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A Resolution to Approve Citizen Commission Work Plans for 2025
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Introduction
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This is an annual agenda item in which the Village Board approves work plans for each citizen commission outlining their authorized work for the upcoming year. Each commission submits a draft work plan with recommended projects that are in line with the enabling ordinance for that commission or the Village Board can assign specific projects. Citizen commissions are created to be an advisory body to the Village Board.
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Recommended Action
Approve the Resolution. The Community Relations Commission has not completed the work plan for 2025. This will return on a subsequent agenda once drafted by the Commission.
The Community Design Commission work plan is not submitted pending the outcome of the consolidation recommendation with the Plan Commission and Zoning Board of Appeals on this agenda.
Prior Board Action
The Village Board passed the 2024 work plans last year on March 19, 2024.
• The Board of Health, Citizen Involvement Commission, and Community Relations did not complete work plans on March 19, 2024 due to various staff or commission transitions.
Background
Each year the Village Board reviews and approves a work plan for each citizen commission. The commission creates a draft work plan for Village Board review based on the commission’s enabling ordinance. Some work plans also contain a budget request. The Village Board can modify a commission’s work plan mid-year if the Village Board would like a citizen commission to review an unexpected project or issue.
Attached is a summary noting significant changes from last year’s work plan as well as a funding summary. After the Village Board approves each work plan, the new 2025 work plan will be posted on the Village website.
The Community Design Commission work is not submitted due to the pending agenda item (also on this regular meeting agenda) to consolidate this commission with the work of the Plan Commission and the Zoning Board of Appeals. If this agenda item is approved, the Plan Commission and/or Zoning Board of Appeals work plans may be amended at a subsequent meeting to include additional items.
Timing Considerations
Historically the commission work plans are approved in the 1st quarter of the year so the commissions can begin any new work assigned with adequate time to complete in 2025.
Budget Impact
The total request from the commissions who completed work plans is $51,795. Community Relations are still pending submittal.
For FY 2025 the budget for citizen commissions is in an account in the Village Manager’s Office for $20,000. In FY 24, the Commissions spent $21,982. These expenses include a recent payment of $8,126.17 for grants contained in the FY 23 approved work plan of the Community Relations Commission.
Attached is a summary comparing last year’s budget requests compared to this year’s requests. If commissions become close to spending their budget and exceed $20,000, those expenses are paid from the General Fund fund balance. As an alternative, the Village Board has the option to amend the FY 25 budget to formally adjust the citizen commission line item budget to a higher amount or the Village Board can reduce certain requests. In past years the citizen commission budget was $40,000 however spending trends were closer to $20,000 therefore a lower amount has since been used in the budget for this purpose.
Staffing Impact
Each commission has a staff liaison to ensure meetings are conducted within the Open Meetings Act, the policies contained in the Chairperson’s Manual, and within the direction of the Village Board and the commission’s enabling language in the Village Code. Staff liaisons are selected based on their position with the Village and can be subject matter experts for the commission as well. Generally, commission volunteers are expected to conduct the work in their work plan independently of staff.
DEI Impact
Each commission can have unique DEI impacts. Attached are the details of each commission’s work plan.
Community Input
Each commission can have unique and varied community impact or requirements for community input such as the Zoning Board of Appeals and Plan Commission. Attached are the details of each commission
Staff Recommendation
Approve the Resolution.
Alternatives
Alternative 1:
The Village Board can modify any work plan or delay action on all or some work plans and seek additional information.
There are no (advantages/disadvantages) to this alternative.
Anticipated Future Actions
The Community Relations Commission and Citizen Involvement Commission will return for Village Board approval once completed. The Plan Commission and Zoning Board of Appeals may also return to the Village Board with revisions if the consolidation of the Community Design Commission is approved.
Prepared By: Lisa Shelley, Deputy Village Manager
Reviewed By: Ahmad M. Zayyad, Deputy Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Summary of Commission Work Plan Changes from Prior Year
3. Summary of Budget Requests
4. Commission Work Plans - showing changes from prior year
5. Commission Work Plans - clean versions