President and Board of Trustees

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes President and Board of Trustees Monday, November 20, 2023 6:00 PM Village Hall I. Call to Order Village President Vicki Scaman called the Regular Meeting to order at 6:06 P.M. II. Roll Call Trustee Enyia joined the Meeting via video conference per Village policy 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 President Scaman moved Item Q from the Consent Agenda to the Regular Agenda. It was moved by Trustee Wesley, seconded by Trustee Parakkat, to approve the Agenda as amended. A voice vote was taken and the motion was approved. IV. Minutes A. MOT 23-107 Motion to Approve Minutes from the October 16, 2023 Regular Meeting of the Village Board It was moved by Trustee Wesley, seconded by Trustee Enyia, to approve the Minutes. A voice vote was taken and the motion was approved. B. MOT 23-110 Motion to Approve Minutes from the October 23, 2023 Regular Meeting of the Village Board It was moved by Trustee Wesley, seconded by Trustee Straw, to approve the Minutes. A voice vote was taken and the motion was approved. V. Non-Agenda Public Comment Village Clerk Christina Waters read the following comments into the record: Alison Miller Singley: Resident thanked the Village for quick response and Village of Oak Park Page 1 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 teamwork to take in and support migrants. Aleshia Sambou: Resident lives near the vacant Mohr property. Urged the Village to explore acquiring the property for Village use. Sarah Goeden: Helping to provide food for asylum seekers and happy to continue support for as long as helpful. VII. Village Board Committees There were no comments. VIII. Citizen Commission Vacancies C. ID 23-547 Board & Commission Vacancy Report for November 20, 2023 There were no comments. IX. Public Hearing D. ID 23-509 Public Hearing on the Fiscal Year 2024 Proposed Budget It was moved by Trustee Wesley, seconded by Trustee Straw to open the Public Hearing. The motion was approved. The roll call on the vote was as follows: AYES: 7 - Trustees Wesley, Straw, Buchanan, Enyia, Parakkat, Robinson and President Scaman NAYS: 0 ABSENT: 0 Village Attorney Paul Stephanides stated “The notice of the public hearing was published as required by the Village Code in the Wednesday Journal on November 8, 2023.” Interim CFO Donna Gayden presented the Item. Trustee Parakkat noted the Village Board is halfway through the budget discussions and everything seen here is still pending discussion. It was moved by Trustee Wesley, seconded by Trustee Straw to adjourn the Public Hearing. The motion was approved. The roll call on the vote was as follows: AYES: 7 - Buchanan, Enyia, Parakkat, Robinson, Straw, Wesley, and President Scaman NAYS: 0 ABSENT: 0 X. First Reading E. ORD 23-96 First Reading of an Ordinance Establishing the Annual Building and Construction Permit Fees and the Zoning Application Fees of the Village of Village of Oak Park Page 2 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 Oak Park Chief Building Official Steve Cutaia presented the Item. There were no comments from the Village Board. F. ORD 23-112 First Reading of an Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 3 (“Parking Meters, Parking Permits, and Municipal Attendant Parking Lots”), Section 15-3-18 (“Parking Rates; Parking Meters, Pay By Space Machines, Village Operated Parking Structures, Permit, Extended Pass, Valet and Daytime On Street Permit Parking”) of the Oak Park Village Code to Expand Eligibility Criteria for the Reduced Parking Permit Fee Program Parking and Mobility Services Manager Sean Keane presented the Item. Trustee Parakkat inquired why the pick-up from the community is so low. Manager Keane said the Village is encouraging the Housing Authority to inform their clients of this program. Trustee Robinson wondered how usage can be considered low when the program just rolled out. Manager Keane said the Village based the utilization on who is eligible for the program. The Village Code does not specify a maximum though staff did estimate a maximum fiscal impact per year. The $30K estimate is if 510 residents participate. Trustee Wesley asked if the Village is partnering with the schools on this program. Manager Keane said staff are investigating what that fiscal impact would be. XI. Second Reading G. ORD 23-109 Second Reading and Adoption of An Ordinance Amending Chapter 20 (“Public Health”), Article 7 (“Garbage, Weeds and Littering”), Section 20-7-2 (“Storage and Collection of Garbage, Refuse, Yard Waste and Recyclable Materials for Residential Buildings Containing Five Units or Less; Storage and Collection of Yard Waste for All Buildings”) of the Oak Park Village Code Regarding Rates for