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, March 1, 2021 6:30 PM Remote Meeting I. Call to Order Village President Abu-Taleb called the meeting to order at 6:32 P.M. He authorized a statement be read providing that the meeting is being held remotely due to COVID-19 restrictions and guidelines and that it is not prudent to have people present at the Village Board's regular meeting location due to public health concerns related to that pandemic. 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 Personnel It was moved by Village Trustee Andrews, seconded by Village Trustee Moroney, to enter into Executive Session pursuant to 5 ILCS 120/2/(c)(21) Review and Approval of Executive Session Minutes and 5 ILCS 120/2/(c)(1) Compensation and Performance of Specific Employees. The motion was approved. The roll call on the vote was as follows: V. Reconvene to Remote Regular Meeting and Call to Order The Regular Meeting reconvened at 7:33 P.M. VI. Roll Call Present: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 1- Village Trustee Andrews VII. Agenda Approval It was moved by Village Trustee Boutet, seconded by Village Trustee Moroney, to approve the Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Village of Oak Park Page 1 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 NAYS: 0 ABSENT: 1- Village Trustee Andrews VIII. Minutes A. MOT 21-30 Motion to Approve Minutes from Regular Remote Meeting of February 16, 2021 and Special Remote Meeting of February 22, 2021 of the Village Board. It was moved by Village Trustee Moroney, seconded by Village Trustee Taglia to approve the Minutes. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Andrews IX. Proclamation M. ID 21-104 Motion to Adopt a Proclamation In Memory of Lives Lost to COVID-19 on March 1st. Village Trustee Arti Walker-Peddakotla read the Proclamation aloud. It was moved by Village Trustee Buchanan, seconded by Village Trustee Taglia to adopt the Proclamation. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Andrews X. Non-Agenda Public Comment Arthur Paris, Owner, Carnival Grocery: Arthur thanked the Oak Park Avenue Construction Team and Village Engineer for visiting Carnival to discuss the upcoming construction. After he spoke with neighbors who will be affected by the project as well as the Oak Park Chamber of Commerce, they developed a preliminary list of requests for the Village. They would like to propose the Village assist with the following requests: 1. Cover costs for signage communicating hours, parking options and detours for the impacted businesses. This signage would be placed in the surrounding community and along the sidewalks in front of the impacted businesses. 2. Place a moratorium on all parking fees through the duration of the Village of Oak Park Page 2 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 project (in Village Parking Lot #1 and street parking within a two block radius of the construction site). Parking is at premium and since vehicles can not park on Oak Park Avenue near our businesses, our customers will need to park close by at alternate locations. 3. Compensate Carnival for delivery fees to customers who will no longer be able to come to store because of construction. 4. Implement a parking ban on both Van Buren and Harrison (excluding loading and unloading for Kettlestrings). With the increase in traffic flow going East and West to the alternate route, traffic will be dramatically increased on these two very narrow two-way streets. 5. Develop program(s) (such as Lake Street’s Shoppers Reward Program) to help offset revenue loss due to construction Arthur indicated he will reach out to Cara Pavilcek and Tammie Grossman regarding the above requests. XI. Village Manager Reports Village Manager Cara Pavlicek provided an overview and update on the Village's vaccinations. The Village continues to follow the Illinois Department of Public Health vaccination plan. The Illinois Department of Public Health took their guidance from the Center for Disease Control and the Advisory Committee on Immunization Practices (ACIP). That plan was most recently updated on February 11, 2021 which establishes the phases for eligibility. Phase 1, which began on December 17, 2020, was specific to health care workers. At the end of January, Phase 1b was started which was predominately Oak Park residents who are over the age of 65 as well as those defined as essential workers. Around January 27, 2021, the Village felt it had made sufficient progress in our 1a vaccination rollout and began vaccinating in 1b at that time. Through pre-registration for Oak Park residents on the Village's website, the Village has been keeping track of those who register. The Village invites those seniors over the age of 65, as vaccine is available. The Village has started with their oldest seniors. The Village has also worked with large institutional employers to work within the essential workforce field. The largest categories of essential workers are Kindergarten through 12th grade educators and early childhood educators. The Village has competed first dose of all Kindergarten through 12th grade and the interested state licensed providers that are working at brick and mortar facilities. The second dose is underway for these categories. Second doses for local long-term care facilities have been completed. First doses have also been completed at senior congregate lower income and non-income eligible senior apartment buildings in Oak Park. The Village is a third of way through the local senior population who are 65 years of age and older. Village Trustee Simone Boutet asked how the Village contacts those Village of Oak Park Page 3 