123 Madison Street

Oak Park, Illinois 60302

www.oak-park.us

Village of Oak Park

Meeting Minutes

President and Board of Trustees

Tuesday, November 19, 2024

6:00 PM

Village Hall

I. Call to Order

Village President Pro-Tem Susan Buchanan called the Regular Meeting to

order at 6:05 P.M.

II. Roll Call

Trustee Wesley joined the Meeting at 6:13 P.M.

6 -

Present:

Absent:

Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village

Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley

1 - Village President Scaman

III. Agenda Approval

It was moved by Trustee Robinson, seconded by Trustee Straw, to approve the

Agenda. A voice vote was taken and the motion was approved.

V. Non-Agenda Public Comment

There were no comments.

VI. Proclamation

MOT 24-270

A Motion to Approve a Proclamation Recognizing Small Business Saturday

- November 30, 2024

Trustee Parakkat read the Proclamation into the record.

It was moved by Trustee Straw, seconded by Trustee Enyia, to approve the

Proclamation. A voice vote was taken and the motion was approved.

MOT 24-271

A Motion to Approve a Proclamation Celebrating International Education

Week and International Exchange Students at Oak Park and River Forest

High School & Fenwick High School

President Pro-Tem Buchanan read the Proclamation into the record. Dr.

David Ubogy accepted the Proclamation.

It was moved by Trustee Straw, seconded by Trustee Robinson, to approve the

Proclamation. A voice vote was taken and the motion was approved.

VIII. Village Board Committees & Trustee Liaison Commission Reports

Trustee Robinson reported that the Collaboration for Early Childhood

(CEC) received $350K in ARPA funding from the Village which was super

impactful and included predominantly small programs.

IX. Citizen Commission Vacancies

ID 24-550

Board and Commission Vacancy Report for November 19, 2024

There were no comments.

XI. Public Hearing

ID 24-549

Truth in Taxation Public hearing for the Proposed Tax Year 2024 Property

Tax Levy

Village Attorney Courtney Willits stated "The notice of the truth in taxation

hearing was published as required by state statute in the Wednesday

Journal on November 13, 2024. The notice stated the means by which

persons may provide public comment for this public hearing. The methods

for providing comment are also stated in the agenda published for this

meeting."

Interim CFO Donna Gayden presented the Item.

Trustee Wesley asked what is being lost for the variance missing on the

corporate levy. CFO Gayden said services are not being lost. If it continues

to go down, the Village will have to make a decision on how it wants to fund

those services by going into the fund balance, raising fees, or increasing

the levy. She recommends increasing the levy by small amounts over time

to get t $1M back to become level. He said he is okay with the corporate

levy decreasing as long as it doesn't decrease services.

Trustee Robinson asked CFO Gayden how long she suggests doing the

incremental increase. CFO Gayden said she is anticipating 3.5% for about

two years and then re-evaluate but it also depends when the Village

decides to take out the next bond. CFO Gayden confirmed the 3.5% will

cover the $450K additions to the CIP budget and Chamber proposals.

Trustee Parakkat asked if the proportion of the Village's debt service

component in the future is expected to increase. CFO Gayden said she

suggests covering for both debt service and the corporate levy. She

advised not to compare what is being levied to the budget. If the property

tax levy continues to go down for corporate, at some point the Village will

not have enough money in its fund balance or it will do a large property tax

increase. Soft costs to the police station should come out of the fund

balance because they are not prudent to bond them. He said if you look at

the proportion of the Village's revenues, property tax levy is the single

largest revenue source. CFO Gayden said not to mix levies with budget.

The Village has not made one property tax levy that will cover its operating

budget.

Trustee Straw said he is in favor of doing the 3.5% levy. His big concern

with the corporate levy decreasing year over year is the Village is going to

get to a point of having to have a significant levy increase.

Trustee Enyia agreed it is a good idea to build it out gradually rather than

all at once.

Trustee Robinson said the incremental increase makes sense.

There were no public comments.

It was moved by Trustee Wesley, seconded by Trustee Straw, to close the Public

Hearing. A roll call vote was taken and the motion was approved. The roll call

was as follows:

AYES:

Pro-Tem Buchanan

NAYS:

6 - Trustees Enyia, Parakkat, Robinson, Straw, Wesley, and President

ABSENT: 1 - President Scaman

It was moved by Trustee Wesley, seconded by Trustee Straw, to open the Public

Hearing. A voice vote was taken and the motion was approved.

