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Human Resources Commission Packet 2010 04-21-10 o UNITED CITY OF YORKVILLE J T HUMAN RESOURCES COMMISSION 1836 COMMITTEE MEETING 0 800 Game Farm Road I Yorkville, Illinois 60560 4t.E ��-`�a AGENDA Date: Wednesday, April 21, 2010 Time: 6:30PM City Conference Room Call to Order: Establish a Quorum: Introduction of Guests: Citizen Comments: Approval of Minutes: February 17, 2010 and March 10, 2010 Mayor's Report: Staff Reports: Committee Reports: New Business: 1. Ideas for Fundraising/Charitable Events Old Business: 1. Historical Street Naming Application Revisions 2. Government Day Update 3. Kendall Cares — Discussion 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, February 17, 2010 — 6:30 P.M. CALL TO ORDER: The meeting was called to order at 6:38 pm. ESTABLISH A QUORUM: PRESENT: Chairperson Gengler, Commissioners Pat Slocum, Margene Westlund ABSENT: Commissioners Cross, Harker, Knutson ALSO PRESENT: Glory Spies— Community Relations Director, Amy Baudouin As there was not a quorum, this meeting continued with discussion only. OLD BUSINESS 1. HRC Involvement in March 6th AID Telethon Ms. Spies previously suggested that the committee volunteer to man the phones for the AID Telethon, however it appeared that there were not enough volunteers to cover the 2-3 hour minimum commitment. The Environmental Fair is being held the same day and many members have made a commitment to that event. Amy Baudouin, Commissioner Westlund, Chairperson Gengler and Ms. Spies volunteered to be at the telethon at Sam for training and would man the phones from 9-10 am. Ms. Spies will make sure the time slot is still available. 2. Government Day Updates and Progress Chairperson Gengler tried to contact Mr. Dunn but has not received a response yet. He hopes to have the plans finalized at the next meeting. 3. Volunteer Community Appreciation Day Forms and 2010 Letter Ms. Spies reported that she created the cover letter and included notification that all nominees will be recognized. The event will be held on October 20, 2010 at the Library. Ms. Baudouin advised that she has contacts with a jazz band that might be willing to volunteer or play for a small fee. Commissioner Slocum feels that the cover letter is appropriate. Chairperson Gengler asked if the group was to start contacting the local groups within the school district boundaries to seek nominees. Ms. Spies suggested that the group divide the local groups at the next meeting and then everyone could get started. I nominee from each category will be selected, including the new senior category. The Mayor will present every nominee with a certificate and the winners will receive plaques. 4. Historical Street Naming Brochure Update Ms. Spies suggested that the group start with the brochure as it needs to be refined. Commissioner Slocum stated that since there was not a quorum, no action could be taken,but she agrees that the layout needs to be changed. Commissioner Slocum stated with regards to the entries the group is reviewing, she feels the commission should sends letters to those that require more information. She also feels that information such as the number of years the person resided here, what committees the person has been on, whether or not they were in a position of leadership, did their contribution result in a positive change and whether or not the person is deceased is all important information for the future entry form. Commissioner Slocum offered to create a mock application and will email it to everyone for review prior to the next meeting. ADDITIONAL DISCUSSION Ms. Spies • Suggested the next meeting be changed from March 17, 2010 to March 10, 2010 at 6:30pm. Chairperson Gengler will check with the absent members and email Ms. Spies and Meghan regarding the meeting date change. • Mayor Burd asked her to bring up Old Second Bank as the building is currently empty. is there anything this committee can think of to put there? Commissioner Slocum noted that the construction project on Route 47 and Route 34 included a proposal to remove the buildings on the east side of the street which would include the bank. The proposal stated that they would continue to purchase the land and houses to be demolished, therefore, she feels that needs to be determined first. Ms. Spies stated that the Mayor will probably be in attendance at the next meeting and this item could be discussed more. Commissioner Slocum ■ Asked if any feedback had been received about Holiday Under the Stars. She noted that some neighbors complained about it being on a Friday and causing traffic issues. Ms. Spies responded that most employees will not come back for events on Saturdays. Additionally, she added that there is a pretty solid plan in place regarding traffic for next year. Commissioner Westlund commented that there needs to be 2 horse carriages, to which Ms. Spies responded that there was not enough funding this year. Ms. Spies stated that next year there will be funding for buses to resolve traffic issues and 2 horse carriages. She stated that signs will be posted in advance of the event advising motorists of alternate routes. ADJOURNMENT OF THE HUMAN RESOURCES COMMISSION: The meeting adjourned at 7:27 pm. Minutes respectfully submitted by Margaret M. Hartigan. 