Garbage, Refuse, Yard Waste and Recyclable Materials Collection Services Village Manager Kevin Jackson introduced the Item. Trustee Robinson inquired if the cost for additional leaf collection is included in the rate increase. Public Works Director Rob Sproule said it is not. Trustee Robinson proposed reducing the number of weeks for leaf collection from 6 to 4 to decrease the cost and increase safety regarding car fires and children playing in leaf piles. Director Sproule clarified this is not related to the five-year agreement with LRS. Residents pay these rates Village of Oak Park Page 3 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 to the Village to support the current refuse service. He noted the Village reduced the program from 8 to 6 weeks. If the last two weeks were removed, leaves would be plowed back onto residents' properties and sidewalks. A shorter program would create operational challenges. A bagging program would be about the same pricing. The current program requires residents to push their leaves into the street and Village staff consolidate the leaves into piles. Trustee Robinson said she would be willing to discuss other options for safety issues. Trustee Buchanan said she would support eliminating leaf collection and starting a "leave the leaves" campaign for environmental reasons. Trustee Straw said he is interested in discussing moving to a bagging program for environmental and safety reasons. Trustee Parakkat said he would explore how we do leaf collection if it can address the goals of safety, saving money, and sustainability. Manager Jackson said the Village has not yet had a specific safety campaign around leaf collection. He said the Village can grow its educational efforts and direct outreach around the issue. 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 NAYS: 0 ABSENT: 0 H. ORD 23-110 Second Reading and Adoption of An Ordinance Amending Chapter 26 (“Water”), Article 2 (“Charges and Collections”), Section 26-2-2 (“Meter Charges”) of the Oak Park Village Code Regarding the Rates for Water and Sewer Services There were no comments from the Village Board. It was moved by Trustee Straw, seconded by Trustee Buchanan, 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 Village of Oak Park Page 4 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 XII. Consent Agenda Approval of the Consent Agenda It was moved by Trustee Parakkat, seconded by Trustee Wesley to approve the Items under the Consent Agenda. 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 I. MOT 23-108 A Motion to Approve the Bills in the Amount of $4,303,593.11 from October 1, 2023, through October 28, 2023 This Motion was approved. J. ORD 23-113 An Ordinance Amending Chapter 2 (“Administration”), Article 4 (“Village Manager”), Section 2-4-13 (“Contracts and Settlements”) and Article 6 (“Finance Department”), Section 2-6-10 (“All Contracts for Supplies, Equipment, Repair Work or the Making of Any Public Improvement; Requirements for Approval and Bidding”) of the Oak Park Village Code This Ordinance was adopted. K. RES 23-341 A Resolution Approving an Amendment to Section 4 (“Purchasing Authority”), Section 10 (“Requests for Proposals (RFP)/Request for Qualifications (RFQ)”) and Section 15 (“Change Orders and Contract Amendments”) of the Village of Oak Park Purchasing Policy This Resolution was adopted. L. RES 23-307 A Resolution Approving a Fourth 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 $966,444 to $992,575 and Authorizing its Execution This Resolution was adopted. M. RES 23-321 A Resolution Approving an Independent Contractor Agreement with National Power Rodding Corporation for Project 23-10, Sewer Cleaning and Inspection, in an Amount not to Exceed $93,000 and Authorizing its Execution This Resolution was adopted. N. RES 23-317 A Resolution Authorizing the Execution of a Settlement Agreement in Cook Village of Oak Park Page 5 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 County Circuit Court Case Number 2021 L 007302 This Resolution was adopted. O. RES 23-327 A Resolution Approving the Renewal of a Professional Services Agreement with Thompson Elevator Inspection Service, Incorporated for a One Year Term in an Amount Not to Exceed $65,000 and Authorizing its Execution This Resolution was adopted. P. ORD 23-108 An Ordinance Amending Chapter 15 (“Motor Vehicles and Traffic”), Article 1 (“In General”), Section 15-1-10 (“Speed Limits”) of the Oak Park Village Code to Establish Twenty (20) Miles Per Hour Neighborhood Greenway Speed Zones on Erie Street and Scoville Avenue This Ordinance was adopted. R. ORD 23-107 An Ordinance Authorizing the Sale, Donation or Disposal of Surplus Office Furniture and Equipment Owned by the Village of Oak Park and Previously