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 Tuesday, July 6, 2021 7:00 PM Village Hall I. Call to Order Village President Scaman called the meeting to order at 7:00 P.M. She 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: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 0 III. Agenda Approval It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Enyia, to approve the Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 IV. Minutes A. MOT 21-76 Motion to Approve Minutes from Regular Remote Meeting of June 24, 2021 and Special Remote Meeting of June 28, 2021 of the Village Board. It was moved by Village Trustee Robinson, seconded by Village Trustee Walker-Peddakotla, to approve the Minutes. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 Village of Oak Park Page 1 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 ABSENT: 0 V. Non-Agenda Public Comment There were no non-agenda public comments. VI. Village Manager Reports B. ID 21-185 Review of the Revised Village Board Meeting Calendars for July and August 2021. Village Manager Cara Pavlicek introduced the board calendars for July and August. Village Trustee Walker - Peddakotla had a question on the scope of the next meeting. Village Manager Pavlicek responded that two separate firms will be doing a brief presentation with a time for the Board to ask questions, but it is not a decision/ selection making meeting. Village Trustee Walker - Peddakotla proposed a motion to have a discussion around the planning for the 2022 Farmers Market. Village Trustee Enyia seconded it. President Scaman suggested that Trustees Buchanan, Parakkat, and Walker-Peddakotla, who are the Reinventing Government Committee, could be tasked with a commission dialogue as an option to the full Board having a Farmers Market discussion. Village Trustee Walker - Peddakotla mentioned the amount of emails the Board has received about flooding and would like to have a conversation about how much responsibility lands on the village vs the individual homeowners to protect their property from flooding; is there anything the village can do to mitigate flooding issues. Village Manager Pavlicek responded about a study the village did back in 2011; she will provide an update of that report to the Board. Village Trustee Taglia recommended the Farmers Market Trustee Liaison, Chair and staff have a discussion about the Farmers Market and then report back to the Board during the allotted Commission Report agenda time. VII. Village Board Committees & Trustee Liaison Commission Reports Village Trustee Buchanan indicating they are still in the planning stages for the iGov Symposium on September 18th. Village of Oak Park Page 2 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 VIII. Citizen Commission Vacancies C. ID 21-190 Board & Commission Vacancy Report for July 6, 2021. President Scaman mentioned the village is looking for more members for the Citizen Involvement Commission. IX. Citizen Commission Appointments, Reappointments and Chair Appointments D. ID 21-191 Motion to Consent to the Village President’s Appointment of: Citizen Police Oversight Committee - Justin Johnson, Appoint as Member Community Relations Commission - Cathy Flowers, Appoint as Member Housing Programs Advisory Committee - Juanta Griffin, Appoint as Member Housing Programs Advisory Committee - Keith Spencer, Appoint as Member Deputy Village Clerk DeViller read the names aloud. It was moved by Village Trustee Enyia, seconded by Village Trustee Buchanan, to approve the Motion. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 X. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Robinson and seconded by Village Trustee Buchanan 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 Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 E. RES 21-148 A Resolution Approving an Amendment to the Independent Contractor Agreement with Meade, Inc. for Emergency Street Lighting and Traffic Signal Repair Services to Change the Not to Exceed Amount from $20,000.00 to $26,000.00 and Authorizing its Execution This Resolution was adopted. Village of Oak Park Page 3 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 F. MOT 21-74 A Motion to Concur with the Transportation Commission’s Recommendation to Restrict Parking on the 1150 Block of South Harvey to Residents Between the Hours of 10:00 p.m. and 2:30 a.m. and Directing Staff to Install Signage Regarding Said Restriction This Motion was approved. G. ORD 21-52 An Ordinance Updating and Replacing the Map Codified as Part of Section 15-1-26 of the Oak Park Village Code to Reflect the Village’s Current Time Restrictions, Time Limits, and Prohibited Parking Areas This Ordinance was adopted. H. RES 21-139 A Resolution Approving an Amendment to the Professional Services Agreement with Advanced Security Solutions, Inc. for Security Services at Village Parking Structures and Village Hall to Change the Not to Exceed Amount for Security Services Provided at Village Hall from $30,000.00 to $55,000.00 and Authorizing its Execution This Resolution was adopted. I. RES 21-149 A Resolution Approving an Independent Contractor Agreement with JLJ Contracting, Inc. for the Construction of an Enclosure Adjacent to the Northeast Elevator/Stair Tower on the Second Level of the Village-Owned Oak Park River Forest High School Parking Structure in an Amount Not to Exceed $73,450.00, Authorizing