(A) Village Board of Appeals.
(1) The Village Board of Appeals shall consider all appeals. Their findings shall be forwarded to the Village Board of Trustees meetings for final determination.
(2) The Village Board of Appeals of the municipality is hereby established in accordance with Illinois law.
(a) Membership. The Village Board of Appeals shall consist of the current sitting members of the Board of Trustees. The Mayor shall appoint a Chairperson and Co-Chairperson. The Village Attorney shall attend such hearings as counsel for the village.
(b) Meetings. All meetings of the Board of Appeals shall be held at the call of the Chairperson and at such time as the Board may determine. All Board meetings shall be open to the public. The Board may adopt their own rules of meeting procedures, so long as these rules do not conflict with this Code or with the applicable state statutes. The Chairperson, or in his or her absence the Acting Chairperson, may administer oaths and compel the attendance of witnesses. A majority of members of the Board shall constitute a quorum and the affirmative vote of a majority of all members shall be necessary to authorize any Board action.
(c) Records. The Board shall keep minutes of its proceedings and examinations. These minutes shall indicate the absence of any member, the vote or abstention of each member on each question, and any official action taken. A copy of every rule, variance, order or decision of the Board shall be filed immediately in the Board's office, and shall be a public record.
(d) Duties. The Village Board of Appeals is hereby authorized and directed to perform the following duties:
1. To hear appeals from any zoning-related decision or order; or any appeal from any ordinance violation made by the Village Staff and or Planning Commission; and
2. To perform such other duties as prescribed.
(B) Planning Commission.
(1) A Planning Commission consisting of five members is established.
(2) Planning Commission shall prepare a comprehensive plan for land use within the jurisdiction of the village.
(3) Planning Commission shall prepare a map setting forth the land use, within the jurisdiction of the village.
(4) The Planning Commission shall prepare and submit to the Board of Trustees of the village, for its passage, an ordinance setting forth the rules and conditions for the implementation of the Development Code and update and upgrade the ordinance from time to time and submit them to the Board of Trustees.
(5) Planning Commission shall conduct public hearings for special use permits, variances, changes to zoning or the Development Code and the like.
(6) Duties and responsibilities of the Village Planning Commission related to the administration and enforcement of the Development Code shall include, but are not limited to, the following:
(a) To provide a periodic review of the Development Code to the Village Board of Trustees and to provide a comprehensive review within ten years of the Code’s enactment;
(b) To hold a public hearing on all applications for special and temporary use permits, variances and amendments within a reasonable time after the application has been transmitted by the Code Administrator to the Village Planning Commission;
(c) To make a recommendation to the Village Board of Trustees on all applications for special and temporary use permits, area\bulk variances and amendments at the next regularly scheduled Village Planning Commission meeting following the public hearing;
(d) To submit a review to the Village Board of Trustees on all applications for preliminary and final plat review at the next regularly scheduled Village Planning Commission meeting following transmittal of the application by the Code Administrator; and
(e) To perform such other duties as prescribed by the Development Code or the Village Board of Trustees.
(C) Village Administrator.
(1) Creation of office; appointment; term; removal. There is hereby created the office of the Village Administrator under and subject to the authority and direction of the Village President (Mayor) and Board of Trustees. The Village Administrator shall be the chief administrator of the village and shall be responsible to the above corporate authorities for the proper administration of the affairs of the village and policies adopted by the Board of Trustees.
(a) The Village Administrator shall be appointed by the Village President (Mayor) with the advice and consent of the Board of Trustees.
(b) The term of appointment shall run concurrent with current term of the appointing Village President (Mayor). At the end of which, the new or incumbent Village President (Mayor) may choose to reappoint the Village Administrator subject to the above process.
(c) The Village Administrator may be removed by the Village President (Mayor), subject to reinstatement by two-thirds vote of the Board of Trustees in accordance with § 3.1-35-10 of the Illinois Municipal Code.
