===== PDF PAGE 1 =====
[Extraction: OCR (rendered-page OCR)]
ics
WES ST CHIC CAGO
WHERE HISTORY & PROGRESS MEET
FINANCE COMMITTEE
TUESDAY, SEPTEMBER 5, 2023!
6:00 P.M. — CITY COUNCIL CHAMBERS
AGENDA
1. Call to Order, Roll Call, and Establishment of a Quorum
2. Approval of Minutes
A. Finance Committee Meeting Minutes of July 12, 2023
3. Public Participation / Presentations
A. DuPage Senior Citizens Council Presentation
4. Items for Consent
Ordinance No. 23-O0-0024 — Third Quarter Budget Amendment
Ordinance No. 23-O-0025 — Water and Sewer Rates
Ordinance No. 23-O-0026 — Public Benefit Fund Changes to the City Code
. Ordinance No. 23-O-0030 — Board and Commissions Changes to the City Code
Resolution No. 23-R-0064 — Updated Budget Policy
Resolution No. 23-R-0077 — Boards and Commissions Handbook
AMOADD>
5. Items for Discussion
A. FY 2024 Funding Amount for DuPage Senior Citizens Council
6. Unfinished Business
7. New Business
8. Reports from Staff
9. Executive Session (if needed)
10. Adjournment
1Rescheduled from September 4, 2023
475 Main Street T (630) 293-2200 Ruben Pineda
West Chicago, Illinois F (630) 293-3028 mays
60185 www.westchicago.org Nancy M. Smith Michael \ Guttman

===== PDF PAGE 2 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO - 475 Main Street
FINANCE COMMITTEE MINUTES
Regular Meeting
July 12, 2023
. Call to Order, Roll Call and Establishment of a Quorum
Alderman Dimas called the meeting to order at 6:00 p.m. on July 12, 2023. Roll call
found Daniel M. Beebe, Christine Dettmann, Sandy Dimas, Joseph C. Morano, Jayme
Sheahan, and Rebecca Stout present. Alderman Christopher Swiatek was absent.
Alderman Dimas announced a quorum.
. Selection of a Chair and Vice-Chair
Alderman Dimas opened nominations of a Chair. Alderman Stout nominated
Alderman Dimas for Chair, seconded by Alderman Sheahan. All Aldermen voted
Aye by voice vote. Motion carried.
Alderman Dimas nominated Alderman Stout for Vice-Chair, seconded by Alderman
Morano. All Aldermen voted Aye by voice vote. Motion carried.
. Moving Regular Meeting Day of the Month
Alderman Dimas spoke on moving the regular Finance Committee meeting date
stating the meeting can be moved to 6:00pm on a Monday before a regular Council
meeting.
City Administrator (CA) Michael Guttman noted that the Finance Committee meeting
could be moved to the first or third Monday of the month before a regular Council
meeting because the Finance Committee meetings does not meet regularly and the
meetings are usually not that lengthy. If this idea was supported, CA Guttman
suggested the Finance Committee meeting be changed to the first Monday of the
month recognizing that the meeting day could change for the Labor Day holiday to a
Tuesday.
Alderman Dettmann made a motion, seconded by Alderman Sheahan to move the
regular meeting day of the month. All Aldermen voted Aye by voice vote. Motion
carried.
. Finance Committee Meeting Minutes of April 27, 2023.
Alderman Stout made a motion, seconded by Alderman Morano, to approve the
minutes of April 27, 2023. Voting Aye: Alderman Beebe, Dimas, Dettmann, Sheahan,
Stout, and Morano Voting Nay: 0 Absent: Alderman Swiatek. Motion carried.
. Public Participation/Presentations.
Finance Director Nikki Giles introduced Monica Adamski from Lauterbach & Amen to
present the 2022 Fiscal Year Audit to the Committee members. Ms. Adamski provided

===== PDF PAGE 3 =====
[Extraction: OCR (rendered-page OCR)]
a high level overview to the Committee. Aldermen Dimas thanked staff for their hard
work during the audit process.
6. Items for Consent.
A. Ordinance No. 23-0-0022 — Increasing the Home Rule Sales Tax Rate
B. Ordinance No. 23-0-0023 — Collection of Debts from All Entities Associated
with Someone in Violation of the City Code
Alderman Dettmann made a motion, seconded by Alderman Stout, to approve the
consent agenda items. Voting Aye: Alderman Dimas, Dettmann, Beebe, Sheahan,
Stout and Morano. Voting Nay: 0 Absent: Alderman Swiatek. Motion carried.
7. Items for Discussion. None
8. Unfinished Business. None
9. New Business. None
10. Reports by Staff.
City Administrator (CA) Michael Guttman informed the Committee of upcoming
discussions. He said the Infrastructure Committee is suggesting that the City consider
issuing debt for the resurfacing of industrial streets. CA Guttman informed that the
Police Chief has requested that the final approved but unbudgeted position be
restored and that is a third Community Service Officer who would primarily be handling
parking tickets. CA Guttman spoke on the recent water and sewer rate increase and
noted the increase was large, but future increases will be in lower increments. He
lastly noted that the Police Pension Fund contribution will be increasing significantly
as well, and that the annual increase in the Property Tax Levy has historically covered
all or a portion of this.
11. Executive Session (if needed). None
12. Adjournment.
At 6:15 p.m., Alderman Sheahan made a motion, seconded by Alderman Morano, to
adjourn the meeting. All Aldermen voted Aye by voice vote.
Respectfully submitted,
Josie Avilez

===== PDF PAGE 4 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: ___ 2-4.
Presentation by the DuPage Senior Citizens’ Council and
Fiscal Year 2024 Funding FILE NUMBER:
COMMITTEE AGENDA DATE: 09/05/2023
COUNCIL AGENDA DATE: N/A
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
As previously communicated, the Finance Committee recommended a one-time increase in the City’s
grant contribution to this organization, from $10,000 to $24,000; it was included in the approved Budget
and already paid this year. Representatives from this agency were directed to return to speak to the
Finance Committee this year to justify any continued increased amount. Attached is the latest
information about the work it did in West Chicago and its current request for next year.
STAFF RECOMMENDATION:
Direction to staff as to how much municipal funding to include in the 2024 Proposed Budget.
COMMITTEE RECOMMENDATION:

===== PDF PAGE 5 =====
[Extraction: OCR (rendered-page OCR)]
ae Senior Citizens Council
Providing Meals and More...
(EXPERIENCE \
August 25, 2023
Mayor Ruben Pineda
City of West Chicago
475 Main Street
West Chicago, IL 60185
Dear Mayor Pineda,
| would like to thank the City of West Chicago for the opportunity to provide you with an
update regarding the $24,000 contribution for our 2023 fiscal year (10/1/22 — 9/30/2023).
DSCC is excited to inform you that we will meet our goal of providing 115 City of West Chicago
older adult residents with over 11,000 meals, 7,400 Well-Being Checks, and 10 minor home
repairs by the end of our 2023 Fiscal Year (10/1/2022-9/30/2023), 10-month actuals with 2
months projections.
DSCC provides vital basic needs non-clinical services for older adults 60 and older that provide
the opportunity for older adults to live their lives in dignity in their own homes and
communities for as long as they are able.
DSCC’s Mission: The DuPage Senior Citizens Council initiates, delivers, monitors, and
coordinates services that promote the ability of older people to live their lives in dignity.
DSCC’s Vision: A DuPage and Kane County where no senior citizen goes hungry or faces isolation
and a network of services allowing older adults to remain independent.
DSCC’s Values: 1. The quality of life for seniors is the top priority. 2. Serving our clients
compassionately and effectively while respecting their dignity. 3. High-quality services for
continued independence. 4. Volunteers are essential to our success in serving the needs of
seniors.
About DSCC
Since starting in 1975, DSCC has been advocating for and providing basic needs non-clinical
services for older adults 60 years and older. DSCC services include Home Delivered Meals,
Community Dining, Friendly Phone Calls & Visits, Minor Home Repairs, Yard Clean-Ups, Well
Being Checks and Emergency Follow-Ups, and Health and Wellness Education.
| Agency on
AGING

