President and Board of Trustees

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Agenda President and Board of Trustees Monday, February 1, 2021 5:30 PM Remote Meeting A Regular Meeting is being conducted remotely at 5:30 p.m. with live audio available and optional video. The meeting will be streamed live and archived online for on-demand viewing at www.oak-park.us/boardtv as well as cablecast on VOP-TV, which is available to Comcast subscribers on channel 6 and ATT Uverse subscribers on channel 99. Remote Meetings of the Oak Park Village Board of Trustees is authorized pursuant to Section 7 (e) of the Open Meetings Act. The Village President has determined that an in-person meeting is not practical or prudent due to the COVID-19 outbreak during the Governor’s disaster proclamation. It is also not feasible to have a person present at the Board’s regular meeting location due to public safety concerns related to the COVID-19 outbreak. The President and Board of Trustees welcome your statement into the public record of a meeting. Public statements of up to three minutes will be read into the record during Non-Agenda public comment or Agenda public comment, as an individual designates. Statements will be provided to the Village Board in their entirety as a single document. Please follow the instructions for submitting a statement provided below. You may also communicate with the Village Board at 708.358.5784 or email board@oak-park.us. Questions regarding public comment can be direct to 708-358.5672 or email clerk@oak-park.us Instructions for Remote Non-Agenda Public Comment Non-Agenda public comment is a time set aside at the beginning of each Village Board meeting for public statements about an issue or concern that is not on that meeting’s agenda. Individuals are asked to email statements to publiccomment@oak-park.us, to be received no later than 30 minutes prior to the start of the meeting. If email is not an option, you can drop comments off in the Oak Park Payment Drop Box across from the entrance to Village Hall, 123 Madison Street, to be received no later than 5 PM the day of the Village Board meeting. Non-agenda public comment will be limited to 30 minutes with a limit of three minutes per statement. If comment requests exceed 30 minutes, public comment will resume after the items listed under the agenda are complete. Instructions for Remote Agenda Public Comment Public statements for an agenda item of up to three minutes will be read into the record. Individuals are asked to email statements to publiccomment@oak-park.us, to be received no later than 30 minutes prior to the start of the meeting. If email is not an option, you can drop comments off in the Oak Park Payment Drop Box across from the entrance to Village Hall,123 Madison Street, to be received no later than 5 PM the day of the Village Board meeting. The Village Board permits a maximum of five statements for each side of any one topic that is scheduled for or has been the subject of a public hearing by a designated hearing body. These items are noted with (*) on the agenda. Village of Oak Park Page 1 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 I. Call to Order II. Roll Call III. Agenda Approval IV. Minutes A. MOT 21-23 Motion to Approve Minutes from Regular Remote Meeting of January 19, 2021 of the Village Board. Overview: This is a motion to approve the official minutes of meetings of the Village Board. V. Non-Agenda Public Comment VI. Village Manager Reports VII. Village Board Committees This section is intended to be informational. If there are approved minutes from a recent Committee meeting of the Village Board, the minutes will be posted in this section. VIII. Consent Agenda B. ORD 21-1 Concur with the Zoning Board of Appeals’ Recommendation and Adopt an Ordinance Granting a Special Use Permit to Operate a Drive-Through Facility located at 400-406 Madison Street Overview: The Zoning Board of Appeals held a public hearing on a special use application filed by the Applicant, Hinsdale Bank & Trust, pursuant to Section 8.3 ("Table 8-1: Use Matrix”) of the Oak Park Zoning Ordinance to operate an accessory drive-through facility for Hinsdale Bank & Trust at the property located at 400-406 Madison Street. C. ORD 21-2 Concur with the Zoning Board of Appeals’ Recommendation and Adopt an Ordinance Granting a Special Use Permit to Operate a Contractor Shop at 248 Madison Street. Overview: The Zoning Board of Appeals held a public hearing on a special use application filed by the Applicant, Don Todd, pursuant to Section 8.3 ("Table 8-1: Use Matrix”) of the Oak Park Zoning Ordinance to operate a contractor shop at the property located at 248 Madison Street. Village of Oak Park Page 2 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 D. ORD 21-3 Concur with the Plan Commission’s Recommendation and Adopt an Ordinance Granting a Special Use Permit for a Major Planned Development Containing a Five Story Multiple-Family Residential Building Consisting of 28 Dwelling Units and Parking on the Ground Floor at the Property Located at 261 