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, December 3, 2018 7:00 PM Village Hall I. Call to Order Village President Abu-Taleb called the Meeting to order at 7:03 P.M. II. Roll Call Village Trustee Button arrived at 7:06 P.M. Present: 7- Village Trustee Button, Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews Absent: 0 III. Agenda Approval It was moved by Village Trustee Tucker, seconded by Village Trustee Andrews, to approve the Agenda. A voice vote was taken and the motion was approved. IV. Non-Agenda Public Comment There was no Non-Agenda Public Comment. V. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Tucker and seconded by Village Trustee Andrews to approve the Consent Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village Trustee Taglia, Village President Abu-Taleb, Village Trustee Tucker, Village Trustee Moroney, Village Trustee Boutet, and Village Trustee Andrews NAYS: 0 ABSENT: 1- Village Trustee Button A. RES A Resolution Approving a Collective Bargaining Agreement Between the 18-1067 Village of Oak Park and the Illinois FOP Labor Council LODGE #8 for Patrol Officers for the Period of January 1, 2018 to December 31, 2020 and Authorizing Its Execution This Resolution was adopted. Village of Oak Park Page 1 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 VI. Regular Agenda B. ID 18-1047 Additional Review of General Fund Expenses Village Manager Pavlicek summarized the budget process. There was a request from the Board at their November 12 meeting to identify further expenditure reductions within the General Fund. Staff has identified $500,000 in reductions, which is being presented to the Board to consider this evening. On Monday, December 10, staff will present the final Budget for adoption. Louise Mezzatesta. Ms. Mezzatesta discussed her pro-bono work for the Oak Park Regional Housing Center (OPRHC). Robert Stelletello, President of the OPRF Chamber of Commerce. Mr. Stelletello spoke about what the Chamber's funding request for 2019 will be used for. Kent Dean. Mr. Dean discussed the fair housing survey conducted by HOPE and stated that the Board should be supporting the OPRHC, not cutting the funding. Tracey Wik, President of the OPRHC Board. Ms. Wik explained the term "conspicuous family" and the role that the OPRHC plays in creating diversity in Oak Park. David Pope, President of the Oak Park Residence Corporation (OPRC). Mr. Pope discussed the valuable partnership between the OPRC and the OPRHC and the work that the Housing Center does that the Residence Corporation cannot do. He also expressed appreciation for the Village's support of the Youth Interventionist Program. Christian Harris, OPRF Chamber of Commerce. Mr. Harris read a letter on behalf of Jim August, owner of The Irish Shop, urging the Board to continue their funding to the Chamber. Joshua Klayman, VOICE Oak Park. Mr. Klayman referred to the performance standards of the OPRHC, noted in the Agenda materials. Withholding funds until performance improves is counterproductive. David Boulanger, former Oak Park Township Supervisor. Mr. Boulanger discussed the history of the Youth Interventionist Program and how it currently operates. Valerie Lester. As a landlord, Ms. Lester spoke in support of the OPRHC. Village Clerk Scaman acknowledged that she had 21 statements from the public supporting the OPRHC. Reduce request by one (1) to hire additional Police Officers (reduction of $120,000): Acting Chief Reynolds responded to questions from the Board related to meeting the desired capacity of hired officers. There are currently ten beats. In order to adequetely supervise and staff those beats, the department needs 22 field officers per shift with four supervisors for Field Operations. There were four detectives per shift for a total of eight detectives last year to staff Investigations. There are also two task force officers and supervisors are needed for that. Three street crime officers were slotted for last year. Based on the workload demand, he is recommending two officers to round off the Detective Bureau. These will be senior officers coming from patrol. The investigative Village of Oak Park Page 2 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 support position has not been filled and will remain vacant. Village Trustee Moroney feels that public safety is the Village's top priority. However, adding police personnel comes with great lifetime costs. He would prefer to wait until a new Police Chief is hired before adding additional officers. He does not believe that the hiring of two additional officers makes a difference in safety or non-safety. Village Trustee Tucker is comfortable with the recommendation of the Chief and the Manager. Village Trustee Button agreed. Village Trustee Andrews asked how long the process will take to get the two new officers. Acting Chief Reynolds stated that it will take eighteen months; those positions will most likely not be realized until the end of 2019. Village Trustee Andrews