Owned by the Oak Park Economic Development Corporation This Ordinance was adopted. S. ORD 23-111 An Ordinance Authorizing the Disposal of Surplus Property Owned by the Village of Oak Park This Ordinance was adopted. T. RES 23-323 A Resolution Approving the Purchase of 2,500 Tons of Rock Salt from Cargill Inc. at $66.15 per ton for the 2023/2024 Snow Season in an Amount not to Exceed $200,000.00 per the State of Illinois Joint Purchasing Program and Waiving the Village’s Bidding Process for the Purchase This Resolution was adopted. U. RES 23-324 A Resolution Approving a Purchase Price Agreement between the Village of Oak Park and CDW Government LLC for the Purchase of Nine (9) GETAC Mobile Data Computers in an Amount Not to Exceed $38,662.30 and Authorizing its Execution This Resolution was adopted. V. RES 23-328 A Resolution Approving the Renewal of the Professional Services Agreement with HR Green, Inc. to Provide Plan Review and Inspection Services in an Amount Not to Exceed $1,117,550 in 2024 and Authorizing its Execution This Resolution was adopted. W. RES 23-340 A Resolution Approving an Amendment to an Independent Contractor Agreement with Nafisco, Inc. for the Fabrication and Installation of Parking Village of Oak Park Page 6 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 Signage to Change the Project Completion Date and Increase the Not to Exceed Amount From $187,701.00 to $225,525.00 and Authorizing Its Execution This Resolution was adopted. X. RES 23-339 A Resolution Authorizing the Execution of a Settlement Agreement in United States District Court for the Northern District of Illinois Case Number 2014 CV 06406 This Resolution was adopted. Y. RES 23-368 A Resolution Authorizing the Purchase of Out-of-State Pension Credits by Thomas W. Barwin This Resolution was adopted. XIII. Regular Agenda Q. ORD 23-99 An Ordinance Granting an Extension of Time to Complete Construction of the Planned Development at 715-717 South Boulevard (Residences of South Boulevard) to May 31, 2024 Development Customer Services Assistant Director Cameron Davis presented the Item. Trustee Robinson said she thinks the penalty is too low and the Village is not being compensated as it should be for these kinds of delays. She noted this is the sixth extension and does not think it should be based on whether or not the developer is able to sell these units. She said she will vote no and would like to discuss a more reasonable fee structure. Director Davis noted this project is an exception to the rule. Two units are completed and were granted temporary occupancy. There are 14 units, a commercial unit on the main floor, and 20 parking spaces. Trustee Buchanan expressed her frustration as well. Trustee Parakkat said he felt bad approving the fifth extension and inquired what will happen if the Board does not approve the sixth. Attorney Stephanides said the permit would be a nullity and the units could not be occupied. Director Davis added the developer would be required to go back through the process, causing further delay. Village staff were involved with everything that needed to get done externally and remain in contact with the developer and brokers to encourage movement. Trustee Wesley said he is not inclined to punish the developer in this market. Trustee Robinson said she doesn't think we are punishing anyone and it is not up to the Village to save developers from their own choices. Village of Oak Park Page 7 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 Trustee Wesley said the model the Village has used has done very well for Oak Park and he doesn't think we are saving anyone from choices. He asked what is gained by forcing the developer to complete units now. Trustee Robinson said the discussion wasn't had at the previous extensions when it should have been. President Scaman said she would like a discussion about a fee structure to incentivize developers to stay on schedule. She noted the early extensions were pre-COVID and this developer's model is not unusual. It was moved by Trustee Wesley, seconded by Trustee Robinson, that this Ordinance be adopted. The motion was approved. The roll call on the vote was as follows: AYES: 6- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, Village Trustee Parakkat, Village Trustee Straw, and Village Trustee Wesley NAYS: 1- Village Trustee Robinson ABSENT: 0 Z. ID 23-553 Department Presentations Regarding the Fiscal Year 2024 Proposed Budget CFO Gayden introduced the Item and each director. Adjudication Director Robert Anderson presented the Adjudication department's 2024 proposed budget. Trustee Wesley requested a definition for youth. Director Anderson said persons under 13 are not typically adjudicated in Illinois. Regarding curfew, youth is defined