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, April 6, 2020 7:00 PM Remote Participation Meeting I. Call to Order Village President Abu-Taleb called the Meeting to order at 7:02 P.M. II. 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 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 A. ID 20-118 Motion to Approve Minutes from the March 2, 2020 Regular Meeting of the Village Board, the March 13, 2020 Emergency Meeting and the Remote Participation Special Meeting of March 30, 2020. It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, to approve the Minutes. A voice vote was taken and the motion was approved. V. Non-Agenda Public Comment Village President Abu-Taleb asked all to take a minute to reflect upon all who have been affected by COVID-19 all over the world. He asked that everyone keep in mind the healthcare workers who are risking their lives every day, as well as first responders. Kevin Barnhart and Sue Humphreys of the Citizen Police Oversight Committee . Mr. Barnhart and Ms. Humphreys thanked all first responders and other providers of essential services. They suggested that police refrain from detaining people who are not knowingly violent or a risk to themselves or others in order to prevent the spread of COVID-19 in detention centers. VI. Village Manager Reports Village Manager Pavlicek announced staff who were present on the call: Village Attorney Stephanides, Deputy Village Manager Shelley, Communications Director David Powers and Production Manager Joe Kreml. Also present for Agenda Items were Director of Development Customer Services Tammie Grossman and CFO Steve Drazner. Staff present to give a short update as part of her Report were Director of Public Health Mike Village of Oak Park Page 1 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 Charley, Fire Chief Tom Ebsen, Police Chief La Don Reynolds and Director of Public Works John Wielebnicki. B. ID 20-119 Status Report to the Village Board regarding Response to Emergency Affecting Public Health pursuant to Resolution 20-120 adopted March 13, 2020. Village Manager Pavlicek stated that this meeting will include actions related to the current public health crisis. Since the Board's adoption of Resolution 20-120 on March 13, operations have drastically changed within the organization. All efforts have shifted to support the Public Health Department and is everyone's first priority. Most Village facilities remain closed to the public, with the majority of business being done over the website. Activities that cannot be done on the website have been cancelled or postponed. However, Police, Fire, Public Health and Public Works still have direct contact with the public. Director of Public Health Mike Charley stated that there are currently 68 positive cases in Oak Park and explained the challenges of determining residency of some patients. He described the process in which the two public health nurses in his department have been using to follow up with patients, including reaching out to all people they have had contact with. He noted that the number of close contacts has dramatically decreased recently due to the Governor's Stay at Home Order. Mr.Charley noted that there are four confirmed cases within the senior living facilities in the Village, despite their proactive approach with them. He described the follow up procedure that is being taken. All information gathered from the state and locally is updated daily on the Village website. One recent update is a supplemental order for grocery stores that limits how many people are allowed on the premises at one time to lower the risk to the public and store employees. He thanked all staff who has been assisting his department. Fire Chief Tom Ebsen stated that operations and procedures in the Fire Department have changed in the past few weeks. This includes strictly adhering to CDC and IDPH guidelines regarding PPE. Responses have been altered as well, such as only one responder entering the home. If the person is ambulatory, the dispatcher may ask them to meet the responders outside. The command staff has been modified to include a temporary Deputy Chief of Infection Control, who works closely with the Health Department. The Deputy Chief of Community Services has been temporarily reassigned to assist the Health Department by acting as a liaison to the senior residences. Administrative staff has been divided into thirds and alternate every three days at the office. Chief Ebsen commented that they have not seen a significant increase in emergency transports of COVID symptom patients. Normal call and staff volume seems to have resumed. He discussed how Fire personnel health is being monitored; none have tested positive for COVID. Three ambulances are in use. Any time one is transporting someone with COVID symptoms, it gets thoroughly sanitized, leaving two in service at all times. Chief Ebsen