suggested adding one position in 2019 and one in 2020. Acting Chief Reynolds defended his recommendation based on his experience and his assessment of the department. Village Trustee Taglia is concerned about the level of safety in the Village and supports the Chief's recommendation. Village President Abu-Taleb stated that this is a good compromise. It was moved by Village Trustee Button, seconded by Village Trustee Tucker, to reduce request by one (1) to hire additional Police Officers. There was consensus to accept the recommendation of the Village Manager. Discontinue Alliance for Innovation Membership (reduction of $4,000): It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, to discontinue the Alliance for Innovation Membership. There was consensus to accept the recommendation of the Village Manager. Reduce funding for Oak Park Economic Development Corporation (reduction of $71,000): Village President Abu-Taleb noted that the Village provides funding for the OPEDC in the amount of $721,500. Over the years, they have returned what remained unspent. There has been a discussion to simply reduce the yearly funding amount instead of having unspent funds returned to the Village. Village Trustee Andrews suggested reducing funding by $150,000, which would support operations but eliminate one-time projects such as marketing initiatives. Village President Abu-Taleb stated that he would support that. Village Trustee Button asked Tom Gallagher of the OPEDC how much of a reduction can they withstand before having to cut services, staff, etc. Mr. Gallagher stated that they will provide the same services as before in proportion to the amount of funding. He described options for cutting expenses with cutting staff as a last resort. Village Trustee Button is not comfortable with increasing the proposed cut without discussing it with Executive Director John Lynch. Village Trustee Moroney spoke about the difficult task of maintaining fiscal responsibility. The Board has a fiduciary duty to the taxpayers. The amount of funding to the OPEDC is higher than most other EDC's. The cut is necessary. Village Trustee Boutet supports the $150,000 reduction and cutting marketing from the work of the OPEDC. She would like to see the work of the OPEDC done in-house with Village of Oak Park Page 3 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 the Village. Village Trustee Andrews summarized how he arrived at the $150,000 figure. Village Trustee Taglia supports it, but does not feel comfortable with the data. Village Trustee Tucker supports it as well. He acknowledged that something of value will be lost with every cut, but he believes that the OPEDC will manage. It was moved by Village Trustee Andrews, seconded by Village Trustee Button, to amend the reduction in funding to the Oak Park Economic Development Corporation to $150,000. There was consensus. Keep funding flat for the Oak Park Regional Housing Center (reduction of $33,618): Village Manager Pavlicek explained that funding for the OPRHC comes from Federal Community Development Block Grant funds. The amount for 2019 was increased by $33,618. A reduction in that amount would keep the funding at the same rate as 2018. Village Trustee Moroney stated that this is about the Village's affirmative marketing program, which relates to the Board's goal of keeping the Village integrated. As a community that cares about integration, it is the Board's responsibility to ask if their affirmative marketing program has an effect on integration. He feels it is vitally important to assess the impact the program is having. He has seen the data and the results are alarming. They are at half their established goal. He is concerned with whether the OPRHC is assisting the Village in meeting it's own goals on affirmative move integration. He questioned whether this is the most optimal way to fund integration. Village Trustee Boutet agrees that the impact of the OPRHC is decreasing. She would like to know what the root cause is. Collection of data is an essential part of the work that needs to be done. By maintaining current funding, the Village will give this organization an opportunity to develop a Strategic Plan and increase data collection. Interim Executive Director Michele Rodriguez-Taylor responded to questions on committing to a Strategic Plan and utilizing all of their current resources to the fullest capacity. Village Trustee Button acknowledged that the Village does not know if this is the best way to fund integration. However, she is unwilling to cut additional funding beyond the Village Manager's recommendation without another plan in place. Director of Development Customer Services Tammie Grossman spoke about the results of the HOPE fair housing survey mentioned during Public Comment and what measures have been taken to avoid discrimination. Village Trustee Button exited the meeting at 8:31 P.M. Village Trustees Tucker and Taglia support the recommended budget cut and suggested improving