as between the ages of 13 and 17. Regarding alcohol, youth is defined as between the ages of 13 and 20. Trustee Wesley noted there are students that turn 18 while they are in school. He wondered if there is an opportunity to partner with D200 to inform them of their right to counsel. Director Anderson said he thinks a positive discussion can be had and he and Dr. Walker are trying to receive grant funding for it. Trustee Wesley inquired how much of the department is paid for by citations. Director Anderson said citations are issued by the Police department. Citations have been low due to staffing. The goal is compliance, not citations. Trustee Wesley said he would like for this department to be partially funded by the citations. Manager Jackson explained the ticket revenue goes into the general fund which pays for the department. Trustee Parakkat asked if there is any overlap with the Township. Director Anderson confirmed the Village works in conjunction with the Township's youth services. The Mental Health Board has also provided some indirect Village of Oak Park Page 8 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 funding for youth services. He said his department is brilliant at gaining services the Village does not pay for. Trustee Parakkat referenced the towing services increase and whether that was connected to Mike's Place. Manager Jackson said there is no financial impact to towing to the Village other than the time committed to it. Director Anderson added that Police have increased towing in other areas. Law Attorney Stephanides presented the Law department's 2024 proposed budget. Trustee Buchanan inquired about the increase in workload necessitating a third attorney. Attorney Stephanides said there is an increase in agenda items, contracts, specialized projects, and in-house litigation. Manager Jackson said the workload, given the Board goals, has been assertive. Attorney Stephanides added that the Law department drafts the RFPs, contracts, resolutions, ordinances, and changes in the Village code. Human Resources Assistant Village Manager/HR Director Kira Tchang presented the HR department's 2024 proposed budget. Trustee Parakkat inquired about the comp study for $250K. Director Tchang said the $250K is set aside to address the results of the non-union comp and class study the Board authorized in FY23. Staff will bring the report forward to the Board. Trustee Parakkat said his preference is to not include a budget amendment. Trustee Robinson inquired about the $60K professional development for succession planning. Director Tchang said the hope is to develop staff to be able to move into senior positions. There are costs associated with recruitment for the senior roles and having vacancies. Trustee Wesley and President Scaman agreed it is a great idea. Information Technology Operations Manager Tomas Kilikevicius presented the IT department's 2024 proposed budget. Trustee Wesley noted the department is spending $50K. Manager Kilikevicius said the department was able to fill the positions and did not need all of the funds allocated in external support for contractual services. Village Clerk's Office Clerk Waters presented the Village Clerk's Office's 2024 proposed Village of Oak Park Page 9 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 budget. Trustee Parakkat asked if this digitization effort will make it easier for citizens to self-service historical records. Clerk Waters confirmed the goal is to create many efficiencies within the FOIA process both internally and externally and to provide transparency. Trustee Wesley said he is in favor of the digitization project. Finance CFO Gayden presented the Finance department's 2024 proposed budget. Trustee Parakkat inquired about the $8.8M transfers. CFO Gayden said there are other transfers in addition to ARPA. Trustee Parakkat requested a breakdown of the transfers which CFO Gayden said can be provided. Village Manager's Office Deputy Village Manager Ahmad Zayyad presented the Village Manager's Office's (VMO) overall 2024 proposed budget. Manager Jackson noted a couple changes from last year. Sustainability Manager Zayyad presented the 2024 proposed budget for the Sustainability division within VMO. Trustee Buchanan inquired about the progress in hiring a Chief Sustainability Officer. Manager Jackson said staff are working with a consultant and to update the job descriptions. Communications Chief Communications Officer Dan Yopchick presented the 2024 proposed budget for the Communications division within VMO. Trustee Parakkat inquired about the $75K for language access in Communications and $25K in DEI. Chief DEI Officer Dr. Danielle Walker said the $75K covers the aspects of language access that do not fall within the