===== PDF PAGE 6 =====
[Extraction: OCR (rendered-page OCR)]
Our Participants Statistics
e 99% of the seniors we serve are below the Federal Poverty Level.
100% of our seniors are below the DuPage County Median Family Income.
e 15% of the Seniors DSCC services are people of color.
e 10% of the seniors DSCC services are limited English speaking.
e 99% of our Home Delivered Meals (Meals on Wheels) and Community Dining locations
are in low-income areas.
How We Do What We Do
DSCC is able to provide our services to older adults in need because of our county-wide
network of community partners and volunteers. Our small staff ensures our organization
efficiently provides superior services to the older adult population.
We collaborate with all municipalities and townships, including local police and fire
departments/districts, and the DuPage County Sheriff's Department to account for every older
adult to ensure the older adults are not in distress.
Last but definitely not least is our strong and dedicated volunteer force. DSCC has over 1,800
volunteers each year. Our volunteers are the backbone of our organization.
| would like to leave you with a report on the services provided to older adult residents in the
City of West Chicago.
DSCC Services Report - City of West Chicago
10-Months Actuals with 2-Month Projections
115 City of West Chicago older adult residents
11,000 meals
7,400 Well-Being Checks & Emergency Follow-Ups
10 Minor Home Repairs/Yard Clean-Ups
1,380 instances of Health & Wellness Education
Again, thank you for your continued support, and if you have any questions, please contact me at
630-620-0804 office, 630-812-6779 directly or by email, Marylin.Krolak@DuPageSeniorCouncil.org.
Sincerely,
Marylin
ExecutiVe Director

===== PDF PAGE 7 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: ‘t.C.* 4.€.
Resolution No. 23-R-0064 — Updated Budget Policy
FILE NUMBER:
Ordinance No. 23-0-0026 — Public Benefit Fund
COMMITTEE AGENDA DATE: 09/05/2023
COUNCIL AGENDA DATE: 09/05/2023
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
With the new Community Park plan design nearing completion, staff was tasked with recommending a
plan for funding the various components over time. The attached Budget Policy recommends depositing
video gaming revenues in the Community Park Fund (done now, but this formalizes it) and that reserves
in excess of the City’s Reserve Policy be automatically transferred to the Park Fund via the audit
process. One minor change regarding IT purchases is also included, which accounts for justified sole
source purchases where obtaining multiple quotes isn’t possible or practical.
The attached Ordinance removes the language regarding the Public Benefit Fund from the City Code, as
that fund will now be used for the operating and capital costs associated with the new Community Park.
All of these actions are consistent with the previously given informal direction of the City Council and/or
Finance Committee.
STAFF RECOMMENDATION:
Staff recommends approval of Resolution No. 23-R-0064 and adoption of Ordinance No. 23-0-0026.
COMMITTEE RECOMMENDATION:

===== PDF PAGE 8 =====
[Extraction: OCR (rendered-page OCR)]
RESOLUTION NO. 23-R-0064
A RESOLUTION UPDATING THE CITY OF WEST
CHICAGO’S BUDGET POLICY
BE IT RESOLVED by the City Council of the City of West Chicago, in
regular session assembled, that the City’s Budget Policy is hereby updated, in
substantially the form attached hereto and incorporated herein as Exhibit “A.
APPROVED this 5" day of September 2023.
AYES:
NAYES:
ABSTAIN:
ABSENT:
Mayor Ruben Pineda
ATTEST:
Executive Office Manager, Valeria Perez

===== PDF PAGE 9 =====
[Extraction: OCR (rendered-page OCR)]
BUDGET PHILOSOPHY AND POLICY
Serving the public trust requires that the annual budget provide the best possible balance of
allocation to meet the varied needs of all citizens. The budget is a principal management tool for
the City administration and, in allocating the City's resources, it both reflects and defines the annual
work plan. In this context, the budget provides a framework for us to accomplish our mission,
which is:
"To assure a safe, cohesive and dynamic community that is responsive to the needs of
both citizens and businesses as it strives for continuous improvement."
The budget should also reflect important organization values such as integrity, teamwork, service
excellence, personal growth, and innovation.
In addition to balancing allocations to meet community needs and incorporating our mission and
values, a successful annual budget preparation process requires excellent communications, citizen
outreach, and a commitment to excellence. To this end, the process must be a cooperative effort
of the entire City organization.
West Chicago prides itself on being an increasingly progressive community, willing to challenge
the status quo and moving toward the "cutting edge". City staff has accepted this challenge by
developing the budget within the context of a search for creative solutions for the delivery of City
services. The budget will emphasize policy and procedure reviews to improve the productivity
and effectiveness of service delivery to citizens and employees. Teamwork and efficiency
enhancements will limit the amount of bureaucratic "red tape" required, both between functional
areas within the City, and between City staff and our customers. The overriding goals must be to
support the high standards set by the community and to provide long-term value at reasonable cost.
The budget will be based upon timely, consistent and clearly articulated policies. It will be realistic
and will include adequate resources to meet assigned work programs. Once adopted, within the
parameters of policy guidelines, Department Directors will be given full spending authority for
their budget(s).
The budget policies of the City are rooted in a history of conservative budgeting practices. They’re
based on a commitment to provide quality services while maximizing the return for each dollar
spent. Revenue sources are diversified as much as possible to avoid the impacts of fluctuations in
a particular revenue source. The following is the Budget Policy the City Council has used as a
continuing foundation for fiscal discipline:
e Revenues are conservatively projected using historical trends, reasonably expected
changes in the coming year, and an analysis of anticipated economic conditions in the
region, the state and the nation.
should strive to increase this amount to 35%.
e__The General Fund shall have a fund balance equal to at least 25% of revenues; the City
|
Formatted: List Paragraph, Left, No bullets or
numbering

===== PDF PAGE 10 =====
[Extraction: OCR (rendered-page OCR)]
All revenues associated with video gaming shall be deposited into the Community Park
Fund (former Public Benefit Fund). Any fund balance in the General Fund in excess of
35%! shall be transferred to the Community Park Fund without the need for any separate
Budget Amendment after the completion of the annual Audit once that figure is known.
The budget is flexible within each Department. Over expenditures in one line item should
be compensated within the Departmental Budget. Each Department may not overspend its
total Departmental Budget without prior approval. Department Directors may not exceed
the staffing levels approved in the Budget. The City Administrator may authorize transfers
within a fund.
Major capital expenditures not related to either the water or sewer utilities for the next five
years will be identified in the Capital Projects Fund Budget. This Budget will be updated
on an annual basis. Smaller capital purchases may be included in each Department’s
operating budget.
User fees, such as water and sewer charges, will be reviewed annually. This is done to
ensure that fees cover costs, if intended to do so, meet debt service requirements, and are
affordable.
Implementation of the Budget will be monitored continuously. Purchase orders will be
issued only when adequate funding is available. Based upon experience with higher prices
via the bidding process and after receiving direction from the City Council, information
technology equipment purchases and maintenance contracts do not have to be bid, so long
as multiple written quotes are obtained to show that the price is reasonable or else it is a
justified sole source purchase.
All home rule sales tax receipts and taxes from the consumption of natural gas shall be
deposited in the Capital Projects Fund.
' For 2023, this calculation shall be made and the transfer occur after the Interfund Balance of $692,086 is
eliminated per Ordinance No. 23-0-0024. This footnote shall be deleted from the Budget Policy once this occurs.
ii

