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Human Resources Commission Packet 2010 02-17-10 C121*y 0 UNITED CITY OF YORKVILLE J � HUMAN RESOURCES COMMISSION EST. �. . 1836 COMMITTEE MEETING I ; 800 Game Farm Road / Yorkville, Illinois 60560 ,Sy 0 AGENDA Date: Wednesday, February 17, 2010 Time: 6:30PM City Conference Room Call to Order: Establish a Quorum: Introduction of Guests: Citizen Comments: Approval of Minutes: November 18, 2009 and January 20, 2010 Mayor's Report: Staff Reports: Committee Reports: New Business: Old Business: 1. HRC Involvement in March 6th AID Telethon 2. Government Day Updates and Progress 3. Volunteer Community Appreciation Day Forms and 2010 Letter 4. Historical Street Naming Brochure Update Items for Next Meeting Agenda: Additional Business: Adjournment: DRAFT UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 HUMAN RESOURCES COMMISSION MEETING City Hall, Conference Room Wednesday, November 18, 2009 — 6:30 P.M. CALL TO ORDER: The meeting was called to order at 6:30 pm. ESTABLISH A QUORUM: PRESENT: Chairperson Gengler, Commissioners Joan Knutson, Pat Slocum, Jill Harker, and Margene Westlund ABSENT: Commissioner Cross ALSO PRESENT: Sgt. Barry Groesch — Liaison, GIory Spies — Community Relations Director, Mayor Burd INTRODUCTION OF GUESTS: None CITIZEN COMMENTS: None APPROVAL OF MINUTES: The minutes of September 16, 2009 were approved. MAYOR'S REPORT None STAFF REPORTS Glory Spies stated that she would interject when needed. COMMITTEE REPORTS None NEW BUSINESS 1. Pennies from Heaven Fundraiser -Update Ms. Spies updated the committee on the collection from this event. The funds were turned over to the food pantry to assist in the Thanksgiving dinner costs. 2. Optimist Club Toy Drive-November 24, 2009 Chairperson Gengler informed the group that the Optimist Club was hosting a toy drive on November 24, 2009. The event will be held at the Kendall Pub and food will be provided. 3. Holiday Under The Stars Ms. Spies reported that she is not in need of anything at this time, however, she may need additional volunteers if someone doesn't show up or gets ill. Chairperson Gengler reported that the Optimist Club is in need of 1 volunteer. Ms. Spies also reported that she coordinate the horse and carriage rides and will provide information for that event. 2 volunteers are needed at that station at all times. It is hopeful that there will be a nice turnout. Radio advertisement has been done. Hopefully with the nice weather and the earlier date, this event will be a success. Chairperson Gengler will pick up the mitten drive boxes from the businesses the week after Thanksgiving. Committeeman Slocum delivered 10 boxes to locations where there are a lot of employees or places that people are likely to return regularly. OLD BUSINESS 1. Historical Street Naming Program - Discussion Chairperson Gengler stated that everyone received the paperwork regarding the names that have been submitted for approval. He has gone through 112 of the paperwork and found some that he is recommending for approval. Committeeman Slocum stated that she felt that Jennifer was looking for guidelines and structure, such as what criteria needs to be met, what impact did they make and what significance did it have on the community. Committeeman Harker stated that many entries came from Elmer Dixon and they date back to people in the 1830's. She doesn't feel they are significant, even to the older generation. It was determined that the group would go through the names and see which ones meet the established criteria. Commissioner Westland asked how many names were on the list. She will receive a copy of the packet everyone is working on. She suggests that everyone rate the people on the list, then decide if they are in agreement. Commissioner Slocum feels that since there is such a wide variety of names on the list that the application needs to be more specific. Chairperson Gengler stated that the application can be changed in the future. Commissioner Westlund suggested numbering the list of criteria and see how many each submission meets. Minute Taker Hartigan suggested starting at the 3rd bullet through the next 4, the remaining are not criteria. Chairperson Gengler asked the group to keep going through the packet and see which criteria items apply,then return to the next meeting for additional discussion. 