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, September 5, 2023 7:00 PM Village Hall I. Call to Order Village President Vicki Scaman called the Regular Meeting to order at 7:03 P.M. II. Roll Call Trustee Enyia joined the meeting at 8:27 P.M. via videoconference per Village police for remote participation. Present: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley Absent: 0 III. Agenda Approval It was moved by Trustee Straw, seconded by Trustee Wesley to approve the Agenda. A voice vote was taken and the motion was approved. IV. Minutes A. ID 23-403 Motion to Approve Minutes from Special Meeting of July 10, 2023, Special Meeting of July 11, 2023, Special Meeting of July 17, 2023 and Special Meeting of July 31, 2023 of the Village Board. It was moved by Trustee Straw, seconded by Trustee Robinson, to approve the Minutes. A voice vote was taken and the motion was approved. V. Non-Agenda Public Comment Tasha Moss Hudson: Resident shared personal issues she is experiencing. Chief DEI Officer Dr. Danielle Walker followed up with her to provide assistance. Paul Rubio: Gave a tribute to the passing of George the parrot at the Oak Park Conservatory and encouraged residents to patronize Gina's Italian Ice before it closes. Nicole Chavas: Bike Walk Oak Park requests the Village Board to reconsider bringing Divvy back to Oak Park and has collected 119 signatures from residents. Village of Oak Park Page 1 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 Pamela Tate: Urges the Village to adopt a policy of mandatory composting for every business and resident in order to keep the commitments in the Climate Ready Oak Park Plan. VII. Village Manager Reports B. ID 23-402 Review of the Village Board Meeting Calendar for September, October, November and December 2023 Village Manager Kevin Jackson shared updated Village Board calendars for September through December. Trustee Parakkat inquired about the budget process on the calendar. Manager Jackson said the plan is to continue with customary standards regarding the tax levy. The two proposed Finance Committee meetings in November are scheduled to allow for the Village Board to follow up on the goal setting conversations about reviewing financial policies related to the tax levy. Trustee Parakkat asked if the Village Board will have an opportunity to discuss the levy beforehand. Manager Jackson confirmed it will be part of the FY2024 budget process. President Scaman asked the budget is being pulled together with the assumption of nothing higher than a 3% levy at this time, which Manager Jackson confirmed is correct. C. ID 23-415 Update Regarding Traffic Safety Improvements at the Intersection of Chicago Avenue and Scoville Avenue Sylvia Schweri: Bike Walk Oak Park thanks the Village Board for their leadership in requiring bike and pedestrian safety improvements and resurfacing projects, such as Chicago and Scoville. Recommends extending similar measures to IDOT roads such as Ridgeland, Roosevelt, and Harlem. Village Engineer Bill McKenna presented the Item. Trustee Robinson inquired how intersections that received some mitigation prior to Vision Zero are folded into Vision Zero's analysis. Engineer McKenna responded that unless the Village received public comments that thought there needed to be additional improvements done, this intersection wouldn't normally be reviewed as part of that process. The improvements done here address all of the safety concerns. Other intersections will be reviewed based on public comments received once the Village starts public engagement on Vision Zero. Vision Zero will look at the treatments the Village has been doing, which are consistent with the industry, and will look at potential treatments in other areas and expanding the toolbox for local traffic calming. Trustee Straw noted that this intersection is part of the Neighborhood Village of Oak Park Page 2 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 Greenways Plan. He requested a better understanding of the steps from the Transportation Commission's design recommendation to groundbreaking. Engineer McKenna said a lot of it depends on timing of construction projects and the bid schedule. VIII. Village Board Committees & Trustee Liaison Commission Reports Trustee Wesley said last Thursday was Overdose Awareness Day and there was a community organization event in Scoville Park to reaffirm the mission of eliminating overdoses and saving lives, which includes working on addiction. President Scaman noted it was a collaboration with Oak Park Township, Way Back Inn, Live for Lali, and others. IX. Citizen Commission Vacancies D. ID 23-404 Board & Commission Vacancy Report for September 5, 2023. There were no comments. X. Citizen Commission Appointments, Reappointments and Chair Appointments E. ID 23-414 A Motion to Consent to the Village President’s Appointment of: Zoning Board of Appeals - David Brumirski, Reappoint as Member Zoning Board of Appeals - Mark Hansen, Reappoint as Member President Scaman read the names into the record. It was moved by Trustee Straw, seconded by Trustee Wesley, that these Appointments be approved. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Enyia XI. Consent Agenda Approval of the Consent Agenda It was moved by Trustee Wesley, seconded by Trustee Buchanan 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 Buchanan, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley NAYS: 0 ABSENT: 1- Village Trustee Enyia Village of Oak Park Page 3 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 F. RES 23-233 A Resolution Approving a Contract with Suburban Concrete, Inc. for Project 23-3, Sidewalk Improvements, in an Amount Not to Exceed $250,000 and Authorizing its Execution G. RES 23-240 A Resolution Designating Byline Bank as a Village of Oak Park Depository and Investment Bank and Authorizing Investments Pursuant to the Illinois Public Funds Investment Act and the Village’s Investment Policy This Resolution was adopted. H. RES 23-242 A Resolution Designating Wintrust Bank as a Village of Oak Park Depository and Investment Bank and Authorizing Investments Pursuant to the Illinois Public Funds Investment Act and the Village’s Investment Policy This Resolution was adopted. I. RES 23-253 A Resolution Approving an Amendment to the Dumping of Excavated Materials Price Agreement with Waste Management of Illinois, Inc. to Change the Not to Exceed Amount from $150,000.00 to $230,000.00 and Authorizing its Execution This Resolution was adopted. J. RES 23-254 A Resolution Authorizing a Single-Family Housing Rehabilitation Loan and a Lead Hazard Reduction Grant (SFR-099) This Resolution was adopted. K. RES 23-255 A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with Construction by Camco, Inc. for the 2023 Water Service Line Replacement Program to Change the Not to Exceed Amount from $200,000.00 to $250,000.00 and Authorizing its Execution This Resolution was adopted. L. RES 23-256 A Resolution Approving an Amendment to the Purchase Price Agreement with Vulcan Construction Materials, LLC for Stone and Sand Materials to Change the Not to Exceed Amount from $30,000.00 to $50,000.00 and Authorizing its Execution This Resolution was adopted. M. RES 23-257 A Resolution Approving an Amendment to the Purchase Price Agreement with Core and Main LP for Materials for Repair of Water Mains and Sewers, Fire Hydrants, Water Services and Sewer Services to Change the Not to Exceed Amount from $50,000.00 to $65,000.00 and Authorizing its Execution This Resolution was adopted. N. RES 23-258 A Resolution Approving a Second Amendment to the Independent Contractor Agreement with Command Mechanical Group, LLC to Provide Emergency Mechanical Repair and Maintenance Services for HVAC Systems at Village-owned Buildings to Change the Not to Exceed Amount from $25,000.00 to $40,000.00 and Authorizing its Execution. Village of Oak Park Page 4 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 This Resolution was adopted. O. RES 23-259 A Resolution Approving an Independent Contractor Agreement with Midwest Services and Development Corp. for the North Fire Station Emergency Egress Construction Project in an Amount Not to Exceed $76,650.00 and Authorizing its Execution This Resolution was adopted. P. RES 23-260 A Resolution Approving an Independent Contractor Agreement with Allied Garage Door, Inc. for the Public Works Center Exterior Door Replacement Project in an Amount Not to Exceed $38,388.00 and Authorizing its Execution This Resolution was adopted. Q. RES 23-262 A Resolution Approving an Independent Contractor Agreement with Advanced Plumbing Corp. for the 2023 CDBG Water Service Line Replacement Program, in an Amount Not to Exceed $75,000.00 and Authorizing its Execution This Resolution was adopted. R. RES 23-263 A Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution This Resolution was adopted. S. RES 23-264 A Resolution Authorizing the Purchase of Three 2023 Ford Utility Hybrid Police Interceptor Vehicles with Police Package, from Currie Motors of Frankfort, Illinois in an Amount Not to Exceed $137,919.72 and Waiving the Village’s Bid Process for the Purchase This Resolution was adopted. T. RES 23-265 A Resolution Authorizing the Execution of a Settlement Agreement in Cook County Circuit Court Case Number 2021 CH 00988 This Resolution was adopted. U. RES 23-268 A Resolution Approving an Independent Contractor Agreement with Newcastle Electric, Inc. for Scada Cabinet Replacement in an Amount Not to Exceed $43,350.00 and Authorizing Its Execution This Resolution was adopted. V. RES 23-269 A Resolution Approving a Task Order for