Documents › Board of Trustees Work Session, 2025-11-12

document 3 pages

Also attached to this agenda item: Croton Committee Event Request VOC Committee Guidelines Village Committee Matrix

Committee Type Advisory Committee- These committees have been created to advise the BOT and the Village on the subject. Some advisory committees function in an advisory role, while others also manage programming. Advisory Board on the Visual Environment (Quasi) Arts & Humanities Council (Need some guidance on how to manage logistics) Bicycle & Pedestrian Committee Conservation Advisory Council HEART Committee IDEA Committee Lorraine Hansberry Coalition Police Advisory Committee Recreation Advisory Committee Sustainability Committee Decision Making Committee These committees are regulatory bodies responsible for their designated areas as outlined in the Village code. Water Control Commission Waterfront Advisory Committee Zoning Board of Appeals Village Committee Idea-to-Action Flowchart IDEAs ?s to consider ●​ Is it aligned with the Village’s strategic priorities? ●​ Is the idea aligned with the committee’s mission? ●​ Is there another Village committee that is doing similar work? ✅ Yes → Proceed​ ❌ No → Reassess or table idea Is this a program or advice? ●​ ➤ If Program/Event → Continue below​ ●​ ➤ If Policy Recommendation → Go to Section B Programs Who benefits and who is impacted? ●​ Identify stakeholders (residents, village staff, local orgs, etc.)​ ●​ Determine outreach or collaboration needs What is the estimated budget? ●​ Does the committee have enough money in its budget for this program? If there is questions about budgeting, contact the Village Treasurer. ●​ If items need to be purchased for the event, this is the procedure. Who needs to be consulted or give approval? ●​ Village Manager ●​ Department Heads ●​ BOTs ●​ Community Members Develop a proposal or presentation ●​ Include background, benefits, costs, stakeholders, timeline. Present to Village Manager or Board of Trustees ●​ ✅ Approved → Move to implementation planning ●​ ❌ Rejected → Consider revisions or shelving Implementation ●​ Assign lead staff or subcommittee ●​ Develop a timeline and communications plan (we need to give a process) ●​ Monitor and evaluate Section B: Advisory Process Advice should work in two directions between the Village and the Committees. The Village Manager or BOT can solicit advice from the relevant committees. The committee should take the request and have all committee members weigh in. The committee can also do research and take into consideration what other municipalities. If a committee would like to submit its opinion on a specific issue to the BOT, it should be done in the form of a memo directed to the BOT. If a memo is received by a committee, it is placed on the BOT agenda in correspondence…. Notes Formal request: BOT will make a request to committee- Paula send a memo to the Committee with the requested action. The committee will then meet and discuss how they would like to proceed. 60 days to respond (is what planning has in the code).