2. Activities for Disabled Persons -Discussion There was previous discussion regarding this matter in that a resident is wanting to get together a group for social interaction within the Yorkville area. Previously, the 2 Fox Valley Special Recreation Association was mentioned. We are looking to possibly form a group for disabled persons, are there any ideas? Mayor Burd explained that the person suggesting this is the parent of a disabled young adult. Her son misses social interaction. They have tried on their own to get together a group of people to meet in the park, etc. but their attempts have been unsuccessful. It was suggested that the group contact Rush Copley or local therapists to try to gather a list of people that a program would be beneficial to. It was suggested that the committee organize events. One suggestion was a wheelchair basketball game at the Rec Center. As such, Ms. Spies will invite Sue Swithin to the next meeting. Mayor Bard stated to explain to Ms. Swithin that there is a need for more programs for special needs children. It can be expensive, but we need to figure out how to offer these programs or how to expand on the FVSRA programs and bring them to the Yorkville area. Ms. Spies added that if a resident from Yorkville needs to attend a class through FVSRA, we try to find ways to subsidize the non.-resident fees. Sgt. Groesch stated that most people socialize through their occupations. He is aware of an organization in Sandwich that helps to find jobs for disabled persons. Committeeman Knutson stated that the individual is on the library board. This item will move to next agenda for discussion. Additionally, Ms. Swithin will be invited to the discussion. 3. Government Day - Update/Discussion Chairperson Gengler reported that he has not spoken with Mr. Dunn recently, but it appears the event will be held here in May. Commissioner Slocum suggested returning this item for discussion in the spring. Chairperson Gengler stated that we would need to come up with a rough draft of what we would like to take place that day, including holding the event on a Tuesday and allowing the students to participate in the City Council Meeting. Previously it was suggested that the students hold a mock election prior to coming here. Chairperson Gengler suggested that include department head positions. Mayor Burd suggested that someone be a representative from the newspapers and other should be concerned or unhappy citizens. This item will return to the agenda in the spring. ITEMS FOR NEXT MEETING AGENDA: Chairperson Gengler suggested not holding a December meeting and having the next meeting on January 20, 2010. Commissioner Slocum motioned to move the next meeting to January 20, 2010 at 6:30pm, Commissioner Knutson seconded the motion. 3 ADDITIONAL DISCUSSION With regards to the Volunteer Appreciation Day, Mayor Burd felt it went well. Chairperson Gengler stated that he is worried about not getting more nominations next year, however, he felt that the library was an ideal place. Ms. Spies stated that he feels that more nomination are needed. Commissioner Harker stated that she loved the high school boys choir. Chairperson Gengler added that he thought it was nice to have a caterer there. Ms. Spies stated that the cost was 75% less than the cost the past several years. Committeeman Harker felt that The Record could have done a little more coverage than they did. Mayor Burd stated that the school teachers would have like to have come. Ms. Spies stated that next year all the nominees names should be read. Chairperson Gengler recognized Ms. Spies for the work she did in organizing the event and congratulated Committeeman Harker for winning. Mayor Burd recognized the fact that the City won the Hometown Award. She suggests bringing the brochure to the next meeting so that people can see what ideas the other communities had. Mayor Burd stated that there is a good possibility that the City will be getting the old Kendall County jail to create a museum. In order to explain how the old jail operated, a committee will be set up. She feels that it would be fun for this committee to get involved in that. Additionally, museum ideas are needed. The jail had 6 cells. The county gave the stairs away so those need to be rebuilt and the roof needs repair. The garage will be removed and IDOT will build a parking lot adjacent to Van Emmon. The blue prints are still available. There is a lot of history there. In fact, the sheriffs wives used to cook for the prisoners. In 2003, the state designated the facility as one of 10 most endangered buildings. Commissioners Slocum and Westlund will be in attendance on Thursday for the Studs Turkel Award. ADJOURNMENT OF THE HUMAN RESOURCES COMMISSION: The meeting adjourned at 7:53 pm. Minutes respectfully submitted by Margaret M. Hartigan. 