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, October 4, 2021 7:30 PM Remote I. Call to Order Village President Scaman called the meeting to order at 7:30 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: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla Absent: 1- Village Trustee Buchanan III. Agenda Approval It was moved by Village Trustee Parakkat, seconded by Village Trustee Robinson, to approve the Agenda. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan IV. Minutes A. MOT 21-99 Motion to Approve Minutes from Regular Remote Meeting of September 20, 2021 of the Village Board. It was moved by Village Trustee Parakkat, seconded by Village Trustee Robinson, to approve the Minutes. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan V. Non-Agenda Public Comment Village of Oak Park Page 1 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Peter Burke spoke his Non-Agenda Public Comment aloud. Peter Burke: Peter Burke spoke his public comment regarding the maintenance and security conditions of the Metra station at 1115 North Boulevard in Downtown Oak Park. He hopes to help start a discussion on ways to be sensitive to the homeless population in Oak Park and connect them with the resources they need while also enabling a more pleasant public transportation experience for train riders. President Scaman thanked the speaker for thier public comment and shared information regarding the village's Homelessness Coalition for those who would like to know more or get involved. VI. Proclamation B. MOT 21-97 A Motion to Approve a Proclamation for National Arts and Humanities Month - October 2021 Village Clerk Christina Waters read the Proclamation aloud. It was moved by Village Trustee Enyia, seconded by Village Trustee Parakkat, to approve the Motion. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan C. MOT 21-96 A Motion to Adopt a Proclamation for Domestic Violence Awareness Month, October 2021 Village Trustee Enyia read the Proclamation aloud. It was moved by Village Trustee Parakkat, seconded by Village Trustee Robinson, to approve the Motion. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan D. MOT 21-95 A Motion to Approve a Proclamation for Hope for The Day’s 2021 National Suicide Prevention + Action Month Proclamation - September 2021 Village Trustee Robinson read the Proclamation aloud. It was moved by Village Trustee Taglia, seconded by Village Trustee Parakkat, to approve the Motion. The motion was approved. The roll call on the vote was as Village of Oak Park Page 2 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan E. RES 21-238 A Resolution Setting Halloween “Trick or Treat” Hours from 1:00 p.m. to 5:30 p.m. on Sunday, October 31, 2021 Interim Village Manager Lisa Shelley provided a brief overview of this Item and the history of the extended hours. She also mentioned that neighbors can download signs to indicate their participation. It was moved by Village Trustee Enyia, seconded by Village Trustee Parakkat, to approve the Resolution. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan VII. Village Manager Reports Interim Village Manager Lisa Shelley provided an update on programs happening in October. The Resident Beat Officer (RBO) meetings are still being held virtually. There is a virtual listening session on the ARPA funds on Tuesday morning and Wednesday evening. Discussions regarding the creation of an Affordable Housing Trust Fund will be taking place during the budget process. Dr. Theresa Chapple, the Director of Health, then gave an update on the Covid vaccine booster shots. The Pfizer booster was approved for certain eligible individuals who are 6-months since their second vaccination. Moderna has been approved only for immuno-compromised individuals. Approval is underway for children ages 5-11 years old. Dr. Chapple added the village of Oak Park cases seem to be on a downward trajectory, going from a high spread to a substantial spread. There have been 2 large outbreaks in the village - one was associated with a daycare; the other was associated with a school and the village is working with the state to figure out how to handle this outbreak. Village Trustee Walker-Peddakotla requested clarification on the reasons why the village has not implemented the "test to stay" policy to reduce the quarantine period for schools. Village of Oak Park Page 3 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Dr. Chapple responded there are four options available from the direction of the Illinois Department of Public Health (IDPH); Quarantine for 14 days, which is the gold standard by the CDC (Center for Disease Control), quarantine for 10 days, quarantine for 7 days, or test on days 1, 3, 5, and 7 (test to stay). The more you lower the quarantine time the more virus you will introduce into the population. Based on local context, Oak Park has been in a substantial or high spread since school has been in session, and adding more cases