also noted that the department is well stocked with all the supplies they need. Police Chief La Don Reynolds stated that like Fire, Police staff has put protocols in place to keep officers and the public safe. Regarding response to emergency calls, they have implemented all recommendations from the CDC and IDPH regarding social distancing and PPE. They have adjusted non-emergency calls, traffic enforcement and supplemental police services offered to the community. Chief Reynolds noted that the department is asking for voluntary compliance to the Stay at Home Order and is working with the Park Village of Oak Park Page 2 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 District and other taxing bodies to make sure that people are staying safe and adhering to the Governor's order. He also discussed internal procedures used to monitor his staff's health and to keep the police facility sanitized. Director of Public Works John Wielebnicki stated that his department has split into three shifts of 18-20 employees, each working two successive days, and separated into five key areas.Those are Customer Service (call center), Operations, Fleet Services, Engineering and Administration. There is no crossover between shifts and most supervisors and engineers are working from home as much as possible. Much of the work being done is maintaining water operations. The department is averaging a little over 100 calls a day. Staff from Development Customer Service has been available as well to help with questions pertaining to permits and parking. Mr. Wielebnicki discussed the deep cleaning being done at the Public Works building as well as in vehicles. He discussed work being done on Lake Street, which began April 1. Streetscape work will begin on Wednesday. They are looking to accelerate their construction schedule to take advantage of the Stay at Home Order. The new Assistant Public Works Director is Rob Sproule and Mr. Wielebnicki spoke highly of what he has done thus far. Village Trustee Walker-Peddakotla thanked staff for their reports. She asked for reporting of racial demographic data regarding those who have tested positive for COVID-19 and who is being impacted most in the community. Mr. Charley stated he could provide that information. Village Trustee Walker-Peddakotla also asked what the current needs are in terms of funding for sheltering homeless individuals. Village Manager Pavlicek commented that the Village will need to supplement Housing Forward and discussed what she and Director of Development Customer Services Tammie Grossman are looking into. Village Trustee Walker-Peddakotla agreed with the public comment made earlier and would like information regarding what public safety personnel are doing to ensure that they are having limited contact with the public. She gave a shout out to Commander Don Silva, a Major in the National Guard, for lending his expertise to the Health Department during this crisis. Village Trustee Boutet is also interested in knowing what the Village is doing regarding detaining people, She asked what the Village is doing for residents in the event of an overflow from the hospitals. Village Manager Pavlicek stated that Emergency Preparedness Coordinator Gaurav Gaonkar and Commander Silva are the liaisons related to alternate care sites through Cook County and IDPH. The Village has not been given permission to publicly discuss that information. It is a strongly coordinated effort between the County, IDPH and the two hospitals.She expects more information shortly. Village Trustee Boutet asked about the availability of tests in Oak Park. Village Manager Pavlicek stated that this is controlled at a level beyond the Village of Oak Park and is managed in the medical community. Mr. Charley added that he has not heard anything from residents regarding getting tested. The state continues to update the testing criteria and believes testing has increased, although not as much as they'd like. He will provide any information regarding that as soon as he receives it. Village Trustee Buchanan commented that there are still not enough tests and only symptomatic people are currently being tested. This is nationwide. However, there is a lot more testing occuring. Mr. Charley agreed and stated that they are now able to see not only positive results but the number of tests given, with more labs performing testing. Village Trustee Buchanan noted that 25 - 30% of her patients tested are testing positive. Village Manager Pavlicek noted that the Chiefs and Mr. Wielebnicki would be leaving the call. She added that the Village is trying to follow the following guidelines in all they do; care of others, coordination and communication. Village of Oak Park Page 3 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 VII. