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, September 9, 2019 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: 6- Village President Abu-Taleb, Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, and Village Trustee Walker-Peddakotla Absent: 1- Village Trustee Taglia III. Consideration of Motion to Adjourn to Executive Session to Discuss Property Aquisition It was moved by Village Trustee Andrews, seconded by Village Trustee Buchanan, to enter into Executive Session pursuant to 5 ILCS 120/2(c)(5) - the purchase or lease of property. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Abu-Taleb, Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Taglia V. Reconvene to Special Meeting in Room 101 and Call to Order The Special Meeting reconvened at 7:06 P.M. VI. Roll Call Present: 7- Village President Abu-Taleb, Village Trustee Andrews, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 0 VII. Agenda Approval It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, to approve the Agenda. A voice vote was taken and the motion was approved. VIII. Non-Agenda Public Comment Village of Oak Park Page 1 Printed on 9/17/2019 President and Board of Trustees Meeting Minutes September 9, 2019 There was no Non-Agenda Public Comment. IX. Regular Agenda A. ID 19-276 Presentation on the Design and Construction of the Oak Park Avenue Resurfacing, Utility, and Streetscaping Projects Deputy Village Manager Shelley gave an overview. The Village received a $3 million grant towards the project and needs to begin in order to meet deadlines for allocating these funds. Village Engineer Bill McKenna commented that this Item consists of three contracts; street resurfacing, water and sewer improvements and a potential streetscape project. Resurfacing runs from Roosevelt Road to North Avenue, water and sewer projects are located throughout the corridor and the streetscape project will be in the Hemingway Business District, from Pleasant to Ontario. The resurfacing project is scheduled for 2021, as the $3 million Federal grant received must be obligated by then or the Village risks losing it. The next contract is a locally funded water and sewer project. The majority of the infrastructure being replaced is original. He described the work, which is scheduled for 2021 at an estimated cost of $4.8 million. The streetscape project is planned for 2022 in order to allow for proper design timelines and to allow for a gap between the 2020 Lake Street construction to give businesses a chance to recover. Mr. McKenna stated that eleven bids were received and discussed contractors that staff is recommending. The scope of the contract that will be presented to the Board on September 16 will include the street resurfacing project and the water and sewer project. The streetscaping project will only be done on a conceptual level. A follow up with the Board will be done once the final preparation in completed. He described several items that will be addressed during the project, including evaluating options for reducing the frequency of vehicles hitting the Oak Park Avenue viaduct. Garth Katner, representing Bike Walk Oak Park. Mr. Katner asked the Board to consider a bike plan in the proposal, as Oak Park Avenue is a street heavily travelled by bicycles. Mr. McKenna discussed how the project will address various safety concerns, such as how the Fire Department will service Oak Park Arms. Village Trustee Walker-Peddakotla asked Mr. McKenna to confirm that the addition of bike lanes would eliminate one side of street parking. Mr. McKenna stated that there is not enough physical space to allow for dedicated bike lanes. As part of the design process, staff will be looking at crossings or other opportunities. Village Trustee Walker-Peddakotla stated that she would like to see a protected dedicated bike lane. She also asked why the streetscape is being done where it is, as opposed to South Oak Park Avenue. Mr. McKenna stated that this has been a long process, since 2011. It has been in the five-year CIP for a number of years. Some street work and water and sewer will be completed in that area. Village Trustee Buchanan asked for more information regarding the timing of the project in relation to the Lake Street project and the effect on businesses. Mr. McKenna commented that Lake Street is planned for 2020, Oak Park Avenue is planned for 2021 and streetscape in 2022. Mr. McKenna commented that the brickwork on Oak Park Village of Oak Park Page 2 Printed on 9/17/2019 President and Board of Trustees Meeting Minutes September 9, 2019 Avenue needs repair, and infrastructure work is necessary. Village Trustee Moroney asked for clarification on the timeline of using the grant funds. Mr. McKenna stated that the $3 million in Surface Transportation Funds need to be obligated by the end of 2021 and must be used for items related to roadways, sidewalks, etc. He gave a breakdown of the cost of the project; $3.7 million for resurfacing, $4.1 million for water and sewer and approximately $775,000 for the streetscape design, and approximately $3.1 million in for the streetscape. Village Trustee Boutet shared Village Trustee Buchanan's concern regarding