Village to distribute plain-language ethics memo that spells out recusal steps

The Village discussed expanding its ethics materials to include a plain-language memo that instructs covered individuals exactly what to do if they must recuse themselves, and trustees approved taking action based on the ethics commission recommendation. Staff described a memo already shared with village-covered individuals that “highlights the ethical standards, the conflict of interest and duty to report provisions” and said the document will be redistributed with a required read-and-sign acknowledgement.

Board members asked that the memo include concrete hypotheticals and a checklist for actions to take “as early as someone is aware of a potential conflict,” and recommended examples be tailored to village practice so less-experienced volunteers can follow them. Staff said the memo will include guidance on consulting staff or the village attorney and noted that training materials and orientation should reinforce the memo’s examples. A staff speaker stated that individuals “should recuse themselves and cease deliberating as soon as they are aware of a conflict of interest,” and told the board the memo can explicitly say a recused member should not participate in debate or vote.

Trustees emphasized plain-English language and requested scenarios—such as service on a neighborhood organization or a vendor relationship—that help volunteers recognize potential conflicts. Staff committed to making a concerted effort to catch and flag potential conflicts when assembling meeting packets and to require acknowledgement of the ethics memo by all covered individuals before future actions are taken.