[HISTORY: Adopted by the Village Board of the Village of Hales Corners as Ch. 1, Art. V, §§ (1) to (4), (7) to (10), (14) and (15), of the Municipal Code. Amendments noted where applicable.]
A. 
Creation. Pursuant to §§ 61.35 and 62.23, Wis. Stats., there is hereby created a Village Plan Commission, which Commission is vested with all the authority and powers specified and delegated to city plan commissions pursuant to § 62.23, Wis. Stats.
B. 
Membership. The Village Plan Commission shall consist of the Village President, one Trustee and five citizens. The Village President shall be the Commission's presiding officer. Members of this Commission shall hold office during their respective terms and until their successors are appointed. Citizen members shall be persons of recognized experience and qualifications and shall receive such compensation for service on the Commission as may be fixed by the Village Board at its organizational meeting.
[Amended 3-23-1992 by Charter Ord. No. 5]
C. 
Appointments.
[Amended 3-23-1992 by Charter Ord. No. 5]
(1) 
Trustee member. The Trustee member shall be annually appointed by the Village President at the organizational meeting of the Village Board.
[Amended 9-14-2015 by Ord. No. 15-6]
(2) 
Citizen members. The five regular citizen members of the Commission shall be appointed at the organizational meeting by the Village President, subject to confirmation by the Village Board, for staggered three-year terms of office.
[Amended 7-13-1998 by Charter Ord. No. 7]
(a) 
All members shall be appointed by the Village President, subject to the confirmation of the Village Board; provided, however, that should the Village President fail to make any such appointment and file the same, in writing, with the Village Administrator no later than 60 days from the date of expiration of the term of the position to be filled, or within any subsequent sixty-day period following a Village Board action denying or failing to approve a Village President appointment confirmation timely made by the Village President under this section, the authority to select and appoint thereafter shall be with the Village Board.
(b) 
The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically, if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority or duties of a member, de facto, holdover or otherwise.
D. 
Powers and duties. The Village Board, or any officer having final authority thereon, shall refer to the Village Plan Commission, for its consideration and report before final action is taken by the Board or officer, the following matters: the location and architectural design of any public building; the location of any statue or other memorial; the location, acceptance, extension, alteration, vacation, abandonment, change of use, sale, acquisition of land for or lease of land for any street, alley or other public way, park, playground, airport, area for parking vehicles, or other memorial or public grounds; the location, extension, abandonment or authorization for any public utility whether publicly or privately owned; all plats of lands in the Village or within the territory over which the Village is given platting jurisdiction by Ch. 236, Wis. Stats.; the location, character and extent or acquisition, leasing or sale of lands for public or semipublic housing, slum clearance, relief of congestion, or vacation camps for children; and the amendment or repeal of any ordinance adopted pursuant to § 62.23, Wis. Stats. Unless such report is made within 30 days, or such longer period as may be stipulated by the Village Board, the Board or officer may take final action without it.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
E. 
Limitation on application for rezoning. In the event an application for rezoning is denied, no person may apply for a rezoning for the same classification within one year after the public hearing on the initial request for rezoning. This limitation shall not prohibit the Plan Commission, on its own motion, requesting a second and subsequent public hearing for rezoning to the same classification.
F. 
Any party requesting a special meeting of the Village Plan Commission at a time other than a regularly scheduled meeting shall file such request with the Clerk, together with a filing fee set by the Village Board. Such filing fee shall not be required if the special meeting is scheduled at the instance and request of the Hales Corners President, Village Administrator or professional planning consultant.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
A. 
Creation. Pursuant to § 62.23, Wis. Stats., there is hereby created a Board of Appeals, whose purpose shall be, in appropriate cases and subject to hereinafter enumerated conditions, to make special exception to the terms of the Zoning Code and Building Code in harmony with its general purpose and intent.
B. 
