipment Replacement Fund, the Fleet Replacement Fund, the Capital Improvement Fund and explained the Debt Service Fund. Village Trustee Andrews believes that the budget can be reduced by at least $1 million without compromising public safety. Village Trustee Boutet would like to see some options to reduce the budget. Village Trustee Moroney agreed that $1 million could be cut. He would like to see projected pension payments and debt over the next five to ten years. Village President Abu-Taleb would prefer to ask the Village Manager to suggest an amount that she can reduce the budget by that would still allow services to be provided efficiently. Village Trustee Boutet commented that the Board could make suggestions to the Village Manager regarding what she could consider cutting to reduce the budget. Her suggestion would be adding another year to the fleet replacement schedule. There was additional discussion. Village Manager Pavlicek would like to come back on the fourth Monday in November to review the budget and Madison Street. Village Trustee Boutet would like to hear from the Village of Oak Park Page 4 Printed on 11/20/2018 President and Board of Trustees Meeting Minutes November 12, 2018 hospital and commented that Village Trustee Button wanted to hear from the School District regarding Madison Street. VIII. Adjourn It was moved by Village Trustee Tucker, seconded by Village Trustee Andrews, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 8:47 P.M., Monday, November 12, 2018. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 5 Printed on 11/20/2018