===== PDF PAGE 11 =====
[Extraction: OCR (rendered-page OCR)]
uplandDesign
West Chicago Park Development Prepared Date: 07/06/2023
City of West Chicago #1071
Phase 0 Phase 1 Phase 2 Phase 3 Phase 4
Summary Cost 2024 2025 2026 - OSLAD 2027 2028
COST ae ee eee ee ee |
Asphalt Trails - North SE Se ee ee Cl ee ea eT
Asphalt Trails - Center Loop $106,107.80 JesuguaeumueealSmg20MG74I9G)) | cauinie socal eee
Asphalt Trails - South $546,612.07 || SE |e8s4612}206152:| ieee
Sled Hill $ 720,260.40 [aeRO | Seen) 2 SAS isaiB 1G )718741 | eee eG
CentralParkingLot.—=Ss=~—“‘;S™!™!CCC~C~dSSC*«iBWSHSSG|C‘dS«~=«258,030.75'/'$ 266,268.23] |
Seu Parking bet et pe pt
2-12 Playground CY Se a ee eee ee
Sensory Garden| «dS 199,080.04 rer sere eS) $216 (097.005 eee ina deena
Challenge Course. C—“—*é‘“C;**C~C~idSSCSC*éGOB $= 15165133518) | Eiiiiize ier ie | ee eee
See I a OS
Tennis Courts - 2 New Courts $433,571.54 Eimeeiee ei[,.5 5 ASR 85)600N 21 esac
Precast Restroom Building - 2 Unisex Restrooms _|$ 1419,67471| —Sss—sC«d S$ 1,504,855.20[ J
iCommuntyPaviion |= S«dY S$ 655,520.68 | etme ee NS. 714551 7.54 Phat
Two Picnic Grove Shelters-North_——=—=—=s«dS$~—2to,aeseaf CE CT 28572152]
One Picnic Grove Shelter-South——=—=—=«d S$ —tosaaatof CE 121,017.02 |
MuliUserieds | s~«CSSCS~s«sC~S S$ «4,045 ee aS. _47,000:59)) sees sg ee ere
Basketball Court-1FulSze_==SCSCSC~iSSC«CN BAS 2001205
$_1,635,551.24 | $_1,681,840.43
ea ee ee ee ee
Page 1 of 1
Upland Design Ltd
Chicago 312.350.4088 uplandDesign.com 815.254.0091 Plainfield

===== PDF PAGE 12 =====
[Extraction: OCR (rendered-page OCR)]
ORDINANCE NO. 23-0-0026
AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE
CITY OF WEST CHICAGO - PUBLIC BENEFIT FUND
WHEREAS, the City Council of the City of West Chicago has been working on the
design of a park on the land formerly known as the Rare Earth’s Facility; and
WHEREAS, now that the park plan, after significant community input, is nearing
completion; and
WHEREAS, the City Council has tasked the City Administrator to recommend a funding
strategy to construct the various park amenities in phases; and
WHEREAS, the City Council has amended its Budget Policy to incorporate those
recommendations; and
WHEREAS, the language in the City Code regarding the Public Benefit Fund is no
longer needed in light of this funding strategy.
NOW, THEREFORE, BE IT ORDAINDED by the City Council of the City of West
Chicago, in regular session assembled as follows:
Section 1. That Article XII of the Code of Ordinances of the City of West Chicago is
hereby deleted in its entirety and that Section 2-745 of the Code is hereby marked as “Reserved”.
SECTION 2. That all ordinances and resolutions, or parts thereof, in conflict with the
provisions of this Ordinance are, to the extent of such conflict, expressly repealed.

===== PDF PAGE 13 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 3. That this Ordinance shall be in full force and effect from and after its
passage and publication in pamphlet form as provided by law.
PASSED this 5" day of September 2023.
Alderman D. Beebe Alderman L. Chassee
Alderman J. Sheahan Alderman H. Brown
Alderman A. Hallett Alderman C. Dettmann
Alderman M. Birch-Ferguson Alderman S. Dimas
Alderman J. Smith, Jr.
Alderman R. Stout
Alderman J. Morano
Alderman C. Swiatek
Alderman J. Short
Ward 7 — Vacant
|
APPROVED as to form:
City Attorney
APPROVED this 5" day of September 2023.
Mayor Ruben Pineda
ATTEST:
Executive Office Manager Valeria Perez
PUBLISHED:
Mayor Ruben Pineda
ATTEST:
Executive Office Manager, Valeria Perez

===== PDF PAGE 14 =====
[Extraction: OCR (rendered-page OCR)]
CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: _‘t A. « 3.
Ordinance No. 23-O-0024 — Third Quarter Budget
Amendment FILE NUMBER:
Ordinance No. 23-0-0025 — Water and Sewer Rates COMMITTEE AGENDA DATE: 09/05/2023
COUNCIL AGENDA DATE: 09/05/2023
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE
ITEM SUMMARY:
Ordinance 23-O-0024 moves all remaining Motor Fuel Tax Funds from the General Fund to the MFT
Fund, to use reserves to eliminate the interfund balance that is payable from the General Fund to the
Waterworks Fund and to eliminate the interfund advance from the Sewerage Fund to the Waterworks
Fund. It also fixes a transposed number for liquor license revenue and reflects that we left IRMA after
the last budget was adopted. Finally, money from IPBC reserves is being proposed to move to the
Community Park Fund to help with the initial phases of that project.
Ordinance No. 23-O0-0025 incrementally increases water and sewer rates in each of the next four years,
each January 1° beginning in 2025 (giving 18 months between increases) consistent with the previous
direction of the City Council and Finance Committee to avoid having to significantly increase the rates at
any one time, absent extenuating circumstances. The rates will be reviewed annually to be consistent
with the Budget Policy and to ensure that revenues are adequately meeting operational and capital
needs, the latter within reason.
STAFF RECOMMENDATION:
Staff recommends adoption of Ordinance Nos. 23-O-0024 and -0025.
COMMITTEE RECOMMENDATION:

===== PDF PAGE 15 =====
[Extraction: OCR (rendered-page OCR)]
ORDINANCE NO. 23-0-0024
AN ORDINANCE AMENDING THE ANNUAL BUDGET FOR
THE CITY OF WEST CHICAGO, DUPAGE COUNTY, ILLINOIS
FOR THE FISCAL YEAR COMMENCING JANUARY 1, 2023
AND ENDING DECEMBER 31, 2023 PASSED AND
ADOPTED BY ORDINANCE NO. 22-0-0036 —
THIRD QUARTER BUDGET AMENDMENT
WHEREAS, the City of West Chicago has heretofore adopted the annual budget
procedure providing for in 65 ILCS 5/8-2-9.1 through 5/8-2-9.10; and,
WHEREAS, the City of West Chicago has passed Ordinance No. 22-O-0036 passing and
adopting the “2023 Proposed Budget” (ANNUAL BUDGET); and,
WHEREAS, said Ordinance No. 22-O0-0036 was filed with the County Clerk of DuPage
County as required by law as has the initial Budget Amendment approved via Ordinance No. 23-
O-0008; and,
WHEREAS, the City of West Chicago desires to further revise the ANNUAL BUDGET
to move all remaining Motor Fuel Tax Funds from the General Fund to the MFT Fund, to use
reserves to eliminate the interfund balance that is payable from the General Fund to the
Waterworks Fund and to eliminate the interfund advance from the Sewerage Fund to the
Waterworks Fund as well as to other revenue adjustments; and,
WHEREAS, 65 ILCS 5/8-2-9.6 provides in part that by a vote of two-thirds of the
corporate authorities then holding office, the annual budget of a municipality may be revised by
deleting, adding to, changing or creating sub-classes within object classes and object classes
themselves, provided no revision increasing the budget shall be made in the event funds are not
available to effectuate the purpose of the revision.
NOW, THEREFORE, BE IT ORDAINED, by the City Council of the City of West
Chicago, DuPage County, Illinois, in regular session assembled as follows:
SECTION 1. That the ANNUAL BUDGET of the City of West Chicago is hereby
amended as detailed in “Exhibit A”.
SECTION 2. That pursuant to the previous direction from the City Council to use
reserves in excess of its Reserve Policy via the adoption of Ordinance No. 22-O-0036, the City
Administrator is hereby directed to use such to eliminate the Interfund Balance to $0.00 by
forgiving the amount due to the General Fund from the Waterworks Fund ($692,086).
SECTION 3. That the City Administrator is hereby directed to eliminate the Interfund
Advance owed to the Sewerage Fund from the Waterworks Fund in light of the City Council
establishing a rate structure that negates the needs for this payback.
Ordinance No. 23-0-0024
Page 1 of 2

