December 20, 2022 Approved Minutes

MINUTES OF THE GENERAL BOARD MEETING OF THE OAK PARK TOWNSHIP BOARD OF TRUSTEES HELD TUESDAY, December 20, 2022, CONDUCTED IN-PERSON and ELECTRONICALLY.

CALL TO ORDER AND ROLL CALL

Clerk DaToya Burtin-Cox called the meeting to order at 7:06 p.m. and the meeting was conducted in person and electronically. The following participated in-person: Township Manager, Gavin Morgan; and Township Attorney, John Garofalo; Clerk, DaToya Burtin-Cox; Supervisor, Clarmarie Keenan; Trustee, Tim Thomas; Trustee, Eric Davis; Trustee, Ade Onayemi. The following participated electronically: Trustee, Margaret Trybus; Cheryl Potts, Director of CMHB.

PUBLIC COMMENTS

None available.

APPROVAL OF CONSENT AGENDA

Trustee Thomas moved to approve the Township Minutes from November 22, 2022 and Bill Audit for period of 10/15/22 through 12/09/22. Trustee Onayemi seconded the motion. The remaining Board members voted to pass the motion unanimously.

BUSINESS ITEMS

FY 2024 Board Calendar

  • Similar to FY 23 with simple date changes. 
  • Motion by Trustee Eric Davis. 
  • Motion seconded by Trustee Onayemi. 

Vehicle Maintenance Agreement with the Village

  • Supervisor Keenan indicated that the Intergovernmental Agreement drafted by the Village suggests that the Village is engaging with the Township as though the vehicles do not belong to the Township.
    • The Agreement does not create cover for damages to vehicle while in Village possession or being serviced by Village.
  • Trustee Trybus pointed out that the agreement provides no warranty and questioned whether the 30% rate for administrative cost was appropriate.
    • Trustee Thomas indicated that the 30% charge was standard.
  • Manager Morgan pointed out that clause 8 of the IGA is a “Hold Harmless” clause.
  • Board requested that Manager Morgan discuss the “Hold Harmless” clause with the Village.
  • Trustee Davis asked whether the Park District has a Hold Harmless clause in their agreements with the Village.
  • Trustee Thomas inquired whether other taxing bodies have Hold Harmless clauses in their agreements.
  • No vote was taken on the matter.

Homeless Coalition Request for Financial Support

  • Manager Morgan verified that there is a budgetary line item for Program Development that could cover the amount requested by the Coalition. 
    • The budgeted amount in that line item is $20,000. 
    • Coalition is requesting $10,000. 
  • CMHB has previously funded the Coalition. 
    • Trustee Thomas inquired about the amount of CMGB’s prior support. 
      • Director Potts indicated that CMHB provided $10,000 over the past 6 years for things like supporting the warming center and purchase of resource cards. 
  • Coalition is requesting funds for expanded needs. 
  • CMHB will continue to support Coalition with financial requests. 
  • Board asked Manager Morgan to request regular reports from Coalition regarding how money is spent. 
    • Supervisor Keenan indicated that the report will allow Township to promote activity on its website. 
    • Trustee Davis indicated that report will allow Township to track services. 
    • Manager Morgan will work with CMHB to collect information. 
  • Trustee Trybus made motion to grant proposed financial request. 
  • Motion seconded by Trustee Davis. 
  • Board voted unanimously to support motion. 

DISCUSSION ITEMS

Local Government Efficiency

  • Committee to be formed by June 2023. 
    • Should include at least 2 non-board members. 
      • Board will seek applicants and interview. 
      • Board discussed whether the 2 members should have government knowledge background. 
        • Trustee Thomas suggest community member should be both novice and experienced. 
        • Supervisor Keenan suggest member should not be familiar with the Township. 
        • Trustee Trybus suggest members should come from university and have background in research. 

MANAGER REPORT

Holiday party 

    • Great feedback and turnout. 

Winter Storm 

    • Township office will close at noon on Thursday, Dec. 22. 
      • Senior lunch service will be available on Thursday. 

Tax bills have gone out 

    • Assessor did a breakdown of the tax bill. 
    • Township taxes form 2.4% of tax bill. 

Township still in talks with partners about transportation needs. 

OP/FYI insert 

    • Collaborating w/ 6 other taxing bodies on content. 

Sustainability Coordination with Village 

    • Discussing Affordable Connectivity Program to assist with the digital divide. 
      • Talking with Village about grant process.  

Township Communications Coordinator 

    • Narrowed to 5 applicants. 
    • Interviews to start in a week or so. 

Supervisor Keenan

Thank you
Holiday party was a great event.
Request copies of resumes for the Communication Coordinator position.

CMHB

Strategic plan meetings.

  • Oak Park Residents – 1/19
    • No residents have signed up for meeting.
  • Service Providers – 1/25
    • 10 providers have signed up for meeting.

Liaisons visits to occur in January 2023.

  • 1.8 million in funds requested.

I-GOV

12/10 mtg discuss candidate forum (2/4) 

  • Trustee Davis to discuss relationship between Board and staff. 

Senior Service

Committee dinner 1/18/23 at Solernos. 

  • Guest speaker – Marc Blesoff (Village Aging in Place Commission). 

Youth Services

RFP went out in November. 

  • Due back by 1/18/23 at 5 pm. 

Open house for applicants in January. 

Site Visits with current grantees occurring. 

Manager Morgan indicated that there have been no applicants for committee positions. 

  • Trustee Trybus inquired about sending out emails to potential candidates. 
  • Trustee Onayemi said he will assist with recruiting. 

ADJOURNMENT

Trustee Thomas moved to adjourn at 8:26 pm; Trustee Onayemi seconded the motion which passed unanimously. 

NEXT MEETING

The next meeting of the Oak Park Township Board of Trustees will be a Regular Board of Trustees Meeting conducted in-person and/or electronically among Board members on Tuesday, January 10, 2023, at 7pm at the Township Senior Center locate at 130 S. Oak Park, Ave, Oak Park, IL.

Respectfully submitted by
and recorded in the office of

/s/ DaToya Burtin-Cox
DaToya Burtin-Cox, Clerk