purview of DEI. Manager Jackson said this structure is typical. Trustee Robinson said she is happy to see the additional spend for language access. DEI Dr. Walker presented the 2024 proposed budget for the DEI division within VMO. Manager Jackson highlighted the Village Board goal setting process and staff reorganization. AA. MOT 23-109 A Motion to Reallocate $1,000,000.00 in Unspent American Rescue Plan Act (ARPA) Funding as Lost Revenue in the General Fund to Then Be Used for the Purpose of Providing Aid and Support to Asylum-Seeking Migrants in the Village of Oak Park Through March 19, 2024 and Directing Staff to Village of Oak Park Page 10 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 Prepare the Necessary Documents for Board Consideration Dr. Walker introduced Yazmin Morales from Oak Park Township to provide Spanish interpretation. Celine Woznica: 31-year resident thanked the Village Board for welcoming and meeting the needs of the migrants. Zerrin Bulut: Thanked the Village Board and staff for supporting the migrants and working to find grant funding. Jose Leandro: 60-year old indigenous migrant who wants to work and thanked everyone for having the migrants here. Angel Suarez: 21-year old migrant with a four-year old daughter. Asked for opportunities to work and prove they can make a difference. Commissioner Tara Stamps: Represents the 1st District and thanked the volunteers and Village Board and staff for stepping up. Tasha Kohl: Resident supports allocating funds in support of the migrant crisis and doing what we say we value. Amanda Antholt: Resident is thrilled Oak Park has stepped up but disappointed by the lack of coordination. Rev. Colin Knapp: Pastor of Pilgrim Church and president of Community of Congregations. Supports establishing a task force. Betty Alzamora: Long-time immigration advocate. Called on the Village to establish the task force. Carollina Song: Clarified that Manager Jackson denies giving permission to bring asylum seekers to Village Hall. Supports reallocation of ARPA. Lisa Desai: Read a statement by 175 fellow volunteers that they will continue to do this work. Supports a task force. Antonia Simigis Davison: Applauds the Village for caring for migrants though sad to see the reallocation of ARPA funds. Emil Constantinescu: Concerned about the reallocation of ARPA funds. Recommended migrants be returned to Chicago. Ana C.: Expressed concern and disapproval of using ARPA funds to pay for migrant housing for four more months. Village of Oak Park Page 11 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 Anonymous: Proud of Oak Park for stepping in but concerned about not enough communication and future ramifications for allocating funds. Paul Clark: Urged the Village Board to move cautiously regarding continual funding of and managing support of asylum seekers. Allison, Anthony, Liadan Sansone: Urged Village Board to continue the vital work of supporting our new arrivals. Julia Howland and Jon Tottleben: Encouraged reallocating ARPA funding and extending the emergency order. Deanna Pacelli: Supports extending the funding for asylum seekers. Elizabeth: Resident encouraged Village Board to vote no for any further extension of funds or emergency orders. Jolene Phillips: Please vote no on any further migrant funding. Many residents are not aware or the Board's actions. Adele Smith: Urged Trustees not to extend the emergency order or divert any further funding toward the migrant crisis. It was moved by Trustee Straw, seconded by Trustee Robinson, to extend the meeting past 10:00 P.M. A voice vote was taken and the motion was approved. Deputy Village Manager Lisa Shelley presented the Item. President Scaman said IDPH is a more reliable source and Catholic Charities is available but Oak Park's residents would go to the end of the line. Deputy Manager Shelley confirmed if they return to Chicago, they will start over. Manager Jackson said IDPH confirmed there is no state funding available to Oak Park residents. Trustee Straw said the new neighbors are Oak Parkers and he represents all of them. The ARPA funds are unallocated and are not being taken from Andersen Park. The Village needs to be organizing ourselves out of a job and establishing an independent task force is a good first step. He said he supports continuing the emergency declaration and allocating ARPA funds with the goal of handing off the leadership. Trustee Buchanan said she wants an off-ramp for the Village from being the organizational force to a pass-through agency to provide funding to partner agencies. She said she does not agree with carrying through the emergency order through March. She said she is fine with the funding Village of Oak Park Page 12 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 