Submitted By
Kira Tchang, Assistant Village Manager/HR Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
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 Prepare the Necessary Documents for Board Consideration
End
Overview
Overview
The Village has been providing aid and support to over 160 asylum-seeking migrants since the late hours of October 31, 2023 when temperatures fell below 20 degrees. This shelter and service was formally authorized under the Board’s adoption of an Emergency Disaster Proclamation on November 2, 2023. To date, the Village’s emergency response has been funded using $400,000 in Supporting Municipalities for Asylum Seeker Services (SMASS) grant dollars received from the Metropolitan Mayors Caucus and an additional $150,000 in re-allocated general funds that were designated as lost revenue through the American Rescue Plan Act (ARPA). This additional funding was authorized by the Board on October 30, 2023. The Emergency Disaster Proclamation, if not extended, will expire on December 4, 2023 and SMASS and other allocated dollars are expected to be exhausted by mid to late December.
End
Recommendation
Recommendation
Adopt the resolution for the purpose of creating stability for the asylum-seeking migrants who are currently supported by the Village’s efforts thus far and providing shelter and services through the winter months.
Background
Currently, the Village is providing temporary shelter to approximately 162 asylum-seeking migrants including 58 children, primarily at the Carleton Hotel and the West Cook YMCA. This began through community efforts and the Board’s subsequent adoption of an Emergency Disaster Proclamation on November 2, 2023 to ensure that individuals would not be sleeping outside during cold and wet winter conditions. The West Cook YMCA and Carleton Hotel were selected as temporary housing locations that were available, affordable, and met the Village’s standards for occupancy. In addition, they were able to accommodate the largest numbers of guests which is critical for the purpose of coordinating services, and also for maintaining a sense of community for the asylum-seekers, many of whom have been together for months.
The emergency declaration is currently scheduled to expire on December 4, 2023 and authorized funding is anticipated to be exhausted next month as well. It is understood by staff that the current temporary housing situation is not permanent and a transition plan will need to be established. Based on staff’s discussions with the faith-based community, staff do not believe that churches or other houses of worship have the ability to temporarily shelter over 160 individuals beginning on December 5, 2023. Currently, three volunteer-led church sites are providing temporary shelter, however each church has indicated to staff that they are unable to take additional asylum-seekers at their sites at this time, and there is uncertainty for at least one church that they will be able to continue providing shelter beyond an original 30-day commitment. Staff continue to work with the faith-based community to identify any church communities who may be able to shelter asylum-seekers in the future. Staff are actively developing a toolkit to help churches understand the needs of asylum-seekers when establishing a shelter location and to identify any Village services which may be available for church use. Staff remain hopeful that additional church locations may come online in the future and will be able to play a role in any subsequent transition plan.
In order to continue sheltering asylum-seeking migrants through the winter months, staff recommends status quo through March 1, 2024 at both the YMCA and the Carleton Hotel. In this scenario, asylum-seeking individuals and families will have the stability and continuity of safe and dignified shelter through the coldest and wettest months, which will give them an opportunity to begin making their own plans and arrangements. Additionally, this gives the faith-based community time to work with the Village and potentially establish more shelter sites. Further, this gives Housing Forward time to identify and understand all of the individual and household needs and identify more permanent solutions. Finally, this gives staff the ability to plan more effectively for any future transitions. Staff have previously provided the Board with an estimate of $300,000.00 per month for existing operations. Staff have identified an additional $12,000 in monthly expenses that are related to providing case management support at Grace Episcopal Church for individuals who were originally at Good Shepherd Church and United Lutheran Church, and additional staffing needs of the Village’s partners. The revised monthly estimate is $312,000 to operate. Extending the operation from December 5, 2023 through March 1, 2024 would cost approximately $936,000, with additional anticipated expenses related to making the YMCA and Carleton Hotel whole, and working with existing and future volunteer-led church shelter sites to enable their continued shelter operations. It is possible that staff may identify additional ways to reduce expenses over the coming months, and it is the intent of staff to explore these options.