Powers and duties. The Board of Appeals shall have the following powers: to hear and decide appeals where it is alleged there is error in any order, requirement, decision or determination made by an administrative official of the Zoning Code and of the Building Code; to hear and decide all special exceptions to the terms of the Zoning Code or Building Code; to authorize upon appeal in specific cases such variance from the terms of the Zoning Code and Building Code as will not be contrary to the public interest, where, owing to special conditions, a literal enforcement of the provisions of the Zoning and Building Codes will result in practical difficulty or unnecessary hardship, so that the spirit of the ordinances shall be observed, public safety and welfare secured, and substantial justice done; and such other powers and duties as may be prescribed from time to time by the Village Board. The Board may permit in appropriate cases, and subject to the conditions of this section, in harmony with the general purpose and intent of the Zoning Code, a building or premises to be erected or used for such public utility purposes in any location which is reasonably necessary for the public convenience and welfare.
C. 
Variances. An application for a variance from the terms of the Zoning Code or Building Code shall be filed with the Clerk, together with a filing fee as set by the Village Board. When the Board of Appeals orders a variance from the terms of the Zoning Code or Building Code, it must make such order in writing based upon written findings that:
[Amended 4-12-2004 by Ord. No. 04-02; 4-8-2019 by Ord. No. 19-03; at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
(1) 
Such variance is permitted by reason of practical difficulty or unnecessary hardship.
(2) 
A substantial justice will be done in permitting such variance.
(3) 
The spirit of the Zoning Code or Building Code will be observed and that the public safety and welfare will be secured despite such variances.
D. 
Membership.
(1) 
The Board of Appeals shall consist of five members appointed by the Village President, subject to confirmation of the Village Board, for terms of three years, except that of those first appointed one shall serve for one year, two for two years and two for three years. The members of the Board shall receive no compensation for serving, unless otherwise enacted by ordinance, and shall be removable by the Village President for cause upon written charges and after public hearing. The Village President shall designate one of the members Chairperson. Vacancies shall be filled for the unexpired terms of members whose terms become vacant.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
(2) 
The Village President shall appoint, for a term of three years, two alternate members of such Board, in addition to the five members above provided for, to be designated Alternate Member No. 1 and Alternate Member No. 2, who shall act with full power only when a member of the Board refuses to vote because of interest or when a member is absent. The above provisions with regard to removal and filling of vacancies shall apply to such alternates. Alternate Member No. 1 shall have priority over Alternate Member No. 2 in filling a vacancy.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
(3) 
The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically, if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority or duties of a member, de facto, holdover or otherwise.
[Added 7-13-1998 by Charter Ord. No. 7]
E. 
Procedure. The Board shall adopt rules of procedure and may from time to time amend or supersede such rules, all subject to the approval of the Village Board.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
F. 
State law. The Board shall in all other matters be governed by the provisions of § 62.23(7)(e), Wis. Stats.
G. 
Rules of the Board of Appeals.
(1) 
Rule I, Interpretation. The Board of Appeals shall have no power to legislate or to revise, amend or repeal any zoning ordinances or building and related codes. Generally, the powers of review of the Board are limited to practical difficulties, or unnecessary hardships, in the way of carrying out the strict letter of the law. The only power or right vested in the Board is to waive exact compliance with the details of the ordinances. To grant such a variance, the Board must find that exceptional and undue hardship will result to the owners and that such relief may be granted only when it can be done without substantial detriment to the public good and without substantially impairing the intent and purposes of the ordinances.
(2) 
Rule II, Appeals.
(a) 
Who may appeal. Appeals to the Board of Appeals may be taken by any person aggrieved or by any officer, department, board or bureau of the Village affected by any decision of an administrative officer made pursuant to the Building and Zoning Codes of the Village.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
(b) 
Time within which to appeal. Such appeal shall be taken within 30 days of the act or omission of the administrative official.
(c) 
Procedure on appeal. The aggrieved party shall file with the officer from whom the appeal is taken and with the Board of Appeals a written notice of appeal specifying the grounds thereof. The appellant shall annex to the notice of appeal to the Board such plats, surveys, plans or specifications which are of probative value in the determination of the appeal, together with the name and address of the appellant. The officer from whom the appeal is taken shall forthwith transmit to the Chairperson all the papers constituting the record upon which the action appealed from was taken.
(d) 
Effect of appeal. Upon the filing of notice of appeal, an appeal shall stay all legal proceedings in furtherance of the action appealed from, unless the officer from whom the appeal is taken certifies to the Board of Appeals after notice of appeal shall have been filed with him that by reason of facts stated in a certificate a stay would, in his opinion, cause imminent peril to life or property. In such case, proceedings shall not be stayed otherwise than by a restraining order, which may be granted by the Board of Appeals or by a court of record on application, on notice to the officer from whom the appeal is taken, and on due cause shown.