4 DRAFT UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 HUMAN RESOURCES COMMISSION MEETING City Hall, Conference Room Wednesday, January 20, 2010 — 6:30 P.M. CALL TO ORDER: The meeting was called to order at 6:29 pm. ESTABLISH A QUORUM: PRESENT: Chairperson Gengler, Commissioners Joan Knutson, Jill Harker ABSENT: Commissioner Cross, Slocum, Westlund ALSO PRESENT: Glory Spies—Community Relations Director, Sue Swithin - Recreation Department As there was not a quorum, this meeting continued with discussion only. NEW BUSINESS 1. Events for Young Adults with Disabilities -Discussion with Sue Swithin Ms. Swithin stated the following: • There are currently no separate programs available through the Recreation Department for people with disabilities, however, they share in the co-op with Fox Valley Special Recreation Association. • This is something that needs to be considered as Yorkville continues to grow. • She recently hired a person who has therapeutic recreation certification. This employee can be utilized. Her position is full-time coordinator. • There are some pieces of equipment available at the Rec Center that could be utilized by persons with disabilities. So, we can work on programs that are either 1 on 1 or we can work with FVSRA to develop a program. Chairperson Gengler asked if the population is there to develop the programs. Ms. Swithin stated that a survey hasn't been done in a few years, but past surveys where this item was addressed always rated extremely low. However, the survey is also sent only to those within the Yorkville city limits. Ms. Spies informed Ms. Swithin that the reason we are looking into this is that a resident came forward who has a 20 year disabled son. They are looking for ways for him to meet people that he can relate to because he is having a hard time connecting with people. This committee was thinking about a special event at the Rec Center. 1 We could start with 1 event to see how it goes, then maybe hold one every quarter. A suggestion we have is wheelchair basketball. Ms. Swithin stated that she would like to personally speak with the resident to see what can be done to cater to this situation. Additionally, she suggested holding an entire evening at the Rec Center that encompasses many different disabilities. She stated she would like some time to look into this matter more carefully and try to determine who needs to be served and what things are needed. She also suggested a meet and greet event or a craft event. Ms. Spies stated that the important factor here is the social aspect. Ms. Swithin stated that a person with mild Down Syndrome might enjoy sitting at a table working on something rather than a physical event. She would like to be able to entertain as many people as she can in one event. Commissioner Knutson stated that there are kids locally who participate in Special Olympics. Ms. Swithin stated that she has a contact at Kendall County Special Olympics and that they would probably enjoy getting involved in this. She will start working with them, FVSRA and her staff to get ideas. Ms. Spies will contact the resident and let her know that she is going to forward her contact information to Ms. Swithin. 2. Association for Individual Development Telethon -Discussion Ms. Spies stated that AID will be holding there annual telethon on March 6. 2010 and is looking for volunteers. She suggests this committee put together a group for volunteers for the event. Volunteers are asked to answer telephones for a period of 1- 2 hours. Most of the committee could volunteer for the first 2 hours of the event, but not any later in the day. Ms. Spies will email the remaining committee members to see if they are available. 3. Adhoe Senior Committee Update Ms. Spies stated that she is the liaison to this newly formed committee. If anyone knows someone that might be interested in getting involved by being a committee member, please let her know. The committee will probably meet once a month at a early time. The goal of the committee is to always make funds available to continue the Golden Diners, hold a Community Nutrition Network and Meals one Wheels, and determine other needs of seniors like programs, transportation and networking. The meetings will probably start in February. OLD BUSINESS 1. Update of Volunteer of the Year Award Form for 2009/2010 Ms. Spies is seeking suggestions on how to update the form for this year. She stated that some comments after the event this year were that all nominees should be invited to the event, the mayor should read the accomplishments of the nominees and that everyone should receive a certificate of recognition. 