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Boutet and seconded by Village Trustee Walker-Peddakotla to approve the items under the Consent Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 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 NAYS: 0 ABSENT: 0 C. RES 20-123 A Resolution Approving a Purchase of Self-Contained Breathing Apparatuses and Associated Equipment from Air One Equipment, Inc. through the Houston Galveston Area Council Cooperative Purchasing Program in an Amount Not to Exceed $209,800.00 and Waiving the Village's Bid Process This Resolution was adopted. D. RES 20-124 A Resolution Extending the Declaration Emergency Affecting Public Health through May 5, 2020 Due to the Outbreak of the COVID-19 Disease in the State of Illinois as Previously Declared by Resolution 20-120 This Resolution was adopted. E. RES 20-125 A Resolution Approving a Purchase Price Agreement with Core & Main LP for Materials for Repair of Water Mains, Fire Hydrants, Water Services and Sewer Services in an Amount not to Exceed $50,000.00 in Fiscal Year 2020 and Authorizing its Execution This Resolution was adopted. F. RES 20-126 A Resolution Authorizing the Use of Motor Fuel Tax Funds in the Amount of $1,140,584.04 for Maintenance of Streets in the Village of Oak Park for the 2020 Fiscal Year This Resolution was adopted. G. ORD 20-032 An Ordinance Amending Section 15-3-18(F) of the Oak Park Village Code Regarding Parking Rates for the Village’s Avenue Garage This Ordinance was adopted. VIII. Regular Agenda H. ORD 20-023 An Ordinance Amending the Fiscal Year 2020 Annual Budget Village of Oak Park Page 4 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 Village Manager Pavlicek stated that typically during the first part of the year incomplete capital projects are reconciled by carrying forward the remainder of budgeted funds from the prior year. CFO Drazner stated that the amendment amounts to approximately $5,8 million; with $4.7 million allocated to the Madison TIF, $695,000 to Fleet and $370,000 to the Capital Fund. These are all unused funds from last year carried over to this year. Village Trustee Walker-Peddakotla asked what the amendment for Economic Development Initiatives for Public Works is. CFO Drazner stated that this includes a $200,000 carry over from the Lexington Development and a $3 million carry over from the Jupiter Development regarding costs related to environmental remediation. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Boutet, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 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 NAYS: 0 ABSENT: 0 I. ORD 20-031 An Ordinance Temporarily Waiving and Suspending a Portion of the Fees Charged by the Village for Parking Permits to Provide Emergency Assistance Due to the Outbreak of COVID-19 Disease Village Manager Pavlicek stated that staff is seeking Board authority to reduce parking permit fees for garages, lots and on-street parking by one half for a three month period. Although they have already seen a reduction in permit purchases, staff would like to lower the cost for those that still need them. Director of Development Customer Services Tammie Grossman stated that the COVID-19 crisis hit in the middle of renewals for garage and lot permits, These are mainly employees of Oak Park businesses and staff has offered to prorate their permit renewals at the discounted rate if they preferred to wait. The next round of renewals are for May 1, and are mainly on-street parking which impacts mostly tenants. Staff has worked with the vendor to provide notice that they will be receiving a 50% reduction starting May 1.They also have the option to wait to renew, as the on-street parking ban has been temporarily lifted. They are being encouraged, however, to purchase them now at the discounted rate as they are highly coveted. Village Trustee Walker-Peddakotla thanked staff and believes that due to the unemployment rate across the country, the Village needs to provide as much financial assistance as they can. Many people have reduced income or no income at all. She would be in favor of completely eliminating parking fees for now and revisit at a later date. Village Trustee Andrews agrees with staff's recommendation that reducing by half is appropriate. Village Trustee Moroney agreed with Village Trustee Andrews. He noted that the Village is already taking a big hit financially and it is wrong to assume that everyone has been catastrophically affected financially by the health crisis. Village of Oak Park Page 5 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 Village Trustee Taglia supports staff's recommendation despite the loss of revenue. Village President Abu-Taleb stated that it's important for the people who are holding these permits to continue renewing since they have a guaranteed parking spot once this is over. It was moved by Village Trustee Taglia, seconded by Village Trustee Boutet, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 