Village of Oak Park Board of Trustees met June 15.
Here is the agenda provided by the board:
I. Call to Order
II. Roll Call
III. Agenda Approval
IV. Minutes
A. MOT 20-034 Motion to Approve Minutes from Remote Special Meeting of May 28, 2020, Emergency Meeting of June 1, 2020, Remote Regular Meeting of June 1, 2020 and Remote Special Meeting of June 8, 2020 of the Village Board.
Overview:
This is a motion to approve the official minutes of meetings of the Village Board.
V. Non-Agenda Public Comment
VI. Proclamation
B. ID 20-157 Motion to Approve Proclamation for Juneteenth Annually on June 19th.
Overview:
This is a motion to approve the Proclamation. VII. Village Manager Reports
C. ID 20-160 Status Reports have been prepared for the Village Board for duration of March, April and May during which time the Village Responded to an Emergency Affecting the Public Health Pursuant to Resolution 20-120 Adopted on March 13, 2020 and Extended by Resolutions 20-124 and 20-128 which Continues the Emergency through June 1, 2020
Overview: This is a written report only. VIII. Village Board Committees
This section is intended to be informational. If there are approved minutes from a recent Committee meeting of the Village Board, the minutes will be posted in this section.
IX. Consent Agenda
D. RES 20-114 A Resolution Approving a Customer Work Agreement with Commonwealth Edison Company for Designing the Relocation of Electrical Distribution Facilities for the Vacation of South Euclid Avenue for the Senior Living Center Development at 703 Madison Street in an Amount Not to Exceed $47,651 and Authorizing its Execution as Reviewed at the September 3, 2019 Regular Meeting
Overview:
There are existing ComEd facilities located in public right-of-way on Euclid Avenue south of Madison Street that must be relocated in order to proceed with the Senior Living Center at 703 Madison Street. Costs for relocating public electrical facilities are paid by the Village per the Redevelopment Agreement and according to the Franchise Agreement with ComEd. This agreement authorizes ComEd to start their design work for relocating their facilities. A separate agreement will be presented for the construction costs for the ComEd relocation after ComEd designs and bids the project.
June President and Board of Trustees Meeting Agenda 15, 2020 E. RES 20-115 A Resolution Approving Estimates of Cost and Authority to Work Agreements with AT&T Illinois for the Design and Relocation of Communications Facilities for the Vacation of South Euclid Avenue for the Senior Living Center Development at 703 Madison Street in an Amount Not to Exceed $1,250,000 and Authorizing its Execution as Reviewed at the September 3, 2019 Regular Board Meeting
Overview:
There are existing AT&T facilities located in public right-of-way on Euclid Avenue south of Madison Street that must be relocated in order to proceed with the Senior Living Center at 703 Madison Street. Costs for relocating utilities are paid by the Village per the Redevelopment Agreement and according to the Franchise Agreement with AT&T. This agreement authorizes AT&T to start their design work and bid out the work for relocating their facilities.
F. RES 20-142 A Resolution Authorizing the Submission of an Illinois Department of Human Services (IDHS) Grant Application to Provide Funding for the Police Department’s Tobacco Enforcement Program (TEP)
Overview:
This resolution authorizes staff to submit an application for the IDHS TEP grant, as part of the Department’s tobacco enforcement and education efforts.
G. RES 20-143 A Resolution Approving a One Month Extension of a Professional Services Agreement between the Village of Oak Park and Securitas Security Services USA Inc., in an Amount Not to Exceed $42,000 for Security Services at Village Parking Structures and Not to Exceed $4,500 for Security Services at Village Hall and Authorizing its Execution
Overview:
The Village contracts for security services for the public parking garages and Village Hall. The Village’s contract with Securitas Security Services, USA Inc., expires on June 30, 2020. The Village issued a Request For Proposals (RFP) on April 20, 2020 in anticipation of the contract expiration. Due to the public health emergency and disruptions to the proposal review process, Village staff is requesting a one (1) month extension of the agreement to July 31, 2020, at the same rate charged by Securitas during the first six months of 2020. This will allow Village staff adequate time to review the proposals received and negotiate contract terms with the recommended firm.
June President and Board of Trustees Meeting Agenda 15, 2020 H. RES 20-145 A Resolution Approving a Professional Services Agreement with Baxter & Woodman Inc. for the Development of a Risk and Resilience Assessment/Emergency Response Plan in an Amount Not to Exceed $28,000.00 and Authorizing its Execution
Overview:
The Village is the owner of Public Water Supply and is thus required to develop a Risk and Resilience Assessment (RRA) and corresponding Emergency Response Plan (ERP) in compliance with the American Water Infrastructure Act (AWIA). Upon completion of the RRA and the ERP, the Village is to submit certification to the U.S. Environmental Protection Agency (USEPA) showing compliance with each portion of the federal mandate. This item provides for professional engineering services to complete the required work.
