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A Motion to Approve an Updated Organization Chart for the Neighborhood Services Department, Including the Creation of a Full Time (1 FTE) Housing Licensing Coordinator position, and Directing Staff to Prepare the Necessary Budget Amendment
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Introduction
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This item seeks Board approval to add a full-time (1 FTE) Housing Licensing Coordinator position to the Neighborhood Services Department during Fiscal Year 2026.
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Recommended Action
Adopt the Motion.
Prior Board Action
The Board has taken the following prior action(s):
• ORD 25-220: An Ordinance Adopting the Budget for All Corporate Purposes of the Village of Oak Park, Cook County, Illinois in Lieu of the Appropriation Ordinance for the Fiscal Year Commencing on the First Day of January, 2026 and Ending on the Thirty-First Day of December, 2026
• ID 25-628: Review of the 2026 Fiscal Year Budget
Background
In Q1 2026, the manager of the Neighborhood Programs Division of the Neighborhood Services Department retired. As a result, staff reviewed the staffing structure of the Neighborhood Programs Division to assess how to improve operations.
In 2024, the Neighborhood Services Department added a Housing Programs Coordinator role. This role was designed to support the Neighborhood Programs Manager in carrying out the Division’s work. The Neighborhood Programs Division executes both grant programs (residential rehab, emergency rehab, small rental rehab, energy efficiency, sewer-backup protection) and licensing/registration programs (rental licensing, condo registration, short-term rental licensing, vacant building registration). Currently, the Neighborhood Programs Manager and Housing Programs Coordinator work collaboratively to manage and accomplish this work, with support from an Account Clerk II and a Community Development Inspector. Staff evaluated the current work and found that the need for the Housing Programs Coordinator to work on both grant/loan programs and licensing/registration programs negatively impacted the outcomes in both areas.
For our licensing/registration, we have persistent challenges getting condominiums and short-term rentals to register. Over the last three years, about 124 annually do not register with the Village (appx. 16% of all registered). Over the last three years, about 25 short-term rentals have not renewed their registration with the Village (appx. 16% of all registered). More staff time is needed to follow up on outstanding license and registration fees (estimated at upwards of $17,000 annually). Moreover, during inspection complaints, the Village regularly finds small rentals (those less than 4 units) that are not registered with the Village. Staff lack the time to track down unlicensed or unregistered properties.
For Village grant/loan programs, energy efficiency grant reimbursements were significantly delayed (extending into March 2026) as staff processed rental license and condo registration renewals. Previous staff analysis of Village housing rehabilitation programs showed that the barrier is often not getting households to apply for the programs, but instead is having the time to work closely with households to help them get all the way through the application process, particularly households with low and moderate incomes.
This added position would allow the department to improve its outcomes in both grant programs and licensing programs by splitting oversight.
Timing Considerations
There are no specific timing considerations associated with this item. Staff have come forward with the motion at this time because the retirement of a long-standing employee drove a review of the staffing model for the Neighborhood Programs division, and because the proposed change would be budget neutral.
Financial Impact
With Board approval, Staff estimates the position will be hired by July 1, 2026, resulting in a 2026 cost for the position of $51,952 in salary and benefits. The additional position would also create the need for $1,305 to be added to the Computer Equipment Account (1001.46213.101.570720.0000) to support a workstation for the new role.
Due to vacancies stemming from the retirement and rehiring process, staff anticipate $35,300 salary and benefit savings in 2026 for 1001.46213.101.510501.0000 and associated benefit accounts that will pay for a portion of the 2026 cost of the added position.
Each year, salaries and benefits in 46213 are offset by CDBG funds that pay for staff time spent carrying out CDBG-funded housing programs. While the Village records these CDBG revenues under 1001.46213.101.510999.0000, these revenues have not historically been budgeted for. In 2026, staff estimates $88,450 in CDBG revenues. No such revenues are recorded in the 2026 budget. Staff proposes to amend 1001.46213.101.510999.0000 to realize $17,958 in CDBG revenue, along with an offsetting budget amendment for 1001.46213.101.510501.0000, associated benefit accounts, 1001.46213.101.570720.0000 for any costs not covered through vacancy savings.
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2026 |
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Estimated salary/benefit costs |
($51,953) |
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Workstation costs |
($1,305) |
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Vacancy savings |
$35,300 |
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CDBG revenue realization |
$17,958 |
|
Net budget impact |
$0 |
The annualized cost of the position with salary and benefits would be $103,905. To minimize the costs for the new position, staff will begin budgeting for the full amount of offsetting CDBG revenue (estimated at $88,450). As noted above, the addition of this position will increase revenues collected by the Neighborhood Programs Division. Staff estimates that this amount will be about $17,433 per year (see details below). Together, these revenues cover the full cost of the position.
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2027 |
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Estimated salary/benefit costs |
($103,905) |
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CDBG revenue realization |
$88,450 |
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Program revenue increases |
$17,433 |
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Net budget impact |
$1,978 |
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Revenue impacts |
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Account |
Name |
Estimated revenue increase |
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1001.46213.1.1.421424.0000 |
Missed rental licensing fees |
$3,296.00 |
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1001.46213.101.421428.0000 |
Missing small rental fees |
$358.00 |
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1001.46213.101.445456.0000 |
Missed condo registration fees |
$9,254.00 |
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1001.46213.101.0000 |
Missed short-term rental fees |
$4,525.00 |
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Total |
$17,433.00 |
Operations Impact
This added position would allow the department to improve its outcomes in grant programs and licensing programs by splitting oversight further. The Housing Licensing Coordinator would focus on the aforementioned licensing and registration programs. Staff evaluated the degree of noncompliance with these programs and identified staff capacity as a major factor. More staff time is needed to follow up on outstanding license and registration fees (estimated at upwards of $17,000 annually) and keep records up to date to ensure that applicants are registering properties.
With this change, the Housing Programs Coordinator role would narrow, focusing on coordinating work on the aforementioned grants, reducing the amount of time that applicants wait to be reimbursed. This time has increased with the recent round of energy efficiency grants. Previous analysis indicates that the amount of time that team members can devote to supporting applicants directly impacts whether they submit applications for grant opportunities.
DEI Impact
The addition of the Housing Licensing Coordinator position will add much-needed capacity to the Neighborhood Programs team, allowing them time to investigate potential apartments and short-term rentals that are not currently being licensed or registered. This will ensure more rental units in Oak Park are maintained in safe and sanitary conditions, with a disproportionate benefit to renters.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the motion.
Advantages:
• Increased staffing allows for more consistent registration and licensing of rentals, apartments, and short-term rentals.
• Increased staffing allows for greater collection of outstanding fees/ ensuring fee payment.
• Increased staffing allows for faster processing of rehabilitation funding requests.
• Staffing increase would be budget neutral.
Disadvantages:
• This action would increase staffing outside of the budget cycle.
Alternatives
Alternative 1:
The Board can reject the motion.
Advantages:
• Maintains current staffing levels as outlined in the budget.
• Allows for the Board to consider the request at a later date, such as the 2027 budget process.
Disadvantages:
• Delays the potential benefits of adding the position.
Anticipated Future Actions
If the Board approves the motion, staff will prepare the necessary budget amendments.
Prepared By: Jonathan Burch, Assistant Village Manager/ Neighborhood Services Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Proposed Neighborhood Services organization chart
2. New position request form
3. Job description