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A Resolution to Approve Certain Citizen Commission Work Plans for 2026
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Introduction
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This is an annual agenda item in which each citizen commission submits to the Village Board for approval a recommended work plan for the new calendar year based on the duties assigned to them in the enabling ordinance in the Village Code. The Village Board can also assign specific projects during the year by amending the work plan.
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Recommended Action
Approve the Resolution.
The following citizen commissions have not submitted a proposed 2026 work plan at this time and, therefore, are not included in the approval for this Resolution. Approval of these work plans will return at a subsequent meeting for Village Board approval.
• Board of Health (BOH)
• Community Relations Commission (CRC)
• Farmers Market Commission
Prior Board Action
The Village Board approved most of the 2025 work plans last year on March 18, 2025.
Background
Annually, the Village Board reviews and approves a work plan for each commission. Each commission creates a draft work plan for the Village Board to review based on the commission’s enabling ordinance in the Village Code.
The Village Board can accept, reject, or amend the work plan in part or entirely. The Village Board can also amend the work plan later if an unanticipated issue arises during the year and the Village Board recommends review by a commission.
Attached to this agenda item is a summary of significant work plan changes from last year, a summary of potential financial impacts to the proposed work plan, a proposed work plan for each individual commission showing the changes from the year prior and a clean version of each proposed work plan.
Timing Considerations
Historically the Village Board approves the work plans in the First Quarter. Some commissions take longer to complete a recommended work plan. Once a significant number of recommended work plans are completed, staff compile them for Village Board review.
Financial Impact
The budget in FY 2026 is $20,000 for all commissions. The commissions are asking for $108,450, plus there is an anticipated funding request expected from the Community Relations Commission to support dinner and dialogue events and trainings. Attached is a summary of anticipated costs associated with each work plan.
Over the last several years, the actual year-end expenses for all commissions combined has not exceeded $20,000, even though commissions may have estimated that their proposed projects would exceed that amount. Assuming the Village Board approves the work plans as proposed, staff will first evaluate if there is capacity in the FY 26 budget to accomplish the work. For example, two commissions this year have new requests for additional marketing outreach and engagement in excess of $60,000. In this case, staff liaisons will first determine if the Communication Department can accommodate the same goal using existing resources. If not, staff will return to the Village Board for a potential budget amendment. The same applies to the commission that seeks funds for a speaker series. If the current FY 26 doesn’t have capacity, staff will return with a budget amendment request. Given the trend for larger annual funding requests from commissions, staff recommends modifying the process and incorporating any work plan expenses into the annual budget process within the staff liaison’s Department requests. This will allow adequate time for staff to fully analyze if existing resources are available to meet the needs of the commission and seek alternate solutions.
Operations Impact
There is the potential for significant operational impacts to staff or a department. Generally, commissions are intended to work without significant staff support and be a source of feedback for the Village Board on strategic direction in the matters outlined in the enabling ordinance for each commission. Commissions that hold regular public hearings such as the Plan Commission, Zoning Board of Appeals, Historic Preservation Commission and the Transportation Commission require more staff support than the others. There is a staff liaison for each commission. Some years the operational impact is greater than other years. If staff determines that commission support is exceeding historical support or capacity, staff may request additional resources during the annual budget process.
DEI Impact
Specific to this action, there is no DEI impact. However, contained in the enabling ordinance for each commission, there may be various DEI impacts. For example, there is one commission with a focus on aging, another with a focus on community relations, and others provide funding to certain nonprofits that serve marginalized populations.
Community Input
All commissions are required to follow the Open Meetings Act, which provides a transparent process allowing the public to attend meetings and provide public input. Other commissions such as the Plan Commission and the Zoning Board of Appeals also have formally noticed public hearings.
Staff Recommendation
Approve the Resolution
Advantages:
• Work Plans create clarity for the Village Board, staff, and the commission as to their mission and purpose. Monthly agendas reflect the approved work plans.
Disadvantages:
• Delaying work plans may delay any new initiatives.
Alternatives
Alternative 1:
The Village Board can modify any work plan or funding request on all or some of the work plans and seek additional information.
Advantages:
• Work plans should be aligned to meet the Village Board’s goals and direction within the enabling ordinance for the commission in the Village Code.
Disadvantages:
• Seeking additional information may delay a commission from meeting.
Anticipated Future Actions
The work plans for those commissions who did not complete their recommended 2026 work plan will be scheduled for review at a future Village Board meeting.
Prepared By: Lisa Shelley, Deputy Village Manager
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. 2026 Work Plan Summary of Significant Prior Year Changes
3. 2026 Budget Request Summary by Commission
4. Individual Proposed 2026 Work Plans (with edits comparing last year)
5. Individual Proposed Work Plans (clean)