Alex Voigt, deputy chief of staff in the mayors office, and Alex Alexander, the chief management officer, briefed the Finance Committee on Oct. 18 on the mayors office budget and the administration of the city's boards and commissions.

Voigt said the city currently has 36 active boards, commissions and councils and added three new bodies in 2024: an aging and community advisory board, a sister cities commission, and an Asian American, Native Hawaiian and Pacific Islander advisory board. He said the mayor's office processes appointments and reappointments and provides staff liaisons, training and administrative support.

The mayor's office maintains a single general board fund to supply outreach and event dollars for boards that do not have their own dedicated budgets, Voigt said, and he described the approach as having "made a great difference" by giving volunteer boards access to funds while consolidating record-keeping. The mayor's office also reported dedicated budgets for six boards and councils, including the Human Relations Commission, African American Heritage Advisory Board, Hispanic Heritage Advisory Board, Indian American Community Outreach Advisory Board, Veterans Advisory Council and the LGBTQ Advisory Board.

Staff proposed increasing meeting stipends for certain boards (civil service, Fox Walk, Aurora Housing Authority, Planning and Zoning, and Preservation Commission) from $75 to $90 to reflect increased workload and review responsibilities. Voigt said some boards are reviewing more documentation than in prior years and that the additional stipend recognizes that workload.

The presentation highlighted volunteer-driven programming and recent outreach: the Advisory Commission on Disabilities held a family resource fair and an inclusive career fair; the African American Heritage Advisory Board organized a Juneteenth youth summit; and the Veterans Advisory Council held a POW/MIA recognition event and a first-ever golf outing. Voigt thanked volunteers and staff, calling the collaboration between boards "one of the great things about the All Board Appreciation Event."

Curtis Wilson, who identified himself during public comment as chairman of the Aurora Civilian Review Board and a member of several advisory councils, spoke earlier in the meeting to thank the council for considering funds for boards and commissions and described how those funds supported programs including scholarships and community events.

Committee members asked how the centralized fund is allocated and what documentation is required; Voigt said requests are routed through the mayor's office staff and that boards must provide minutes and documentation showing approval of any expenditures. Members asked staff to provide the specific amounts allocated to boards that have standing budgets; Voigt said those line items are listed in the gaming section of the budget book and staff would provide page references.

Voigt and staff said the mayor's office added virtual quarterly trainings for board members on the Open Meetings Act and ethics, updated member and staff liaison guides following ordinance changes in 2021 and held an all-board appreciation event in December 2023 to encourage inter-board collaboration. The office said it is actively recruiting candidates for its newest boards and continuing to track appointment records and training compliance.