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, July 20, 2020 6:30 PM Village Hall I. Call to Order Village President Abu-Taleb called the meeting to order at 6:31 P.M. It was stated that an in-person meeting is not practical or prudent due to COVID-19 and that it is not feasible to have a person present in Village Board chambers due to safety concerns related to the COVID-19 outbreak. 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 Walker-Peddakotla, to approve the agenda with the change of moving Item P. to the consent agenda. This 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 IV. Minutes A. MOT 20-045 Motion to Approve Minutes from Regular Remote Meeting of July 6, 2020 and Special Remote Meeting of July 13, 2020 of the Village Board. It was moved by VIllage Trustee Andrews, seconded by Village Trustee Boutet to approve the minutes. 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 Village of Oak Park Page 1 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 V. Non-Agenda Public Comment Kristen Woods: Expressed frustration for parking permit restrictions for renters and condo owners. Megan Lothamer: Provided detailed information regarding frustration related to parking restrictions for Board review and consideration. Kevin Barnhard and Sue Humphreys: Sue Humphreys and Kevin Barnhart called for removal of a "Guide to the Suspicious" on the Village's website as not prioritizing the safety of our Black and Brown community members. Comments also included request for clarity on next steps for addressing public safety concerns and the Citizen Police Oversight Committee, as well as a communication plan for engaging the public on these discussions. VI. Village Manager Reports B. ID 20-197 Review of the Revised Village Board Meeting Calendars for July thru December 2020. Village Trustee Walker-Peddakotla provided her opinion that August remain meeting free for a needed break for Trustees and staff. Village President Abu-Taleb agreed. Village Trustee Boutet conveyed her concern for taking time off with the need for equity discussions looming. The Village Manager clarified which meetings in the schedule are Village Board meetings. Village Trustee Taglia and Andrews would prefer to have time off in August but will make themselves as available as possible to have needed conversations on equity. Village Trustee Buchanan agrees. Village Trustee Moroney is fine with the schedule as presented by Village staff. VII. Village Board Committees Village Trustee Boutet complimented members of the School Board for making difficult decisions in a thoughtful manner. VIII. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Andrews and seconded by Village Trustee Boutet 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. ORD 20-063 An Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 1 (“In General”) of the Oak Park Village Code to Add a New Section 15-1-28 (“Slow Streets Pilot Program”) Village of Oak Park Page 2 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 This Ordinance was adopted. D. RES 20-166 Resolutions Approving Sub-Recipient Agreements for the Federal Coronavirus Aid, Relief, and Economic Security Act (CARES Act) Community Development Block Grant - Corona Virus (CDBG-CV) Public Services Funding in an Amount Not to Exceed $162,107 This Resolution was adopted. E. RES 20-174 A Resolution Approving a Contract with Unique Plumbing Co., Inc. for Project 20-5, Euclid Avenue Water and Sewer Improvements, in an Amount not to Exceed $291,201 and Authorizing its Execution This Resolution was adopted. F. RES 20-176 A Resolution Approving A Local Public Agency Agreement For Federal Participation with the State Of Illinois for Construction of the Oak Park Avenue Resurfacing Project, Section Number 19-00265-00-RS, and Authorizing Its Execution This Resolution was adopted. G. RES 20-177 A Resolution Approving an Independent Contractor Agreement with Barricade Lites, Inc. for the Rental of Traffic Control Equipment for the Slow Streets Pilot Program, in an Amount not to Exceed $40,000 and Authorizing its Execution This Resolution was adopted. H. RES 20-178 A Resolution Approving an Inter-Governmental Grant Agreement with the State of Illinois, Department of Public Health in the Amount of $817,632 for COVID-19 Contact Tracing and Authorizing its Execution This Resolution was adopted. I. RES 20-179 A Resolution Approving the Renewal of a Professional Services Agreement with PMA Management Corp. to Provide Third Party Administrator (TPA) Services for the Village’s Workers Compensation Program for a Three Year Period in an Amount Not to Exceed $30,050.25 Annually and Authorizing its Execution This Resolution was adopted. J. MOT 20-037 A Motion to Approve the June 2020 Monthly Treasurer’s Report for All Funds This Motion was approved. K. MOT 20-038 A Motion to Approve the Bills in the Amount of $4,740,534.43 from June 9, Village of Oak Park Page 3 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 2020 through July 10, 2020 This Motion was approved. P. RES 20-175 A Resolution Authorizing Local