Title:
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A Resolution Approving a Funding Grant Agreement with the Oak Park River Forest Chamber of Commerce to Conduct Three New Programs in Fiscal Year 2025
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Introduction
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The Funding Grant Agreement between the Village and the Oak Park River Forest Chamber of Commerce
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Recommended Action
Approve the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Village Board heard a presentation from the Oak Park River Forest Chamber of Commerce on the proposed Youth Internship Program on November 21, 2024.
• The Village Board heard a presentation from the Oak Park River Forest Chamber of Commerce on the proposed First Friday’s and Black and Latine Business Support Program on November 12, 2024.
Background
On November 12, 2024 Trustee Robinson moved and Trustee Wesley seconded to add a discussion regarding the Village’s potential support of the Oak Park River Forest Chamber of Commerce’s 2025 First Friday Street Festival Series and the Chamber’s creation of the Oak Park Black and Latine Business Support Network. At this Village Board meeting, a presentation was given by the Chamber of Commerce Executive Director Darien Marion Burton. The presentation went into the details of the two proposed events. The First Friday events aims to strategically build capacity and support the development of Business Districts organizations and build neighborhood relations. The Village Board directed Village staff to move forward with a funding grant agreement for the Village Board to consider.
On November 21, 2024 Trustee Robinson moved and Trustee Wesley seconded to add a discussion regarding the Village’s potential support of the Oak Park River Forest Chamber of Commerce’s Youth Internship Program: Navigating Employment and eXerpience Training (NEXT). Executive Director Darien Marion Burton presented the proposal of the youth internship program and the goal of supporting the Oak Park youth. The Village Board directed Village staff to move forward with a funding grant agreement for the Village Board to consider.
The attached proposed funding grant agreement between the Oak Park River Forest Chamber of Commerce and the Village, is for the amount of $250,250. Exhibit 2 of the agreement addresses the scope of services for each of the three programs: First Friday’s, Black and Latine Business Support, and the Youth Internship Program. Below each scope of service detail, Village staff included reporting metrics the Chamber will be responsible for reporting on a monthly basis, throughout the duration of the funding year. Requests for reimbursement of funds can be submitted on a monthly basis, as long as the Chamber is reporting and submitting all required deliverables per the cadence set by the Village in the agreement.
The First Friday special event site plans are still being finalized by the Chamber in partnership with key Village staff. Currently, there are many unknowns about expenses associated with traffic control, safety barricades, refuse services, and more. However, staff has been able to identify an estimate for these expenses as shown in Exhibit “D”. The Chamber’s request is for the Village to “waive” these fees and expenses as additional support and contribution to the program. The Village Board may choose to approve this resolution with not to exceed estimates and allow staff to work with the Chamber to finalize details. If the actual costs exceed the estimates, Staff would return to the Village Board for additional review, consideration for approval. Budget amendments to reallocate funds to the appropriate Department may be needed at a later date.
Village staff will update the Village Board on a quarterly basis the progress of the three programs and a summary of Chamber reports including feedback received from participants.
Timing Considerations
If approved, the agreement will be effective as of March 1, 2025. The Chamber would begin working with Village staff to start preparing the planning of the three programs. Per the agreement, the Chamber will be submitting site plans for each of the four (4) areas identified for the First Friday’s Special Events by March 31st for Village Staff for review.
Budget Impact
There is $250,250 allocated in the Development Services, Business Services budget (1001.46262.101.530667) for the proposed funding grant agreement.
Of that $250,250 the funding for the three programs is as follows: First Fridays allocation of $32,250; Black and Latine Business Support Program allocation of $69,000; and the Youth Internship Program allocation of $149,000.
Staffing Impact
There will be a significant impact to Development Services staff’s time to ensure the programs are successful and the Chamber is submitting timely deliverables. The Police Department has expressed concerns regarding security coverage at the July and October First Friday’s. Village staff is researching the cost of hiring private security for those events.
Exhibit “D” reflects the total additional costs the Village will acquire in support of the four special events. This is a significant impact to the Public Works department, as the team is responsible for coordinating pedestrian protection, traffic control and refuse services.
DEI Impact
The Chamber will work with the DEI office and ensure the programs and equitably supporting the Black and Latine Businesses. The Chamber will also work with the DEI office to ensure all special events planned are welcoming to all visitors and residents of Oak Park.
Community Input
There has been no community input on these programs.
Staff Recommendation
Approve the funding grant agreement in the amount of $250,250 for fiscal year 2025.
Advantages:
• The Chamber will coordinate three new programs to support the Oak Park business community.
• The proposed programs will promote tourism in Oak Park and support economic vitality, encouraging visitors to explore restaurants, retail stores and service providers in the different business districts.
• Alignment with Economic Vitality Priority 1 A: IX: “ Grow the organizational capacity and vibrancy of neighborhood business districts as a foundational element of growing the economic vitality of the Village” and Economic Vitality Priority 2 A: IV: “ Work with businesses, non-profit organizations, and established business districts in their efforts to sponsor and improve upon existing special event programming and assist, where possible, any organization looking to create new community events or re-establish previous events…”
Disadvantages:
• The financial impact of costs not associated with the agreement that the Village will face.
• Village staff’s time and coordination to ensure the programs are successful and that the Chamber is submitting timely deliverables.
Alternatives
Alternative 1:
The Village Board does not approve the funding grant agreement.
Advantages:
• The Village would have a cost savings of $250,250.
• Village staff can explore other programs to collaborate with the Chamber.
Disadvantages:
• The Chamber would not have funding to execute any of the proposed programs.
Alternative 2:
The Village Board approves the funding grant agreement at a lesser amount.
Advantages:
• This would allow the Chamber to focus on the selected programs, versus all three.
• The cost to the Village would be a lesser impact.
Disadvantages:
• The Chamber would not have sufficient funding to execute all three programs.
Anticipated Future Actions
If approved, Village staff would return report quarterly to the Village Board with updates on all three programs.
Prepared By: Noemy Diaz, Administrative Officer of Development Services
Reviewed By: Emily A. Egan, Director of Development Services
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Funding Grant Agreement
3. Exhibit D : Budget estimates for First Friday special events including Village not to exceed estimates for costs to be waived by the Village
4. Exhibit E: Proposals submitted by the Oak Park River Forest Chamber of Commerce