===== PDF PAGE 16 =====
[Extraction: OCR (rendered-page OCR)]
SECTION 4. That the City Administrator or his designee is authorized and directed to
move $1,000,000 from the City’s reserves at the IPBC to its Community Park Fund to help
finance the initial stages of the park development.
SECTION 5. That the City Administrator or his designee is authorized and directed to
file a certified copy of this Ordinance with the County Clerk of DuPage County.
SECTION 6. That all ordinances and resolutions, or parts thereof, in conflict with the
provisions of this Ordinance are, to the extent of such conflict, expressly repealed.
SECTION 7. That this Ordinance shall be in full force and effect from and after its
passage by two-thirds of the corporate authorities and approval and publication in pamphlet form
as provided by law.
PASSED this 5" day of September 2023.
Alderman D. Beebe Alderman L. Chassee
Alderman J. Sheahan Alderman H. Brown
Alderman A. Hallett Alderman C. Dettmann
Alderman M. Birch-Ferguson Alderman S. Dimas
Alderman J. Smith, Jr. Alderman C. Swiatek
Alderman R. Stout Alderman J. Short
Alderman J. Morano Ward 7 — Vacant
APPROVED as to form:
City Attorney
APPROVED this 5" day of September 2023.
Mayor Ruben Pineda
ATTEST:
Executive Office Manager Valeria Perez
PUBLISHED:
Ordinance No. 23-O-0024
Page 2 of 2

===== PDF PAGE 17 =====
[Extraction: OCR (rendered-page OCR)]
Ordinance No. 23-0-0024
Third Quarter 2023 Budget Amendment
Exhibit A
Transfer from General Fund To MFT Fund
01-02-07-4900 1,798,059
16-00-390000 1,798,059
Fix Transposition in A Figure
01-00-347000 (45,000)
City Switched Insurance Pools After Budget Approved
01-00-386500 (400,000)
Revenues
General Fund (445,000)
Motor Fuel Tax Fund 1,798,059
Expenditures
General Fund 1,798,059
original amended
2 1,798,059
- 1,798,059
150,000 105,000
400,000 -
22,295,700 21,850,700
1,084,300 2,882,359
22,690,100 24,488,159

===== PDF PAGE 18 =====
[Extraction: OCR (rendered-page OCR)]
ORDINANCE NO. 23-0-0025
AN ORDINANCE AMENDING CHAPTER 18 OF THE WEST CHICAGO
CODE OF ORDINANCES - WATER AND SEWER RATES
BE IT ORDAINED by the City Council of the City of West Chicago, Illinois, in regular
session assembled as follows:
Section 1. That Chapter 18, Sections 18-37(a)(2) of the Code of Ordinances of the City
of West Chicago is hereby deleted in its entirety and the following language shall be substituted:
“(2) Additional water usage in excess of two thousand four hundred ninety-one
(2,491) gallons shall be billed at the following rates for bills issued on or after the
following dates:
January 1, 2025 $9.45 per 1,000 gallons
January 1. 2026 $9.90 per 1,000 gallons
January 1, 2027 $10.40 per 1,000 gallons
January 1, 2028 $11.00 per 1,000 gallons”
Section 2. That Section 18-68.3 of the Code of Ordinances of the City of West Chicago
is hereby deleted in its entirety and the following language shall be substituted:
“Sec. 18-68.3. Basic sewer charge.
A basic sewer charge shall be applied based upon metered consumption of water at the
following rates for bills issued on or after the following dates:
January 1, 2025 $10.50 per 1,000 gallons
January 1. 2026 $11.00 per 1,000 gallons
January 1, 2027 $11.50 per 1,000 gallons
January 1, 2028 $12.15 per 1,000 gallons”
Section 3. That Section 18-68.5 of the Code of Ordinances of the City of West Chicago is
hereby deleted in its entirety and the following language shall be substituted:
“Sec. 18-68.5. Pretreatment charge.
The pretreatment charge to all nonresidential users of wastewater service based upon the
metered consumption of water shall be at the following rates for bills issued on or after
the following dates:
January 1, 2025 $0.32 per 1,000 gallons
January 1. 2026 $0.34 per 1,000 gallons
January 1, 2027 $0.36 per 1,000 gallons
January 1, 2028 $0.38 per 1,000 gallons”
Ordinance 23-O-0025
Page 1 of 3

===== PDF PAGE 19 =====
[Extraction: OCR (rendered-page OCR)]
Section 4. That all ordinances and resolutions, or parts thereof, in conflict with the
provisions of this Ordinance are, to the extent of such conflict, expressly repealed.
Section 5. This Ordinance shall be in full force and effect from and after its passage,
approval, and publication in pamphlet form as provided by law.
PASSED this 5" day of September 2023.
Alderman D. Beebe Alderman L. Chassee
Alderman J. Sheahan Alderman H. Brown
Alderman A. Hallett Alderman C. Dettmann
Alderman M. Birch-Ferguson Alderman S. Dimas
Alderman J. Smith, Jr. Alderman C. Swiatek
Alderman R. Stout Alderman J. Short
Alderman J. Morano Ward 7 — Vacant
APPROVED as to form:
City Attorney
APPROVED this 5" day of September 2023.
Mayor Ruben Pineda
ATTEST:
Valeria Perez, Executive Office Assistant
PUBLISHED:
Ordinance 23-O-0025
Page 2 of 3

===== PDF PAGE 20 =====
[Extraction: OCR (rendered-page OCR)]
Liem # 4.0. H- 4.F.
CITY OF WEST CHICAGO
MEMORANDUM
TO: Michael L. Guttman, City Administrator
FROM: Brady Fisher, Management Fellow
SUBJ: Boards and Commissions Handbook
DATE: August 22"4, 2023
The City of West Chicago, in its efforts to continually foster public participation in government,
set out to develop a policy to guide its various Boards and Commissions. Substantive content
includes the following:
Public Meeting Rules of Decorum (Page 2-3)
Lays out general guidelines for conduct during Boards and Commissions meetings and
establishes enforcement and reporting mechanisms in relation to the guidelines. This will ensure
meetings are productive and a cordial experience for all who attend.
Appointed Member Roles and Expectations (Page 3-8)
Provides members and staff with helpful information on expected roles and outputs of the Boards
and Commissions. Includes guidance on specific roles and general expectations as well as
attendance policies, annual reports, fiscal planning, and relationships with City Staff.
Legal Considerations (Page 8)
Offers a general overview of ethics, conflicts of interest, and resources for members to become
aware of and educated about the Open Meetings Act.
Communication Guidance (Page 9)
Helps members identify dos and don’ts in their communications as they adapt to their public
facing role. Sections include general guidance and social media guidance.
Acknowledgement Form (Page 10)
This is a simple form to track that members of Boards and Commissions have read and agreed to
the terms in the Handbook. This will help increase adherence to the Handbook and provide more
weight to the enforcement mechanisms in the document, should it be necessary.
Staff recommends adoption of the attached Ordinance that makes changes to the City Code and
approval of the attached Resolution that adopts the Boards and Commissions Handbook.

