Board Meeting Overview and Protocol

When does the Village Board meet?
The Village Board meets regularly on the first and third Tuesday of each month.  The Board conducts a Regular Meeting at 6:00 p.m. where formal action is taken. The Board meets as a Committee of the Whole at 6:30 p.m.  At a Committee of the Whole items are discussed no formal action is or may be taken.  Additional meetings are scheduled as needed, including Special, Emergency and Adjourned meetings.

Agendas for all meetings are prepared the Friday preceding the meeting.  If you have any questions about the agenda or would just like to check the schedule, please call the office at 630-391-7200 during normal business hours (Monday thru Friday 8:00 a.m. to 4:30 p.m.) or check online @ www.sugargroveil.gov   An outline of a typical meeting agenda can be found on the backside of this publication.

Village Board meetings are formal business meetings and it is requested that the process and the individuals present be respected. Please refrain from private conversation during the meeting. Please turn pagers and cell phones to silent mode. Gentlemen are asked to remove hats.

What is the difference between a Committee of the Whole and a Regular Board Meeting?
Items of business are normally discussed at one or more Committee of the Whole Meetings prior to being placed on a Regular Meeting agenda. As items are discussed and debated at the Committee of the Whole typically there will be little or no discussion of an item at a Regular Meeting.   Items on the Consent Agenda may not be discussed and are required to be passed unanimously.  Should any member of the Board desire to discuss a consent agenda item the item is removed from the consent agenda.

When can I speak during a meeting?
Audience members are provided three opportunities to address the Board Regular Board meetings. The first, “Public Comment on Items Scheduled for Action”, takes place prior to any scheduled vote, and comment is limited to items to be voted on. The second opportunity, “Public Comment”, takes place at the end of the Regular Board meeting, and comment can be made on any issue. The third opportunity is at the beginning of the Committee of the Whole.  In addition, the Village President may allow comment during other portions of a Regular Board Meeting at his/her discretion.

Should a member of the audience desire to comment, all they need do when public comment is called for is raise their hand and wait to be recognized by the Village President. When recognized, they will be asked to state their name and address, and then address the Board. Board members will make every effort to respond to concerns at the meeting, however, in many cases additional research may need to be done.

How do I know when a public hearing will take place?
From time to time a Public Hearing is held on various issues facing the Village.  Public Hearings are noticed in the Aurora Beacon News and/or the Elburn Herald in the Legal Section.  The Legal Section can be found in the beginning of the Classified Section of each newspaper.  Take a moment when you are reading the paper(s) and glance at this section.  Not only does the Village of Sugar Grove post notices in this section, but all other government agencies and municipalities must use this section (by state statute) when holding a Public Hearing or Advertising for Bid on a project.  The Village always complies with state statute for notice of pending annexations, zonings and bids.

What type of other meetings may take place?

Special Meetings
At times the Village Board may deem it necessary to hold a Special Meeting.  A Special meeting must have at least a 48-hour notice and an agenda must be prepared.  The Board may only discuss those items that are specifically listed on a Special Meeting agenda.

Adjourned Meetings
An adjourned meeting is a meeting that is continued from another Board meeting to a date specific and follows the same rules of procedures as a Regular Board Meeting.

Emergency Meetings
An emergency meeting is a Special Meeting called without the required 48-hour notice.  An Emergency meeting deals with an emergency involving injury or damage to persons or property or the likelihood of such injury or damage, when the time requirement would make notice impractical and increase the likelihood of such injury or damage.

Regular Board Meeting – 6:00 p.m.

  1. Call to Order
  2. Pledge of Allegiance
  3. Roll Call
  4. Public Hearing
    1. Item Explanation
  5. Appointments and Presentations
    1. Item Explanation
  6. Public Comment on Items Scheduled for Action
  7. Consent Agenda
    1. Approval: Minutes
    2. Approval: Vouchers
    3. Approval: Treasurer’s Report (*on the 2nd agenda of each month)
    4. xxxxxxx: Other items *

Items that appear on the consent agenda shall be any items deemed appropriate for said consent agenda by the Village Board, staff or Village officers.  Items may include any designated ordinances, orders, resolutions, or motions that appear on the agenda under General or New Business. At the request of any member of the Board, without a vote, any matter appearing on the consent agenda shall be removed from said agenda and moved to “general business” and shall be voted upon separately. For items appearing on the consent agenda, there is a single vote taken to approve the Consent Agenda and all Board members present must vote in the affirmative for the motion to be carried (approved).   Therefore any item that a member does not wish to vote in the affirmative on said item must be removed from the consent agenda.

  1. General Business
    1. Ordinances: Title of Ordinance
    2. Resolution: Title of Resolution
    3. Approval: Item to be approve
  2. New Business
    1. Ordinance/Resolution/Approval: Title

Items that are new in nature that need to be discussed.  A vote may not be taken on New Business items that are not specifically on the agenda.

  1. Reports
    1. Staff Reports
    2. Trustee Reports
    3. President’s Report
  2. Public Comment
  3. Closed Session: Exception to the Open Meeting Statement
  4. Adjournment

Committee of the Whole Meeting – 6:30 p.m.

The purpose of the Committee of the Whole is to provide a more informal and open discussion of all issues between the Village Board, staff and consultant.

  1. Call to Order
  2. Public Comments
  3. Discussion: Subject of Discussion
  4. Discussion: Subject of Discussion
  5. Closed Session: Exception Statement
  6. Adjournment