(e) 
Fixing a hearing. Upon the filing of the notice of appeal, the Board of Appeals shall fix a time and place for the hearing of the appeal or other matter referred to it.
(f) 
Date and notice of hearing. The hearing of the appeal shall be initiated not less than 10 nor more than 30 days from the date of receipt of the request for the hearing. Notice of the hearing shall be given to the applicant, abutting property owners and adjacent property owners at least seven days prior to the hearing by first class mail addressed to their last known addresses. In addition, for at least seven consecutive days prior to the date of the hearing, a notice shall be posted on the bulletin board in the lobby of the municipal building. In the event the Board of Appeals determines that parties other than those mandated to receive mailed notice of the hearing will be affected, the Board may send additional notices in such manner and to such persons as the Board shall deem appropriate.
(g) 
The hearing.
[1] 
Upon the hearing any party may appear in person or by agent or by attorney. The Chairperson may administer oaths and compel the attendance of witnesses. The order of proceeding shall be as follows:
[a] 
The appellant shall be heard. He shall state the facts of the case and the grounds for his appeal. He shall file any exhibits which he has not previously filed. He shall present his witnesses, if any. He shall state his argument.
[b] 
The administrative official shall be heard. He shall amend and correct the statement of facts, if necessary. He shall file any exhibits which he has not previously filed. He shall present his witnesses, if any. He shall state the basis for his act or omission.
[c] 
The appellant shall reply.
[d] 
Anyone present shall be given opportunity to be heard.
[2] 
Any member of the Board at any time may ask questions of any person present. When a person becomes repetitious, or states matters which are irrelevant, immaterial or incompetent, the Chairperson may limit the discussion.
(h) 
Adjournment of the hearing. For any reasonable cause after the start of the hearing, the Board may adjourn the hearing to a day certain which shall be not more than seven days from the date of the initial hearing. Adjourned hearings thereafter shall be set on consecutive days, excluding Saturdays, Sundays and legal holidays.
(i) 
Determination of the Board. Within 30 days after the conclusion of the hearing, the Board must make its final determination. The Board may reverse or affirm, wholly or partly, or may modify the order, requirement, decision or determination appealed from, and may make such order, requirement, decision or determination as ought to be made, and to that end shall have all the powers of the officer from whom the appeal is taken, and may issue or direct the issuance of a permit. The concurring vote of four members of the Board shall be necessary to reverse any order, requirement, decision or determination of any such administrative official or to decide in favor of the appellant on any matter which it is required to pass under any such ordinance, or to effect any variance in such ordinance.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
(j) 
Disposition of the orders. Upon rendition of its decision, sufficient copies thereof shall be filed with the Village Clerk so that each member of the Village Board and the Building Inspector may receive one such copy of every decision so rendered by the Board.
(k) 
Any decision of the Board of Appeals affecting the acquisition of a building permit shall remain in full force and effect for a period of one year. In the event a building permit is not obtained within one year from such date, the decision of the Board of Appeals shall be null and void.
(3) 
Rule III, Meetings.
(a) 
At call of Chairperson. Meetings of the Board shall be held at the call of the Chairperson and at such other times as the Board may determine.
(b) 
Open to public. All meetings of the Board shall be open to the public.
(c) 
Records. The Board shall keep minutes of its proceedings showing the vote of each member upon each question, or, if absent or failing to vote, indicating such fact, and shall keep records of its examinations and other official actions, all of which shall be immediately filed in the office of the Board and shall be a public record.
[Amended 7-13-1998 by Charter Ord. No. 7; 10-8-2007 by Ord. No. 07-06; 6-8-2009 by Ord. No. 09-05]
Pursuant to the optional method set forth in § 70.46, Wis. Stats., the Board of Review shall consists of five residents of the Village of Hales Corners, none of whom may occupy any public office or be publicly employed. The members shall be appointed by the Village President with the approval of the Village Board for staggered five-year terms. Additionally, one resident may be appointed to serve as an alternate in the absence of a regular member of the Board of Review. All members shall be appointed by the Village President, subject to the confirmation of the Village Board; provided, however, that should the Village President fail to make any such appointment and file the same, in writing, with the Village Administrator no later than 60 days from the date of expiration of the term of the position to be filled, or within any subsequent sixty-day period following a Village Board action denying or failing to approve a Village President appointment confirmation timely made by the Village President under this section, the authority to select and appoint thereafter shall be with the Village Board. The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically, if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority, or duties of a member, de facto, holdover, or otherwise.