XII. Consent Agenda

Approval of the Consent Agenda

It was moved by Trustee Robinson, seconded by Trustee Straw, to approve the

items under the Consent Agenda. The motion was approved. The roll call on the

vote was as follows:

6 -

AYES:

Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village

Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley

NAYS:

1 - Village President Scaman

ABSENT:

RES 24-336

RES 24-337

RES 24-338

A Resolution Approving a Professional Services Agreement with RJN Group,

Inc. for Sewer Manhole Inspections and Condition Assessments in an

Amount not to exceed $99,100, Authorizing its Execution, and Waiving the

Village’s Bid Process for the Agreement

This Resolution was adopted.

A Resolution Approving an Independent Contractor Agreement with

National Power Rodding Corporation for Project 24-10 Sewer Cleaning and

Inspection, in an Amount not to Exceed $86,225 and Authorizing its

Execution

This Resolution was adopted.

A Resolution Approving an Amendment to the Task Order for Professional

Engineering Services with V3 Companies, Ltd. for Construction Engineering

Services for the 24-7 Austin Boulevard Sewer Improvements Project to

Change the not to Exceed Amount from $76,493 to $95,493 and

Authorizing its Execution

This Resolution was adopted.

A Resolution Approving an Extension of an Independent Contractor

Agreement with Thrive Counseling Center for an Additional Six-Month

Term Through April 30, 2025, in an Amount Not to Exceed $83,000 and

Authorizing its Execution.

This Resolution was adopted.

A Resolution Approving a Task Order for Professional Engineering Services

with V3 Companies, Ltd. for Topographic Surveys for the 2025 Capital

Improvement Projects in an Amount not to exceed $59,000 and

Authorizing its Execution

This Resolution was adopted.

A Resolution Approving a Professional Services Agreement with the Eggen

Consulting Group, Inc. for Water & Sewer Division Technical and

Administrative Support Services in an Amount Not to Exceed $140,000.00

and Authorizing its Execution

This Resolution was adopted.

A Resolution Approving an Intergovernmental Agreement between the

Chicago Transit Authority and the Village of Oak Park for Special Transit

Police Detail Services and Authorizing its Execution

This Resolution was adopted.

RES 24-322

RES 24-323

A Resolution Authorizing the Execution of a Settlement Agreement in

Workers’ Compensation Case Number 2023 WC 022250

This Resolution was adopted.

A Resolution Authorizing the Execution of a Settlement Agreement in

Workers’ Compensation Case Number 2023 WC 018607

This Resolution was adopted.

XIII. Regular Agenda

MOT 24-262

A Motion to Receive the Citizen Police Oversight Committee’s Semi-Annual

Report

Assistant Village Manager/HR Director Kira Tchang presented the Item as

the staff liaison to the Citizen Police Oversight Committee (CPOC).

Trustee Robinson asked why this semi-annual report is 18 months late.

Director Tchang said the committee has regularly scheduled meetings

which are sometimes not able to happen due to lack of quorum or other

items. The committee takes the responsibility seriously and works hard to

provide the reports on a timely basis. She noted that in prior years, no

reports were provided to the Board for a number of years at all. Trustee

Robinson said she doesn't want to go another 18 months with no

communication. This is about transparency and accountability and is an

incredibly important function. If a report is not going to be provided

semi-annually, she wants some acknowledgement that a report is due and

will not be provided for whatever reason.

Trustee Robinson inquired about the number of complaints that were found

to have rule violations. Director Tchang said 11 complaints were

contemplated during this time period. 4 out of those 11 complaints involved

the Oak Park Police Department identifying they believed a rule or policy

violation occurred. Trustee Robinson requested a breakdown of the votes

when it is not unanimous. Director Tchang said that information is included

on the last page of the report. Trustee Robinson requested a flock camera

report for this relevant time frame. CPOC Chair Kevin Barnhart said that

information can be provided.

Trustee Straw asked what progress has been made on limiting flock data

sharing. Police Chief Shatonya Johnson said OPPD turned off the data

sharing the day after it was requested in the Board meeting. OPPD

modified and trained on the policy. OPPD is currently only sharing with

departments within the state of Illinois. The flock system can be audited to

determine which agencies have utilized our cameras.

Trustee Enyia inquired about data information sharing with parking lots.

Village Manager Kevin Jackson said staff will follow up on that.

Trustee Parakkat noted that 17 alerts were triggered, 9 were flock-related

stops, 8 arrests were made, 3 weapons were confiscated. Chief Johnson

said that was based on CPOC's data. OPPD will provide a comprehensive

report on flock at the beginning of the year.

Trustee Wesley requested the 11 complaints be listed in the complaint

analysis section with the votes there. He requested that the metrics be

broken down in the report to align with the typical reporting date range.

President Pro-Tem Buchanan asked where the 11 complaints are shown

on the table. Director Tchang said the complaints are identified by number.