Funding for the Federally Funded Oak Park Avenue Resurfacing Project, Section Number 19-00265-00-RS This Resolution was adopted. Susan Kurtenbach: Susan's public comment was in support of slow streets as a way to share space and provide Oak Park residence with a safe place to exercise. Ira Rigaud: Ira expressed her opinion in favor of slow streets and stressing the need for continued attention to appropriate development along Madison Street to show the attention to this area of the Village that it deserves. IX. Regular Agenda L. RES 20-104 A Resolution Approving a Professional Services Agreement with the National League of Cities Race, Equity And Leadership Team, a Division of the National League of Cities, for Administering Staff Equity Training in an Amount Not to Exceed $41,538 and Authorizing its Execution Jacquelyn Rodriquez: Cautioned the Village Board to table this agenda item in support of providing the Community Relations Commission an opportunity to review the proposals and seek out participation from GARE as a leader in the industry. Maya Puentes: Maya strongly feels GARE would be a better choice for equity training for the Village of Oak Park, also believes the Community Relations Commission should have the opportunity to provide input on the proposals. Cate Readling: Cate expressed strong disappointment that a local minority owned business has not been selected to lead equity training for the Village of Oak Park and shared her view on why this is vitally important to do. Village Manager Pavlicek introduced the agenda item and turned over the discussion to Assistant Village Manager/HR Director Kira Tchang. Ms. Tchang further explained the Request for Proposal (RFP) process. Six proposals were received. The Village internal review committee consisting of Ms. Tchang, and Community Relations Department staff Cedric Melton and Cassandra Hurt identified National League of Cities Race, Equity and Leadership Team (REAL) as the most experienced in working with governmental bodies. The Village currently has a membership with GARE, another provider of equity training. The Village will continue to utilize that membership as a resource. The committee did work with the Chair of the Community Relations Commission (CRC) to identify questions for proposal interviews that reflected priorities of CRC for equity training and services. The REAL team would conduct an assessment of Village policies and processes after which all staff and elected officials would be trained to 1) identify what is working, 2) develop a shared language, 3) identifying opportunities for continuing to move forward for equity goals, and 4) develop that internal infrastructure to assist the Village with community relations and partnerships into the future. Training will be virtual due to COVID-19. A Village of Oak Park Page 4 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 virtual format does have challenges but does provide for scheduling flexibility. The REAL team would provide 20 additional hours to work with the core Village equity team so that all initiatives are sustainable and can be advanced. Outcomes that the Village is seeking with this training is to provide staff with a shared language so that all are better equipped to follow through with a long term commitment for addressing equity, understanding that this is not a one and done training opportunity. Village Trustee Boutet shared concerns that she did not visualize the format of training described. Her intention was racial equity training at a Village policy level rather than training that includes frontline staff diversity training, as she sees it. Leon Andrews from the National League of Cities responded that what Village Trustee Boutet has described is more of a phase two discussion and that the work they are planning, which is equity training and not diversity training, is necessary in preparing for policy level equity training. The training of a core Village equity team can assist with the Villages ability to plan for a phase two in the future. Mr. Andrews responded to conversation regarding GARE by sharing that GARE and the REAL team are partners on many projects and work within the same industry without need for competing with each other. Village Trustee Walker-Peddakotla emphasized her goal of advancing policy equity training specifically and values above other organizations the work of GARE in this industry. Ms. Walker-Peddakotla wanted to understand how CRC was engaged in the process of reviewing and recommending the National League of Cities REAL team proposal. Ms. Tchang reiterated that CRC was consulted the writing of questions for proposal interviews but no directly involved in the interview and selection process. Village Trustee Walker-Peddakotla motioned to table this decision and forward the proposals to the CRC for their review and recommendations. Her feeling is that it is responsible for Trustees to have information from staff as well as advisory boards made of Village residents that are experts in specific areas to help inform the Village Board before