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A Resolution Approving the Village Board Protocols for 2026-2028 as Reviewed at the September 3, 2025 and the January 20, 2026 Village Board Meeting
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Introduction
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Attached are the newly updated Village Board Protocols for 2026-2028. Historically, after each election, the Village Board discusses the Protocols and will make modifications if needed. The Village Board met on September 3, 2025 and on January 20,2026 to review and revise the document. At the last meeting, the Village Board made some final revisions to the new Protocols for adoption at a subsequent meeting.
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Recommended Action
Approve the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Village Board discussed the revised protocols on January 20, 2026, before final action to approve the document. This agenda item contains the revisions discussed at that meeting.
• The Village Board created new protocols on September 3, 2025, in a Study Session.
• The Village Board last updated the Protocols on February 6, 2024.
Background
Historically, after each election, the Village Board discusses the Protocols and makes modifications if needed. Topics vary from year to year but generally include the administrative functions of preparing an agenda, responding to Village Board and citizen inquiries, responding to media inquiries, etc.
At the January 20, 2026, Village Board meeting, the Village Board made the following changes to the draft document from September 3, 2025:
• Allow for an agenda item added by two Trustees (via the Motion process) to be acted upon at the initial meeting if the Trustee making the recommendation includes in the original request the reason for the urgency needed to act without staff’s review or recommendations.
• Retain only one email for the Village Board and Village Clerk. It will be Board@oak-park.us <mailto:Board@oak-park.us>.
• Clarify that staff will provide information to citizens who email individual Trustees.
Other issues discussed at the January 20th Village Board but were not included directly in the Protocols included:
• Create a system to track the legislative history of changes to ordinances as part of the information provided with agenda items.
• Create a statement on the web page near the posted agendas that an agenda is finalized by law 48 hours in advance. Visitors are encouraged to check back 48 hours prior to a meeting for the final agenda.
• Explore technology that allows Trustees to write emails with an automatic blind copy to the Village Board.
• Add the annual calendar to every discussion about individual calendars during the Village Manager’s Report.
• Provide more historical information in the agenda commentary summaries.
Overall highlights from the September 3, 2025, meeting included:
• Provided an option to waive a Second Reading of proposed legislation.
• Required staff to estimate the length of time to discuss each regular agenda item.
• Moved up the deadline for Village Board questions for an agenda to Thursdays.
• Allowed for the agenda to be posted to the public on Thursdays if ready.
• Clarified that agenda items created by Trustees, via the process of a First and Second Motion, will be considered a discussion only and will require a subsequent meeting if funding is requested.
• Clarified the process for a roll call vote.
• Allowed additional time during public comment for those with language accessibility barriers.
• Included rules for regular agenda public comment. Currently, the rules for public comment only address non-agenda public comment.
• Clarified that agenda items with a recommendation from a citizen commission may be limited to five individuals commenting on each side of the issue.
• Included a variety of administrative details regarding the staff’s process when responding to an email sent to the Village Board.
• Included a new section regarding the staff process of responding to questions from the Village Board.
• Clarification on the policy when a Trustee needs to participate remotely.
Timing Considerations
There is no timing requirement, however staff would prefer the document to be approved, as there are many administrative changes proposed in this document that staff will need time to implement.
Budget Impact
There is no budget impact associated with this item. However, board goals may have direct and indirect costs but these costs are not determined when the document is created.
Operating Impact
There are some impacts to staff time to initially set up some changes in the Protocols such as the new agenda with time estimates but staff anticipates these changes to be minimal.
DEI Impact
There is no specific DEI impact associated with this item. There are some references to providing improved language access services.
Community Input
There has been no community input given in relation to creating the Protocols aside from the public meeting on September 3, 2025. However, the issue of community input on agenda items is referenced in the Protocols.
Staff Recommendation
Approve the Resolution. Staff recommends approving the Protocols.
Advantages:
• Approving the action early will allow for the protocols to be implemented.
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Village Board can delay action and seek additional information or schedule a meeting for further discussion. If further discussion and changes are needed, staff recommends scheduling a discussion during January to allow adequate time to implement the changes in the new year.
Advantages:
• The Village Board Protocols is an important document that guides many activities involving the Village Board. If needed, additional time may provide clarity to the Village Board if there are remaining questions.
Disadvantages:
• This action may delay the implementation of Village Board protocols.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
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. Draft 2026-2028 Protocols