(2) Qualifications. The Village Administrator shall be appointed on the basis of education and professional ability. The appointment shall be made without regard to political considerations, race, color, national origin, religion, gender, age, disability or other legally protected statuses.
(3) General duties. In discharging the responsibilities of the position, the Village Administrator shall:
(a) Effectively and efficiently administer the policies adopted by the Village President (Mayor) and the Board of Trustees.
(b) Supervise the activities of all departments through the appropriate department head and coordinate activities between departments and offices of the village.
(c) Attend all Village Board, committee and advisory meetings and participate, as required, in all discussions unless excused by the Village President (Mayor).
(d) Make such reports to the Village President (Mayor) and Board of Trustees as may be required, concerning the programs and operations of the village, its departments and offices, including analysis and recommendations on various courses of action, alternatives and fiscal impacts and will keep the Board of Trustees fully advised regarding the current financial condition and the future needs of the village.
(e) Assist the Village President (Mayor) and perform such duties as may be directed by the President and/or Trustees.
(f) Create and formulate the annual budget for timely submission to the Board of Trustees and prepare such administrative and other reports of the activities of the village as may be required at the conclusion of the fiscal year and periodically throughout the year.
(g) Coordinate and ensure appropriate staffing for all village boards and commissions and participate as necessary and appropriate in deliberations.
(h) Provide for the enforcement of all laws and ordinances of the village and be the primary point of contact with the Village Attorney. Coordinate attorney assignments, disseminate legal work product to the Board of Trustees, serve as the point of contact for legal advice required of any village department head and ensure protection of attorney-client privilege. Nothing herein prohibits the Village President (Mayor), Trustees and department heads from consulting with the Village Attorney as needed.
(i) Investigate and respond in a timely manner to resident inquiries and concerns related to the operations of the village.
(j) Promote good relations and cooperation with other governmental agencies and the public.
(k) Work with the Village President (Mayor) and Board of Trustees to effectively administer and coordinate communications with the public and the press, including but not limited to, press releases, newsletters, website, social media and other forms of official correspondence.
(l) Propose and recommend to the Village President (Mayor) and Board of Trustees such personnel rules, regulations and staffing needs as may ensure effective and efficient operations for the village.
(m) Recommend appointments, and when necessary recommend suspension or removal of any village employees to the Village President (Mayor) and Board of Trustees.
(n) Supervise and administer collective bargaining processes of the village assisted by appropriate department head(s)/labor attorney and
recommend to the Village President (Mayor) and Board of Trustees agreements for consideration and final approval and oversee the administration of contracts reached through the collective bargaining process.
(o) Oversee evaluation of village employee performance and provide written evaluation of department heads at least once a year.
(p) Participate in and oversee the development and implementation of economic and community development programs for the village including business retention, expansion and recruitment programs, TIF administration and other economic development incentive programs.
(q) Oversee the administration and compliance of all contracts entered into by the village.
(r) Oversee all purchases of materials and supplies as necessary for the village and as provided for in the annual budget/appropriations ordinance. The statutory requirements for the solicitation of bids must be followed and Board approval is required for purchases that exceed $7,500.
(s) Identify, coordinate and ensure preparation of grant and loan applications for village programs, operations and services and ensure continued compliance with any grant or loan requirements.
(4) Compensation and employment agreement. The terms of compensation of the Village Administrator shall be such as is approved by the Village President (Mayor) and Board of Trustees. The Village President (Mayor) shall, with subsequent approval of the Board of Trustees, enter into an employment agreement, that specifies, in writing, the level of compensation for the Village Administrator. Said employment agreement may also include provisions for one or more of the following: benefits, agreements for separation pay upon termination of employment, continuing professional education, other appropriate agreements describing the working relationship between the Village Administrator and the elected officials and performance expectations for the Village Administrator. Said employment agreement and the stipulations therein, including salary, shall only apply to the signatories of the agreement.
(5) Work status. The position of Village Administrator is considered full-time and outside employment is prohibited without approval of the Village President with advice and consent of the Board of Trustees.