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 pre-registered residents 65 years of age or older when it is their turn to receive the vaccine. Village Manager Pavlicek said those who are Oak Park residents and of 65 years of age or older, can either register online or call the Village to register. Residents either receive an email or the listed caregiver, family member, or neighbor is contacted. Village Trustee Boutet asked how the homeless are being vaccinated. Village Manager Pavlicek confirmed the Village has completed the first dose vaccinations for residents who were interested at the Housing Forward shelter site in Oak Park. Once the time comes up, they will receive their second dose. Village President Anan Abu-Taleb commended Village Manager Pavlicek for all of the hard work and coordination in the roll-out with the COVID vaccinations, while keeping the Village running. Village Manager Pavlicek shed light on the Village employees and community volunteers who are helping in this effort. XII. Village Board Committees XIII. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Moroney 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: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Andrews B. ORD 21-20 An Ordinance Authorizing the Sale of Surplus Vehicles and Equipment Owned by the Village of Oak Park This Ordinance was adopted. C. RES 21-68 A Resolution Approving the Purchase and Planting of Parkways Trees through Contracts Secured by the Suburban Tree Consortium in an Amount Not to Exceed $165,000.00 for the 2021 Tree Planting Program and Waiving the Village’s Bid Process for Said Purchase This Resolution was adopted. D. RES 21-69 A Resolution Approving and Adopting the Village of Oak Park’s Official Zoning Map Village of Oak Park Page 4 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 This Resolution was adopted. E. RES 21-70 A Resolution Approving the Renewal of the Independent Contractor Agreement with Everest Snow Management, Inc. for Village Wide Parkway Tree Watering Services in 2021 in an Amount Not to exceed $30,000.00 and Authorizing its Execution This Resolution was adopted. F. RES 21-72 A Resolution Authorizing the Village of Oak Park to Request that the Metropolitan Water Reclamation District of Greater Chicago Defer Construction of the Green Alley Improvement Project, 19-IGA-14, to 2022 This Resolution was adopted. G. RES 21-71 A Resolution Approving an Independent Contractor Agreement with Liquid Engineering Corporation for Water Reservoir Cleaning and Inspections Services in 2021 in an Amount Not to Exceed $30,000.00 and Authorizing its Execution This Resolution was adopted. H. RES 21-73 A Resolution Approving a Contract with CityEscape Garden & Design LLC for the Oak Park Public Work’s Rain Garden Project 21-5 in an Amount Not to Exceed $73,291 and Authorizing its Execution This Resolution was adopted. I. RES 21-74 A Resolution Approving a Memorandum of Understanding with the Chicago Metropolitan Agency for Planning (CMAP) for a Pavement Management Program and Authorizing its Execution This Resolution was adopted. J. RES 21-75 A Resolution Authorizing Subordination of a Lien for the Property Located at 1032 South Taylor Avenue (BPIP-002) This Resolution was adopted. K. RES 21-77 A Resolution Approving an Amendment to the Independent Contractor Agreement with A & B Landscaping and Tree Service Inc., for Snow Plowing and Salting of Village Leased/Owned Parking Lots, Back-Up Snow Removal for Public Streets and Sidewalk Snow Shoveling for Fiscal Year 2021 to Change the Not to Exceed Amount from $175,000 to $250,000 and Authorizing Its Execution This Resolution was adopted. XIV. Regular Agenda Village of Oak Park Page 5 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 L. RES 21-83 A Resolution Approving a Funding Grant Agreement Between the Village of Oak Park and the Oak Park Regional Housing Center in the Amount of $300,000 for Fiscal Year 2021 and Authorizing its Execution and Termination of the Fiscal Year 2020 Funding Grant Agreement for Default with Remedies Provided in the 2021 Agreement Village President Anan Abu-Taleb supports staff recommendations with the exception of the penalties. Village Manager Cara Pavlicek introduced the Executive Director of the Oak Park Regional Housing Center, Athena Williams and Director of Development Customer Services, Tammie Grossman. Village Manager Pavlicek noted that the 2021 agreement is what is presented to the Village Board this evening, with recommendation for approval. It is Village Manager Pavlicek's recommendation with concurrence from Director Grossman, that the Village should put everything in the 2021 agreement, including outstanding matters from 2020. Pending Village Board approval, if audited materials are received by April 15, 2021 the Village is asking for a 25% penalty, and a further penalty if it is not received until May 1, 2021. Village Trustee Simone Boutet noted that there was not an invoice provided due to an Oak Park Regional Housing Center bylaw. Executive Director, Athena Williams, stated there were additional challenges including staffing which delayed the creation of the invoice. Village Trustee Simone Boutet is in favor in providing an audit, obtain the funds after an audit is received and allow the future Village Board to make decisions. Village President Anan Abu-Taleb agreed with his colleague that an audit should be provided to the Village to show fiduciary responsibility. He expressed his understanding with the difficulties businesses and organizations have faced over the last year. He said the Village does not want to penalize the Oak Park Regional Housing Center, but an audit is necessary. Executive Director Athena