Washington Boulevard. Overview: The request is for approval of a Planned Development for a five (5) story residential development with parking on the ground floor consisting of 28 rental dwelling units and 28 parking spaces with the following allowances: Increase in density, Increase in height, a reduction in the rear yard setback, a reduction in the front yard setback, decrease in parking lot landscape abutting a street and an increase in building coverage. E. ORD 21-4 Concur with the Historic Preservation Commission and Adopt an Ordinance Amending Chapter 7 (“Buildings”), Article 9 (“Historic Preservation”), Section 7-9-8 (‘Designation of Historic Landmarks and Interior Historic Landmarks”) of the Oak Park Village Code to Designate the Exterior of the Building Located at 609 Linden Avenue as an Historic Landmark Overview: On November 1, 2020, the Historic Preservation Commission received a completed application from the property owners to designate the property at 609 Linden Ave as an Oak Park Landmark. The Historic Preservation Commission conducted a preliminary determination of eligibility on the completed nomination report on November 12, 2020, which determined the property met at least one of the criteria for designation contained in the Historic Preservation Ordinance. The Commission held a public hearing on December 10, 2020. Legal Notice of the Public Hearing was published in the Wednesday Journal on November 25, 2020, and hearing notices were mailed to the Village property owners within 250 feet of the site. The Commission approved the nomination as the Findings of Fact and recommended approval of the property as an Oak Park Historic Landmark by the attached Resolution on December 10, 2020, as is mandated in the Historic Preservation Ordinance. G. ORD 21-6 An Ordinance Extending the Temporary Suspension of Water Service Disconnections for Accounts More Than Thirty Days Past Due After Statement Date Overview: On October 19, 2020, the Village Board adopted Ordinance 20-093 to confirm the temporary suspension of water service disconnections for accounts more than thiry days past due. This action expires February 16, 2021 and in anticipation of this expiration date, staff is seeking to extend the suspension, subject to the restriction noted below, through June 15, 2021 due to the ongoing COVID-19 pandemic and related economic crisis. Village of Oak Park Page 3 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 H. ORD 21-9 An Ordinance Amending the Fiscal Year 2021 Annual Budget Overview: An ordinance is hereby presented to appropriate funds for FY21. On a continuous basis, staff evaluates all expenditures and certain adjustments must be made based on various circumstances. On a quarterly basis (and sometimes more often if needed), these amendments are recommended to the Village Board for approval. The attached amendments for Board consideration include new funding requests pertaining to two positions which have not been budgeted in FY21 and one position which was upgraded from part to full time. The amendments for all three positions are related to additional support and tasks pertaining to the COVID-19 pandemic. I. RES 21-10 A Resolution Approving an Independent Contractor Agreement with South West Industries, Inc. d/b/a Anderson Elevator Co. to Provide Elevator Maintenance and Repair Services for a Three-Year Period in an Amount Not to Exceed $39,000.00 in Fiscal Year 2021 and Authorizing its Execution Overview: This agenda item is for the approval of an Independent Contractor Agreement with Anderson Elevator Co. for elevator maintenance and repair services at Village Hall, Public Works Center, Holley Court Garage, Avenue Garage and OPRF Garage for a three-year period. The current agreement expired on December 31, 2020. J. ORD 21-14 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 Overview: Due to the COVID-19 disease outbreak, staff is recommending that the Village extend the existing waiver and suspension the 10% late payment penalty on water charges set forth in Village Code Section 26-2-3 for water/sewer bills due through June 15, 2021. K. RES 21-7 A Resolution Approving an Independent Contractor Agreement with Cerniglia Co. for Village Wide Emergency Water and Sewer Repair Services in 2021 in an Amount Not to Exceed $40,000.00 and Authorizing its Execution Overview: The Village contracts with plumbing contractors for emergency water and sewer repair work in the Village right of way. Work is assigned to contractors when the needed response exceeds our internal capacity in terms of personnel and or equipment. Multiple Agreements will be proposed to ensure adequate coverage in an emergency situation including this agreement with Cerniglia, Co. Village of Oak Park Page 4 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 L. RES 21-9 A Resolution Approving an Independent Contractor Agreement with Gino’s Heating & Plumbing Inc. for Village Wide Emergency Water and Sewer Repair Services in 2021 in an Amount Not to Exceed $40,000.00 and Authorizing its Execution Overview: The Village contracts