Professional Engineering Services with Baxter & Woodman, Inc. for a Lead Service Line Replacement Plan and Public Education Development & Notification Strategy, in an Amount Not to Exceed $41,300 and Authorizing its Execution This Resolution was adopted. Village of Oak Park Page 5 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 W. RES 23-271 A Resolution Approving an Amendment to the Task Order for Professional Engineering Services with Edwin Hancock Engineering Co. for Design and Construction Engineering Services for Alley Improvements in 2023 to Change the Not to Exceed Amount from $281,312 to $304,480 and Authorizing its Execution This Resolution was adopted. X. RES 23-272 A Resolution Approving an Intergovernmental Agreement by and between the Village of Oak Park and the Metropolitan Water Reclamation District of Greater Chicago for the Design, Construction, Operation, and Maintenance of the Green Alleys and Parking Lot 10 Project in Oak Park, Illinois and Authorizing its Execution This Resolution was adopted. Y. RES 23-273 A Resolution Approving a Second Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects to Change the Not to Exceed Amount from $1,010,958 to $1,214,548 and Authorizing its Execution This Resolution was adopted. Z. RES 23-274 A Resolution Approving an Amendment to a Contract with Cerniglia Co. for Project 23-1, Sewer and Water Main Improvements, to Change the Not to Exceed Amount from $3,119,566 to $3,279,200 and Authorizing its Execution This Resolution was adopted. AA. ORD 23-88 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. AB. ORD 23-90 An Ordinance Granting an Extension of the Waiver and Suspension of the Right of Way Obstruction Permit Fee and Parking Obstruction Fee for the Planned Development at 7 Van Buren Street through May 31, 2024 This Ordinance was adopted. AC. MOT 23-72 A Motion to Approve the July 2023 Monthly Treasurer’s Report for All Funds This Motion was approved. AD. MOT 23-73 A Motion to Approve the Bills in the Amount of $11,593,089.49 from July 7, 2023, through August 24, 2023. This Motion was approved. AE. MOT 23-77 A Motion to Concur with the Transportation Commission’s Recommendation to add “On-Street Overnight Permit Parking from 10 PM to 6 AM” on the 100 block of North Elmwood Avenue (from Lake Street to the East Alley) Village of Oak Park Page 6 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 This Motion was approved. AF. MOT 23-78 A Motion to Concur with the Transportation Commission’s Recommendations for Traffic Calming at the Clarence Avenue and Adams Street Intersection This Motion was approved. XII. Regular Agenda AG. ID 23-365 Presentation and Discussion on Municipal Options for Blending Renewable Energy within Retail Supply and Aggregation Contracts Deputy Village Manager Ahmad Zayyad introduced the Item. Illinois Power Agency Consultant Mark Pruitt presented the Item. Trustee Straw asked if the Village's energy costs would fluctuate with market costs, which Consultant Pruitt confirmed. Trustee Straw asked if the $350K direct payment will increase with CPI or energy costs or if it will increase at a slower rate than the cost of electricity. Consultant Pruitt responded that by the tariff, the amount that can be collected in the direct payment is limited to the value of the free service in the prior 12 months. Electricity prices have been at their highest point over the past 12 months, so the Village is setting its collection level at its highest point it has ever been, but it will not move from there. The $350K will remain at $350K. Trustee Straw asked if the $350K is consideration for the easements the Village provides to Commonwealth Edison (ComEd) to operate in the public way, which Consultant Pruitt confirmed. There is an allowance within the tariff that empowers the municipality to set the rate of collections for the residents that then identifies the cash flow that goes to the municipality. Trustee Straw referenced the Joule option and asked if there is any sense as to what kind of costs the Village is looking at for energy compared to the ComEd supply. Consultant Pruitt said he believes the Village can typically be within 15% of the ComEd rate at any given time. The way to mitigate that risk is in the Village's negotiation with its retail energy supplier to push the obligation to put a guaranteed maximum and minimum around that ComEd rate so that the Village would operate with a range. Trustee Straw asked if the participation rate is 100% of residential properties. Consultant Pruitt said it is 100% of all eligible accounts. No one will be bumped off their existing retail energy supplier or hourly energy pricing. Trustee Straw noted residents can opt out into other supply agreements, which Consultant Pruitt confirmed. Trustee Straw said he thinks it makes sense to