IL - Oak Park: President and Board of Trustees Meeting Agenda

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President and Board of Trustees Meeting Agenda

President and Board of Trustees

Village of Oak Park

Tagged Passions:parks

Meeting Agenda

123 Madison Street Oak Park, Illinois 60302

Tagged Passions:streets and parks

www.oak-park.us

Tagged Passions:parks

Village Hall6:30 PMMonday, April 16, 2018

Regular Meeting at 6:30 p.m., Room 130. The Village Board is expected to adjourn immediately into Executive Session and reconvene the Regular Meeting

at 7:30 p.m. in Council Chambers

Instructions for Non-Agenda Public Comment

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Instructions for Agenda Public Comment

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I. Call to Order

II. Roll Call

III. Consideration of Motion to Adjourn to Executive Session to Discuss Collective Bargaining and Litigation.

Tagged Passions:legal and union

IV. Adjourn Executive Session

V. Reconvene to Regular Meeting in Council Chambers and Call to Order

VI. Roll Call

VII. Agenda Approval

VIII. Minutes

A. MOT 18-313 Motion to Approve Minutes from the March 19, 2018 Regular Meeting of the Village Board.

This is a motion to approve the official minutes of meetings of the Village Board.

Overview:

IX. Non-Agenda Public Comment

X. Proclamation

Tagged Passions:recognition

B. MOT 18-311 Motion to Approve Proclamation for Older Americans Month May 2018

Tagged Passions:recognition

This is a motion to approve Village President Abu-Taleb proclaiming May 2018 Overview:

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April 16, 2018President and Board of Trustees Meeting Agenda

as Older Americans Month.

C. MOT 18-314 Motion to Approve Proclamation for Arbor Day April 27, 2018

Tagged Passions:recognition

This is a motion to approve Village President Abu-Taleb proclaiming April 27, 2018 as Arbor Day.

Overview:

XI. Village Manager Reports

Tagged Passions:manager

XII. Village Board Committees

XIII. Citizen Commission Vacancies

Tagged Passions:boards and commissions

D. ID 18-855 Board and Commission Vacancy Report for April 16, 2018.

Tagged Passions:boards and commissions

XIV. Citizen Commission Appointments, Reappointments and Chair Appointments

Tagged Passions:boards and commissions and appointments

E. MOT 18-315 Motion to consent to the Village President s Appointment of: Aging in Place Commission - Barbara Cimaglio, Appoint as Member Aging in

Place Commission - Barbara Mirel, Appoint as Member Aging in Place Commission - Carmenza Millan, Appoint as Member Aging in Place Commission - Kenneth A. Gill, Appoint as Member Aging in Place Commission - Lance Taylor, Appoint as Chair Aging in Place Commission - Nancy Teclaw, Appoint as Member Aging in Place Commission - William Fillmore, Appoint as Member Citizen Involvement Commission - John Troelstrup, Reappoint as Chair Citizen Involvement Commission - Sandra Novack-Gottshall, Appoint as Member Community Relations Commission - Tab Washington, Appoint as Member Housing Programs Advisory Committee - Andrew Williams-Clark, Appoint as Member
Tagged Passions:boards and commissions, appointments, program, and housing

XV. Consent Agenda

F. ORD 18-349 Concur with the Plan Commission s Recommendation and Adopt an Ordinance Amending Article 9 ( Site Development Standards ), Section 9.3

( Accessory Structures and Uses ), Subsection (A)(5)(a) of the Oak Park Zoning Ordinance Regarding the Side Yard Setback for Detached Accessory Structures
Tagged Passions:boards and commissions, ordinance, development, Development, zoning, and parks

As a condition of approval of the revised Zoning Ordinance, the Village Board remanded to the Plan Commission for further consideration a review of

the side yard setback requirement for accessory buildings and structures.
Tagged Passions:boards and commissions, ordinance, and zoning

Overview:

G. ORD 18-355 An Ordinance Declaring Surplus Revenue in the Village of Oak Park Downtown Tax Increment Finance District Special Tax Allocation Fund

for the 2017 Tax Year and Authorizing the Payment of that Surplus Revenue to
Tagged Passions:taxes, Taxes, ordinance, downtown, surplus, finance, and parks