making decisions. Village Trustee Buchanan seconded Village Trustee Walker-Peddakotla's motion to table this item until CRC has a chance to review the proposals and provide the Village Board with further insight. Village Trustee Moroney is in favor of staffs recommendation to work with the National League of Cities. He values there experience working with municipalities and that the Village already has a working relationship with them. Village Trustee Boutet respects the recommendation to refer back to CRC but does not wish to hold up moving forward. She also expressed concern for how other proposals rated with respect to her desire to see the Village focus on equity policy training. Ms. Tchang reiterated how the internal review committee came to the recommendation of choosing the National League of Cities. National League of Cities representative Rita Soler Ossolinski further clarified that while National League of Cities is not a trainer organization REAL is and has an extensive portfolio. She stressed that trainings are customized to the needs of the community with the understanding that no two communities are the same. Community Relations Department Director Cedric Melton spoke to how National League of Cities responded to questions related to equity training with insight and appropriateness to customizing the training. Village Trustee Walker-Peddakotla reiterated the importance of allowing CRC the opportunity to review the proposals in taking the time to do this with all integrity and responsibility, CRC has championed this initiative from the beginning. Village of Oak Park Page 5 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 Village President Abu-Taleb stated he is in favor of the proposal from the National League of Cities REAL Team and expressed his approval of the RFP process and all that participated. It was moved by Village Trustee Walker-Peddakotla and seconded by Village Trustee Buchanan to table a Resolution approving a Professional Services Agreement with the National League of Cities, Equity and Leadership Team, a Division of the National League of Cities, for administering staff equity training until such time as the Community Relations Commission is able to review all proposals from the RFP and make a recommendation. The motion failed. The roll call vote was as follows: Ayes: 4 - Village President Abu-Taleb, Village Trustee Andrews, Village Trustee Moroney, and Village Trustee Taglia Nays: 3 - Village Trustee Boutet, Village Trustee Buchanan, and Village Trustee Walker-Peddakotla Absent: 0 It was moved by Village Trustee Moroney and seconded by Village Trustee Andrews to approve the agenda item. The motion was approved. The roll call on the vote was as follows. AYES: 5- Village President Abu-Taleb, Village Trustee Andrews, Village Trustee Boutet, Village Trustee Moroney, and Village Trustee Taglia NAYS: 2- Village Trustee Buchanan, and Village Trustee Walker-Peddakotla ABSENT: 0 M. ORD 20-064 An Ordinance to Confirm the Expiration of the Temporary Suspension of Water Service Disconnections for Accounts More Than Thirty Days Past Due After Statement Date Village Manager Pavlicek introduced the agenda item. Village President Abu-Taleb stated that he does not support water service disconnections. He would support returning to regular business on September 30th. Village Trustees Andrews and Taglia agree with the Village President. Village Trustee Walker-Peddakotla would support suspending disconnections as long as we are still in a pandemic. Village Manager Pavlicek shared with members of the Village Board that the CFO does have authority to enter into payment plans with residents. Village Trustees Walker-Peddakotla and Boutet expressed support for staff entering into payment plans whenever possible. Village Trustee Moroney shared his support for suspending shut-offs as well. He further clarified for public information that water bill fees are collected in full before transfer stamps can be issued. Additional discussion was had on following up with larger businesses that have outstanding water bills. The CFO further clarified that the suspension also suspends late fees. Village President Abu-Taleb summarized that the pandemic is an ongoing difficult situation and supports extending a deadline for suspending water service disconnections. The motion was amended to adopt an ordinance temporarily suspending water service disconnections for accounts more than thirty days past due after statement date to specify through September 30, 2020. It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Andrews, that this Ordinance be adopted as amended. The motion was Village of Oak Park Page 6 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 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 N. ORD 20-065 An Ordinance Amending the Fiscal Year 2020 Annual Budget Village Manager Pavlicek introduced the agenda item. Ms. Pavlicek explained her reasons for asking for support to recruit and hire a second Deputy Village Manager including the need for staff capacity to change organizational systems