I. RES 20-148 A Resolution Approving a Local Public Agency Amendment #2 for Federal Participation for the Feasibility Study of Expanded Bridge Decking over I-290 and Authorizing its Execution
Overview:
In December of 2017 the Village approved an engineering agreement for a feasibility study for expanded bridge decking over I-290 (Cap the Ike). Since that time the Village has been working with the Illinois Department of Transportation (IDOT) on trying to get this feasibility study started. IDOT has finally provided direction on how to process the agreements for this study and it requires amending the existing Local Agency Agreement for Cap the Ike to reflect the new scope and dollar amount of the feasibility study as compared to the old phase 1 engineering study. The amended local agency agreement with the State increases the previous agreement amount from $983,928 to the revised amount of $1,503,009. The study is 100% federally funded.
J. RES 20-149 A Resolution Approving a Second Amendment to the Professional Services Agreement Between the Village of Oak Park and Christopher B. Burke Engineering, Ltd. for Design Engineering Services for the Madison Street Streetscape Project to Change the Not to Exceed Amount from $674,218 to $903,861 and Authorizing its Execution
Overview:
Christopher B. Burke Engineering (CBBEL) has designed the Madison Street resurfacing project which was completed last year and has been designing the proposed streetscape and utility project on Madison from Oak Park Avenue to East Avenue for a number of years. The amendment is needed to pay for additional work required for designing and coordinating public and private utility relocations associated with vacating Euclid Avenue, development coordination, and plan review which were not included in the original scope. The amendment adjusts the existing contract from $674,218 to $903,861.
June President and Board of Trustees Meeting Agenda 15, 2020 K. RES 20-150 A Resolution Approving a Parking Lot Temporary License Agreement with the Beer Shop, LLC for a One Day Event and Authorizing its Execution
Overview:
This is a Parking Lot License Agreement that would authorize the Beer Shop to use two (2) parking spaces in Lot 10 at the corner of Marion Street and North Blvd for a one day event on June 18, 2020.
L. RES 20-151 A Resolution Approving the Letter of Intent between the Village of Oak Park and the Illinois Department of Transportation for the IL64 and IL56/22 Street/Cermak Road Smart Corridor Project and Authorizing its Execution
Overview:
The Illinois Department of Transportation (IDOT) has been planning a Smart Corridor along North Ave (IL64) to improve traffic flow. IDOT has nearly completed the preliminary engineering design for this project. The Letter of Intent (LOI) between the Village of Oak Park and Illinois Department of Transportation outlines the Village’s costs for this project along North Avenue for traffic signal work, emergency vehicle preemption equipment, and engineering costs for an estimated total of $56,764. The LOI also confirms the Village’s concurrence with the proposed smart corridor project, the cost participation responsibilities, the maintenance/jurisdictional responsibilities and outline items for future consideration during the design phase of the project. Work is expected to occur in 2022 or later.
M. RES 20-152 A Resolution Authorizing the Submission of a Bulletproof Vest Partnership (BVP) Grant Application with the United States Department of Justice with an Anticipated Funding Amount of $4,734.50
Overview:
This resolution authorizes staff to submit an application for the BVP that provides funding for the purchase of Police Officer vests.
N. MOT 20-029 A Motion to Approve the May 2020 Monthly Treasurer’s Report for All
Funds
Overview:
The unaudited May 31, 2020 report is hereby presented pursuant to 65 ILCS 5/3.1-35-45 summarizing the Village’s cash and investment balances.
O. MOT 20-030 A Motion to Approve the Bills in the Amount of $3,834,019.38 from May 11, 2020 through June 8, 2020
Overview:
Attached is the regular list of bills paid through the Village’s accounts payable (AP) system for the period beginning May 11, 2020 through June 8, 2020. In addition, attached is the payroll summary for May 2020.