continue investigating a Joule-style supply Village of Oak Park Page 7 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 agreement and moving to a direct payment model. Trustee Robinson inquired if the Village maintains its franchise agreement under the Joule model, which Consultant Pruitt confirmed. Trustee Robinson asked if the Village has separate contracts with two energy suppliers. Consultant Pruitt responded that the Village's franchise agreement is with ComEd for the infrastructure. If the Village moves from the free electricity to the direct pay, that is a change order to ComEd. The franchise agreement is not interrupted. Joule is a municipal aggregation contract. The Village would still have a retail energy supplier that would be an agreement with the renewable energy asset the Village contracts with. Those two parties must cooperate to deliver a renewable energy and grid-blended product to the residents that are part of the aggregation program. That is separate from the franchise agreement. Trustee Robinson requested examples of municipalities utilizing the Joule model. Consultant Pruitt said they are in Westchester County, New York. He said he can provide a list of about 30 municipalities and he may be able to put the Village in contact with them. Trustee Robinson inquired about the penalties, if any, under the Joule model. Consultant Pruitt responded there can be zero penalties. The Village will pay a premium and it will be specific to each renewable energy project based on the risk tolerance and the funding structure of those renewable energy assets. Trustee Robinson asked if there are parallel agreements around data collection and specifying the use of renewable sources within the contract, whether those would apply with the Joule model, and whether the consultant would recommend the Village enter into a parallel contract. Consultant Pruitt said he would recommend that and noted a lot of those requirements are in the Village's current agreement with its retail energy supplier which he recommends continuing because there is more to manage now. Trustee Robinson said she is in support and requested more information in the next stage about setting up parallel contracts. Consultant Pruitt confirmed that is where we are headed. Trustee Parakkat asked if the savings from investing in energy efficiency can be used towards the investment required. Consultant Pruitt said some municipalities look at it that way, others view it as a revenue to the general fund. One recommendation in the next stage of analysis is to get that firm number from ComEd, then look at what renewable energy projects have been scoped out, and see if they match up. Trustee Parakkat asked if this decision to change is reversible. Consultant Pruitt confirmed it is though there is a minimum stay of two years. Trustee Parakkat inquired if the Village needs to consider an incremental Village of Oak Park Page 8 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 risk exposure or risk management cost. Consultant Pruitt responded that it has to be a discussion point going forward. The first step is to analyze how many dollars are on the table. The consumption is known and can be aligned over price projections to identify the extent to which there is a risk of under-collection. Trustee Parakkat said he supports exploration to understand the next level of detail. Trustee Buchanan clarified that ComEd is not giving the Village free electricity. The cost the municipality incurs is spread among the residents, which Consultant Pruitt confirmed. The change would be the cost that the Village incurs, the Village would get paid, but if ComEd is not giving electricity for free, it's still coming from the residents, which Consultant Pruitt confirmed. Trustee Buchanan said the cost might be lower if the Village is incentivized to decrease their use. Consultant Pruitt confirmed the cost-benefit would then flow to the residents. If the Village was to reduce its consumption and is getting its free electricity, it would not impact the municipal operations. The Village would incur the capital cost necessary to make the upgrades to reduce its consumption. The credits would fall along with its consumption. Ultimately that would flow back in the form of lower collection rate for the residents. Trustee Buchanan asked how ComEd makes the money if the money from the residents is going to the Village. Consultant Pruitt said ComEd issues credits on the Village's monthly bills and then on a lagging basis, there is a monthly rider FCA charge on every resident's utility bill. Trustee Buchanan said she wants to ensure residents will not be paying more with this new option. Consultant Pruitt said that is why the direct payment amount is capped at whatever has been credit in the prior year. Trustee