will make it harder to manage the pandemic. Cases that happen in a school do not stay in a school, it impacts others in the community. The goal is to keep children in school and keep schools open, and the way to do this is to have people quarantine so they do not infect others. Village Trustee Walker-Peddakotla requested clarification on the ARPA survey - is there a certain number of respondents needed to ensure there is statistically enough data for these surveys and forums or to know they have captured a good assessment of what the community wants to do with the ARPA funds. Interim Village Manager Shelley responded the plan is to keep the survey open for the month and then do a first review of comments and responses to make an initial assessment to the Board. The intent is to get a snapshot from the community and then make a decision on if it is enough information to go on or if they should do a more scientific assessment. VIII. Village Board Committees & Trustee Liaison Commission Reports Village Trustee Parakkat reported that the Civic Information Systems Commission's (CISC) 2022 Work Plan is almost complete. The Building Codes Advisory Commission (BCAC) discussed electrification and how it needs to be implemented locally. Village Trustee Walker-Peddakotla reported back on the Farmer’s Market Commission - the pie bake off was looking for more participants. The last Farmer’s Market will have chocolate covered donuts (the last Saturday of the month). Village Trustee Taglia reported the Fire Pension Board made their recommendation for annual contributions as part of the budget process. President Scaman reported they held their first Reinventing Government Committee meeting. The next meeting is to be determined. Village Trustee Enyia reported the Community Relations Commission is starting to round off. There is an opportunity to get the youth involved in this commission as well. Village of Oak Park Page 4 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 President Scaman added the Citizens Involvement Commission will be working on an orientation for new commission members. IX. Citizen Commission Vacancies F. ID 21-301 Board & Commission Vacancy Report for October 4, 2021. There was no discussion for this Item. X. Citizen Commission Appointments, Reappointments and Chair Appointments G. ID 21-302 Motion to Consent to the Village President’s Appointment of: Citizen Involvement Commission- Greg Kolar, Appoint as Chair Liquor Control Review Board - Sarah Corbin, Appoint as Chair It was moved by Village Trustee Parakkat, seconded by Village Trustee Robinson, to approve this Report. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan XI. Consent Agenda Approval of the Consent Agenda It was moved by Village Trustee Walker-Peddakotla and seconded by Village Trustee Parakkat 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 Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan H. ORD 21-62 An Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 1 (“In General”), Section 15-1-15 (“Right Turns on Red Light Prohibited”) of the Oak Park Village Code to Prohibit Right Turns on Red Lights at the Intersection of Lake Street and Marion Street This Ordinance was adopted. I. ORD 21-61 An Ordinance Amending the Fiscal Year 2021 Annual Budget This Ordinance was adopted. Village of Oak Park Page 5 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 J. ORD 21-59 An Ordinance Waiving and Suspending the Right of Way Obstruction Permit Fee and Parking Meter Obstruction Fee for the Planned Development at 715-717 South Boulevard (Residences of South Boulevard) This Ordinance was adopted. K. RES 21-231 A Resolution Authorizing A Single Family Housing Rehabilitation Loan And A Lead Hazard Reduction Grant (SFR-094) As Recommended By The Housing Programs Advisory Committee (HPAC) This Resolution was adopted. L. RES 21-232 A Resolution Authorizing A Single Family Housing Rehabilitation Loan And A Lead Hazard Reduction Grant (SFR-093) As Recommended By The Housing Programs Advisory Committee (HPAC) This Resolution was adopted. M. RES 21-199 A Resolution Approving a Professional Services Agreement with Studio GC, Inc. for Architectural Design Services for the South Fire Station Renovation Project in an Amount Not to Exceed $32,287.50 and Authorizing its Execution This Resolution was adopted. N. RES 21-228 A Resolution Approving an Amendment to the Professional Services Agreement with Chastain & Associates LLC for Permit Plan Review and Inspection Services for the Public Works Department to Change the Not to Exceed Amount from $150,000 to $180,000 and Authorizing its Execution This Resolution was adopted. O. RES 21-206 A Resolution Approving an Amendment to the Professional Services Agreement with Site Design Group, Ltd. for Landscape Architecture and Engineering Services for the Forest and Ontario Traffic Calming and Landscaping Project to Change the Not to Exceed Amount from $56,736 to $66,736 and Authorizing