Its Execution and Waiving the Village’s Bid Process This Resolution was adopted. J. RES 21-150 A Resolution Approving and Adopting an Amendment to Section IV (“Compensation”) of the Village of Oak Park Personnel Manual to add Juneteenth as an Employee Holiday This Resolution was adopted. K. RES 21-153 A Resolution Authorizing the Execution of a Settlement Agreement in Workers’ Compensation Case Numbers 2018 WC 38478 and 2018 WC 36092 This Resolution was adopted. L. RES 21-155 A Resolution Approving a Memorandum of Understanding Between the Village of Oak Park and Cook County from the United States Department of Housing and Urban Development for Lead Removal Activities and Authorizing its Execution This Resolution was adopted. XI. Regular Agenda M. RES 21-157 A Resolution Appointing Lisa Shelley Interim Village Manager Village of Oak Park Page 4 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 There were no comments. It was moved by Village Trustee Taglia, seconded by Village Trustee Parakkat, to adopt this Resolution. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 N. ORD 21-51 An Ordinance Authorizing the Sale and Donation of Surplus Property Owned by the Village of Oak Park Village Manager Cara Pavlicek introduced Police Chief LaDon Reynolds who gave background on this item. Village Trustee Walker-Peddakotla received an email from Jenna Holzberg from Bike Walk Oak Park with good recommendations on how to distribute the bikes throughout the community. Chief Reynolds will look into the recommendations; he would like to work with a third party like Working Bikes to ensure any bike that is distributed to the community is safe to ride. Village Trustee Enyia also spoke in support of Jenna Holzberg's recommendations. Village Trustee Enyia requested clarification on the timeline of dispersing the bikes. Village Manager Pavlicek responded the village typically disperses the items right away; staff can look at working with Bike Walk Oak Park and growing the village's partnerships for future surplus opportunities. It was moved by Village Trustee Robinson, seconded by Village Trustee Walker-Peddakotla, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 O. ID 21-183 Review and Discussion of Budgeting for the Village’s Allocated Share of Coronavirus State and Local Recovery Funds totaling $38,984,402 Village Manager Cara Pavlicek introduced the item. Deputy Village Clerk Linda DeViller read the public comment aloud. Village of Oak Park Page 5 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 Stephen Morales: Stephen Morales provided public comment regarding engaging the community as to how best to use the Village's allocated funds from the American Rescue Plan. Steve Drazner, the village's Chief Financial Officer, gave an overview of the revenue replacement plan and how the village can spend their allocation of the American Rescue Plan (ARP) funds based on guidance from the US Treasury. Village Trustee Taglia requested clarification on the categories. Chief Financial Officer Drazner provided clarification. Village Trustee Taglia requested clarification on the process for dispersing the unallocated funds. Village Manager Pavlicek responded regarding the future budgeting process for these funds. Village Trustee Robinson questioned if there are any restrictions on the types of revenue items these funds can be allocated to. Village Manager Pavlicek responded with a clarification on funds where the money can be applied to. Village Trustee Parakkat requested clarification on the dates these funds need to be used by and clarification on the calculations of future loss revenues. Chief Financial Officer Drazner indicated the money has to be obligated by the end of 2024, with two years after that to spend it. He explained he took a conservative approach to the calculations, and will have to continually adjust the numbers on an annual basis. Village Trustee Buchanan wondered if some of these funds could be utilized immediately for health initiatives related to COVID-19. Village Manager Pavlicek responded that there are current health initiatives in process as well as upcoming initiatives including a mobile vaccination program. Village Trustee Buchanan asked if the small business community was aware of this proposal of fund disbursement. Development Customer Services Director, Tammie Grossman, responded the village used the U.S. Treasury guidelines to establish which items are eligible for payment under the ARP plan; not every item the Chamber of Commerce requested is eligible. Village Trustee Walker-Peddakotla requested clarification on some loss revenue line items that the village is indicating needing reimbursement for Village of Oak Park Page 6 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 (including the School Resource Officer program which has since ended, and the Police and Fire Pension Levy which are not eligible under ARP). Chief Financial Officer Drazner responded the guidance from the U.S. Treasury is to look at all loss revenue in total, including all general revenues regardless of their qualifying status. Village Trustee Walker-Peddakotla commented that this is an opportunity for Oak Park to think about how we want to allocate the funding moving forward and not to just fund how the village used to pre-pandemic; the community's voice is missing in this conversation about what they would like to see