with plumbing contractors for emergency water and sewer repair work in the Village right of way. Work is assigned to contractors when the needed response exceeds our internal capacity in terms of personnel and or equipment. Multiple Agreements will be proposed to ensure adequate coverage in an emergency situation including this agreement with Gino’s Heating & Plumbing Inc. M. RES 21-8 A Resolution Approving an Independent Contractor Agreement with IHC Construction Companies, L.L.C. for Village Wide Emergency Water and Sewer Repair Services in 2021 in an Amount Not to Exceed $40,000.00 and Authorizing its Execution Overview: The Village contracts with plumbing contractors for emergency water and sewer repair work in the Village right of way. Work is assigned to contractors when the needed response exceeds our internal capacity in terms of personnel and or equipment. Multiple Agreements will be proposed to ensure adequate coverage in an emergency situation including this agreement with IHC Construction Companies, L.L.C. N. RES 21-11 A Resolution Approving an Independent Contractor Agreement with Aramark Uniform and Career Apparel, LLC to Provide Floor Mat Services for a Three-Year Period for a Total Amount Not to Exceed $45,349.59 and Authorizing its Execution Overview: This agenda item is for the approval of a three-year Independent Contractor Agreement with Aramark for floor mat services at Village Hall, Public Works Center, Holley Court Garage, Avenue Garage, OPRF Garage and three fire stations for a three-year period. The agreement with another vendor has expired. Village of Oak Park Page 5 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 O. RES 21-12 A Resolution Approving the Renewal of an Independent Contractor Agreement with Oak Brook Mechanical Services, Inc. to Provide Emergency Repairs and Planned Maintenance for Heating, Ventilation and Air Conditioning (HVAC) Work for an Amount Not to Exceed $30,000.00 and Authorizing its Execution Overview: The Public Works Departments Building Maintenance contractor typically makes repairs as needed to various HVAC systems at all Village owned buildings. On the occasion when the contractor is unavailable, lacks the necessary equipment, skill or licensing to perform such repairs, or when multiple repairs are required simultaneously, an outside HVAC contractor is called to complete the repairs. This item provides for the approval of a renewal of the agreement with Oak Brook Mechanical Services, Inc. for these services. P. RES 21-13 A Resolution Approving a Sublease Agreement Between Oak Park Land II, LLC and the Village of Oak Park for Village Parking Lots 13, 59 and 96 and Authorizing its Execution Overview: Historically, the Village has entered into a sublease agreement with U.S. Bank for ths use of Lots 13, 59 and 96. Oak Park Land II, LLC will be purchasing the property in early January 2021. This sublease agreement with the new owner, Oak Park Land II, LLC will permit the Village to continue to administer parking on these three parcels on a month to month basis. Q. RES 21-14 A Resolution Approving the Renewal of a Dumping of Excavated Materials Price Agreement with Waste Management of Illinois, Inc. in an Amount Not to Exceed $95,000.00 in Fiscal Year 2021 and Authorizing its Execution Overview: The Public Works Department, Water & Sewer and Street Divisions dispose of approximately 2,500 tons of excavated materials per year from water and sewer repair. This item allows for the disposal of this material at a local Waste Management transfer station. R. RES 21-17 A Resolution Approving an Amendment to a Contract with Swallow Construction Corporation for Project 20-9 Water Main Valve Replacements, to Change the Not To Exceed Amount from $108,969 to $115,878 and Authorizing its Execution Overview: A change order is needed due to additional costs for patching the roads and additional storm sewer repairs required as part of the water valve replacement project. The additional work amounted to $6,909. Village of Oak Park Page 6 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 S. RES 21-22 A Resolution Approving Expenditures For Annual Credit/Debit Card Merchant Processing Services with Chase Paymentech in an Amount Not to Exceed $55,000 for Fiscal Year 2021 Overview: The Village utilizes the services of Invoice Cloud Inc. to process various transactions paid online. Chase Paymentech works in conjunction with Invoice Cloud as the credit card merchant processor and fees are based on both volume and dollar amount of all transactions paid online. T. RES 21-23 A Resolution Approving a Professional Services Agreement with TranSystems Corporation for Construction Engineering for the Oak Park Avenue Improvement Projects in an Amount Not To Exceed $999,102 and Authorizing its Execution Overview: The Engineering Division requested proposals for construction engineering services for the Oak Park Avenue Improvement projects which include the federally funded street resurfacing project and two water and sewer main improvement projects. The Village received ten