its Execution This Resolution was adopted. P. RES 21-207 A Resolution Approving the Improvement Under the Illinois Highway Code and the Appropriation of up to $257,542 from the Motor Fuel Tax Fund to Fund a Portion of the Construction of the Oak Park Avenue Resurfacing and ADA Improvement Project, Section 19-00265-00-RS and Authorizing Execution of the Necessary Documents This Resolution was adopted. Q. RES 21-197 A Resolution Approving a Purchase Price Agreement with On Time Embroidery Incorporated, d/b/a Unique Apparel Solutions for Firefighter/Paramedic Uniforms and Clothing in an Amount Not to Exceed Village of Oak Park Page 6 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 $40,000 and Authorizing its Execution This Resolution was adopted. R. MOT 21-90 A Motion to Approve the August 2021 Monthly Treasurer’s Report for All Funds This Motion was approved. XII. Regular Agenda S. ID 21-299 Review of the Recommended Five-Year Capital Improvement Plan (CIP) for the Years 2022-2026 for Certain Funds Agenda Public Comments: Susan Kurtenbach: Susan Kurtenbach spoke her public comment in support of the Greenway Bicycle Boulevard Plan. They expressed an urgent need to implement this plan and requested this item be moved from a D Level priority to an A Level. Implementing this plan would encourage bicycling in the village and significantly impact the environment in a positive way. Village Clerk Waters read the following public comments aloud: Judy Cheske: Judy Cheske spoke un support to upgrade the Bike Boulevard/Greenways Priority Code from “D” to Priority Code “A: essential and immediate need.” Safe pedestrian and cycling infrastructure must be viewed and prioritized as legitimate transportation infrastructure, on the same prioritization level as vehicle transport. It is fundamentally important for our Village staff and Village leadership to shift their view of safe bicycle access as a form of recreation, to a form of basic and reliable transportation. Bike Walk Oak Park: Bike Walk Oak park submitted this public comment with concerns regarding the Greenways project's listing as a Priority Code D, that the funding for this project does not extend past 2023, and that the 2022 funding is coming out of the Sustainability Fund. They requested the priority level be upgraded to a code A, extend the funding to over a 5-year period, and that the funding should come out of traditional capital improvement funding sources, not the Sustainability Fund. Interim Village Manager Lisa Shelley provided a brief overview of this Item and introduced Chief Financial Officer (CFO) Steven Drazner. CFO Drazner then provided a high-level overview of this Item. Village Trustee Walker-Peddakotla requested clarification on the Parking Village of Oak Park Page 7 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Fund and the issue that the fund does not generate enough revenue to cover expenditures. Interim Village Manager Lisa Shelley responded that in the first quarter of 2022 the Board will be having discussions on an overview of parking. Part of the conversations will be focused on how to sustain the parking fund, and what could change or what could be done differently, as well as an overview of how the fund is structured and what decisions the Board can make. Village Trustee Robinson requested to add the expense portion during the parking overview in the new year. She would like a more comprehensive overview of the various parking facilities. Public Works Director, John Wielebnicki, clarified the rating system used in the Capital Improvement Plan (CIP). Director Wielebnicki then gave an update on lower estimated pricing for new electrical vehicles for Fleet. Village Trustee Parakkat suggested looking into getting federal funds to help cover the cost of the electric vehicle. Village Trustee Robinson requested clarification if the federal funding would be a reimbursement or would we still need to allocate the funding to cover the cost. Director Wielebnicki responded the federal funding would cover some of the cost and recommended maintaining the amount presented in the budget to cover this expenditure; any savings from federal funding would be reflected in the request brought to the Board to purchase the vehicle. The Trustees agreed to leave the $49,000 in the budget for the electric vehicle purchase. Interim Village Manager Shelley then gave an overview of the heated sidewalks project, which includes $100,000 in repairs and an annual $25,000 for ongoing expenses. Village Trustee Taglia requested clarification on what the cost would be if the sidewalks were not heated and who would incur the cost. Director Wielebnicki responded the expense would be incurred to Downtown Oak Park and it is unknown what the expense would be at this time. Village President Scaman recommended removing this item off the CIP, to have a discussion with Downtown Oak Park about the cost and then make a determination if this fits