===== PDF PAGE 21 =====
[Extraction: OCR (rendered-page OCR)]
ORDINANCE NO. 23-0-0030
AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE CITY OF
WEST CHICAGO — CHAPTER 2 ARTICLE VI OF THE BOARDS AND
COMMISSIONS CODE RELATING TO THE BOARDS AND COMMISSIONS
HANDBOOK
WHEREAS the City of West Chicago (hereinafter referred to as “City”) has numerous
boards and commissions, some of which are established by State Statue; and
WHEREAS the City seeks to improve the experience of members and increase public
engagement and participation; and
WHEREAS the City Council is preparing a Resolution to enact a Boards and
Commissions Handbook Policy; and
WHEREAS the new Policy has conflicts with City Code which must be remedied.
NOW THEREFORE, BE IT ORDAINED by the City Council of the City of West
Chicago Illinois, in regular session assembled as follows:
Section 1. That section 2-267 (Appointments) in Division 1 (Generally) of Article VI
(Boards and Commissions) of Chapter 2 (Administration) of the Code of Ordinances of the City
of West Chicago be amended a follows:
. The Mayor, with the advice and consent of the City Council, may remove
any member wno-failsto regulars attend meetings avithouta valid reason for
any conduct deemed detrimental to continued service.
Section 2. That section 2-268 (Chairman Selection) in Division 1 (Generally) of
Article VI (Boards and Commissions) of Chapter 2 (Administration) of the Code of Ordinances
of the City of West Chicago be amended a follows:
The mayor shall annually, on or before June 1 of each year, appoint one (1)
member of each Board and Commission as chairman, unless the appointment is
prescribed by State Statute. A-chairman-may-serve multiple terms as-chairman. A
chairman will serve a one year term and may not hold consecutive terms unless
the Board or Commission is required by state statute, or the term is extended by
the Mayor. The Boards and Commissions shall select among themselves a
seeretary; assistant vice chairman or other positions as set out in their rules. Vice
chairman and other created positions may serve multiple terms.
Section 3. That section 2-419(a) (Meetings; by-laws) in Division 10 (Economic
Development Commission) of Article VI (Boards and Commissions) of Chapter 2
(Administration) of the Code of Ordinances of the City of West Chicago be amended a follows:

===== PDF PAGE 22 =====
[Extraction: OCR (rendered-page OCR)]
The commission shall have the power to adopt its own by-laws and schedule of
regular meetings. These rules shall include procedures for the election by the
members of a vice chairman;and-seeretary or other positions as set out in their
rules from among the membership of the commission, with the understanding that
no such officer shall serve for more than two (2) consecutive three-year terms.
The chairman of the commission shall be appointed by the mayor on an annual
basis.
Section 4. That section 2-383(b) (Terms of office) in Division 7 (Plan Commission
and Zoning Board of Appeals) of Article VI (Boards and Commissions) of Chapter 2
(Administration) of the Code of Ordinances of the City of West Chicago be amended a follows:
The commission shall elect a vice-chairman or other positions as set out in their
rules from among their members for a one-year term. Fheterm-ofthe-vice-
chairmanswill coincide swith the city's fiseal year. The vice-chairman may serve
multiple terms as vice-chairman.
Section 5. That the following Sections 2-273 and 2-274 are hereby added to Division
1 (Generally) of Article VI (Boards and Commissions) of Chapter 2 (Administration) of the
Code of Ordinances of the City of West Chicago as follows:
“Sec. 2-273. - Boards and commissions handbook adopted.
The city council shall adopt, by resolution, a Boards and Commissions Handbook which
shall contain such terms, conditions, and restrictions as the City deems appropriate governing the
City’s Boards and Commissions.
Sec. 2-274. - Appointment contingent upon agreement and compliance with handbook.
No person shall be appointed to serve on a City of West Chicago Board or Commission
unless they have read and agreed to comply with the terms, conditions, and restrictions of the
Boards and Commissions Handbook.
Sec. 2-275 — 2-277. — Reserved. ”
Section 6. That all ordinances and resolutions, or parts thereof, in conflict with the
provisions of this Ordinance, to the extent of such conflict, are expressly repealed.
Section 7. That this Ordinance shall be in full force and effect after its passage,
approval, and publication in pamphlet form as provided by law.

===== PDF PAGE 23 =====
[Extraction: OCR (rendered-page OCR)]
PASSED this __ day of , 2023.
Alderman D. Beebe
Alderman J. Sheahan
Alderman A. Hallett
Alderman M. Birch-Ferguson
Alderman C. Swiatek
Alderman J. Short
Alderman J. Morano
APPROVED as to form:
Alderman L. Chassee
Alderman H. Brown
Alderman C. Dettmann
Alderman S. Dimas
Alderman J. Smith
Alderman R. Stout
Ward 7 Alderman
City Attorney Patrick K. Bond
APPROVED this day of 2023.
Mayor Ruben Pineda
ATTEST:
Executive Office Manager Valeria Perez
PUBLISHED:
Vacant

===== PDF PAGE 24 =====
[Extraction: OCR (rendered-page OCR)]
RESOLUTION NO. 23-R-0077
RESOLUTION ADOPTING THE BOARDS AND COMMISSIONS HANDBOOK
BE IT RESOLVED by the City Council of the City of West Chicago, in regular session
assembled, that the Boards and Commissions Handbook be approved in substantially the form
attached hereto and incorporated as Exhibit “A”.
Approved this day of
AYES:
NAYS:
ABSTAIN:
ABSENT:
Mayor Ruben Pineda
ATTEST:
Executive Office Manager, Valeria Perez