proposals for this construction management and interviewed two firms. The proposal from TranSystems Corporation best fit the needs of the Village for this project and they were the most qualified to perform these services. The work involves managing construction for the various projects on Oak Park Avenue in 2021, public outreach, and coordinating construction with the impacted businesses and stakeholders. U. RES 21-24 A Resolution Approving a Parking Lot License Agreement with the Harrison Street Bible Church and Authorizing Its Execution. Overview: Historically, the Village has entered into a license agreement for the use of twenty-six (26) spaces owned by the Harrison Street Bible Church (Lot 93). V. RES 21-55 A Resolution Approving the Renewal of a Professional Services Agreement Between the Village of Oak Park and VistaNational Insurance Group, Inc. through December 31, 2021 in an Amount Not to Exceed $39,000 for Broker Services for Village Employee Benefits and Authorizing its Execution Overview: VistaNational Insurance Group, Inc. has been providing insurance brokerage services for Village Employee Benefits since 2015. The Village has received strong brokerage service from VistaNational and recommends a renewal of services for one year through December 31, 2021. W. RES 21-30 A Resolution Approving a Parking Lot License Agreement with Calvary Memorial Church of Oak Park, Illinois and Authorizing Its Execution Overview: Historically, the Village has entered into a license agreement for the use of the parking lot owned by Calvary Memorial Church (Lot 16). Village of Oak Park Page 7 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 X. RES 21-29 A Resolution Approving the Renewal of a Professional Services Agreement with Thompson Elevator Inspection Service, Incorporated for Fiscal Year 2021 for Elevator Inspections and Plan Review Services in an Amount Not to Exceed $50,000 and Authorizing its Execution. Overview: Elevators are unique, complex and specialized. In order to continue to provide optimum customer service, the Village of Oak Park shall continue to outsource the twice-annually safety inspections and construction plan review activities. Y. RES 21-31 A Resolution Approving an Amendment to the Renewal of an Independent Contractor Agreement with South West Industries, Inc. d/b/a Anderson Elevator Co. to Change the Not to Exceed Amount from $28,155.00 to $45,155 for Elevator Maintenance, Repair and Testing Services in 2020 and Authorizing its Execution Overview: Several significant and unanticipated repairs were made to the elevators at the Holley Court parking structure in 2020. Additionally, due to processing errors, several invoices from 2019 remain unpaid. Consequently, an amendment increasing the not to exceed amount is necessary to pay remaining invoices. Z. RES 21-41 A Resolution Approving a First Amendment to the Commercial Lease with the Oak Park Partnership Limited Partnership to Extend the Lease for a Construction Field Office for the Lake Street and Oak Park Avenue Improvement Projects at 100 Forest in an Amount not to Exceed $13,750 and Authorizing its Execution Overview: The Village is currently leasing a construction field office at 965 Lake Street for the Lake Street projects for the engineering firm to oversee the work which expires at the end of January 2021. The field office is still needed for the Lake Street project and can also be used as the lowest cost option for the upcoming Oak Park Avenue projects. The Village would be leasing the space from February 2021 until June of 2022 at a cost of $800 per month for the first 14 months and $850 per month for the last three months plus internet and phone utilities. AA. RES 21-46 A Resolution Authorizing the Release of the Draft Program Year 2019 Consolidated Annual Performance and Evaluation Report (CAPER) for a Comment Period and Approval Thereafter Overview: The Consolidated Annual Performance and Evaluation Report (CAPER) is a HUD-required document that Community Development Block Grant (CDBG) and Emergency Solutions Grant (ESG) grantees must submit each year. The 2019 program year (PY) ended September 30, 2020 and this Draft PY 2019 CAPER must be released for public comment before it is submitted to HUD on March 29, 2021. Village of Oak Park Page 8 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 AB. RES 21-47 A Resolution Approving an Amendment to the Grant Agreement with the Cook County Department Of Public Health for a Lead Poisoning Prevention Program Grant in the Amount of $80,000 and Authorizing its Execution Overview: The Village entered into a three year grant agreement with the Cook County Department of Public Health for a Lead Poisoning Prevention Program in 2018. Cook County is offering to amend the grant agreement extending the contract until November 30, 2021 and increasing the amount payable by $80,000 for a total grant amount of $320,000. AC. RES 21-51 A Resolution Approving an Amendment to a Contract with Cerniglia Co. for Project 19-17 Water and Sewer Main Improvements, to Change the Not To Exceed Amount from $1,482,683 to $1,557,852 and Authorizing its Execution Overview: A change order is needed due to additional costs for labor and material increases as a result of delaying the project due to the COVID pandemic to minimize impacts to the West Suburban Medical Center as well as additional costs for traffic control and striping since the project could no longer be coordinated with the City of Chicago’s project on Austin. The additional work amounted to $75,168. AD. RES 21-52 A Resolution Approving the Engagement of Attorneys/Law Firms for Legal Services to be Performed on Behalf of the Village of Oak Park for the 2021 Fiscal Year Overview: Since 2012, it has been standard protocol for the Village Manager to bring all engagements for contractual legal services to the Village Board for authorization in the event that through the course of a calendar year the costs of services were to exceed $25,000. AE. RES 21-53 A Resolution Authorizing the Submission of an Illinois Department of Transportation (IDOT) Sustained Traffic Enforcement Program (STEP) Grant Application that Focuses on High Visibility Traffic Enforcement During Specific Dates and Times of the Year, Primarily Around National Holidays Overview: This resolution authorizes staff to submit an application for the IDOT STEP grant that is designed to enhance enforcement efforts aimed at reducing fatalities and serious injuries on some of the deadliest times of the year for vehicle travel. The IDOT STEP grant would fund 100% of the costs associated with these enforcement efforts. IX. Regular Agenda Village of Oak Park Page 9 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 AF. ORD 21-10 Concur with the Plan Commission’s Recommendation and Adopt an Ordinance Granting Major Modifications to Special Use Ordinance 17-264 for the Construction of a Private Parking Garage at the Property located at 520 South Maple Avenue Overview: The applicant, Rush Oak Park Hospital, was approved to construct a private surface parking lot in 2017 for hospital staff and patrons. The Applicant is requesting to replace the approved surface parking lot with a private parking garage consisting of six floors and 713 parking spaces. The H-Hospital Zoning District allows a maximum height of 80 feet on the subject property. This agenda item is a companion to Agenda Item ORD 21-11 for the vacation of a portion of Monroe Street between Wisconsin Avenue and Wenonah Avenue abutting their existing and proposed parking garage site. Two ordinances are provided, one reflecting the submitted request and one reflecting the Plan Commission’s recommention. AG. ORD 21-11 Concur with the Plan Commission’s Recommendation and Adopt an Ordinance Authorizing the Vacation of a Certain Portion of Monroe Street Located between Wisconsin Avenue and Wenonah Avenue in the Village of Oak Park, Cook County, Illinois Overview: The Applicant is proposing to vacate a portion of Monroe Street and a small portion of Wisconsin Avenue. The Monroe Street vacation portion is a 21-foot-wide section of the 66-foot-wide right-of-way for a length of 332 feet between Wisconsin Avenue and Wenonah Avenue and a small portion of Wisconsin Avenue 15 feet wide a length of 66 feet. The remaining right-of-way contains the roadway, south side parkway including parkway trees and public sidewalk that will be maintained by the Village. The hospital’s plan to manage traffic to and from the proposed garage includes the use the portion of Monroe Street that will be vacated (See attached Plans). This is a companion application to ORD 21-10; Special Use Ordinance Amendment for a Parking Garage. AH. ORD 21-12 Concur with the Plan Commission’s Recommendation and Adopt an Ordinance Granting a Zoning Ordinance Map Amendment for the Properties Located at 601-615 Maple Avenue from the R-7 Multiple Family District to H Hospital District Overview: The applicant, Rush Oak Park Hospital, purchased the subject properties for incorporation within their existing campus and submitted a request for rezoning from residential to hospital in support of their future hospital use. X. Regular Agenda for Items Pursuant to Village Code Chapter 3 Alcoholic Liquor Dealers or Related (President Pro-Tem Boutet ) Village of Oak Park Page 10 Printed on 03:10 PM February 1, 2021 President and Board of Trustees Meeting Agenda February 1, 2021 F. ORD 21-5 An Ordinance Waiving and Suspending a Portion of the Alcoholic Liquor License Fee for any Non-Package Class C Liquor License Issued Pursuant to Chapter 3 (“Alcoholic Liquor Dealers”) of the Oak Park Village Code to Provide Emergency Assistance due to the Outbreak of COVID-19 Disease Overview: The ordinance waives and suspends 50% of the 2021 liquor license fee due pursuant to Chapter 3 (“Alcoholic Liquor Dealers”) of the Oak Park Village Code for any current non-package Class C liquor license for the time the Village’s declaration of emergency that was in effect as of June 1, 2020 due to the outbreak of COVID-19 disease. Call to Board and Clerk XI. Adjourn Village of Oak Park Page 11 Printed on 03:10 PM February 1, 2021