Buchanan asked if this will get rid of any contributions to the sustainability fund that the Village is currently receiving for the .3 cents per kilowatt hour. Consultant Pruitt clarified that is part of the Village's municipal aggregation program and not part of the Village's franchise agreement. The change to direct pay will not impact the sustainability revenue. Trustee Buchanan asked what the aggregation has to do with this direct payment. Consultant Pruitt said what is presented is what we think are the two best options to inject more renewable energy supply into the Village. One option is into the Village's municipal facilities. The constraint is the ordinance consideration. The freeness becomes a barrier for financing projects. The second option is into the municipal aggregation program. Trustee Buchanan referenced Aggregation 3.0 and asked if the renewables is the energy plus the recs from regional renewables, which Consultant Pruitt confirmed. She asked if the recs are just credits for renewable energy that is already being generated, which Consultant Pruitt Village of Oak Park Page 9 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 confirmed. In the past, a municipality has purchased renewable energy credits from existing resources. Aggregation 3.0 would specify that the municipality would be purchasing the energy plus the recs from new resources that are developed in Illinois. Trustee Buchanan noted the Village's CROP says it will not use recs. Consultant Pruitt said the Village would control the recs. They are an asset that would be part of the transaction and the Village can decide how to monetize or dispose of them. Trustee Buchanan said she is comfortable moving forward with the Joule option. Trustee Robinson asked if the Village has to switch to direct payment to enter into the Joule model. Consultant Pruitt said no, they are two separate things. Trustee Robinson asked if the Village will receive further analysis from staff on switching from the ordinance to direct payment. Manager Jackson confirmed that is part of the further exploration. Trustee Straw noted the Village is purchasing from the new supply it is generating and can resell the recs which could provide the Village with additional assets to turn into additional renewable energy or the Village can retire them. Consultant Pruitt agreed they are an option, not an obligation. Trustee Straw said if the Village moves to the Joule model, it could build the 3 cents per kilowatt hour into the supply contract if it wanted to. Consultant Pruitt said the Village will still have a retail agreement with an energy supplier and can obligate that supplier to include whatever it wants. Trustee Straw said it is important for the Village to make the pricing as competitive as possible with ComEd and it is important to make our energy supply renewable overall. Trustee Wesley said the Village currently has a system with ComEd where our usage and the credit from them nets out to zero and that credit is an indirect tax on residents. The sustainability fund is an indirect tax from the aggregator that is collected on the Village's behalf. The max credit from the past 12 months would be the cash amount that ComEd would start to pay the Village, then our usage would hopefully be less than that, and the cash payment to the Village would be the difference. Consultant Pruitt confirmed that is all correct. Trustee Wesley asked if there is a model to understand the capital costs required to drive down our usage. Manager Jackson said the Village will have to build that. Consultant Pruitt said it would be a refresh from the costing information from 2.5 years ago and the funding for those projects to reflect the value of the Inflation Reduction Act and available state incentives to come up with a new net cost, compare those against the cash value to determine if we are dollars up or down after making a change on the compensation package, and then deploying those sustainability measures. Village of Oak Park Page 10 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 Trustee Wesley asked if the Village knows how much additional resource time or headcount it might take to manage this. Manager Jackson responded that would definitely be part of the analysis. President Scaman read from the DEI impact analysis provided by staff. AH. ORD 23-81 An Ordinance Amending Chapter 2 (“Administration”), Article 36 (“Aging in Place”), Section 2-36-1 (“Establishment; Composition; Definition”) and Section 2-36-2 (“Duties”) of the Oak Park Village Code Dr. Walker and Aging in Place Commission Chair Marc Blesoff presented the Item. President Scaman noted the request to remove the language that limits commission members to 55 years of age or older or working with individuals 55 years of age or older, while still requiring