the partnership with the OPRHC and supporting them in rebuilding their organization and providing them with the tools needed in their Strategic Plan. Village Trustee Andrews believes that the OPRHC needs a much stronger online presence. Their website directs users to come into their office to get a paper printout of an apartment. In addition, there is no way for a landlord to list an apartment. This is not how people look for apartments today. He is in favor of increased and updated Village of Oak Park Page 4 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 technology. He is concerned that the Board does not hold partners accountable for delivering impact and needs to establish benchmarks. He is fine with the recommendation, but if benchmarks are not met, there needs to be a discussion about funding. Village Trustee Moroney was in favor of keeping funding flat at $425,000 and use that as a benchmark for future years in response to the success of strategies that reach the Village's goals related to affirmative move integration. Village Trustee Andrews added that they Village cannot continue to fund at these levels if benchmarks are not met. Village Trustee Moroney suggested talking to landlords who don't use the OPRHC and work to understand the mindset of apartment owners. Village President Abu-Taleb stated that they all want the OPRHC to succeed. He summarized the discussion of valuing the role of the OPRHC and the need to improve outcomes. Village Trustee Andrews would like the OPRHC to inform the Village what they need to succeed. Village President Abu-Taleb suggested to Village Trustees Moroney and Andrews to sit down with Ms.Rodriguez-Taylor to discuss benchmarks and funding levels. Village Trustee Tucker suggested they look for a strong Strategic Plan that is supported by the Board, but does not think cutting funding percentages by percentage of goal is a good idea. Village Trustee Boutet agreed. It was moved by Village Trustee Taglia, seconde by Village Trustee Andrews to keep funding flat for the Oak Park Regional Housing Center. There was consensus to accept the recommendation of the Village Manager. Reduce funding to the Oak Park Area Arts Council and eliminate the 2019 Sculpture Walk (reduction of $30,000): Village Manager Pavlicek stated that staff is proposing not moving forward with the Sculpture Walk in 2019. It would also give them time to reevaluate the project and consider alternate public art installations that might be more cost effective. Village Trustees Andrews and Tucker were in agreement. Village Trustee Moroney commented that the Sculpture Walk has been going on for ten years and the Village has purchased one at the end of each event. Perhaps those could be re-used for 2019. Village Trustee Boutet suggested a mural on a particular unsightly building. Village Trustee Taglia agreed. Executive Director of the OPAAC Camille Wilson White commented that there are other options for public art. OPAAC Treasurer Bill Wallace asked if they Board would consider that they cut $30,000 elsewhere without necessarily preemtively determining to cut the Sculpture Walk. Village Trustee Tucker would like to hear more from OPAAC at the next meeting. Village Manager Pavlicek shared that the contract for OPAAC may not come forward if the timing does not work to allow for a revision before the agenda is posted. Village of Oak Park Page 5 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 The Board provided consensus in support of reducing funding to the Oak Park Area Arts Council as recommended by the Village Manager but not specifically to eliminate the 2019 Sculpture Walk. The OPAAC will provide more information at the December 10 meeting. Funding to the Chamber of Commerce: Village Trustee Taglia would like to see funding for the Chamber of Commerce in the budget at possibly $35,000. Village Trustee Boutet asked for clarification as to what the funding would provide. She was under the impression that the funding from the past two years was for a specific project. Director of Development Customer Services Tammie Grossman summarized the original intention for funding the Chamber to create a database for the business districts. From that point on, the Chamber has received payment from the business districts for doing billing on their behalf. Village Trustee Boutet did not support the request. Village Trustee Moroney would like to understand clearly what the Village is funding whenever they fund an organization and he is not sure what the deliverables would be from the Chamber. He is not supportive of continuing to fund them. Village Trustee Tucker was in favor of the funding as a token of support for the business community. Village Trustee Andrews did not support any funding for the Chamber. It is opening the door for continual funding, as this is not for a specific project. Village President Abu-Taleb values the support to small businesses that the Chamber provides. There was not consensus to fund the Chamber