2 Committeeman Knutson stated that there aren't a lot of entries, but the more this is done, the better it will get. Committeeman Harker suggested that a cover letter to the form be created stating that an event is hold which includes food and a meet and greet session. Also, the program should be first and the meet and greet should follow. Ms. Spies stated that the event will be held on October 20, 2010 at 6:30pm. Deadlines for submission will be September 10, 2010 and the committee will vote on the winner on September 15, 2010. It was also suggested that there be a senior nominee. The committee determined that the adult division would include persons age 19-60 and the senior division would include persons over the age of 60. Ms. Spies will work on the cover letter and also publish the information the city's website. This item will return to the next agenda for further discussion. 2. Government Day- Update Chairperson Gengler hasn't spoken to Mr. Dunn. He will speak with him this week. This item will be helpful to have on the February agenda and Mr. Dunn will be invited to attend. ITEMS FOR NEXT MEETING AGENDA: • Chairperson Gengler stated that the Street Naming Process will be on the next agenda. Ms. Spies feels that an entire meeting should be dedicated to this program. It was discussed that the families of those names that have been approved should receive a certificate, a map indicating where the street is located and have their picture taken with the Mayor. There should be 1 event held, then hold then yearly thereafter. We could send invitations and recognize those names that have been approved. • AID Telethon • Volunteer of the Year Award • Government Day ADDITIONAL DISCUSSION None ADJOURNMENT OF THE HUMAN RESOURCES COMMISSION: The meeting adjourned at 7:24 pm. Minutes respectfully submitted by Margaret M. Hartigan. 3 �,��D G►J.y Reviewed By: Agenda Item Number J� 0-0 Legal ❑ 3 �' EST. '�� 7836 Finance ❑ �� —- Engineer ❑ Tracking Number O ,�.y City Administrator ❑ fit? Consultant ❑ El ALE Agenda Item Summary Memo Title: HRC Involvement in March 6"' AID Telethon Meeting and Date: HRC 2117110 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Glory Spies Community Relations Name Department Agenda Item Notes: See attached. Glory Spies From: Bialek, Wendy[Wbialek @the-association.org] Sent: Wednesday, February 10, 2010 10:20 AM To: Glory Spies Subject: RE: AID fundraiser- Found word(s)farm in the Text body Hi Glory—That would be great! The phones are a two hour commitment. An hour before hand for registrationlover view and then an actual hour on the phones. The morning hours go first of course.This is what I have available right now. If you could let me know as soon as possible, IT reserve the times for you. It's always on a first come basis of course. Phones 9-10 (arriving at 8am): 3 spots Phones 10-11 (arriving at 9am)2 spots Phones 11-Noon (arriving at 10am) 7 spots I'll also need names and a mailing address to send info. An e-mail and phone number is always good, but I can also just send to you and ask you to forward if that works out better. Looking forward to hearing from you! Thanks. Wendy Bialek Association for Individual Development(AID) 1135 Bowes Road, Elgin IL 60123 847-931-2294 wbialekPthe-association.ors From: Glory Spies [mailto:GSpies @yorkville.il,us] Sent: Wednesday, February 10, 2010 9:59 AM To: Bialek, Wendy Subject: AID fundraiser - Found word(s) Farm in the Text body Hi Wendy: I think I have a few people from our Human Resources Commission who may be able to help out for an hour or two on Saturday, March 6 for the telethon.What times do you have available. Most of them would like the 9 a.m. slot is that possible? Please let me know. Sincerely, Glory Spies Community Relations Officer United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 630.553.8564 1 �,�,D CIr� Reviewed By: Agenda Item Number J� Legal El L;i �t i_' v 1?) EST. .