June President and Board of Trustees Meeting Agenda 15, 2020 P. MOT 20-032 A Motion to Accept Staff’s Recommendation to Upgrade from Two-Way
STOP signs to All-Way STOP Signs at the Intersection of Pleasant Street and Scoville Avenue and Direct Staff to Prepare the Necessary Ordinance
Overview:
The Engineering Division reviewed traffic data and accident history on Pleasant Street from Euclid Avenue to Elmwood Avenue to determine if there are any intersections with safety concerns. Two crashes have occurred at the intersection of Pleasant Street and Scoville Avenue in a five month time period in 2019. Village staff is recommending upgrading the intersection to all-way STOP signs since it exceeds the critical crash rate for the area, two injury accidents that occurred during the second half of 2019, and possible line of sight issues.
Q. MOT 20-025 A Motion to Receive the Fiscal Year 2019 Comprehensive Annual Financial Report (CAFR) and Supporting Documents as Reviewed by the Village Board at its June 8, 2020 Special Meeting
Overview:
On June 8, 2020, the Village Board reviewed and discussed the independent annual audit (CAFR) and related documents such as the communication letters, for the year ending December 31, 2019. This action is the official receipt of the audit by the Village’s independent auditing firm, Sikich. Additionally, the Village must file the audit with the State by June 30, 2020.
R. MOT 20-026 A Motion to Receive the Fiscal Year 2019 Single Audit Report as Reviewed by the Village Board at its June 8, 2020 Special Meeting
Overview:
As required by Federal and State granting agencies, any fiscal year the Village expends $750,000 or more in Federal grant proceeds (which either originate directly from the Federal government or distributed as a pass-through from the State or County government), a single audit is required. The Single Audit was performed by Sikich LLP at the same time the regular financial audit was completed and must be filed 30 days after the Single Audit is received from the auditor or nine months after fiscal year end (which would be September 30, 2019), whichever occurs first. The 2019 Single Audit will be officially filed with the Federal Clearinghouse as required.
S. ORD 20-037 An Ordinance Amending the Fiscal Year 2020 Annual Budget
T. ORD 20-048 An Ordinance Amending the Fiscal Year 2020 Annual Budget to Provide for the Setup of Outdoor Dining Locations in the Village’s Business Districts in an Amount Not To Exceed $25,000
Overview:
An Ordinance is hereby presented to reclassify and request new funding in the FY20 Budget to provide for the setup of outdoor dining locations in the Village’s Business Districts. Specifically, this budget amendment will allow for renting a limited number of jersey walls through July 31, 2020. Staff received three (3) written bids for the rental service, with the contract being awarded to the lowest bidder.
June President and Board of Trustees Meeting Agenda 15, 2020 X. Regular Agenda
U. ORD 20-040 Concur with the Plan Commission’s Recommendation and Adopt An
Ordinance Denying a Special Use Permit for a Major Planned Development Containing a Five Story Multiple-Family Residential Building with 48 Dwelling Units at the Property Located at 435-451 Madison Street
Overview:
The Applicant, GLPE,LLC -Michigan Avenue Real Estate Group LLC, has requested the approval of a Special Use Permit for a Major Planned Development for a five (5) story multiple-family residential development with 48 rental units and ground floor ancellary parking spaces with five (5) allowances from zoning district regulations.
V. RES 20-144 A Resolution Approving a Subrecipient Grant Agreement with Housing Forward for CARES Act Community Development Block Grant-Corona Virus (CDBG-CV) Funding in a Not-To-Exceed Amount of $400,000 and Authorizing Its Execution.
Overview:
The Village of Oak Park (the “Village”) will soon receive $980,107 in Community Development Block Grant-Corona Virus (“CDBG-CV”) funds in order to prevent, prepare for, and respond to COVID-19, as well as to facilitate assistance to eligible persons economically impacted by COVID-19. Housing Forward completed an application to use $400,000 in CDBG-CV funds to provide rental, mortgage and/or utility assistance to persons who have been affected by the pandemic. Housing Forward is very able to assist a large amount of persons who need assistance.
W. RES 20-146 A Resolution Authorizing the Creation of a Business Assistance Loan Program Using CARES Act Community Development Block Grant-Corona Virus (CDBG-CV) Funding in an Amount Not to Exceed $300,000
Overview:
The Village of Oak Park (the “Village”) will soon receive $980,107 in Community Development Block Grant-Corona Virus (“CDBG-CV”) funds in order to prevent, prepare for, and respond to COVID-19, as well as to facilitate assistance to eligible persons economically impacted by COVID-19. $300,000 in CDBG-CV funds will be set aside to use for forgivable small business loans up to $5,000 provided thoses businesses create and/or retain jobs for Oak Park persons with incomes at or below 80% of the Area Median Income (AMI) for Cook County.
XI. Call to Board and Clerk
XII. Adjourn
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