===== PDF PAGE 25 =====
[Extraction: OCR (rendered-page OCR)]
City of West Chicago Boards and Commissions Handbook
Contents
Public Meeting Rules Of DeCOrUm............ssssssssressccssseeseesssseeessscsseesensessssesesesscsseessesssseeessesosseses 2
General Guidelines ...0....... eee eesesescseesecseesseeseeseesesecseeseesaesaesaesecseeaesaeeaessassasscesaesaseesaeaeeaeeaeeaesaeeaeeaeeats 2
Rulles Of D@COPUM 1.00.0... cccceccccecssssesessescsesssesecseecseecsesesesecessescscssscsesssseseseecessssessesseesesesesesssecseasseeseseseseses 2
Enforcement of Public Meeting Rules of DeCOrUm ................cecseecesecseeseseeeeeeseeaeeaeeseeeceeeeseeseeeeseeaeenees 2
Reporting a Rules of Decorum Violation ..0........ cee eesceseseseeseseescseesescseeesseesceeeeaeseeeeaeaeeacsesaceeataeeetateeeaes 3
Boards and Commissions Appointed Member Roles and Expectations ..............ssscsssssssccsssssees 3
Applicable City Code... ccc ecesecsesssesessesseesesceseesseaesaeeaessesaecaeeesseeseseaesaeeseseessecaeeaesaeeaeeseeaeeaseneeesenseas 3
CHIT eee eee cscs cscsesceeeeesescscacscseseececscscsesesesesscscsesssesesecscsesassescsessscscecsesecessaesesessscssssseeassssnsessesesseeeeeeaes 4
VIO CHAIr eee ese c cee eseesescsescscseseseessscscscsssesesssscsesssesssessvscscsesasssesecseeesssseesecssseesesessseseessssaseeseseesssseeeeeees 4
Members of Boards and COMMISSIONS .............cccccccssccsssesseescseescseeesscsesscsscsecsesessseseesssessesessesesseseeesagegs 4
Relationship to City Staff... eeesecsesseeseeseeeeeseeseesecaeeaesesseeeasseesassaeeaeesaeeeseeesesaeeaeeaeeaesaesaeeateeeease 5
Aldermanic Liaison .............c.ccccceceseeseseseseeescscsesssesesssseecsesessssssessesscscsesessecsesessceesesesesseseesssscessssesenseeeaeeee® 5
Staff LIAISON oo... eects eeeeeceneeneecaeeeeeaeesecsecseeaeeaesessaesecsesseeaeeaeeaeeaceaeeaesaeeaeeaeeaseaseeaeeaeseseeaeeaeeateas 5
Anrnirnual Report oe... eeeeesceseesecseesecseesesecesecseesseseesessesseeseesessecsaeseeaeeaceaecsaesaseaesaeeaecaeeaeeaeeasaesaseesaeeasenes 6
Fiscal Planning ..............ccccccescesescescesecseceecescsecaecsecesessesseecsaesecsuecaeeaeeasaessecseceaeceusesesecaesaesaesaesaeeaseaeeneeaeeneees 6
Annual Elections and Contact Information Update ................c:cccsecscsseesecseeeseeseeeceecseceeeeeeeeeaeeseeaeeneeaees 7
Term Lengths .........eeececeeceseeseesceecsceecescsesecsecsaeaesaeeseesessesseeaeesecaecaeeacaesaeaeseaesseeaeeacsesseeeaeeaseaseaeaceaseaeent® 7
ABONdAS 00... cece ccssceeecsececscsscscsscecesssssessesscsesscsecssssceseseacssescsssessssseesssceseesesesesssssseecssseseessssseecsseseesenes 7
Minutes 00 cece cescecesceseecsnsecscsasecsessasessesscseecsecessacsusesscsesacsesaesaessesecsesseseasacssescessesessesesseeeseseaseseges 7
Meeting Attendance... cccscscsscecssecsecsssseeseeeseeseeseessensaeeaeesesaeesssesaesenesseeeneeasacaesaeseasenseesnsasenseaeeases 7
Legal Considerations .............sscccssssssscsssssssccesssssssccccecssssssscssssssnecsessssssssncsssesssssseessssscesssessssnees 8
Open Meetings Act (OMA) ..............ccccsessecssecesseeeeseeceseseeacsecacseesescueracseseassaesesscseseeaeeeseaeseeeeataeeesseseeaees 8
Recording of Meetings ..............ccccccsscscscsscseeesecseseeceecsessecseceecesseeesessceaecaeenecsesaessecsecaesaessesaeeaeeaseaeenseneneee 8
ERWICS 20... eceeseesceeceeeceescesecseenseaeeneeseeaeesesaeenecseesaesnesaesaesaeseessesaesaseassesaeseecsaeeaseacaesaeeaessaseaseaseeateaseneeases 8
Conflicts of Interest ......... ccc cesses ceeesecsesscsscesessscssessecscsaceeessssessseeseesessesessseesessasesesneseseensseensseaeass 8
Communication Guidance ....
General Guidance ...0.... eee eeeeeccescsseesceneneeseesecesecseesceaseaessesacsnceasseeseeseesesaeseaesaesaeeaeeaesaesaesaeeaeeaeeaeeaeeaseneeas
Social Media COMGUct .............. cc cccccseseseeseeceeeeseessecsaeesneceaeeeseceeeeaeceseesseseaeeeseseaneceaeeeaeseeeaeseaeeeaeseaeeneeaeesees 9
City Of West Chicago Boards and Commissions Handbook Acknowledgement Form............. 10

===== PDF PAGE 26 =====
[Extraction: OCR (rendered-page OCR)]
Thank you for your interest in joining a Board or Commission in the City of West Chicago. We value
public service and the important role that volunteers play in helping the City channel public feedback.
This document serves as a guide for appointed members and other participants in Boards and
Commissions for the City of West Chicago.
Public Meeting Rules of Decorum
General Guidelines
In order to encourage participatory democracy in West Chicago, participants in Board and Commission
Meetings should strive to:
treat others respectfully;
listen to others actively;
consider all viewpoints and keep an open mind;
avoid personalizing debate and focus on issues; and
embrace respectful disagreement and dissent as democratic rights that are inherent
components of an inclusive public process and tools for forging sound decisions.
Rules of Decorum
No person attending a Public Meeting shall engage in disorderly or boisterous conduct—
including but not limited to applause, whistling, stamping of feet, booing, or making any loud,
threatening, profane, abusive, personal, discriminatory, or slanderous comments or
utterances— that disturbs, disrupts, or otherwise impedes the orderly conduct of the Meeting.
All remarks by Members of the Public shall be addressed to the Chair (hereinafter “Presiding
Officer”) and not to any other member of the public or to any single Board or Commission
member unless in response to a question from that member.
Signs, placards, banners, or other similar items shall not be permitted in the audience during a
Public Meeting if it is determined by the Chair that the presence of such item disturbs, disrupts
or otherwise impedes the orderly conduct of the Meeting.
All persons attending a Public Meeting shall remain seated in the seats provided, unless
addressing the body at the podium or entering or leaving the Meeting.
All persons attending a Public Meeting shall obey any lawful order of the Presiding Officer to
enforce the Rules of Decorum.
Enforcement of Public Meeting Rules of Decorum
The Presiding Officer (Chair or Vice Chair in their absence) shall be responsible for maintaining
the decorum at the Public Meeting and uniformly enforcing the Rules of Decorum.
In the event that any person violates the Rules of Decorum in a manner that disturbs, disrupts,
or otherwise impedes the orderly conduct of the Meeting, the Presiding Officer shall order that
person to cease the offending conduct.
If any person continues to be in violation of the Rules of Decorum in a manner that disturbs,
disrupts, or otherwise impedes the orderly conduct of the Meeting following an order from the
Presiding Officer to cease the offending conduct, the Presiding Officer may order that person to
leave the Public Meeting.

===== PDF PAGE 27 =====
[Extraction: OCR (rendered-page OCR)]
If any person refuses to leave the Public Meeting following an order from the Presiding Officer
to do so, the Presiding Officer may direct any law enforcement officer on duty to remove that
person from the Public Meeting.
If a member of the Board or Commission violates the Rules of Decorum, they will be given a
verbal warning by the Chair.
In the event that any member breaches the Rules of Decorum in a manner that disturbs,
disrupts, or otherwise impedes the orderly conduct of the Meeting, the Presiding Officer shall
order that member to cease the offending conduct.
If any member continues to breach the Rules of Decorum in a manner that disturbs, disrupts, or
otherwise impedes the orderly conduct of the Meeting following an order from the Presiding
Officer to cease the offending conduct, the Presiding Officer may order that member to leave
the Public Meeting.
If any member refuses to leave the Public Meeting following an order from the Presiding Officer
to do so, the Presiding Officer may direct any law enforcement officer on duty to remove that
member from the Public Meeting.
In the event that removal of a member causes the loss of a quorum, the Meeting will end.
All Boards and Commissions and City Staff shall promote adherence to the guidelines for
behavior at all Public Meetings of the City.
Reporting a Rules of Decorum Violation
Any member may report a Rules of Decorum violation to the Chair, during or outside of Meeting
hours. The Chair must report the violation to the Staff Liaison. In the event that the Chair is the
source of the violation, condones the violation or ignores the violation, the conduct should be
reported directly to the Staff Liaison. If the Staff Liaison is the source of the violation, condones
the violation or ignores the violation, the conduct should be reported directly to the City
Administrator who will determine whether to involve the Mayor and/or City Council.
The Staff Liaison may keep a record of observed or reported violations of the Rules of Decorum.
lf a member has violated the Rules of Decorum so as to be detrimental to conducting the
business of the Board or Commission, a formal report of the violations shall be made to the City
Administrator, who will report such behavior to the Mayor.
Following this report, the Mayor will evaluate the evidence and determine the correct response.
If a member of the Board or Commission violates the Rules of Decorum repeatedly and becomes
detrimental to conducting the business of the Board or Commission, they may be removed from
service at the discretion of the Mayor, with the concurrence of the City Council, where such
appointment requires it.
Boards and Commissions Appointed Member Roles and Expectations
Applicable City Code
All members shall familiarize themselves with the City Code provisions on their Board or
Commission, which establishes its role and authority, as amended from time to time. The City
Code may be accessed through the City’s website at the following link:
https://library.municode.com/il/west_chicago/codes/code of ordinances