into the CIP. Village of Oak Park Page 8 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Interim Village Manager Shelley asked for consensus from the Board regarding the heated sidewalks; the Trustees agreed with Village President Scaman. Interim Village President provided background on the Onsite Solar Program. Sustainability Coordinator Mindy Agnew provided detailed background on the project. Village President Scaman indicated the suggestion is for this project to be removed from the CIP at this time and to evaluate it holistically with the Climate Action Plan to determine where to best utilize the funds. The Village Trustees agreed to remove the $270,000 amendment for solar project from the CIP (but keep the $25,000 for the solar rebates). Interim Village Manager Shelley gave an overview of the sustainable paving materials request which allocates $50,000 from the Sustainability Fund. The question is should these funds be removed from the CIP until the sustainability consultant can determine the best use of the sustainability funds. Village Engineer Bill McKenna outlined the types of sustainable materials they would use. The Village Trustees agreed to remove the $50,000 request at this time and look for it to be included in the specific projects going forward. Director Wielebnicki then gave an overview of Smart Cities initiatives and how it could be implemented in the village. Interim Village Manager Shelley requested more information, from the direction of the Finance Committee, regarding the $200,000 set aside for signage and striping and protected bikeways regarding the Bikeways Boulevard project. . Director Wielebnicki responded there are 2 components: one outlines where the bike lanes would go, and the other is the Greenways Plan which is a more passive bike way with bump outs but not necessarily bike lanes. Dedicated bike lanes in the community means taking away parking as the streets are not wide enough to accommodate parking, biking and driving. Village Engineer McKenna then gave background on the Bike Boulevard project and what the requested $200,000 would be used for. Village Trustee Walker-Peddakotla requested clarification on what is being proposing to send to theTransportation Commission. Village Engineer McKenna responded the current bike plan does not include creating dedicated bike lanes on residential streets. Should the Village of Oak Park Page 9 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Board decide to revise the bike plan to create the dedicated bike lanes, staff feels it is appropriate to go back to the Transportation Commission because of the parking loss in order to inform the public and get public comment on what that parking loss impact may be. Village Trustee Robinson requested clarification on the goal of this plan: is it to reduce vehicle accidents, enhance bike safety, or just to establish the dedicated bike lanes? Village Trustee Walker-Peddakotla suggested to reframe what it is we are defining as critical infrastructure in the village. We should think about the roadways as "complete streets", a complete holistic perspective of who are all of the people that will be using the streets, and not just view this from a car or vehicle-based first perspective. This includes pedestrians, bicyclists, and people with accessibility needs. Village Trustee Walker-Peddakotla suggested upping the priority rating from a D to an A or B so that we are thinking about bike and pedestrian safety as part of our critical infrastructure in the village. Village Trustee Parakkat added that when we lose parking it becomes an equity issue that disproportionately affects people who do not have garages and have to park on the streets. What is the right balance? Village President Scaman added making Oak Park a more walk-able and bike-able community is a priority in the goals and the Board is committed to doing all they can to reach this goal. The Village Trustees agreed to send this to the Transportation Commission. Village President Scaman recommended to leave $200,000 in the main CIP for this year (with $165,00 coming from the Sustainability Fund), and make recommendations before next year’s budget season how to use the sustainability funds holistically moving forward. Village Trustee Parakkat requested clarification on what the issues are if they take the $165,000 directly from the CIP fund. Director Wielebnicki responded they would have to use the fund balance. Village Trustee Robinson requested clarification on what the threshold is that we get to use for the sustainability fund - what would qualify for use from the sustainability fund. Village Trustee Parakkat responded it would be determined from the study from the consultant. Village of Oak Park Page 10 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Interim Village Manager Shelley will put together a schedule of the timing of the consultant, and when they are expected to get their information, to the Board