[Amended 7-13-1998 by Charter Ord. No. 7; 6-14-2021 by Ord. No. 21-02; 4-24-2023 by Ord. No. 23-01]
A. 
The Village President, with the advice and approval of the Village Board, shall appoint five members of the Board of Fire and Police Commissioners for terms expiring upon the appointment of their respective successors in the years 1963 to 1967, both inclusive. After the initial appointments, beginning with the year 1963 each appointment shall be made for the term of five years as provided by statute. The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically, if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority or duties of a member, de facto, holdover or otherwise.
B. 
The Board of Fire and Police Commissioners shall have the authority to appoint and remove the Chief of Police and the Chief of the Fire Department, who shall hold their offices during good behavior, subject to suspension or removal by the Board for cause, in accordance with § 62.13, Wis. Stats.
C. 
The Board of Fire and Police Commissioners shall serve as an appeals board in case of dismissals and suspensions of Police Department and Fire Department personnel; shall adopt, repeal or modify the rules calculated to secure the best service in the departments; and shall have such other authority and duties as prescribed by § 62.13, Wis. Stats.
D. 
The jurisdiction of the Board of Fire and Police Commissioners shall extend to any personnel assigned, including employees designated "paid on premises" firefighters.
E. 
Under the Village bylaws, the Village Board elects not to have the Village President as a member of said Commission.
The Fourth of July Committee shall plan and supervise Village-sponsored festivities for the Fourth of July.
A. 
Composition. The Village President, with the advice of the Village Board, shall appoint 11 members of the Fourth of July Committee, who shall serve for terms of three years starting on November 1. Subject to and following the expiration of the terms of the Committee membership positions existing and occupied upon April 13, 2015, pursuant to the immediate predecessor to this chapter, in chronological order thereto, and applied so as to result in staggered terms in furtherance of Committee membership consistency, the initial appointment of members shall be made as follows: four to serve three years, four to serve two years, and three to serve one year, from November 1 in the year of their appointment. Thereafter, each regular appointment shall be made for a term of three years. A member of the Village Board shall serve as a nonvoting member acting as a liaison to the Village Board and shall be appointed by the Village President for an annual term at the Village Board organizational meeting in April. All members shall be appointed by the Village President, subject to the confirmation of the Village Board; provided, however, that should the Village President fail to make any such appointment and file the same, in writing, with the Village Administrator no later than 60 days from the date of expiration of the term of the position to be filled, or within any subsequent sixty-day period following a Village Board action denying or failing to approve a Village President appointment confirmation timely made by the Village President under this section, the authority to select and appoint thereafter shall be with the Village Board. The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority, or duties of a member, de facto, holdover, or otherwise.
[Amended 7-13-1998 by Charter Ord. No. 7; 4-13-2015 by Ord. No. 15-2; 9-14-2015 by Ord. No. 15-6]
B. 
Powers and duties. The Committee shall have the responsibility of planning and supervising the Village-sponsored festivities for the Fourth of July. The Committee shall foster volunteerism in carrying out its responsibilities.
C. 
Receipt and disbursement of funds.
(1) 
All contracts shall be authorized by the Village Board.
(2) 
All expenditures and all revenues shall be under the direct control of the Village and shall be handled in accordance with Village procedures. All funding from non-Village sources shall be handled in accordance with the Village policy on external funding of Village sponsored programs.
D. 
Compensation. The Committee shall serve without compensation. Out-of-pocket expenses shall be reimbursed by the Village under standard budget and financial procedures.
E. 
Meetings. The Committee shall meet at the call of the Chairperson using proper notice procedure.
F. 
Procedures. The Committee shall select its own President, Vice President, Secretary and Treasurer, who shall serve for one-year terms.
A. 
Composition.