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April 16, 2018President and Board of Trustees Meeting Agenda

the Cook County Treasurer for Distribution to Affected Tax Districts on a Pro-Rata Basis

Tagged Passions:Treasurer, taxes, Taxes, and TREASURER

Pursuant to the amended 2011 Settlement Agreement as amended, a surplus distribution of 2,378,434.30 is required for Quarter 1, tax year 2017 from

the Downtown TIF collections. Please see attached worksheet for the detailed calculations.
Tagged Passions:taxes, Taxes, downtown, surplus, TIF, and settlement

Overview:

I. ORD 18-361 An Ordinance Authorizing the Sale of Surplus Vehicles, Materials and Equipment Owned by the Village of Oak Park

Tagged Passions:ordinance, surplus, equipment, sale, parks, and materials

Various departments have vehicles, materials and equipment that can be sold as surplus as they are no longer useful to the Village. The items will be

sold at auction, traded in or disposed of as scrap.
Tagged Passions:trade, surplus, auction, equipment, and materials

Overview:

J. RES 18-770 A Resolution Approving a Professional Services Agreement with Wight Company for an Eight Month Period ending December 31, 2018 for

Architectural Design Review Services in an Amount Not to Exceed 25,000 and Authorizing its Execution
Tagged Passions:services

The Village has previously contracted with Wight and Company for architectural design consultation associated with Planned Development applications.

The Village recently issued a Request for Proposal for these services for fiscal year 2018. The Village received 4 responses. The Village recommends an eight month contact ending December 31, 2018 with Wight and Company for architectural design consultation regarding planned development and applicable building permit applications.
Tagged Passions:contract, services, development, and Development

Overview:

K. RES 18-800 A Resolution Approving an Intergovernmental License Agreement Between the Village of Oak Park and Oak Park Elementary School District

Number 97 for Resident Permit Parking at the Gwendolyn Brooks Middle School Parking Lot and School District Staff Permit Parking on Randolph Street and Authorizing its Execution
Tagged Passions:streets, education, license, intergovernmental, and parking

This is an agreement between the Village and School District 97 for the continued intergovernmental use of parking facilities at Gwendolyn Brooks

Middle School.
Tagged Passions:education, intergovernmental, and parking

Overview:

L. RES 18-801 A Resolution Approving an Intergovernmental License Agreement Between the Village of Oak Park and Elementary School District Number 97

for Resident Permit Parking at the Percy Julian Middle School Parking Lot and School District Staff Permit Parking on Randolph Street and Authorizing its Execution
Tagged Passions:streets, education, license, intergovernmental, and parking

This is an agreement between the Village and School District 97 for the continued intergovernmental use of parking facilities at Percy Julian Middle

School.
Tagged Passions:education, intergovernmental, and parking

Overview:

M. RES 18-849 A Resolution Approving a Purchase Price Agreement with American Response Vehicles Inc. for the Purchase of an Ambulance in an Amount

not to Exceed 277,026 and Authorizing its Execution
Tagged Passions:purchasing

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April 16, 2018President and Board of Trustees Meeting Agenda

This action authorizes the purchase of a new ambulance as per the Village s Capital Improvement Program. Ambulances are recommended for replacement

every three years, with the oldest unit being placed in reserve. The Village issued a Request for Proposal (RFP) and selected the lowest most responsive bidder, American Response Vehicles, Inc. for 277,026. The 2018 CIP budget allocated 280,000 for the purchase of a new ambulance.
Tagged Passions:budget, rfp, RFP, capital spending, purchasing, Capital Spending, and program

Overview:

N. RES 18-857 A Resolution Approving the Renewal of an Independent Contractor Agreement with GA Paving, LLC for Village Wide Utility Pavement

Patching Services in 2018 in an Amount not to exceed 175,000.00 and Authorizing its Execution
Tagged Passions:services, Utility, and utility

The Department of Public Works makes repairs to the underground water distribution system and sewer collection system. These repairs require

excavation of the public streets which then must be repaired in a timely manner. To assist the Village, contractors are utilized to make these repairs. This item would allow for renewal of the Independent Contractor Agreement with GA Paving in 2018. This would be the second of two optional renewals.
Tagged Passions:streets, Utility, Public Works, utility, public works, sewer, and water

Overview:

O. RES 18-858 A Resolution Approving the Renewal of an Independent Contractor Agreement with Advanced Disposal Services Solid Waste Midwest, LLC for

Village Wide Refuse/Recycling Container Pick Up Services in 2018/2019 in An Amount Not to Exceed 123,000.00 and Authorizing its Execution
Tagged Passions:recycling, services, Utility, utility, and solid waste

The Department of Public Works is responsible for collection of refuse and recycling materials from Village owned containers that are placed

throughout the community, primarily in the business districts. To assist in this effort, a contractor is utilized. Advanced Disposal performed this work for the last two years. This would be the second of two optional renewals.
Tagged Passions:recycling, Public Works, materials, public works, and business

Overview:

P. RES 18-861 A Resolution Approving a Professional Services Agreement with BLA, Inc. for Design and Construction Engineering for Project No. 18-14,

Bridge Deck Repair Project at Home, Oak Park, and East Avenues, in an Amount Not To Exceed 63,976 and Authorizing its Execution
Tagged Passions:services, construction, and parks

The Engineering Division requested proposals for design and construction engineering services for a bridge deck repair project on the bridges over

I-290 at Home, Oak Park, and East Avenues. The proposal from BLA, Inc. best fit the needs of the Village for this project. The project consists of repairs to sidewalks, bridge joints, pavements, and installing protective shielding under the bridges to protect traffic on I-290 from falling debris and is intended to be constructed this fall.
Tagged Passions:streets, services, Pedestrian, construction, traffic, and parks

Overview:

Q. RES 18-862 A Resolution Approving a Purchase Price Agreement with Gallagher Materials Corp. for the Purchase of Unique Paving Material Cold Mix

Asphalt in Fiscal Year 2018 in an Amount not to Exceed 35,000.00 and Authorizing its Execution
Tagged Passions:purchasing and materials

The Public Works Street Services Division uses Unique Paving Material (UPM), a high-performance asphalt patching material, to fill pot holes

year-round and also for temporary street patching when hot-mix asphalt is not available. This
Tagged Passions:streets, services, Public Works, performance, and public works

Overview:

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April 16, 2018President and Board of Trustees Meeting Agenda

item allows for a purchase price agreement for the acquisition of the materials in 2018.

Tagged Passions:purchasing and materials

R. RES 18-870 A Resolution Approving a Towing Services Agreement with O Hare Truck Service, Inc., d/b/a O Hare Towing Service for a Two-Year Period

with an Option to Renew for a One-Year Period and Authorizing its Execution
Tagged Passions:services and transportation

On January 26, 2018, the Village of Oak Park Police Department submitted a request for proposals from qualified firms that wished to manage and

administer a program for towing services. Three agencies submitted proposals by the deadline of 5:00p.m. (CST) on February 23, 2018. The three agencies are; (1) Area Towing, Inc., 1401 N. 1st Avenue, Melrose Park, IL, (2) Belmont-Kolmar Towing, Inc., 1784 E. Oakton St, Suite 112, Des Plaines, IL and (3) O Hare Towing Inc., 2700 Division St, Melrose Park, IL. After an initial screening, it was determined that Belmont-Kolmar Towing Inc. would be rejected based on lack of experience in municipal towing and competency.
Tagged Passions:public safety, services, program, and parks

The remaining two proposals were reviewed and the companies subjected to an extensive background investigation. Upon the conclusion of the review and

subsequent investigation, it was concluded that O Hare Truck Service , Inc, d/b/a/ OHare Towing Service was most capable firm.
Tagged Passions:transportation

Overview:

S. RES 18-871 A Resolution Approving Amendments to Appendix VII ( Appointee Pay Plan Schedule ) of the Personnel Manual for the Village of Oak Park

Tagged Passions:personnel and parks

The ranges in this appendix are modified to reflect the 2018 budget for general wage and potential merit increases for non-union employees.