and indicate how that would line up with any work that would be done with the Sustainability Funds. Information Technology Director, Alvin Nepomuceno, then gave an overview of the Phone System Project. Staff is trying to get price control of the analog circuits that are serving our radio towers. The circuits are increasing each year due to the outdated technology which is no longer being supported. The request in 2022 for $60,00 would upgrade these analog circuits to our fiber service and reduce our annual operating costs at least $65,000. They are also trying to do a project simultaneously with Public Works for wireless meter reading which will be a cost savings. Interim Village Manager Shelley added that by keeping this in the budget as an initial expense, there will be a correlating reduction in expenditures of the same amount if not more once completed. Staff is recommending leaving the funding as presented. The Village Trustees agreed with staff's recommendation. Director Wielebnicki gave an overview of the Village Hall Thermostat Upgrade project. The thermostats in village hall are controlled by an obsolete system. This project would upgrade to a digital system. Village Trustee Taglia requested clarification if there is a payback in terms of efficiency over time. Director Wielebnicki responded the immediate payback is the comfort level for users in the building and that engineering would have to determine additional types of efficiency payback . Village Trustee Taglia requested clarification on if there was there any opportunity to defer the Cap the Ike study a year or so. Village Engineer McKenna responded the study has multiple federal finding sources. The funding that would be utilized first is 100% federal funding, and it would mostly be 2023 before we see the funding hit local funds. Village Trustee Taglia recommended to defer the allocation as he would prefer to match the allocation with the activity. Village Engineer McKenna will update the CIP to be more reflective of when they think the expenses will actually be used. Village President Scaman stated that this process was to help staff present to the Board as clean of a CIP as possible for the October 18th meeting. Amendments to the CIP can be made at the October 18th meeting. Village of Oak Park Page 11 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 Village Trustee Parrakat requested that the CIP be presented with the amendment of having the $165,000 for the Bicycle Boulevard Improvements project to come directly from the main CIP fund and not the Sustainability fund. Trustees Enyia, Robinson, and Walker-Peddakotla agreed. Village Trustee Robinson requested clarification on the process of the Bicycle Boulevard Project coming back to the Board as an amendment. Village President Scaman clarified that once this project is approved by the Board it will go to the Transportation Commission for them to come up with a plan for designated bike lanes. If their recommendation costs more than what has been allocated, then it will come back to the Board as an amendment. XIII. Call to Board and Clerk Village Clerk Waters read a comment from Bev Schwartz from Hope for the Day giving many thanks to the Board for supporting National Suicide Prevention + Action Month through the presented Proclamation tonight. Village Clerk Waters added we are seeking volunteers for the Building Codes Advisory Commission, the Citizen Involvement Commission, and the Community Development Citizens Advisory Committee. Trustee Taglia wanted to remind everyone that the Board will be at the Farmer’s Market on Saturday. Trustee Robinson commented that we are still celebrating Hispanic Heritage month through the end of October. There are a lot of opportunities to participate in and a Google search of “Hispanic Heritage Month Chicago” will provide a list of celebrations and events in the area. Trustee Walker-Peddakotla reminded everyone to go to the Farmer’s Market Saturday. Trustee Enyia extended his thanks to Camille Wilson-White and the Oak Park Area Arts Council for all of the work they do throughout the village. Trustee Parakkat said goodnight and looks forward to seeing everyone at the Farmer’s Market on Saturday. Village President Scaman had a great time on the Tour de Proviso bike ride with Trustree Enyia and other local officials. They are excitedly planning for next's years event. Village of Oak Park Page 12 Printed on 10/22/2021 President and Board of Trustees Meeting Minutes October 4, 2021 XIV. Adjourn It was moved by Village Trustee Enyia, seconded by Village Trustee Parakkat, to adjourn. The motion was approved. The Meeting adjourned at 10:34 P.M., Monday, October 4, 2021. Respectfully Submitted, Deputy Clerk DeViller AYES: 6- Village President Scaman, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Taglia, and Village Trustee Walker-Peddakotla NAYS: 0 ABSENT: 1- Village Trustee Buchanan Village of Oak Park Page 13 Printed on 10/22/2021