Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Creating a Facility Review Committee for the Oak Park Village Hall Facility Renovation Evaluation Project and Appointing its Members
End
Overview
Overview
The Village is currently working with Architectural consultants to evaluate the feasibility and cost of renovating the current Village Hall facility to meet the needs of modern Village governance while preserving the historic integrity of the existing building and the spirit of Open Government. This resolution establishes a Facility Review Committee (“Committee”) comprised of stakeholders in the project and staff which will review and refine proposed design concepts for the project and ultimately provide recommendations to the Village Board on the feasibility of the building to meeting project goals and present preferred design options with estimated costs for the Village Board to review. Staff has prepared a resolution to establish the Committee and its membership whose membership will be recommended by the Village President for approval by the Board of Trustees. End
Recommendation
Recommendation
Approve the Resolution.
Background
On July 5, 2023, the Village Board approved a motion to advance the Police Station Improvement Project Option 4 (Rebuild the current Village Hall Campus with a new Village Civic Center that meets the current and potential future service needs of the Village including, but potentially not limited to, current Village Hall services and public safety and facility parking needs) to schematic design. The Board gave direction that the schematic design process should include public engagement as part of the development process.
Since the Board meeting on July 5th, the Village Board and staff have received public feedback related to statements made by staff and the consultant regarding the existing Village Hall facility, its condition, potential for renovation and estimated costs.
At the July 31, 2023 Village Board Meeting, staff recommended the engagement of an architectural firm with expertise in historic preservation through an RFQ process to evaluate the viability and cost of renovating the Village Hall facility to meet the goals of the Village and the needs outlined in a report to be prepared by FGM Architects, while maintaining the historic integrity of the existing building. The Village Board supported this direction as part of a larger evaluation of the feasibility of renovating the current Village Hall facility that included the creation of a Facility Review Committee comprised of stakeholders in the project.
The Facility Review Committee would meet with the project’s consulting architects and Village staff for a series of meetings to review and refine proposed design concepts for the project and ultimately provide recommendations to the Village Board on the feasibility of the building to meeting project goals and present preferred design options with estimated costs for the Village Board to review. The Committee will follow Open Meetings Act requirements.
Fiscal Impact
There are available funds in the FY23 Budget Building Improvement Fund Account Number: 3012-43790-101-540673 allocated for the “Police Department - Construction of a Replacement Station: Design” to pay for costs associated with administering a steering committee for creating meeting minutes or other miscellaneous costs.
DEI Impact
Village Hall is beloved by many in Oak Park due to in part its historic legacy. Ensuring community voice upholds the spirit of open government, and grounds a co-community process. Which demonstrates that community voice is valued and sought after to provide essential feedback regarding projects that will have an impact on the community at large.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
At the July 5, 2023 Village Board Meeting, the Village Board approved a motion (MOT 23-67) to advance the Police Station Improvement Project Option 4 (Rebuild the current Village Hall Campus with a new Village Civic Center that meets the current and potential future service needs of the Village including, but potentially not limited to, current Village Hall services and Public Safety and facility parking needs) to schematic design.
At the July 31, 2023 Village Board Meeting, the Village Board gave direction to staff to prepare this item.
Citizen Advisory Commission Action
The Committee will include a representative from the Aging in Communities, Citizen Police Oversight, Civic Information Systems, Disability Access, Historic Preservation, and Plan Commissions.
Anticipated Future Actions/Commitments
Staff will work with the Committee and consultants to prepare a report and presentation on the feasibility of renovating the current Village Hall facility to address life safety, accessibility, and sustainability issues, meet current codes and address the needs of modern governance while preserving the historic integrity of the building and its spirit of open government to present to the Village Board at a future meeting likely to occur in first quarter of 2024.
Intergovernmental Cooperation Opportunities
N/A