a majority of the commission be 55 years of age or older. Chair Blesoff said the Village Board will also receive a proposed resolution about Ageism Awareness Day on October 7. Trustee Wesley said housing diversity is a priority for him and he loves the reframing of this commission to enable people to stay in their community. He noted one of the challenges with an old housing stock is not having many accessible buildings. Chair Blesoff noted that 54% of middle income older people cannot afford senior housing. Every decision this Village Board makes will have to factor in the changing demographic. It was moved by Trustee Wesley, seconded by Trustee Straw, 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 Straw, and Village Trustee Wesley NAYS: 0 ABSENT: 0 AI. ORD 23-87 Concur with the Plan Commission and Adopt an Ordinance Granting a Special Use Permit for a Major Planned Development Containing a Four-Story Educational Institution Building Addition at the Property Located at 201 North Scoville Avenue Peter Ryan: Encouraged the Village Board to approve the ordinance. Improving the quality of our schools is in the best interest of Oak Park. He empathizes with the neighbors and supports any measures D200 can take to help minimize those impacts. Laura Huseby: Encouraged the Village Board to adopt the ordinance, which is key to the continued success of our diverse community. Village of Oak Park Page 11 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 Village Planner Craig Failor presented the Item. Trustee Buchanan inquired about the lighting once finished. Planner Failor responded there are various levels along the Scoville side. The area is where students park their bikes and is very dark so they want to ensure the area is conducive to the student activity after dark. The Plan Commission was a unanimous 6-0 vote, with two commissioners absent. President Scaman noted the dust from the project on Linden has been significant. D200 Superintendent Dr. Greg Johnson responded that they are in early days of determining how they will handle the potential demolition. He acknowledged the field renovation project has been dusty because of the constant earth movement. He said D200 has offered to pay for cleaning residents' windows. They are committed to being very good neighbors for this project and understand it will be a significant impact. Gilbane Building Company Project Executive Jeremy Roling added that regular street sweeping and watering down of the site will be bought into their bid packages. They are also looking at utilizing a plywood barrier wall instead of a chain link fence to help with noise and dust. Trustee Wesley said there are explicit laws on what we can do and there is also what we should do. He said he has received a lot of calls and emails saying he should vote against this or take D200 to task for bypassing the people and not going to referendum, though that is not his job. He said he could vote no because he disagrees with how we got here, but that's not what he should do because the issue is whether or not he agrees with the zoning variance in front of him, which he thinks is in line with other zoning variances. He said while this Village Board has the authority to tear down Village Hall and write a check for a new one, when the community pushed back, we paused, created processes, took a step back, and listened. President Scaman recommended that residents listen to the Plan Commission meeting and said she will proudly vote yes for this. It was moved by Trustee Robinson, seconded by Trustee Enyia, 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 Straw, and Village Trustee Wesley NAYS: 0 ABSENT: 0 AJ. ORD 23-89 An Ordinance Amending Chapter 15 (“Motor Vehicles & Traffic”), Article 5 Village of Oak Park Page 12 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 (“Schedule of Fines and Penalties for Certain Minor Traffic Violations, Parking and Vehicle License Violations”), Section 15-5-5 (“Specific Violation of the Illinois Vehicle Code Adopted by Reference”) of the Oak Park Village Code to Adopt By Reference 625 ILCS 5/11-1308 (“Unauthorized Use of Parking Places Reserved for Electric Vehicles”) Parking and Mobility Services Manager Sean Keane presented the Item. Trustee Straw inquired what the penalty would be. Manager Keane said as a home rule community, the parking fines are adopted by the Village Code. This is a checklist item as part of the EV designation. The Village would use its local code to enforce. Village Attorney Stephanides said the penalty is Section 1-1-5 of the Village Code which provides for an up to $750 fine. It would go through adjudication and the hearing officers would have that latitude up to that amount. The parking ticket would cite this section of the code and the state statute and the fine