(1) 
The Library Board shall be composed of seven members appointed by the Village President with the approval of the Village Board. The Village President shall appoint as one of the members a school district administrator or his representative, to represent the public school district in which the Public Library is located. Not more than one member of the Village Board shall at any one time be a member of the Library Board.
[Amended 7-13-1992 by Charter Ord. No. 6]
(2) 
The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically, if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority or duties of a member, de facto, holdover or otherwise.
[Added 7-13-1998 by Charter Ord. No. 7]
B. 
Term. Each regular appointment shall be made for a term of three years, commencing June 1.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
C. 
Duties. The Library Board shall have the powers and duties set forth in Ch. 43, Wis. Stats.
D. 
Officers. The members of the Library Board shall organize by the election, from among their number, of a President and such other officers as they deem necessary.
E. 
Compensation. No compensation shall be paid to the members of the Library Board for their services, but they may be reimbursed for their actual and necessary expenses incurred in performing their duties outside the municipality if so authorized by the Village Board.
F. 
Meetings. The Library Board shall meet at least once each month or more at the call of the President.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
[Amended 7-13-1998 by Charter Ord. No. 7; 10-8-2007 by Ord. No. 07-07]
The Environmental Committee is created to encourage ecologically sound practices and preservation of natural resources within the Village.
A. 
Composition.
(1) 
The Village President shall appoint, subject to confirmation by the Village Board, seven voting members of the Committee. The Village President shall designate one of those appointed as Chairperson. The seven members shall serve staggered terms of three years starting on July 1, except that of those first appointed two shall serve until June 30, 1991, two shall serve until June 30, 1992, and three shall serve until July 30, 1993. A member of the Village Board shall serve as a nonvoting member acting as a liaison to the Village Board and shall be appointed by the Village President for an annual term at the Village Board organizational meeting in April.
[Amended 9-14-2015 by Ord. No. 15-6]
(2) 
All members shall be appointed by the Village President, subject to the confirmation of the Village Board; provided, however, that should the Village President fail to make any such appointment and file the same, in writing, with the Village Administrator no later than 60 days from the date of expiration of the term of the position to be filled, or within any subsequent sixty-day period following a Village Board action denying or failing to approve a Village President appointment confirmation timely made by the Village President under this section, the authority to select and appoint thereafter shall be with the Village Board. The tenure and authority of each member appointed under this section and all powers and duties arising from such appointment shall terminate automatically, if not previously terminated, upon the expiration of 60 days after the expiration of the specified chronological time limit of such appointment term, regardless of the lack of appointment of a successor, and no such appointee shall thereafter have any of the power, authority or duties of a member, de facto, holdover or otherwise.
B. 
Powers and duties. The Committee shall:
(1) 
Assist in the development and implementation of programs related to yard waste reduction and disposal. By way of illustration, but not of limitation, such programs shall include providing educational material to residents through the Village website, newsletter and other outlets; reviewing policies on open burning practices; and advising the Village Board on new legislation pertaining to yard waste reduction and disposal.
(2) 
Advise the Village Board on matters relating to its responsibility for environmental protection. By way of illustration, but not of limitation, such matters shall include advising the Village Board on ecological and recycling programs and legislation; assisting the Village in complying with ecological and recycling requirements; monitoring new technologies and developments in handling recyclable wastes and materials; investigating methods of pollution abatement; monitoring invasive species threats in the Village; and reviewing lawn care and composting programs.
(3) 
Function as the Village's Tree Board. By way of illustration, but not of limitation, such matters shall include preparing grant applications for tree programs; advising the Village Board of new treatments, issues or programs for tree preservation and care; providing educational materials for residents regarding tree care; maintaining the Village's Tree City USA eligibility; advising the Village Board on tree management plans; and advising the Village Board on planting choices for Village projects.
C. 
Receipt and disbursement of funds. All revenues shall be appropriated by the Village Board. All expenditures and all revenues shall be under the direct control of the Village and shall be handled in accordance with Village procedure.
D. 
Compensation. The Committee shall serve without compensation. Out-of-pocket expenses shall be reimbursed by the Village under standard budget and financial procedures.
E. 
Procedures. The Committee shall meet monthly and at the call of the Chairperson, using proper notice procedure. The Committee shall choose a Vice Chairperson and Secretary from among its members.
F. 