Staff met with officials from the City of Chicago on November 16, 2023. Officials from Chicago provided an overview of their operations and answered questions from Village staff. Chicago staff persons confirmed that asylum seekers residing in Oak Park are not eligible for any Chicago programming, including the newly announced federal work authorization pilot program which expedites the work authorization process, nor the newly announced partnership programs being funded by the State of Illinois who have offered $160,000,000 in funding to help the city set up a centralized intake center, tent base camps for migrants, and case management and other services. It is possible that asylum-seeking migrants who are currently in the Village of Oak Park may have access to those services if they return to Chicago, and if they would otherwise be eligible, however those returning would be required to get a new SR-number through 311 and would be placed in line behind those who are currently waiting in the police districts. Chicago officials did indicate that individuals with medical needs may receive expedited support. Village staff inquired regarding the Refugee Resettlement Program through the International Institute of St. Louis, and Chicago staff confirmed that the current program is very small, with the possibility of 8-12 individuals getting relocated to St. Louis, and if the program does expand, Chicago asylum-seekers would be prioritized.
Chicago staff members also shared that the City was unable to provide any financial support to the Village, and encouraged Village staff to work with the State of Illinois and the County to identify any additional support.
Staff are in contact with both Cook County and the State of Illinois about possible funding or programming opportunities, including the newly announced $100 million in emergency funds through the County, which includes $70 million for new arrival health care costs, $20 million for municipal or local government costs related to the migrant mission, and $10 million for other disasters which may occur in 2024. As of November 16, 2023, no additional details are available, but should new information become available before the Board meeting on Monday, November 20, 2023, staff will provide updates.
Fiscal Impact
Staff recommends the reallocation of the remaining $850,000 in ARPA dollars that were originally to be allocated to the Park District for the early re-construction of Anderson Park. Additionally, staff recommends the reallocation of the $135,835 that was set aside as the Public Health COVID-19 Contingency Fund. Additionally, staff recommends the reallocation of $14,165 in ARPA dollars that were originally allocated to the Unity Temple Restoration Foundation that were returned by Unity Temple due to the funds being no longer needed. All of these funds would be taken by the Village as lost revenue in the general fund at which point they can be designated for this purpose.
Staff will continue to pursue all possible alternate funding sources to offset or reimburse the Village for expenses including state and federal grant money, gifts and donations.
DEI Impact
The current status of asylum-seeking migrants in Oak Park, Chicago, and in cities and states across the country is a humanitarian crisis. Asylum-seekers and other unhoused individuals in the region are particularly vulnerable during cold and wet winter months. While it is understood that the Village’s emergency response has temporarily placed a strain on our local government, our new neighbors bring their own individual and multifaceted skills, knowledge and experiences to our community.
Alternatives
The Village Board could allocate $1,000,000.00 in existing money in the general fund reserve for the purpose of providing shelter and services to the asylum-seeking migrants in the Village of Oak Park. Using these funds may impact other goals that the Board has identified and Village services.
Another alternative would be for the Board to reallocate an alternate amount of money from the general fund reserve or reallocate ARPA dollars to the general fund for the purpose of providing a different level of shelter and service to the asylum-seeking migrants in the Village of Oak Park. This alternative could include no longer providing temporary shelter at the YMCA or Carleton beginning on December 5, 2023 or any other date prior to March 1, 2024. At this time and in the near future, there is no identified alternate shelter location in the community of which staff are aware, which could result in returning asylum-seeking migrants to the 15th District Police Station in Chicago. Should the Board direct staff to find additional alternatives, staff could also begin exploring the process of setting up a shelter location in a large-scale commercial or storage facility. This would include a number of requirements including purchase or lease of a space, procurement of supplies and materials, staffing, and resource management. This could not be ready by December 5, 2023 and would require significant continued reallocation of staff.
Previous Board Action
The Board previously authorized $150,000 in funding that was originally designated as American Rescue Plan Act (ARPA) funding and later converted to Lost Revenue. This action occurred on October 30, 2023.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Staff’s recommendation for $1,000,000 is for the continued aid and support of asylum-seeking migrants in Oak Park through March 19, 2024. Should the Board determine that permanent and stable housing is the ultimate goal for the asylum seekers, additional funds will be required in order to pay for ongoing services and more permanent housing to be secured by Housing Forward. Staff recommends community efforts and fundraising be considered in lieu of continued financial commitment by the Village beyond March 19, 2024, however this is a policy decision to be determined by the Board.
Intergovernmental Cooperation Opportunities
Staff continues to work with intergovernmental partners to identify opportunities for cooperation and collaboration. Various governmental partners have provided in kind contributions in the form of interpretation and translation services, transportation services, and health and emergency management services. Staff anticipate additional opportunities and recommendations for governmental partners to contribute to the Village’s response.