timing for businesses. She asked if there is a consistent palette the Village uses for streetscape. Mr. McKenna stated that there is no requirement to be consistent with Lake Street and staff will be looking to see if that is appropriate or not. Village Trustee Andrews requested a detailed, itemized list of all purchases and contracts for the streetscape portion. He would require this to justify supporting a streetscape, which is a third of the cost of the entire project. He would prefer to spread the streetscape improvements around to business districts throughout the Village rather than concentrating on just one area. Village Trustee Taglia asked if the $9 million cost of the project included the Federal money. Mr. McKenna stated that it did not. Village Trustee Taglia asked for a breakdown similar to Trustee Andrews, but for the entire project. Village Trustee Andrews commented that he would like to set a budget for the streetscape and look for a solution to meet those numbers instead of the other way around. Village Trustee Walker-Peddakotla agreed. She also commented the document provided doesn't accommodate any accessibility concerns and she would like to see that added. Mr. McKenna stated that although it isn't noted, it is a driving force in the Village's designs. That is also part of the reason they are proposing streetscaping in that area. Village President Abu-Taleb asked Mr. McKenna how extreme the need is for repairing the infrastructure on Oak Park Avenue. Mr. McKenna stated that there are several areas that currently have temporary fixes but permanent repairs are needed. Village President Abu-Taleb commented that if the streetscape project was removed, the Village's portion of the project would be approximately $7 million. He also asked for input regarding the status of the infrastructure, as he understands the concern about the disruption to businesses, etc., but does want to take advantage of Federal money received and to address the infrastructure challenges. Jamil Bou-Saab of Terra Engineering introduced his team. He stated that the infrastructure was evaluated in 2011 and acknowledged that it is aging. Project Manager Dustin Erickson gave an overview. The water and sewer are approaching their 100-year life spans. There is a lot of work that needs to be done to bring it up to more current standards. It would be advantageous to do this now as part of the resurfacing project. Mr. McKenna added that the Lake and Oak Park intersection will be undisturbed, since that will be part of the Lake Street project. Mr. Bou-Saab commented that in regards to streetscaping, their plan is to do a preliminary study and be responsive to stakeholders in order to come up with a concept and a cost. Village Trustee Moroney commented that many stakeholders who are not in favor of elaborate streetscapes will probably not participate in the study. He is not in favor of Village of Oak Park Page 3 Printed on 9/17/2019 President and Board of Trustees Meeting Minutes September 9, 2019 elaborate streetscapes. Village Trustee Walker-Peddakotla asked what was spent for other streetscape projects in the Village to get an indication of what this would typically cost after community input. Mr. McKenna spoke about the Marion Street and Chicago Avenue processes. He stated that it is possible to design within a pre-defined dollar amount, although not until they get further into the design process. Village Trustee Walker-Peddakotla would like all business districts to be treated in an equitable way, while still being good stewards of taxpayer money. Village Trustee Taglia acknowledged that it will be a big investment and they need to be mindful that this is only a two block area. There is a lot of need in other areas in the Village. Village Trustee Andrews agreed and strongly believes the Board should establish a target budget for streetscape. He would prefer to do less in each business district in order to distribute funds more equally. Village President Abu-Taleb spoke about the urgency regarding the infrastructure and the possibility of losing $3 million in Federal dollars. The streetscape is not necessary, but will help beautify the Village. He would like to give direction to go forward, but establish a budget on how much to spend on the streetscape. There was discussion. Village Trustee Walker-Peddakotla was in favor of a more creative process and suggested that two or three designs within different price ranges be brought back to the Board for consideration. Village Trustee Buchanan asked what the benefit of streetscape is. This area is already a focal place and wondered if it would bring more people in. Mr. McKenna stated that this can be vetted through the public process. Mr. Bou-Saab and his team discussed facts regarding increased revenues and other benefits after streetscaping was completed in other communities. Village Trustee Andrews discussed how the Village's debt has gone up 50 percent in the past two years and stated that the Board needs to acknowledge that there is a spending problem in Oak Park. This is fiduciary irresponsibility in his opinion. In addition, Village Trustee Andrews would like all