Quorum. Three members shall constitute a quorum.
[Added 10-9-1995 by Ord. No. 95-05]
A. 
Composition. The Health Board shall consist of five members: the consulting physician of the Health Department, a Village Trustee, and three resident citizen members appointed by the Village President with the approval of the Village Board. The three citizen members shall have a demonstrated interest or competence in the field of public health or community health. A good faith effort shall be made to appoint a physician and a registered nurse. The Health Department Administrator shall serve as a nonvoting, ex officio member.
B. 
Term. The initial appointment of the citizen members shall be made as follows: one to serve three years, one to serve two years, and one to serve one year, from July 1 in the year of their appointment. Thereafter, each regular appointment shall be made for a term of three years. The Village Board Trustee appointment shall be made at the Village Board organizational meeting in April for a term of one year. The term of the consulting physician appointment arises from the office and shall continue for the individual appointed only while the individual holds the consulting physician to the Health Department position.
C. 
Powers and duties. The Health Board shall have the powers and duties to enforce all public health laws, rules and orders; to report to the Village Health Department; and to make such assessments and determinations of public health needs, all as set forth under § 251.04, Wis. Stats. The Health Board shall report and recommend to the Village Board upon all other matters within its authority under Ch. 251, Wis. Stats, including but not limited to adopting regulations, contracting, and employing public health professionals under § 251.04(8), Wis. Stats., the final approval authority for which matters shall be in the Village Board.
[Amended at time of adoption of Code (see Ch. 1, General Provisions, Art. II)]
D. 
Officers. The members of the Health Board shall organize by the election, from among their number, of a Chairperson and such other officers as they deem necessary.
E. 
Compensation. Members of the Health Board shall serve without compensation. Out-of-pocket expenses may be reimbursed by the Village under standard budget and financial procedures in the sole discretion of the Village Board.
F. 
Meetings. The Health Board shall meet at least quarterly, or more, at the call of the Chairperson.
[Added 3-8-2021 by Ord. No. 21-01]
A. 
Composition. The Facilities Building Maintenance Committee shall consist of five members, with one member each, respectively, also being a member of the Village Board, the Library Board, the Health Board, the Board of Fire and Police Commissioners, and the Public Works Commission, together with ex officio nonvoting members, being the Village Administrator and the department heads of the Library, the Public Works Department, the Fire Department, the Police Department and the Health Department. Department heads, respectively, except the Village Administrator, may each select a designee to serve this Committee.
B. 
Term. The initial appointment term upon the creation of this § 14-11 of the members of the Village Board, the Library Board, the Health Board, the Board of Fire and Police Commissioners and the Public Works Commission shall be for one year after their respective appointment. Thereafter, each Board or Commission member appointment shall be made at the Village Board organizational meeting in April for a term of one year. Village department heads, or their designee, and the Village Administrator will serve during their respective tenure.
C. 
Duties. The Facilities Building Maintenance Committee shall assist in the preparation of a facilities maintenance condition report for all Village-owned buildings, grounds and structures excluding infrastructure assets, i.e., public roads, sewers, sidewalks, sanitary sewers, water main, etc. The Committee shall establish a list of repair or replacement needs for the facilities, mechanical and other equipment, to be incorporated into a long-range improvement program, which shall be presented at least annually within the scope of the annual budget process. The improvement program shall be for a minimum of a five-year future plan period, and requests for projects based on plan needs shall be prioritized when submitted to the Village Board, but shall also include the complete list of all maintenance items identified as in need of repair or replacement. The Committee shall be a recommending body to the Village Board.
D. 
Officers. The Village President shall appoint and the Village Board shall confirm, pursuant to a Village Board organizational meeting in April agenda item therefor annually, or thereafter as may be necessary from the process, the Chairperson for the Committee and the Chairperson shall prepare all Committee agendas and keep records of all documents submitted. A Secretary for the Committee shall be appointed by the Chairperson and confirmed by a majority of the members of the Committee and shall be responsible to record the minutes of meetings and serve until a successor is appointed and confirmed.
E. 
Meetings. The Committee shall meet at least quarterly in the first year of formation and a minimum of biannually thereafter or as needed to report to the Village Board. One of the biannual meetings must be in August each year in order to provide timely information to the Village Board for inclusion in annual budgets.