of Commerce. End participation in the Youth Interventionist Intergovernmental Agreement (reduction of $61,200): Village Manager Pavlicek stated that when the Board entered into their most recent agreement in July, it was noted that River Forest is no longer participating and felt that it should be the responsibility of the two Townships. The Board discussed entering into the two-year agreement subject to budetary appropriations. Because of the request for cuts, Village Manager Pavlicek cannot recommend further reductions from the Village's staffing and operations. Although staff supports the program, they would like the funding to come soley from the Township. Village Trustee Andrews does not support permitting the Township to circumvent tax cap laws by funding this program. This is not the Village's responsibility and the Township should look to reduce their budget elsewhere in order to find it. Village Trustee Tucker supports the program and believes it has value. Village Trustee Moroney believes that it's the Township's responsibility to fund the program. Village of Oak Park Page 6 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 Village Trustee Boutet disagreed and feels the Village should support intergovernmental collaboration. The program will go on regardless of whose budget the funding comes from. She would like to see some success metrics in the future. Village Trustee Taglia agreed with Village Trustee Boutet. Moving the tax levy from one body to another doesn't accomplish anything. There was a discussion. Village Attorney Stephanides explained the tax cap law for townships. Village President Abu-Taleb supports cutting the funding but asked how the program would be impacted if the Village did not provide it. Village Trustee Taglia stated that it would elminate the full-time staff person who runs the program. Village Manager Pavlicek gave the names of the other entities that are part of the IGA. There was further discussion. It was moved by Village Trustee Moroney, seconded by Village Trustee Andrews, to discontinue the Youth Interventionist Intergovernmental Agreement. There was not consensus to accept the recommendation of the Village Manager. Move away from policy of development Business District Plans and rely upon the Village's adopted Comprehensive Plan (reduction of $35,000): Village Trustee Boutet commented that she does not want to see improvements to the North Avenue Business District be eliminated. Village Manager Pavlicek stated that it has been the Village's practice to undertake individual Business District Plans. She is proposing that the creating and updating of Business District Plans be eliminated. Village Trustee Boutet was not in favor of this. The impact of this amount of money is very small compared to the benefit it will give to North Avenue. Village Trustees Taglia and Tucker agreed with Village Trustee Boutet. Village Trustees Moroney and Andrews and Village President Abu-Taleb disagreed. It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, to move away from policy of development Business District Plans and rely upon the Village's adopted Comprehensive Plan. There was not consensus to accept the recommendation of the Village Manager. Delay building improvements at Fire Station 3 locker room renovation (reduction in Capital Fund of $50,000): Village Manager Pavlicek stated that this renovation would create separate male and female locker rooms. After discussion with Chief Ebsen, it was agreed that this could be delayed until 2020. Village Trustees Andrews, Tucker and Moroney supported the reduction. Village Trustee Boutet disagreed and stated that this has to do with equal employment. Village Manager Pavlicek commented that there are no female firefighters at this time. Village President Abu-Taleb supported the reduction. Village of Oak Park Page 7 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 It was moved by Village Trustee Moroney, seconded by Village Trustee Andrews, to delay building improvements at Fire Station 3 locker room renovation. There was consensus to accept the recommendation of the Village Manager. Delay employee computer workstation updates (reduction in Capital Fund of $30,000): There was unanimous support for the delay. It was moved by Village Trustee Andrews, seconded by Village Trustee Tucker, to delay employee computer workstation updates. There was consensus to accept the recommendation of the Village Manager. Amend the FY18 current year end estimated to reflect the anticipated reduction in contractual building permitting and inspection services (reductin of $85,000 in current year expenses): Village Manger Pavlicek noted that there are some large contracts that ebb and flow with demand for services. She wanted to highlight the cost savings in the FY18 that results in an increase in the Fund Balance at the start of 2019. There was unanimous consensus to amend the estimated balance. It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, to amend