(6) Absence. If, because of temporary absence, disability or illness, the Village Administrator is unable to carry out the functions of this office, the Village President (Mayor), subject to the advice and consent of the Board of Trustees, may appoint a member of the village’s staff or a qualified consultant to serve as acting administrator and carry out the duties of the position during the Village Administrator’s absence.
(7) Conflict of interest prohibited. The Village Administrator shall not derive any personal benefit, directly or indirectly from any contractual work or business of the village or from the sale of any article from the village or from the purchase of property from it. The Village Administrator shall be subject to the ethics and conflict of interest policies and ordinances of the village.
(8) Matters directed to Village Administrator. Except for purposes of inquiry and as otherwise provided by state law or village ordinance, elected and appointed village officers shall deal with the administrative services of the village through the Village Administrator. Elected officials shall not give directives to any department heads or subordinates either publicly or privately.
(9) Bond. The Village Administrator shall be covered by the blanket bond for all employees.
(10) Authority of elected officers undiminished. Nothing in this section shall be deemed to diminish or detract from the statutory powers and authority of the village’s elected officials.
(D) Director of Public Works.
(1) Type of position. The Director of Public Works is a full-time/exempt position.
(2) Summary of responsibilities.
(a) The Director of Public Works manages and supervises the overall public works functions for the village. They oversee the operation, maintenance, and repair, and the like, of the village’s infrastructure system consisting of sewers, streets, sidewalks, parks, public facilities, vehicle fleet and equipment and all other related facilities and infrastructure.
(b) Be a salaried department head position that reports to and is under the general direction of the Village Administrator and Mayor.
(3) Functions include but are not limited to:
(a) Directly supervise and be responsible for the day to day operations and performance of the Public Works Department.
(b) Schedule his/her work day to coincide with the normal work schedule of the Public Works staff and shall work from the Maintenance Building. Be available to work extra time to address emergency situations as necessary.
(c) Submit reports as needed on completed and planned department activities.
(d) Order and schedule delivery of all materials and equipment necessary for the performance of Public Works activities.
(e) Process all Public Works invoices for payment. Verify delivery and process staff time sheets for submission to the Village Administrator.
(f) Manage and inspect contractor performance and compliance on maintenance contracts. Issue necessary corrective work orders.
(g) Ensure park facilities are maintained and prepared for events including those scheduled by the O’Fallon Parks and Recreation District and village staff. Preparation shall include advanced planning and scheduling to ensure optimum field, park and building conditions.
(h) Responsible for and work with staff on the village weed spraying and mosquito program.
(i) Provide Village Administrator with recommendations and cost estimated for facility use, maintenance, and improvements.
(j) Responsible for maintenance of all village streets, storm/sanitary sewers, park and recreation facilities, vehicle fleet, and the like.
(k) Work closely with other department heads on all village matters.
(l) Effectively communicate with federal and state regulatory agencies, consultants, developers, property owners and citizens.
(m) Possess a valid driver’s license.
(n) Perform other duties as required, including assistance to the other departments as time permits.
(4) Skills, knowledge and abilities.
(a) Comprehensive knowledge of public works practices.
(b) Ability to interpret and apply the codes.
(c) Ability to reason and use sound judgment in a manner consistent with department policies.
(d) Ability to communicate clearly, concisely, and tactfully in oral and written form.
(e) Ability to assign, direct, and coordinate work of subordinate employees.
(f) Ability to prioritize multiple tasks and work independently with others.
(g) Ability to maintain productive working relationship with officials and co-workers.
(h) Ability to use technology to be productive and efficient.
(5) Education and experience. Bachelor’s degree in Civil Engineering, Construction Management or closely related field. Minimum of five years senior management, supervisory experience in public works in the public sector or in a field closely related to the public sector.
(Ord. 2015-09-08C, passed 9-8-2015; Am. Ord. 2022-05-02A, passed 5-2-2022)