- 1836 Engineer ❑ Tracking Number 0� � , y City Administrator ❑ 4a, rO Consultant ❑ K„Kwu cm+y Agenda Item Summary Memo Title: Volunteer Community Appreciation Day Forms and 2010 Letter Meeting and Date: HRC 2/17/10 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Glory Spies Community Relations Name Department Agenda Item Notes: See attached. Al c1r� = k o United City of Yorkville J T 800 Game Farm Road ` 1836 Yorkville Illinois 60560 a Telephone: 630-553-4350 w,x�xa Q �^ Fax: 630-553-7575 (Date) (Community Organization Name and Address) Dear(Community Organization): The United City of Yorkville is celebrating you! As an organization in the United City of Yorkville we are inviting you to help us honor and identify the unsung heroes within our community. Every year Mayor Valerie Burd and the city's Human Resources Commission honor all volunteers in the city who have done so much for our community during Volunteer Community Appreciation Day. This is a very special evening set aside to recognize all volunteers for their service, dedication and commitment to the Yorkville community. In addition to light refreshments, music and camaraderie we will be announcing the city's Volunteers of the Year. We're excited to announce that a new senior category has been added for this year. All nominees and winners will be recognized during the evening's festivities by Mayor Valerie Burd. We need your help in continuing this great Yorkville tradition by providing us with the names of individuals who have been dedicated to your organization and have provided countless hours of service to our community and have gone above and beyond to make Yorkville a great place to live and work. For your convenience we have attached a Volunteer of the Year award nomination form. Please feel free to duplicate the nomination form. More than one nomination per organization is acceptable and welcomed! Last year's event was extremely successful and was attended by individual volunteers,members of local organizations, service clubs and city committees. This year's Volunteer Community Appreciation Day will be held on Wednesday, October 20 at 6:30 p.m. in the Yorkville Public Library meeting room. Once again, thank you for all you do for our community and we look forward to seeing you at this year's Volunteer Community Appreciation Day. Please send completed forms to: Glory Spies, Community Relations, United City of Yorkville, 800 Game Farm Road, Yorkville, IL 60560. Sincerely, United City of Yorkville Human Resources Commission United City of Yorkville Outstanding Volunteer Award Nomination - Year 2009/2010 The name of the individual being submitted for Outstanding Volunteer must live or work within the United City of Yorkville or school district#115 boundaries for at least one year prior to the year of nomination. Please type or print neatly the information requested. This form may be accessed online at the United City of Yorkville Web site at www.Yorkville.it.usllivin volunteering.phi). Additional pages may be included. Please enclose any available articles or other information that supports the activity/contribution of the nominee.All winners and nominees will be recognized during Volunteer Community Appreciation Day on Wednesday, October 20, 6:30 p.m. in the Yorkville Public Library meeting room, 902 Game Farm Road in Yorkville. The deadline for nominations is Friday, September 10 (no exceptions). Nominations will be reviewed by the city's Human Resources Commission. More than one submission per organization/individual is acceptable. For additional information call 630.553.8564. Nominee: Age Group: (one winner will be selected in each of the following categories) Child (12 and under)` Teen (13-18) Adult(19-60) Senior(60+) Address: , Yorkville, IL 60560 Telephone: ( ) E-mail (Optional): Significant activity/contribution that the individual has performed to warrant nomination: Describe how this activity/contribution has impacted the United City of Yorkville, a local organization, group of individuals, or an individual: Estimate the amount of time during the year that was devoted to the activity: In your opinion, what makes this individual an outstanding volunteer? What specific characteristics/qualities does this person possess that you admire? Additional comments: Your name: Telephone: ( ) Address: , Yorkville, IL 60560 Thank you for your submission to Yorkville's HRC Outstanding Volunteer of the Year Award. Please submit this form to: United City of Yorkville, Attn: Glory Spies, Community Relations, 800 Game Farm Road, Yorkville, IL 60560. (Revised 01/22/2090) x`01% C4 Reviewed By: Agenda Item Number J f -cr Legal ❑ ! ,' � .c'�:;1C 1�` f,}, EST. leas Finance ❑ Engineer ❑ g Tracking