Williams said the audit is in process and should be completed by April 1, 2021. She noted there have been several staffing issues since May 2018. The Oak Park Regional Housing Center now has a new auditor company. Village Trustee Arti Walker-Peddakotla agrees with Village President Abu-Taleb, however does not agree with the penalties given the state that Executive Director, Athena Williams inherited in addition to the pandemic. Village Trustee Walker-Peddakotla understands the challenges, and wants to work with the Oak Park Regional Housing Center because she believes in what the Oak Park Regional Housing Center provides to the community. Village of Oak Park Page 6 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 Village Trustee Walker-Peddakotla asked Greg from the Oak Park Regional Housing Center for an update on the audit. Greg stated he was engaged to join Oak Park Regional Housing Center as an outside certified public accountant (CPA) and has experience in Quickbooks online and Quickbooks desktop. The auditors are scheduled to come in on Friday March 5, 2021. He plans to have the numbers where the auditors can get to work on Friday. Executive Director of the Oak Park Regional Housing Center, Athena Williams said she has a statement from the auditors she can email to Director Grossman. Village Trustee Susan Buchanan asked for clarification on the requirement for profit and loss statements. The Village indicated this statement were not submitted, however Executive Director Athena William report that she did submit these statements. Is there a disconnect that the Village did not receive them when Executive Director Athena Williams submitted these statements? Development Customer Services Director Tammie Grossman responded that an accurate profit and loss statement was not provided because there was no end balance provided for fiscal year 2019. The Village was not confident that the 2020 profit and loss statement is accurate because it was not coupled with an audited financial statement. This caused the Oak Park Regional Housing Center to be in violation Village Trustee Dan Moroney pointed out that the audit plays a vital role and that this is key in continued funding. Discussions included within the 2020 budget was hiring a Development Coordinator, updating the strategic plan, establishing an Online registrations system, a mobile app and quarterly fair housing events. Village Trustee Moroney noted that none of these have come to fruition. It is important to ensure the Village is getting the results from the partner organization. Trustee Moroney supports the staff recommendation. Executive Director Athena Williams shared the deliverables, during COVID 241 affirmative moves of the 375 Village Trustee Dan Moroney previously suggested. Out of the suggested 500 moves within the Village, the agency has supported 513 moves within the Village. Out of the suggested 15 other contacts, the agency has supported 1,785 unique contacts outside of the 1,040 clients that were registered in 2020. Executive Director Williams noted that the strategic plan in 2019 focused on improving the talent within the Oak Park Regional Housing Center, but it has been a challenge to recruit talent with the agency's limited funds. She mentioned another deliverable of decreasing reliance on Village funding, however the agency Village of Oak Park Page 7 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 went into 2020 with a $175,000 deficit plus an additional $200,000 deficit because the agency must raise $200,000 annually. As Executive Director Athena Williams spoke to different funders, most funders do not want to fund Oak Park Regional Housing Center because the agency is seeing over 2,000 clients for a community that has an average household income of $95,000 or greater. Oak Park is not an Low to Moderate Income community. Many funders prefer to fund communities that are low to moderate income. Village President Abu-Taleb insisted that the Oak Park Regional Housing Center does not want to penalize the agency, but must provide the audit reports to the Village. Village Trustee Jim Taglia said he is glad to see that the Village is working to resolve this with Oak Park Regional Housing Center. He hopes the Oak Park Regional Housing Center Board gets more involved in the deliverables. Village Trustee Susan Buchanan apologized for all the challenges the Oak Park Regional Housing Center has faced and supportive of Executive Director Athena Williams’ work. Village Trustee Buchanan agrees with her fellow Village Trustees. Village President Abu-Taleb agreed to release $75,000, pending the audit is completed. Village Trustee Dan Moroney amended the motion to eliminate penalties for 2020 and release one quarter funding. It is expected that the Oak Park Regional Housing Center will have a completed audit by April 15th. Trustee Walker-Peddakotla seconded the motion. It was moved by Village Trustee Moroney, seconded by Village Trustee Walker-Peddakotla to adopt the resolution as amended. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Andrews XV. Call to Board and Clerk There was no Call to Board and Clerk. XVI. Adjourn It was moved by Village Trustee Boutet, seconded by Village Trustee Taglia to Village of Oak Park Page 8 Printed on 3/16/2021 President and Board of Trustees Meeting Minutes March 1, 2021 adjourn. Meeting adjourned at 8:34 P.M., Monday March 1, 2021. Respectfully Submitted, Christina Waters, Deputy Village Clerk AYES: 6- Village President Abu-Taleb, Village Trustee Boutet, Village Trustee Buchanan, Village Trustee Moroney, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Andrews Village of Oak Park Page 9 Printed on 3/16/2021