President Pro-Tem Buchanan inquired about the process when CPOC

does not agree with the internal investigation. Director Tchang said CPOC

discusses every complaint that comes to them. They review the

investigation materials. They speak to the chief and other members of the

police department. They provide feedback and recommendations. Then

they take a vote on whether they agree with the findings. Chief Johnson can

make changes and the information is included in the report to the Board.

It was moved by Trustee Enyia, seconded by Trustee Wesley, that this Motion be

approved. The motion was approved. The roll call on the vote was as follows:

6 -

AYES:

Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village

Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley

NAYS:

1 - Village President Scaman

ABSENT:

RES 24-345

A Resolution Approving a Professional Services Agreement with Pivot

Consulting Group to Conduct a Review of the Village’s Citizen Police

Oversight Function in an Amount Not to Exceed $100,000.00 and

Authorizing its Execution

Director Tchang introduced the Item and CEO and Co-Founder Bart Logue

of Pivot Consulting Group presented the Item.

Trustee Wesley said the timeframe seems long. Director Tchang said the

Village was thinking this could be a year-long engagement. The intent is for

preliminary engagement and discussion to begin and to deliver no later

than June 2025. Trustee Wesley requested that check points be built into

this. Manager Jackson said staff can provide periodic updates.

Trustee Robinson said it is not clear to her what we expect the impact to

the oversight process to be. Director Tchang said the intent is to conduct a

comprehensive review of our civilian police oversight model process,

enabling language, and procedures. The outcome is not clear because it

will be driven by stakeholder feedback in the engagement period. Trustee

Robinson requested to also have a check-in with the commission to see

how they think the review is going. Director Tchang said staff are happy to

bring periodic updates back to the Board.

Trustee Parakkat asked if OPPD will work closely with this effort. Director

Tchang confirmed OPPD is a critical stakeholder and will participate and

provide feedback to Pivot. He inquired about the costs of the proposals

received. Director Tchang said the RFP was put out several times. No bids

were received for $50K. The responses received for $100K were

consistent with that estimate. Next steps are for Pivot to come back to the

Board and present their findings and recommendations. Staff will work with

them to identify updates to Village Code that would change the enabling

language.

Trustee Enyia asked how the outreach will be rolled out. CEO Logue said

feedback will be obtained in any way possible, including in person and

virtual opportunities. Trustee Enyia asked about their experience with the

New Orleans department. CEO Logue said there was strong community

support for the oversight office.

Trustee Straw requested the difference between the stakeholder

engagement in phases 1 and 3. CEO Logue said the needs assessment

looks at what we have right now and then what are the gaps so it is a

multi-pronged approach to make sure we get to the right place.

Trustee Straw asked who will be included in the needs assessment. CEO

Logue said it will be CPOC, the Village Manager and attorneys, and

community members who have been through the process. It is trying to

make sure we are presenting something the community and stakeholders

will buy into.

President Pro-Tem Buchanan noted this cost for this one commission is

one-third of the cost of the BerryDunn report of the entire police

department. Manager Jackson said we went to market and received three

responsible proposals with a price that is not unusual in this niche field.

Director Tchang noted the first RFP did not include a price point. The

Village received proposals from law enforcement specializing firms that

don't have specific oversight experience. Staff believe this is a good value

for what is being contemplated here and the best pathway forward.

Trustee Robinson asked if the Village considered bundling this with the rest

of BerryDunn's consultant services. Director Tchang said BerryDunn did

some evaluation of police oversight. Staff had a conversation with

BerryDunn about the potential for continuing to work with them. The

decision was made at that time that BerryDunn might not be the best

partner for this project because they have less experience specific to

police oversight.

Trustee Robinson asked if the reason for the review is because Village has

been hearing complaints about the process or if it just has not been

reviewed in a long time. Director Tchang responded that it is both. CPOC

has had concerns and challenges and it is important to continue to evaluate

all areas of policing as the relationship between the community and

policing has evolved so much. Trustee Robinson said she wants to make

sure this is in lock step with input from the commission as the process is

going along. Given this dollar amount, she wants to be sure we are

covering that needs to be covered.

Trustee Enyia said the commissioners really want to make sure they get it

right with the firm taking this on and finding consultants that have real-world

experience and are a good fit. He said it sounds like the price tag fits the

bill.

It was moved by Trustee Enyia, seconded by Trustee Wesley, that this Resolution

be adopted. The motion was approved. The roll call on the vote was as follows:

6 -

AYES:

Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village

Trustee Robinson, Village Trustee Straw, and Village Trustee Wesley

NAYS:

1 - Village President Scaman

ABSENT:

ID 24-563

Review of the Fiscal Year 2025 Proposed Budget

CFO Gayden presented the Item.