Number O , City Administrator ❑ F1 I hake �O ❑ l Consutant ❑ <k E Agenda Item Summary Memo Title: Historical Street Naming Brochure Update Mecting and Date: HRC 2/17110 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Glory Spies Community Relations Name Department Agenda Item Notes: See attached. About-usa., United Citlj The United City of Yorkville of Yorkville J V Human Resource Commission was established in October of 1975. It is a citizens` commission for the E purpose of assessing and identifying a problems within the community which affect the social welfare of our citizens. The Commission's goal is to improve the quality of Iife and general welfare of the community. The Commission is composed of seven 4 „ residents of the City, one of whom is appointed ati chairperson. The appointments to the Commission are made by the mayor, with the t advice and consent of the City Council. Each member is appointed fbr a three-year term. - Meetings are held monthly at City Hall, 800 Game Farm Rd., Yorkville. Members of 1 the community are encouraged to serve on = Historical the Commission. If you are interested in volunteering your time on a committee that ?4 ( Street makes a difference, volunteer application ;i F -0 1 1 forms are available at wwwyorkville.il.us m C Naming c or by calling City Hall at 630.553.8564. ,W n c Program .o established 2002 For more information about the ,N c : Honanng citizens of the United United City of Yorkville 15 k'19 I--, ° Cip, of ?orkaille rr�lrn have shaped Human Resource Commission the lai.rtnry of rztrr cnnunrrnily. contact 630.553.8564. ;T In ljour honor... — UNITED CITY OF YORKVILLE 7 The United City of Yorkville's Historical Street Naming Program is a community prajcct �+ + + �. {�} that was developed in 2002 by the Human Resource Commission. The program was Historical Street established to pay tribute to residents in the community —both past and present---who have contributed to the development of the city. Due to the continued growth within the United Naming Program City of Yorkville, many new streets will need to be named. The Human Resource Commission would like to honor those individuals who have dedicated their time and commitment (see criteria below)in serving the community by naming a street in their honor. dame of nominated individual/t tmiiy: We are currentlg accepting names of deserving citizens,living or deceased for this Last known address;phony number: distinguished honor.The following is the criteria for submitting nominees to the Commission. Reason for nomination: -Streets should be named after a citizen or family, whether living or deceased; important event; historical location or company. -If living, please consult the recognized individual. If deceased, the family should be consulted. *In order to be considered, an individual should have lived in the city of Yorkville or have made a historical contribution to the community.A major contribution is defined as a significant contribution to the community, that has enriched or improved the community and the people living in the community for future generations. -Nominated individual(ig) geneat'al reputatiion shall have been above reproach. -The contribution could be accomplished through financial means, community service, active works or leadership in the community. ■Ya order to be considered, an individual must have completed the contribution for which he/she is being recognized. Name of nominator: -Any citizen of the United City of"Yorkville, or from outside the+community$ can.nominate Address: an individual's name as a historical street name. Gity; State:_ Zip Code: -Compilation of the list of names will be ongoing,new names will be added as they are Phone number: approved. E-mail: All nominations are reviewed by the Human Resource Commission.Ail recommendations Please feel free to enclose any other additional go to the Yorkville City Council for approval, decisions w ll be considered fin1l. comments, newspaper articles or commendations about -Priorities may change based on recommendation from the Human Resource Com>imb0iox%. your candidate. Please mail documentation and -Developers mcmt use a rninini■■■r.of 10 percent with a minimum one name fivm the application form to: United Citv of Yorkville recommended list unless determined otherwise by City Council. Historical Street Naming Program 1300 Came Farm Rd. Yorkville, II.60560 Additional application forms are available at www.gorizville tl.us. For information:(630' 553-8564