in response to COVID-19, seek new efficiencies and modernize processes, as well as ongoing needs related to responding to the pandemic. Village Trustee Boutet expressed concern for additional spending. Village Manager Pavlicek explained that the expenditure is related to identifying savings and clarified that the funds are being moved over from the external support line item of the Village Managers budget. Village Trustee Andrews expressed support for the skill set that has been identified as a need but did caution that concern for the number of direct reports to the Village Manager. Village Trustee Taglia supports this agenda item. Village President Abu-Taleb expressed his satisfaction to see this item come forward taking into consideration how hard staff work. 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 O. RES 20-172 A Resolution Approving Program Year (PY) 2020 Funding Recommendations and Release of the Draft PY 2020-2024 Consolidated Plan and the Draft PY 2020 Action Plan for Public Comment, Approval and Submittal. Stephen Morales: Mr. Morales provided a comment as the Chair of the Community Development Citizens Advisory Committee highlighting the importance of these grants to agencies that do great work serving the most vulnerable in our community, particularly during a pandemic that has hit many very hard. Village Manager Pavlicek introduced the agenda item as part of the public process of approving the related documents. Village Trustee Boutet explained that she pulled this agenda item off of consent to highlight the value of the draft consolidated plan for housing and community development and the draft action plan as clearly identifying our communities needs. Her ask is that the Village Board review these documents at a special meeting. Development Customer Services Director Tammie Grossman explained the process of releasing these documents to the public and seeking public comment to bring back to the Village Board for approval. Village Trustee Walker-Peddakotla does not necessarily see the need for a special meeting when the document is available to read. Village of Oak Park Page 7 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 Ms. Walker-Peddakotla would like the data provided in the document to be utilized when discussing related policy. It was moved by Village Trustee Boutet, seconded by Village Trustee Andrews, that this Resolution 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 Q. MOT 20-043 A Motion to provide further direction to staff to discuss racial equity and policing in Oak Park Village Trustee Buchanan requested this agenda discussion for more clarity on how the Village is moving forward on racial equity and policing discussions. Her specific asks were 1) more detailed information on the community policing forums, 2) what is the priority of discussing the Village's use of force policy or is more direction needed to determine what policing conversations should be prioritized, 3) clarify goals regarding use of a consultant, and 4) whether there is desire to move forward with a study session on the 21st Century Policing roadmap as a potential starting point for reviewing policing, originally introduced by Village Trustee Boutet. Village Trustee Buchanan would support a study session on racial equity and policing. Village Trustee Boutet stated that she understood the priority from the last meeting to be more on reviewing the function of the Citizen Police Oversight Committee rather than use of force policy. Trustee Boutet would like to look at the 21st Century Policing roadmap utilizing a facilitator rather than a consultant. She values the policing model that Oak Park has but recognizes that discussions are necessary. Village Trustee Moroney has faith in Assistant Village Attorney Rasheda Jackson and the Village Manager to provide structure for facilitating discussions on policing. Village Manager Pavlicek shared that the process for moving forward started with Board approval of the Obama pledge which outlines reviewing of use of force. Further direction from the Village Board at the June 22nd meeting was to hold community conversations, which staff has been preparing for and will be led by Rasheda Jackson, and to hire a consultant for an assessment on policing. The community meetings are listening sessions with the public regarding experiences with Oak Park Police. There is the potential for August Board meetings, which would focus on Board direction to hire a consultant for a Village assessment and review of the Citizen Police Oversight Committee. Additional meetings would be working from what is heard at the community meetings. Village Trustee Boutet is not interested in conducting a police audit. She firmly believes we need to host listening sessions and move forward more directly on what is heard from the community without a consultant. Village Trustee Walker-Peddakotla motioned to have Freedom to Thrive members present to the Village Board. Village Trustee Buchanan seconded the motion. Village Trustee Boutet agreed but stated she is not sure a presentation