would be $100. The Village does not have a tow enforcement plan. Trustee Robinson noted this only applies to Village EV spots and not EV spots on private property, which Manager Keane confirmed. Attorney Stephanides said the Village would have to enter into a private enforcement agreement with the property owners which the Village has done previously. Trustee Robinson asked if the Village is measuring usage of the EV spots. Manager Keane confirmed the Village does. Trustee Robinson requested that information, which Manager Jackson confirmed can be provided. President Scaman noted that the Village does not currently charge for these EV spots. Trustee Wesley asked if the electricity provided for these spots is part of the Village's free allotment. Manager Keane said it is not; the Village is paying for it. Trustee Wesley asked if anything is being done now about non-EV vehicles parking in the EV spots. Manager Keane said a few instances have been reported to the Village and the Police Department has issued a citation for "no parking any time." This citation would be specific to EV charging parking only. President Scaman noted that for the EV spots at Village Hall, overnight parking is not permitted without a Village sticker or permit. Manager Keane confirmed the Village sells overnight residential permits for the Village Hall lot. It was moved by Trustee Straw, seconded by Trustee Wesley, 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 Straw, and Village Trustee Wesley Village of Oak Park Page 13 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 NAYS: 0 ABSENT: 0 AL. RES 23-267 A Resolution Approving an Independent Contractor Agreement with Midwest Services and Development Corp. for the Main Fire Station Bunk Room Renovations Project in an Amount Not to Exceed $319,200.00, Authorizing its Execution and Directing Staff to Prepare the Necessary Budget Amendment Public Works Director Rob Sproule presented the Item. Trustee Parakkat asked if the $44K increase was not estimated previously in the Fire Station 2 project. Fire Chief Ron Kobyleski responded that it is already installed there. All stations have this. Because the Village is installing separate sleeping cubicles, a system is now required for each individual room. Trustee Parakkat asked why the $44K was not part of last year's capital improvement plan (CIP) if we knew this was going to happen. Director Sproule said it was included. They are two separate Board items because they are from separate contractors. Trustee Parakkat asked if the $244K in the CIP should have covered both projects, which Director Sproule confirmed. Trustee Parakkat asked why the estimates were this far off. Director Sproule explained that Fire Station 3 had not been bid out last year prior needing to submit the numbers for this year's project. By the time the Village knew the scope of cost change, this was already part of the budget with the existing costs the Village estimated in 2022. When the Village has to budget so early, it is difficult to keep up with inflation and construction costs happening now. Trustee Parakkat questioned the 1.5 times increase. Director Sproule responded that is what the bidding is telling us. As the Village looks at its budget costs for 2024 moving forward, it needs to be increasing its costs to ensure we are coming in closer to actual costs. Trustee Parakkat said the level of confidence the Village Board has when the CIP is presented is a big factor because we are trusting Village staff expertise to give realistic estimates. If that is to be changed in Q3 with an amendment, then it opens up a lot of loopholes in terms of our estimates and CIP and spend, which is a concern for him. Director Sproule said for 2024, the internal conversations have been about increasing our costs by about 25% to try to ensure the Village is accommodating for potential cost overrun. The Village is also building in a 15% contingency. Chief Kobyleski added that the Village's crews got special training to install this, which is saving $20K in installation costs. The equipment quote was originally $40K which is only a $4K difference. Trustee Wesley inquired about the number of bids sent out and received. Director Sproule said it is an open bidding process. The three companies Village of Oak Park Page 14 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 that attended the pre-bid meeting were the three that bid on the project. Trustee Wesley asked if this increase is in line with what is being seen elsewhere. Director Sproule said construction costs are going up across the board and a lot is tied to the competitive nature of these groups. Trustee Wesley inquired about the AC being three times higher than what was anticipated. Director Sproule said part of it is due to the changeover in refrigerant standards