===== PDF PAGE 28 =====
[Extraction: OCR (rendered-page OCR)]
Appointed by the Mayor, unless the appointment is prescribed by State Statute.
The Chair shall serve a one year term and may not serve consecutive terms as chair unless the
appointment is prescribed by State Statute, or the appointment is extended by the Mayor.
Advise Staff Liaison on agenda items and approve agendas at least 48 hours before the Meeting.
Work with Staff Liaison to resolve attendance issues.
Ensure smooth operation of Board/Commission Meetings; make certain that discussions do not
get side-tracked; keep the focus on the agenda.
Maintain order and enforce the Rules of Decorum.
Identify and draw on interests, expertise and perspectives of individual members.
Foster an environment of open discussions, consensus, and cooperation among members.
Encourage and schedule participation in training opportunities (Open Meetings Act).
Encourage and schedule attendance and/or partnerships at area Meetings, events, and activities
when appropriate and relevant.
Encourage and schedule ongoing partnerships and activities with schools and programs for
youth and other community groups when appropriate and relevant.
Vice Chair
Elected annually by the Board or Commission members through majority vote.
Serve as Chair in the absence of the Chair.
Support the Chair in their duties.
Members of Boards and Commissions
All members serve at the convenience of the Mayor, who appoints members to Boards and
Commissions with the concurrence of the City Council, where such appointment requires it.
Members may be removed from service at the discretion of the Mayor, with the concurrence of
the City Council, where required.
Members should understand the role and scope of their responsibilities as well as be informed
of the individual Board or Commission’s purpose and of its operating procedures.
Members should be careful to represent the majority views of their individual Board or
Commission. Individual “opinions” to the public and press should be identified as such (see
Communication Guidance section).
Members should represent the public interest and not special interest groups (see Legal
Considerations section).
Good communication is essential. Members serve as a liaison between the City and its citizens
and can help to reconcile opposing viewpoints and to build a consensus around common goals
and objectives. Members are a communication link between the community, staff, and City,
representing recommendations and providing a channel for citizen expression.
Members are encouraged to read the agenda packet before Meetings in order to be prepared
for the business of the Meeting.
Members are encouraged to develop good working relationships with their fellow members,
follow the Rules of Decorum and allow other members time to present their views fully before
commenting. Members should be open and honest, as well as welcoming to new members.

===== PDF PAGE 29 =====
[Extraction: OCR (rendered-page OCR)]
Member appointments are made without regard to political party affiliation, unless dictated by
State Statute. Members are not restricted from participating in political activities; however,
members shall not use or involve their membership in a Board or Commission in the conduct of
political activities.
Members shall not take action on behalf of their Board or Commission or the City unless the
action has been approved by a majority of the relevant body in a public vote.
Relationship to City Staff
Board or Commission members do not have authority over the work programs of City Staff and
may not direct City Staff, or assign projects or provide direction without the prior approval of
the City Administrator, City Council or City Council Standing Committee, as appropriate.
Proposed instructions and requests directed to the Staff Liaison shall be made by the Board or
Commission as a whole via a vote at a Public Meeting. The proposal shall then be recorded in
the minutes and be subject to prior approval from the relevant body. If modifications to the
initial proposal are required, the Board or Commission as a whole will need to vote on the
modified proposal at a Public Meeting.
Appointed Board and Commission members should deal with City Staff only through the staff
member designated to their appointed body as the Staff Liaison. If the Staff Liaison is out of the
office and the Board or Commission needs immediate assistance, they may contact their Staff
Liaison’s Supervisor. If the Liaison’s Supervisor cannot be reached, members may contact the
City Administrator.
All staff shall be treated in accordance with the established Rules of Decorum.
City Staff should not be expected to respond to questions or requests for information outside of
normal business hours, except in emergency situations.
Aldermanic Liaison
The Mayor may appoint an Alderman to act as liaison to a Board, Commission, Committee or
other body that advises the Council; the Mayor may also appoint another Alderman to serve as
an alternate when the primary liaison is unable to participate in a particular Meeting or event.
When attending a Meeting of a City Board, Commission or Committee as liaison, the Aldermanic
Liaison will:
o Not attempt to lobby or influence the Board, Commission or Committee on any item
under its consideration. It is important for the advisory body to make objective
recommendations to the City Council on items before them. However, nothing in this
section precludes the Alderman from explaining what the Council expects from the
Board, Commission or Committee, or explaining Council policy.
o Not vote at the body’s Meeting on any item.
Staff Liaison
Provide administrative support and facilitate the flow of information between the
Board/Commission, the City Administrator, and the City Council (or one of its Standing
Committees).
Support the Chair in facilitating productive Meetings.
Ensure that the work of the Board or Commission is on target with the mission, goals, and
direction of the City Council (or one of its Standing Committees).

===== PDF PAGE 30 =====
[Extraction: OCR (rendered-page OCR)]
Communicate recommendations of action approved by a majority of the Board/Commission in a
formal Meeting of the City Council (or one of its Standing Committees).
Assist with recruitment and orientation of new members.
Conduct research and provide professional advice and analysis on issues under consideration.
Review, approve, and process financial transactions connected with approved work.
Develop and deliver an annual report to the City Administrator and the City Council on the
Board or Commission’s activities. The Report must be approved by a majority of the members of
a Board or Commission.
Ensure compliance with the Open Meetings Act by drafting, distributing, posting, and
maintaining Meeting agendas and minutes for all Meetings.
Send a record of minutes to the Executive Office Manager within ten days of the Meeting when
the Board or Commission approves the minutes to ensure that minutes may be properly filed
and posted to the City website.
Keep attendance records.
Produce audio or video recordings of Board or Commission Meetings, if deemed necessary.
If the Staff Liaison is unable to attend the Meeting, an alternate may be selected at the direction
of the Staff Liaison’s supervisor.
Annual Reports
Some Boards and Commissions shall deliver an Annual Report to the City Council or other
relevant body. This Report shall inform the relevant body of the Board/Commission’s activities
in the previous year and offer a preview of priorities for the year to come. This Report shall be
submitted to the City Administrator by the end of each February, who in turn will provide the
Annual Reports to the City Council. The City Council or any of its Standing Committees may
request that the Annual Report be presented at one of its Meetings.
The Staff Liaison will prepare the report and will send to members for feedback before final
approval.
The following Boards and Commissions shall deliver an Annual Report to the City Council or one
of its standing committees:
o Civil Service Commission; (special timing applies — see 5/10-1-21 of the Civil Service in
Cities Act.)
Cultural Arts Commission;
Economic Development Commission;
Environmental Commission;
Historical Preservation Commission; and
Police Pension Fund Board (special timing applies — see Sec. 2-405 of City Code).
00000
Fiscal Planning
Boards and Commissions should produce plans for the next Fiscal Year that can be presented to
City Council (or one of its Standing Committees) for consideration. This will assure that funding
can be allocated and plans can be implemented by City Staff in an efficient and effective
manner.
Plans for the next Fiscal Year requiring budgetary approval should be relayed to City Staff for
consideration before August 15" in the current Fiscal Year. The Staff Liaison will send
appropriate items to City Staff.