Tagged Passions:budget and union

Overview:

T. RES 18-865 A Resolution Approving an Intergovernmental Automatic Mutual Fire Protection Agreement with the Village of River Forest and Authorizing

its Execution
Tagged Passions:intergovernmental and watershed

The Village of Oak Park has existing automatic fire protection agreements with the Villages of Forest Park and River Forest. These agreements provide

that all three towns will provide automatic fire protection services when there is a reported fire, smoke in the building, or direct lightning strikes to structures in any of the towns. This agenda item will renew those commitments with the neighboring villages of Forest Park and River Forest, as well as add a new automatic fire protection agreement with Berwyn.
Tagged Passions:services, watershed, and parks

Overview:

U. RES 18-872 A Resolution Approving an Intergovernmental Automatic Mutual Fire Protection Agreement with the Village of Forest Park and Authorizing

its Execution
Tagged Passions:intergovernmental and parks

The Village of Oak Park has existing automatic fire protection agreements with the Villages of Forest Park and River Forest. These agreements provide

that all three towns will provide automatic fire protection services when there is a reported fire, smoke in the building, or direct lightning strikes to structures in any of the towns. This agenda item will renew this commitment with Forest Park.
Tagged Passions:services, watershed, and parks

Overview:

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April 16, 2018President and Board of Trustees Meeting Agenda

V. RES 18-873 A Resolution Approving an Intergovernmental Automatic Mutual Fire Protection Agreement with the City of Berwyn and Authorizing its

Execution
Tagged Passions:intergovernmental

The Village of Oak Park has existing automatic fire protection agreements with the Villages of Forest Park and River Forest. These agreements provide

that all three towns will provide automatic fire protection services when there is a reported fire, smoke in the building, or direct lightning strikes to structures in any of the towns. This agenda item will add a new automatic fire protection agreement with Berwyn.
Tagged Passions:services, watershed, and parks

Overview:

W. MOT 18-312 A Motion to Approve the Bills in the Amount of 2,337,615.06 from March 13, 2018 through March 29, 2018

Attached is the regular list of bills as paid through the Village s accounts payable (AP) system for the period beginning March 13 2018 through March

29, 2018. This is the most current list available.

Overview:

Y. 18-355 A Motion to Approve the February 2018 Monthly Treasurer s Report for All Funds

Tagged Passions:Treasurer, TREASURER, and funding

The unaudited February 28, 2018 report is hereby presented pursuant to 65 ILCS 5/3.1-35-45 summarizing the Village s cash and investment balances.

Tagged Passions:investment

Overview:

XVI. Regular Agenda

Z. RES 18-859 A Resolution Approving a Contract with K-Five Construction Corporation for Project 18-15, Resurfacing of Various Streets, in an Amount

not to Exceed 1,482,623 and Authorizing its Execution
Tagged Passions:contract, streets, and construction

Competitive bids were opened on for the 2018 Resurfacing of Various Streets project 18-15. The project includes resurfacing and reconstruction of 21

blocks of local street throught the Village. The low responsible bid was submitted by K-Five Construction Corporation, in an amount of 1,482,622.07.
Tagged Passions:streets, rfp, RFP, and construction

Overview:

AA. ORD 18-356 An Ordinance Amending the First Quarter, Fiscal Year 2018 Annual Budget

Tagged Passions:budget and ordinance

New appropriations are recommended when a reasonable operational need exists but was not contemplated in the original budget document. The attached

Ordinance contains budgets modifications which call for reallocations among budgeted accounts as well as unspent carryforward amounts from the prior year budget.
Tagged Passions:budget, ordinance, and funding

Overview:

H. ORD 18-347 An Ordinance Amending Chapter 18 ( Peddlers and Solicitors ), Article 2 ( Farmers Market ) of the Oak Park Village Code

Tagged Passions:ordinance, Solicitor, farmers market, agriculture, market, and parks

The Farmers Market Commission and Village staff completed a comprehensive review of the Farmers Market Ordinance. The Farmers Market Commission and

Vilage staff are recommending the Village Board amend specific sections of Chapter 18 (Peddlers and Solicitors ), Article 2 ( Farmers Market ).
Tagged Passions:boards and commissions, ordinance, Solicitor, farmers market, agriculture, and market

Overview:

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April 16, 2018President and Board of Trustees Meeting Agenda

X. MOT 18-316 A Motion to Approve An Updated Organizational Chart for the Development Customer Services Department

Tagged Passions:services, development, and Development

With the recent resignation of the Business Services Manager, staff has reviewed the Development Customer Services Organizational Chart to determine

if further efficiencies can be achieved.
Tagged Passions:manager, services, development, Development, and business

Overview:

XVII. Call to Board and Clerk

XVIII. Adjourn

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