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 NAYS: 0 ABSENT: 0 J. ORD 20-033 An Ordinance Temporarily Waiving and Suspending the Late Payment Penalty for Delinquent Water Charges to Provide Emergency Assistance Due to the Outbreak of COVID-19 Disease Village Manager Pavlicek stated that CFO Drazner has recommended that while the Village is not performing shut-offs for delinquent water bills during this time, late fees should be waived. The rationale is that three months down the road when people are able to pay their bills, this would become overly burdensome for them. Village Trustee Andrews agrees with the recommendation, as it shows the appropriate level of sensitivity. Village President Abu-Taleb asked if this applied to businesses as well as residential customers. CFO Drazner stated that it does. Village President Abu-Taleb asked whether it has been made clear to businesses that the Village is still working on how they are processing fees for business license, liquor license and other renewals. Village Manager Pavlicek stated that business license renewals, which are done simultaneously, have been postponed. Liquor licenses are done on a rolling basis and if a restaurant is doing carryout, the state still requires them to renew. The Village is following suit in those cases. If a business is closed completely, they would most likely be prorated to the time they open up again to avoid having to redo the entire application process. Village President Abu-Taleb asked Village Attorney Stephanides if the Village has a liquor licenses that allows takeout and delivery of liquor. Village Attorney Stephanides commented that the state has relaxed that rule to allow for takeout of bottled wine and beer. Mixed drinks are not allowed. The state has been promoting that information. Village Trustee Walker-Peddakotla noted that some businesses are aware. She believes that because there is no moratorium on rent, mortgage and utility payments, the Village should suspend as many fees and payments as possible. Village Trustee Taglia thinks that the Village is doing all they can do in this situation. Village Trustee Boutet is concerned about unemployed residents but is also concerned about Village revenue. She supports the Ordinance and is also happy that the Village is not doing water shut-offs. Village of Oak Park Page 6 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 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 NAYS: 0 ABSENT: 0 IX. Call to Board and Clerk Village Clerk Scaman thanked all first responders and asked all to stay home and be safe. Village Trustee Boutet also thanked first responders. She expressed sympathy to all and feels the pain of the community. She commented that the Village will be going through some tough times financially and some hard decisions will have to be made. Village Trustee Taglia thanked staff. Actions adopted tonight represent concrete actions the Board can do to help. He acknowledged that this is a difficult time and urged all to follow the rules. Village Trustee Andrews thanked first responders putting their lives and their families' lives on the line. He also thanked restaurant and grocery workers and their families, as well as staff. Village Trustee Buchanan thanked Mr. Charley and can't imagine what his workload has been the past three weeks. She is grateful to Oak Park residents that are complying with the Stay at Home Order. Village Trustee Moroney thanked staff and encouraged all to have some optimism. Measures in place seem to be working and this will end eventually. Village Trustee Walker-Peddakotla discussed how anxiety and depression are elevated for so many people at this time. She suggested reaching out to the Community Mental Health Board if anyone is having a tough time. She commented that sheltering in place is a privilege as so many essential workers cannot do that. There are also those who cannot shelter in place because they are detained or incarcerated. That issue has not been addressed enough. She has also seen a lot of positive things coming out of the community, such as residents making and donating masks. She would like to get masks to people in jail cells, farm workers, sanitation workers and others who need to be protected. She discussed the inequity regarding race in terms of COVID-19 patients. Village President Abu-Taleb thanked all. He asked that everyone be strong together, unite and be safe and they will all be on the other side of this, the sooner the better. X. Adjourn It was moved by Village Trustee Moroney, seconded by Village Trustee Boutet, to adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at 8:26 P.M., Monday, April 6, 2020. Respectfully Submitted, Village of Oak Park Page 7 Printed on 4/28/2020 President and Board of Trustees Meeting Minutes April 6, 2020 MaryAnn Schoenneman Deputy Village Clerk Village of Oak Park Page 8 Printed on 4/28/2020