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Ethics board urges mandatory disclosure for ad hoc committee members and broader volunteer checks
Summary
At the June 9 work session the village’s Ethics Board recommended trustees require members of ad hoc committees to file the same annual disclosure statements now expected of elected board members; the board said it will also propose wider disclosure for volunteers and some vendors once the online form is updated.
An Ethics Board representative told the Board of Trustees on June 9 that the board has voted to recommend members of any newly created ad hoc committees complete the village’s annual disclosure form to help identify potential conflicts of interest.
The presenter (Ethics Board member, speaker 4) said the recommendation stems from the board’s concern that ad hoc committee members have occasionally not been subject to the same disclosure requirements as standing boards and elected officials. "The purpose of this is to enable the board of trustees to identify any potential conflicts of interest," the Ethics Board member said, explaining the proposal would help "short circuit and, forestall any disputes, complaints that might arise at a later date."
The board member said the Ethics Board plans additional recommendations later this year, including requiring all volunteers on boards and committees to complete annual disclosure statements and making an updated, online disclosure form available to vendors and contractors who do business with the village. "We will also be recommending...a broader class of vendors and contractors also complete statements," the presenter added.
Trustees asked whether the change would take effect immediately; the Ethics Board member replied the proposal would be effective in 2025 for any ad hoc committees appointed this year. Trustees discussed administrative burdens and enforcement: one trustee noted the Ethics Board previously processed roughly 100 disclosure statements by hand and expects the new online form to reduce staff time and notary requirements.
Trustees indicated general support and placed the item on the consent agenda for further action. Staff and trustees flagged follow-up work: one trustee asked that staff clarify timing for vendors and whether disclosures should be required "upon signing a contract" or at the annual February 15 filing deadline; the presenter said the Ethics Board will research and provide written guidance.
Next steps: staff will prepare consent-agenda language and (per the presenter) the Ethics Board will review additional committees and vendor categories during the year, then report back with recommended language for formal adoption.