proposals, whether chosen or not, to be made available for public review. Village President Abu-Taleb gave direction to proceed with the infrastructure and resurfacing project and come back with streetscaping options within a $1.5 million budget. The Trustees concurred. B. ID 19-275 A Presentation Regarding Updates to the Lake Street Resurfacing, Utility, and Streetscaping Projects Andrew Yule. Mr. Yule spoke highly of streetscape done by his development firm at Albion. He would like the Board to stand by their commitment regarding a statement piece at the "gateway" to the community at that location. Mr. McKenna stated that three major projects are scheduled for 2020; streetscape from Harlem to Euclid, water and sewer from Grove to Euclid and street resurfacing from Euclid to Austin. These have been deferred from 2019 due to delays in acquiring easements and to better coordinate with the Madison Street resurfacing and road diet. Village of Oak Park Page 4 Printed on 9/17/2019 President and Board of Trustees Meeting Minutes September 9, 2019 The street resurfacing project is still under design and plans are to bid it out this fall for the Board to award in November. He gave the scope of the project. Due to some new businesses moving in, some cleanup needs to be completed in terms of minor landscaping. In addition, the Village received a $310,000 grant from Cook County for the resurfacing project and that Item will be brought to the Board at an upcoming meeting. The current cost estimate is approximately $1.5 million and construction would commence in summer of 2020. The contract for the water and sewer project was awarded in November 2018. Plans are to commence in late winter or early spring. He described the scope of work and acknowledged that it would be disruptive.The contract awarded is for approximately $1.8 million, but there may be a change order brought before the Board due to increased labor and material costs. The Village received $3 million in Federal funds towards the streetscape project. He described the scope of work. He noted that some traffic signal work has been done in advance. A separate contract for a granite planter specialty feature at Lake and Forest was previously rejected by the Board. Staff could not commit any funding from Downtown Oak Park as they had suggested. Staff is now planning to build it as part of the 2020 streetscape project in order to reduce costs. Mr. McKenna discussed the timeline and noted the location would be landscaped until the bigger project begins. He explained why it was so expensive to do as a stand-alone project. Mr. McKenna discussed design changes done over the last year, which will be brought to the Board next week, and summarized proposed projects for Forest and Ontario to address traffic calming as part of the Albion Ordinance. Staff worked with residents in that area to determine their preferences. In conclusion, Mr. McKenna stated that staff is looking for direction regarding whether they would like them to come back with a more cost efficient wayfinding package. Cost options can be presented this fall. This would be done as a project separate from Lake Street. Deputy Village Manager Shelley clarified that this is the only Item discussed that will not be brought to the Board next week; staff is only seeking direction. Village Trustee Andrews asked how significant the savings for a wayfinding system would be and asked if it justifies the time and effort by staff. Mr. McKenna believes systemwide, there would be opportunities for savings. He discussed what remains of the existing system, which will be totally eliminated by completion of the streetscape project. Village Trustees Andrews and Boutet were interested in looking at a proposal. Village Trustee Moroney asked Mr. McKenna to confirm that there is currently no wayfinding included in the project, just electrical infrastructure in the event that it gets installed at a later date. Mr. McKenna stated that is correct. He discussed the conceptual underground infrastructure that is planned in order to avoid having to tear up streets if wayfinding is desired. Village Trustee Moroney doesn't see the need for electrical infrastructure for wayfinding. Villages Trustee Buchanan and Taglia agreed. Village Trustee Walker-Peddakotla is unbiased. Village Trustee Boutet asked what is included in the wayfinding. Mr. McKenna stated that it is signage for pedestrians and motorists directing them to attractions, business districts, etc. Village Trustee Boutet clarified her position; she agrees with Village Trustee Moroney, and noted that most people use their phones for directions. Village President Abu-Taleb directed staff not to provide electrical infrastructure or bring a proposal for wayfinding back to the Board. The Board concurred. X. Adjourn Village of Oak Park Page 5 Printed on 9/17/2019 President and Board of Trustees Meeting Minutes September 9, 2019 It was moved by Village Trustee Taglia, seconded by Village Trustee Andrews, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 8:58 P.M., Monday, September 9, 2019. Respectfully Submitted, MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 6 Printed on 9/17/2019