the village spend this money on. Village Trustee Enyia wanted clarification on what happens if the loss is not as bad as forecasted and there is left over funds. Chief Financial Officer Drazner has posed that question to the U.S. Treasury and has not received an answer to that yet. Village Trustee Taglia commented that this is a lot to digest, and the approach we are taking to estimate the revenue loss is not our approach, it is the approach being given from the U.S.Treasury. President Scaman added by repaying ourselves we are able to provide the municipal services for the community. P. ID 21-189 Discussion of Twelve-Month Implementation Guide for the 2021-2023 Village Board Goals as Adopted at the June 14, 2021, Village Board Special Meeting President Scaman spoke to the concerns around the community safety goals where she incorrectly stated that Village Trustee Walker-Peddakotla's goal was to review police statistics, but that the board goals were approved by the Board to include that. President Scaman deferred to Trustee Walker-Peddakotla to speak her comments or concerns. Village Trustee Walker-Peddakotla would like to amend the safety goal to remove crime statistics. Village Trustee Buchanan supported the amendment and asked if we could amend the goals at this point. President Scaman indicated in the affirmative if there is enough support to do so. Village Trustee Parakkat responded that while there may be alternative points of view, there are people in the community who are worried about crime statistics and it deserves to be discussed in that context. The Board will be working with a consultant who can advise in what context the statistics should be considered. Village of Oak Park Page 7 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 Regarding the sustainability goal, Village Trustee Walker-Peddakotla feels they are putting a lot of onus on individuals themselves to address the climate crisis and there is more that could be done as a government in cooperation with small business and corporations to address the climate crisis (like going completely electric with any new developments in the village or put solar panels on all the village-owned buildings). Village Trustee Enyia asked if there was a possibility of moving the reparations conversation up from Q1 of 2022 to November 2021. Village Manager Pavlicek indicated November is budget heavy with required public hearings and the Thanksgiving holiday; if the Board would like to take an item out of next year and move it to this year, then something needs to move from this year to 2022 to accommodate. Village Trustee Buchanan wondered about the difficulty in maintaining some flexibility in the timeline. Village Manager Pavlicek responded there is always some flexibility but it does impact staff's work for the Board when the target is moving; the Board should recognize that staff needs the ability to deal with changing timetables. Regarding reparations, Village Trustee Robinson commented it is important that Trustees have the focus and bandwidth to devote as much time as needed to this goal rather than layer it on top of a short and busy month and doesn't want to sacrifice anything for this important topic. Village Trustee Parakkat requested clarification on the Neighborhoods goal of "explore role of citizen volunteer commissions". Village Trustee Buchanan responded this was an opportunity to re-look at the role of the commissions as there is a range of understandings about what direction and work should go between the commission and the Board. Village Trustee Walker-Peddakotla added this is an opportunity for discussion about what the role is of the commissions in response to the new Board goals and how the Board wants them to work alongside of the Board as advisory bodies to the Board. Village Trustee Parakkat requested clarification regarding funding options for the feasibility study in Q1. President Scaman responded that the budgetary discussions will identify a place holder of the funds for the feasibility study. Village Manager Pavlicek agreed, and indicated that it is appropriate for Trustees to have conversations with community stakeholders so it is already fleshed out with more input from the community when the item comes before the Board. Village of Oak Park Page 8 Printed on 7/21/2021 President and Board of Trustees Meeting Minutes July 6, 2021 President Scaman reassured the Board that this is a living document, but they are closing the meeting with staff understanding what they (staff) are working on right now is responsive to the calendar that is presented; changing the calendar too drastically will slow the Board down in reaching their goals. XII. Call to Board and Clerk Village Trustee Buchanan had no comment. Village Trustee Taglia had no comment. Village Trustee Parakkat had no comment. Village Trustee Robinson had no comment. Village Trustee Enyia had no comment. Village Trustee Walker-Peddakotla had no comment. President Scaman thanked the Fire Department for dealing with the fire on East avenue. XIII. Adjourn It was moved by Village Trustee Walker-Peddakotla, seconded by Village Trustee Enyia, to adjourn. The motion was approved. The Meeting adjourned at 9:05 P.M., Monday, July 6, 2021. Respectfully Submitted, Deputy Clerk DeViller AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 0 Village of Oak Park Page 9 Printed on 7/21/2021