the FY18 current year end estimated to reflect the anticipated reduction in contractual building permitting and inspection services. There was consensus to accept the recommendation of the Village Manager. Removal of elevator expense at Village Hall: Village Trustee Boutet does not think there is a need for another elevator at Village Hall. She proposed that the $1.725 million for the elevator be removed from the budget. Village Trustee Andrews agreed. Village Trustee Moroney also agreed and acknowledged that the current disability access at Village Hall is less than perfect but it is in working order. Village Trustee Tucker understands why it's in the budget. Village Hall is unfriendly to those with limited mobility and should set a standard for disabled residents. Village Trustee Taglia would like to delay the expense and get more information. There was a discussion. Village Trustee Andrews suggested that this be delayed for a year, pursuant to review by the Disability Access Commission. There was consensus to direct staff to delay the elevator at Village Hall for one year and refer to the Disability Access Commission. Eliminate wayfinding signs in Downtown Oak Park: Village Trustee Boutet proposed removing the new wayfinding signs for Downtown Oak Park from the budget. She believes they are expensive and unnecessary, as most people rely on their smartphone to get directions. Village of Oak Park Page 8 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 Village Trustee Andrews agreed, despite the Village Manager's good intentions to try to get people off their phones. Ms. Grossman explained that the current signs direct people where to park, as well as where landmarks are. They will not survive the streetscape and staff believes they are important for directing people who are unfamiliar with the area. Staff will be bringing contracts to the Board as needed for the signs. Village Engineer Bill McKenna stated that there will be approximately 35 sign installations around Lake Street. The Budget line item includes $65,000 for design, $150,000 for fabrication and $100,000 for installation of the signs. Ms. Grossman commented that if bids come in lower, they will definitely be presented to the Board at less money. She explained the process of designing the signs. Village Trustee Moroney was also opposed to the signs and noted that direction for this should come from the Board. Village Trustee Andrews would be interested in seeing the actual cost. He will not approve them unless there is a significant decrease in cost. Village Trustee Taglia acknowledged the signs are old; however he would be in favor of replacing just the signs that are damaged. There was consensus to direct staff to find a more economical approach to providing signs. Addition of three supervisors for PEO's: Village Trustee Boutet stated that there are systems in place that are automated with Passport Parking. She has gotten feedback that the app does not function properly. Having a supervisor to watch PEO's, who basically drive around and write tickets, is unnecessary. She would rather have a full staff of Parking Enforcement Officers before hiring any new supervisors. Village Manager Pavlicek and Acting Chief Reynolds believe that errors in tickets are significant enough to justify one supervisor per shift. The Village Manager also clarified the role of the PEO. There was consensus to support staff recommendation. Removal of bluestone: Village Manager Pavlicek noted that this is actually a 2020 expense. What is included in the 2019 budget is $35,000 for preliminary design engineering work for Marion Street. Village Trustee Andrews would like to table this item. Village Trustee Moroney stated that when the Board approved the Lake Street streetscape project, this was eliminated and somehow it got back on the CIP. He wants it to be taken off. Village Trustee Boutet commented that there are many other landscape materials that are just as attractive, more durable and less expensive. Village of Oak Park Page 9 Printed on 12/26/2018 President and Board of Trustees Meeting Minutes December 3, 2018 Village Trustee Tucker stated that it is probably appropriate to have a longer conversation at another time with stakeholders present. Village Trustee Andrews acknowledged that it was at his request that the bluestone option was added back to the CIP after talking to businesses. Village Trustee Boutet requested that no funds be spent on this project in 2019. Village Trustees Tucker, Boutet and President Abu-Taleb would like staff to provide financially conservative options. The $35,000 will remain in the budget. VII. Adjourn Village Trustee Boutet reminded staff to bring forward the Insurance information at the next meeting. It was moved by Village Trustee Tucker, seconded by Village Trustee Taglia, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 10:35 P.M., Monday, December 3, 2018. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 10 Printed on 12/26/2018