from Freedom to Thrive is necessary because they already have the report. She feels we need to hear from the community without a consultant and respond to those discussions. Village President Abu-Taleb requested guidance from the Village Attorney on how a Board could reconsider a previously approved motion since Village Trustee Boutet does not seem to Village of Oak Park Page 8 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 recognize that hiring of a consultant was already voted on and approved. Village Attorney Stephanides explained what a "motion for reconsideration" is and how to move forward with that if decided. He further clarified that the situation before them currently is a new motion presented by Trustee Walker-Peddakotla, not a reconsideration. Village Trustee Boutet stated that her desire is to provide clarification on the role of a consultant and her suggestion is to adopt the 21st Century Policing roadmap and follow that direction. Village President Abu-Taleb reiterated that what the Village Board has already agreed on is to hire a third party consultant to guide them. Village Trustee Boutet reiterated that she does not agree and believes that a third party consultant that is only going to tell them what they want to hear is not a productive path forward. Village Trustee Andrews is fine with the process that has already been established, including the review of the Citizen Police Oversight Committee (CPOC). There was discussion on assumptions regarding a consultant between Trustee Andrews and Trustee Boutet. Village Trustee Andrews believes a consultant is a reasonable approach. Village Manager Pavlicek responded for Village Trustee Buchanan on the process of choosing a consultant and if the Village Board will have an opportunity to provide more direction in August. Village Manager Pavlicek explained that staff is in the research phase and is closely watching what is happening in other communities to evaluate various approaches with a consultant based on feedback from the community meetings. After that point, with the direction from the Village Board to hire a consultant, it would come back to the Village Board if the amount is above the Village Managers spending authority. Village Trustee Buchanan did state that her preference is to hire a person with experience in doing this and that she also does not believe we need an audit of the police department. Village Trustee Moroney pointed to the clear process from staff that is before them and that they are now participating in Board chaos that is not helpful. He trusts the Assistant Village Attorney and Chief of Police to do their jobs. Village Trustee Walker-Peddakotla reiterated that members of the community, Freedom to Thrive, have already been working on all of this. Village Trustee Taglia feels the decisions have already been made and it is time to move ahead, following the Obama pledge. Village Trustee Andrews suggested each Trustee should email information that they want to gather from community conversations and for her to use that information to evaluate what skill sets are needed from a consultant for moving forward. Village Trustee Boutet reiterated again that she wants to follow the 21st Century Policing roadmap. Village Manager Pavlicek does not recommend attempting to micro-manage the two community policing meetings that are currently planned and reevaluate after what is heard from those meetings. Village Trustee Walker-Peddakotla reminded members of the Village Board that CRC had it on their work plan to host community policing meetings and that task was removed from their action plan by staff. She had also recommended that CRC work with the Citizen Police Oversight Committee and both were lost opportunities. Village Trustee Buchanan responded to Trustee Moroney's comment that as Board members the discussion is recognizing that some of them have different ideas on how to move forward versus that of the Village Manager and that is their prerogative. Village President Abu-Taleb suggested they try to build trust between them so they can accomplish this task. Village Trustee Walker-Peddakotla brought back her motion to hear from Freedom to Thrive. Village Trustee Andrews does not believe a vote is warranted for determining who speaks at a meeting. Village Trustee Walker-Peddakotla understood her motion, seconded by Trustee Buchanan, to be adding a presentation from Freedom to Thrive to a future Board agenda as a practice of Board protocols rather than a motion requiring a vote. Based on the discussion the motion was withdrawn. This Motion was approved. Village of Oak Park Page 9 Printed on 8/5/2020 President and Board of Trustees Meeting Minutes July 20, 2020 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 XI. Adjourn Respectfully submitted, Vicki Scaman, Village Clerk It was moved by Village Trustee Buchanan, seconded by Village Trustee Taglia, to adjourn. The motion was approved. The meeting was adjourned at 9:24 P.M. 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 Village of Oak Park Page 10 Printed on 8/5/2020