===== PDF PAGE 31 =====
[Extraction: OCR (rendered-page OCR)]
Annual Elections and Contact Information Update
e Ator before the first Meeting of each year, each Board or Commission shall elect a Vice Chair
and any other rules-created roles.
e Members should provide updated contact information that includes phone numbers and emails.
Term Lengths
All Board and Commission members shall hold office until a successor has been appointed. Note that
some commissions have staggered appointments which may change the term lengths for some
members.
e Building Board of Appeals —- members serve four year terms.
e Civil Service Commission— members serve three year terms.
e Cultural Arts Commission — members serve four year terms.
e Economic Development Commission — members serve three year terms.
e Environmental Commission — members serve three year terms.
e Historical Preservation Commission — members serve three year terms.
e Planning Commission/Zoning Board of Appeals — members serve five year terms.
e Police Pension Board — members serve two year terms.
Agendas
e Anagenda shall be prepared by the Staff Liaison with the advisement of the Board or
Commission Chair.
e The agenda should always be prepared before the Meeting and copies distributed to all
members of the Board or Commission.
e Extra copies of the agenda shall be available for the public.
e The Staff Liaison for the Boards and Commissions, in accordance with the Open Meetings Act,
will post the agenda publicly at least 48 hours prior to the Meeting.
Minutes
e Minutes will be taken by the Staff Liaison.
e Must be provided to the Executive Office Manager within ten days of the Meeting when the
Board or Commission approves the minutes.
Meeting Attendance
e Every Board or Commission member is expected to maintain a suitable attendance record.
e Ifamember cannot attend a Meeting, they should notify the Staff Liaison at least 48 hours in
advance of the start of the Meeting.
e There will be two types of absences from Meetings:
o Excused Absence — will be granted by the Chair or Vice Chair when the member cannot
attend the Meeting due to extenuating circumstances such as: illness, injury, personal
medical care or medical care for a loved one, death of a loved one, child care matters,
pregnancy, religious holidays, planned vacations, and work related matters.
o Unexcused Absence — will be noted when a member is not attending a Meeting and fails
to notify the Staff Liaison or does not have an extenuating circumstance to justify their
absence, or if a member has excessive tardiness.

===== PDF PAGE 32 =====
[Extraction: OCR (rendered-page OCR)]
e The term “Meetings” includes all Meetings of the Board or Commission and all Meetings of any
subcommittees on which the members serve. When a majority of a quorum is present and
discussing business, this is also considered a Meeting in accordance with the Open Meetings Act
(see Legal Considerations).
e The Staff Liaison is responsible for keeping track of members’ attendance.
e Ifa member has three or more unexcused absences in a row, this may be viewed as a voluntary
resignation from the Board or Commission.
e Failure to follow the attendance policy set for the Board or Commission may result in the
member being removed from service at the discretion of the Mayor with the concurrence of the
City Council if the appointment required such.
Legal Considerations
Open Meetings Act (OMA)
e Members should be aware of the State Statute that governs Public Meetings, the Open
Meetings Act.
e Members should work with their Staff Liaison to ensure compliance with this law.
e The Open Meetings Act can be found at:
https://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=84&ChapterID=2
Recording of Meetings
e Attimes, the Board or Commission members may benefit from audio or video recording of
Meetings to help ensure accuracy of minutes, compliance with State Statutes, and City policies.
e Recordings will be produced by the Board or Commission’s Staff Liaison if needed.
Ethics
e All Board and Commission members shall follow the City’s Ethics Ordinance, which is located in
the City’s Code. The City Code may be accessed through the City’s website or at the following
link: https://library.municode.com/il/west_chicago/codes/code of ordinances
Conflicts of Interest
e Members should familiarize themselves with the conflict of interest provisions outlined in the
Illinois State Law, specifically the Public Officer Prohibited Activities Act, as well as the City Ethics
Ordinance. It is important to understand that if a member finds themselves in a situation that
creates a conflict of interest, they should refrain from participating in any decisions made by the
body of which they are a member. The Public Officer Prohibited Activities Act can be accessed at
the following link: https://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=689&ChapterlD=11
e Members who find that a decision of the body of which they are a member will create a conflict
of interest as defined by Illinois State Law in the Public Officer Prohibited Activities Act and the
City’s Ethics Ordinance should not attempt to influence the decision and should not participate
in official or unofficial discussion with other Board/Commission members, City Staff, or others
about the decision. Such member may not participate in Meetings, hearings, or vote on the item
and should be absent from the Meeting room during the deliberation of the item.

===== PDF PAGE 33 =====
[Extraction: OCR (rendered-page OCR)]
Communication Guidance
The guidance offered here is not intended to limit or restrict the rights of any member engaged in
speech or communications that are concerted or protected under the law. The intent is to help
members effectively message in their public facing role in a manner that will decrease their risk of
violating State Statutes and City policies.
General Guidance
This guidance applies to all communications when volunteering on a Board or Commission, which
includes public comments, publications, and social media.
Public statements should not knowingly and/or willfully misrepresent the City, Board or
Commission.
Members should not publicly attack or criticize fellow Board or Commission members or City
Staff.
All publicly stated personal opinions should be clarified as such.
Social Media Conduct
Members of Boards and Commissions are prohibited from identifying themselves as connected
to or speaking on behalf of the City of West Chicago when responding to or commenting on
websites with personal opinions or views.
If a Board or Commission member chooses to identify themselves as such and posts a statement
on a matter related to City business, a disclaimer similar to the following must be used: “These
comments are my own personal comments and not those of the City”.
A member may establish their affiliation with City of West Chicago in their personal profile; if
they choose to do so, placing a link to the City website in their profile bio is recommended.
A member shall not release confidential or private data; if there are questions about what
constitutes confidential or private data, contact the Staff Liaison.
A member shall not engage in inappropriate use of the City’s name, logo or their position or
title.
Members should avoid discussing issues of commission business with each other over social
media; if a quorum is established, even on social media, the discussion could count as a Public
Meeting and would thus be subject to and potentially in violation of the Open Meetings Act.
Continued social media conduct detrimental to the City and/or the Board or Commission may
result in that member being removed from service at the discretion of the Mayor with the
concurrence of the City Council if the appointment required such.
Each situation will be evaluated on a case-by-case basis because the laws in this area are complex. If
there are any questions about what types of activities might result in discipline, a member should
discuss the type of usage with the Staff Liaison or the City Administrator.

===== PDF PAGE 34 =====
[Extraction: OCR (rendered-page OCR)]
City Of West Chicago Boards and Commissions Handbook
Acknowledgement Form
Thank you for your interest in joining a Board or Commission in the City of West Chicago. We value
public service and the important role that volunteers play in helping the city channel public feedback.
The City of West Chicago Boards and Commissions Handbook serves as a guide for appointed members
and other participants in Boards and Commissions for the City of West Chicago.
It is important that all members adhere to the guidance outlined in The City of West Chicago Boards and
Commissions Handbook. These principles will ensure that the Board or Commission is productive and
able to best serve the interests of the public in the City of West Chicago.
Sign below to indicate that you have read and agree to adhere to the rules and expectations laid out in
this Volunteer Boards and Commissions Handbook.
Signature: Date:
10