Trustee Straw inquired about the cost for three additional

firefighter/paramedics to the Oak Park Fire Department (OPFD). Chief

Ron Kobyleski said the first year cost for salary and benefits would be

$284,841. At the end of six years when they reach full pay, it would be

$433,257. Trustee Straw asked how many days of overtime are expected

to reduce with three additional firefighters. Chief Kobyleski said the last

12-month period had 248 days of overtime. Hiring three people would be

about 300 shifts. Trustee Straw said in the first year we would save around

$100K. CFO Gayden said the Village will look at that when it does the

strategic financial planning. She said she is not one that is willing to reduce

overtime because three additional people are hired because you don't

know what the future may hold. Due to the cost of benefits and pension, it is

often cheaper to offer overtime than hire people.

Manager Jackson said the Village has added six firefighters in the last few

years and put the third ambulance into operation since April. He said it

would be beneficial to accumulate at least a year's worth of data and doing

a deeper analysis of OPFD's operations and our overall financial situation

to identify how we want to address the needs of the department. Trustee

Straw inquired about the feasibility of doing a budget amendment for new

hires. CFO Gayden said if the Board wants to add something to the

budget, staff will say how it will be financed, and the Board will decide.

Trustee Parakkat said the Village had the same analysis last year where

we added three new firefighters. Overtime was brought down and then it

went back up. He said he thinks it makes sense to wait for the financial

analysis to understand the full implication and then make a decision.

Trustee Straw noted we actually spent over $1M in overtime last year

before three additional firefighters were hired.

Trustee Wesley asked if we have fewer firefighters now than in the past.

Chief Kobyleski confirmed and said in the 1970s we had 105 firefighters

and we now have 72. Trustee Wesley wondered how staffing levels are

determined for police and fire. Director Tchang said they are different

staffing models and the Village receives a much higher call volume to the

police department. The Village periodically conducts studies to understand

the optimal level of staffing from an external resource. Chief Johnson said

the BerryDunn report found our current police staffing levels (114) to be on

point with industry standards. Trustee Wesley said he would vote for three

additional firefighters. Manager Jackson said if the Board wishes to skip

the analysis, the staffing study, the long-term strategic financial planning,

and information we might gain about pension applications, we could do this

in isolation.

Trustee Robinson inquired about the $20K health department survey and

waiting until a new director is hired. Deputy Manager Lisa Shelley said the

cost of the survey was budgeted in 2024 but it has not been released yet.

Trustee Robinson said her preference would be to hold off until a new

director is hired. She inquired about the grant funding that ended that was

supporting positions within the health department that the Village is now

paying for them through the general fund. Deputy Manager Shelley said

COVID grant funds and positions have ended. The Local Health Protection

Grant was reduced throughout the state so the Village needed to make up

that difference.

Trustee Robinson asked if the Village is budgeting to outsource the

environmental services positions. Deputy Manager Shelley said

outsourcing is only budgeted for when the positions are vacant. Trustee

Robinson asked if there was unspent carryover for those positions. Deputy

Manager Shelley said that would show up in the year-end estimate which

goes back to the fund balance to be used for next year's budget. CFO

Gayden said the Village asked the health department to allocate the staff

that were working for the grant. Grants can only be used during the grant

period and cannot be carried forward.

Trustee Robinson asked if each department pays for language access.

Deputy Manager Shelley said there is a larger amount in the DEI budget.

This smaller amount is meant to supplement the larger effort as a lot of the

health department's work is in the community.

Trustee Parakkat wondered why the state reduced the grant funding. Public

Health Nurse Kitty Monty said the state held back about $5M statewide

when it came to that local health grant. The hope is that they will allocate

that out to all of the health departments but we cannot guarantee that.

Trustee Parakkat inquired about the $400K affirmative marketing program

in the Neighborhood Services budget. Assistant Village

Manager/Neighborhood Services Director Jonathan Burch said it is a

placeholder in the budget to give us the flexibility to consider a potential

internal option or how to work with an external partner like the Housing

Center to operationalize that program. Trustee Parakkat said before we

decide to expand that, he would like to see an exploration of optimization

across departments on how that $400K or whatever is needed is

right-sized and gets spent. Director Burch said staff are exploring options

and taking feedback to think about it in new and different ways going

forward. Trustee Parakkat noted that when the Village withheld funding for

the Oak Park Regional Housing Center, it was in that $400K range and that

amount still exists in the budget.

XIV. Call to Board and Clerk

There were no comments.

XV. Adjourn

It was moved by Trustee Wesley, seconded by Trustee Straw, to Adjourn. A voice

vote was taken and the motion was approved. Meeting adjourned at 8:33 P.M.,