amount and favors a transition plan and continuing the emergency order for 30-60 days. She said she favors hiring a non-Village coordinator. Trustee Parakkat said Oak Park cannot provide expedited work permits or job opportunities and Chicago can. Manager Jackson confirmed that is the understanding from the city and the state. Deputy Manager Shelley said the Village's focus is on shelter. Trustee Parakkat said Oak Park is an expensive place to live so housing will be costly. He said he still does not see a plan. The migrants in Oak Park are losing their place in Chicago and he does not know if this has been communicated to them. Deputy Manager Shelley said Housing Forward is handling the case management and immediate needs and exploring the interests of the new arrivals. The Village hopes to provide more information to the new arrivals after this meeting about their status and options. Manager Jackson said the Village has been providing updates to the Board and public. This started from an emergency of trying to protect people from the elements. We are recognizing the limitations of the Village until staff get direction from the Board to do otherwise. The question tonight is where do we go next. Trustee Parakkat said that does not mean that we need to continue responding to this as an emergency and extending the emergency order as a temporary measure seems like a bad and costly option for all stakeholders. President Scaman referenced a family that gained access to six months rental assistance through Catholic Charities and the family is now working. If they want to go elsewhere, they can. No one is suggesting every asylum seeker will find permanent housing in Oak Park. Trustee Parakkat said that information is not being communicated to the Board and he does not know if they are making those decisions for themselves. Trustee Robinson asked how the crisis management positions budgeted at $607K fits in with the Village's overall spend should we continue the emergency order. Manager Jackson said based on what he was hearing, he put funding into the budget to hire a director, program manager, and administrative staff to work with the families beyond the winter. Staff revised its recommendation for staff support for resettlement. The number is a position to support the unhoused as part of the Neighborhood Services reorganization which will be discussed next week. Trustee Robinson said she is concerned converting the ARPA dollars because it will bypass all of the community engagement that was done and it is not part of the federally-approved programming available under ARPA. She said she agrees with using the money that has already been approved to take us through December. Manager Jackson noted staffing capacity will Village of Oak Park Page 13 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 decrease due to the holidays and the churches are requesting Village support. Trustee Robinson said she does not know if the Village needs an emergency order if the Board supports moving forward towards a transitional plan. She said she does not want to commit any new dollars and is not in favor of the ARPA conversion. Housing Forward CEO Lynda Schueler explained that they have completed the intake phase and are doing a full needs assessment and getting people to the appropriate resources. They can provide transportation assistance though they would like guidance on assisting with work permits. Deputy Manager Shelley announced there will be a legal services clinic for asylum seekers on November 29. Trustee Enyia said he agrees with starting the transition process from the Village staff to a coordinator and extending the emergency order. Trustee Wesley said this is an impossible situation. He said he would be in favor of extending the order to December 31 and some additional funding for a seamless transition to a community-led response. He said he is not okay with liquidating the ARPA funding nor extending the emergency order to March 2024. President Scaman noted that the Community of Congregations created a migrant response website. She asked if the Village can continue the temporary emergency housing for at least 60 days and have the partners own the process going forward with small grants to the churches. Trustee Robinson suggested tabling the emergency order discussion until Manager Jackson can inform the Village Board what he thinks is a reasonable timeframe for the transition plan. Manager Jackson said he needs to know the expectations of the plan if it is truncated to 30 days. Deputy Manager Shelley noted she does not know what additional funding or information will be available to the Village in the next few weeks. Trustee Buchanan said she would be fine with $1M with the first