and it is now a larger scope project because the entire supply lines need to be replaced. Trustee Wesley asked if the Village will have the same bid if it is deferred to next year. Director Sproule said the Village will use that as its budget number though bid numbers are usually only valid for a period of weeks. When the Village is ready to move forward next year, it will need to re-bid the project. Trustee Wesley noted these things have escalated year to year so he supports doing it this year instead of pushing it to next year when it will likely cost more. President Scaman agreed. Director Sproule noted that Midwest was the lowest bidder for that work as well. Trustee Straw agreed with Trustee Wesley in incorporating the HVAC component into the project. He stressed the need and importance of this project. The Village is currently down 15 firefighters with many working a lot of overtime and two shifts in a row with an open bunk room. Every time a call comes in, every firefighter on shift gets woken up. These improvements will have a huge impact on quality of life for our firefighters which will have an impact on quality of service to our residents. It will decrease the potential for injury and increase recruitment. Trustee Straw said he is strongly on board. President Scaman asked why the HVAC is separated. Director Sproule said HVAC falls under the Village's Mechanical, Electrical, and Plumbing (MEP) program. The timing of the two pieces lined up so the Village asked the engineering firm to bid both projects and put them together or it can give them to different contractors if it made more fiscal sense. Manager Jackson noted that Public Works is a very cost conscious group that is always looking for opportunities to save. Trustee Straw proposed a friendly amendment to the motion to increase the not to exceed amount of the contract by the proposed alternative bid #3 price of $400K. Attorney Stephanides confirmed the amount in the resolution would be changed per the friendly amendment. Trustee Robinson said she supports that change and asked if there are any other logistical reasons to delay it, which Director Sproule confirmed there are not. It was moved by Trustee Straw, seconded by Trustee Wesley, that this Resolution be adopted as amended. The motion was approved. The roll call on the vote was Village of Oak Park Page 15 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 as follows: AYES: 7- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley NAYS: 0 ABSENT: 0 AK. RES 23-251 A Resolution Approving a Purchase Price Agreement with US Digital Designs, Inc. for the Purchase of Phoenix G2 Automated Fire Station Alerting System Equipment for the Station 1 Bunk Room Project in an Amount Not to Exceed $44,076.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement It was moved by Trustee Straw, seconded by Trustee Wesley, that this Resolution 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 Straw, and Village Trustee Wesley NAYS: 0 ABSENT: 0 XIII. Call to Board and Clerk Deputy Clerk Hansen said Clerk Waters could not be here and sends her gratitude during this difficult time. National Voter Registration Day is September 19th. The Clerk's Office will be in the Courtyard of Village Hall on September 19th from 1-3 pm and at the Oak Park Farmers’ Market on September 23rd from 10 am-noon. Trustee Wesley encourages residents to attend Barrie Fest this Saturday, which is put on by South East Oak Park Community Organization to celebrate the completion of the rehabilitation of Barrie Park. Trustee Straw recognized Labor Day yesterday and the importance and tradition of organized labor. He recognized and thanked our local public employee unions who serve the Village and the community. Trustee Parakkat said Barrie Fest will be the launch of our community as Illinois' first green dining hub and encouraged residents to attend. President Scaman said she was honored to host Congressman Danny Davis and Congresswoman Katherine Clark last Monday at Village Hall. She provided updates about C4 and the model to bring hundreds of thousands of dollars from grants to communities in our region by leveling the playing field of grant writing and technical assistance and supporting a Village of Oak Park Page 16 Printed on 9/19/2023 President and Board of Trustees Meeting Minutes September 5, 2023 roadmap for any community of any size to succeed at creating a climate action plan. She will be at Barrie Fest with her grandchildren and recently welcomed a fourth grandchild. XIV. Adjourn It was moved by Trustee Straw, seconded by Trustee Wesley, to Adjourn. A voice vote was taken and the motion was approved. Meeting adjourned at Tuesday, September 5, 2023 at 9:41 P.M. Respectfully submitted, Deputy Clerk Hansen Village of Oak Park Page 17 Printed on 9/19/2023