disbursement of $250K for 30 days. She said she is fine with 60 days max with the transition happening as quickly as responsibly possible. Trustee Enyia said he is in favor of $500K and 60 days and reassessing again if needed. Trustee Straw said he would strongly advocate for $500K and 60 days to give staff enough runway to develop a responsible strategy to transition leadership from the Village to a community-led group. He noted Cook County just allocated $20M to municipalities responding to the migrant Village of Oak Park Page 14 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 crisis and the probability of some of those dollars coming to Oak Park is significant. Trustee Robinson inquired how $500K and 60 days is responsible which would leave staff in the negative by $124K. Trustee Straw said 60 days from December 4 is February 4 and $500K from mid to late-December gets us to early February. Director Tchang confirmed the Village spent $40K through November 6 and estimated $365K through December 4. The new monthly estimate is $312K per month. Trustee Wesley inquired what the plan is for transitioning the migrants to employment when the process takes years. President Scaman said some people might decide to go back to Chicago or gain shelter elsewhere so this Board would be dealing with a smaller population in 60 days. Trustee Wesley said he is still not okay with spending $2K per person per month and we are not spending that on other folks living outside in tents. President Scaman said she believes this experience has expanded our network and made this community better prepared to respond to all homelessness. Trustee Parakkat said for him, the transition has to be short and we are no longer in an emergency. Staff needs to provide a transition plan as short as possible and what it might cost. Trustee Robinson asked what a 60-day extension would look like for staffing. Manager Jackson said it is similar to what staff is recommending, which is to create time to allow staff to pivot and work with community partners for housing. Trustee Robinson asked if the $600K in Finance department's budget is required to fund the community coordinator or additional staffing for the 60 days. Manager Jackson said that would not be the case. The 60 days would create runway for existing Village staff to pivot from the emergency format to a community-led operation and advocate for funding to support it in addition to whatever funding the Village Board agrees to. Trustee Robinson said she would be willing to extend to 30 days to see if some of the assumptions we are making come to fruition. It was moved by Trustee Straw, seconded by Trustee Robinson to Amend the Motion to Reallocate $500,000.00 in Unspent American Rescue Plan Act (ARPA) Funding as Lost Revenue in the General Fund to Then Be Used for the Purpose of Providing Aid and Support to Asylum-Seeking Migrants in the Village of Oak Park Through February 6, 2024 and Directing Staff to Prepare the Necessary Documents for Board Consideration. The motion was approved as amended. The roll call on the vote was as follows: AYES: 4- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, and Village Trustee Straw NAYS: 3- Village Trustee Parakkat, Village Trustee Robinson, and Village Trustee Wesley Village of Oak Park Page 15 Printed on 1/24/2024 President and Board of Trustees Meeting Minutes November 20, 2023 ABSENT: 0 AB. RES 23-370 A Resolution Declaring an Emergency Disaster Affecting the Public Health, Safety and Welfare in Order to Provide Aid and Support to Asylum Seekers Residing in the Village of Oak Park Through March 19, 2024 Gabrielle Pendley: Strongly supports continuing the emergency order to provide aid and support to asylum seekers. It was moved by Trustee Straw, seconded by Trustee Buchanan to Amend the Resolution Declaring an Emergency Disaster Affecting the Public Health, Safety and Welfare in Order to Provide Aid and Support to Asylum Seekers Residing in the Village of Oak Park Through February 6, 2024. The motion was approved as amended. The roll call on the vote was as follows: AYES: 4- Village President Scaman, Village Trustee Buchanan, Village Trustee Enyia, and Village Trustee Straw NAYS: 3- Village Trustee Parakkat, Village Trustee Robinson, and Village Trustee Wesley ABSENT: 0 XIV. Call to Board and Clerk Trustee Buchanan said her son was accepted into a special program at University of Iowa. She thanked D97 and D200 for the years of work and services with her son. President Scaman expressed her gratitude to all of the volunteers and Village staff. XV. 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 12:30 A.M., Monday, November 20, 2023. Respectfully submitted, Deputy Clerk Hansen Village of Oak Park Page 16 Printed on 1/24/2024