2 DRAFT UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 HUMAN RESOURCES COMMISSION MEETING City Hall, Conference Room Wednesday, March 10, 2010 — 6:30 P.M. CALL TO ORDER: The meeting was called to order at 6:34 pm. ESTABLISH A QUORUM: PRESENT: Chairperson Gengler, Commissioners Pat Slocum, Joan Knutson, Amy Baudouin, Jill Harker and Margene Westlund ABSENT: Commissioner Cross ALSO PRESENT: Glory Spies — Community Relations Director (late arrival) and Mike Dunn - Yorkville High School Chairperson Gengler stated that Mr. Dunn needed to leave, therefore, the commission would discuss Government Day first. OLD BUSINESS 1. Government Day Updates and Progress It was determined that Mr. Dunn would promote the students attending the City Council Meeting of May 11, 2010 and he would offer extra credit for attending the meeting and reflecting on it. The students would also spend time covering Roberts Rules in order to conduct a mock City Council meeting. It was suggested that the students attend the City Council Meeting, spend approximately 1 week covering Roberts Rules, local government and conducting an election. Then come for a tour of the facility during a class period. Finally, they would come for a half day field trip to conduct the mock City Council Meeting. Mr. Dunn will come back in April to finalize the plans. Ms. Spies stated that dates need to be scheduled in order to book the rooms needed. She added that Mayor Burd will be in attendance at the next meeting to finalize the dates and plans. Commissioner Baudouin asked what was needed from the commission. Commission Slocum suggested that some members be in attendance during the mock trial to help the process flow, etc. I APPROVAL OF MINUTES The minutes of the December 18, 2009 and January 20, 2010 meetings were approved as presented. OLD BUSYNESS 3. Historical Street Naming Program Commissioner Slocum stated that historical refers to a point in time, whereas historic refers to something noteworthy or significant, therefore, she suggests changing the program name to Historic Street Naming Program, to which the entire commission agreed. She also suggested removing an event as something a street could be named for. The commission reviewed the guidelines. Commissioner Slocum will put the changes into the document and present it at the next meeting. Ms. Spies added that she would have Jennifer get together copies of the letters that are presently used for the commission to review. 2. Volunteer Community Appreciation Day Ms. Spies could not recall why this item was on the agenda, but stated that she would email the forms to the commissioners so they could start getting them out. The event will be held on October 20, 2010 at 6:30 pm. Commissioner Baudouin stated that she would try to get a 3 piece jazz band to play from 6:30 - 8 pm. Furthermore, she asked if food needed to be donated. Ms. Spies stated that there is a budget for food and that it will be purchased. Commissioner Knutson will put this event on the library calendar. NEW BUSYNESS 1. Historical Street Naming Recognition Event Ms. Spies suggests having an event to recognize those whose names have been selected for this program as many people say that they never hear anything after their submittal. She suggests that the Mayor give the family a certificate and a map indicating where the street is located. The first event could recognize all names that have already been selected. Once the program has been updated, she suggests returning this item to the agenda for more discussion. 2. Support for the Yorkville Art Community- Ideas and Discussion Ms. Spies stated that Mayor Burd is seeking suggestions on how we can support the art community. Commissioner Knutson stated that there is an annual event where teachers submit art projects to the county and the projects are then judged at the event. Ms. Spies stated that they are looking to include the art community as a whole. It was noted that an organization in Elgin takes empty store fronts and puts art in the windows. If anyone has ideas, they should send them to Ms. Spies and she will place them on the next agenda. 3. Kendall Cares Clinic The commission discussed this upcoming event on May 1, 2010 that brings together many social service agencies together to for those in need. This item was 2 placed on the agenda to make everyone aware of the event and in case anyone wishes to volunteer, Commissioner Westlund stated that the group is in need of advocates who are assigned to individuals for the day to be sure that they get all of the services they need. This item will be placed on the Old Business section of the next agenda. ADDITIONAL DISCUSSION None ADJOURNMENT OF THE HUMAN RESOURCES COMMISSION: The meeting adjourned at 7:57 pm. Minutes respectfully submitted by Margaret M. Hartigan. 3 `, e,D Clpy Reviewed By: Agenda Item Number J� k ,. 0-� Legal ❑ Old Business #1 Finance ❑ EST. �,. , 1838 Engineer ❑ Tracking Number City Administrator ❑ �0 Consultant ❑ <LE Agenda Item Summary Memo Title: Historical Street Nanning Application Revisions Meeting and Date: HRC 4/21/10 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Name Department Agenda Item Notes: Historic Street Name Nomination Form Nominated individuals,families, or companies must reside or be located within the Greater Yorkville Area and have made a significant contribution to the community. The nominee's character should be above reproach and their contributions to the Yorkville community should be above and beyond defined job responsibilities. Name of nominated individual,family,or company: Name as it would appear on the street sign (limit of 19 spaces;first and last name required): If living has the person been notified of the nomination and do they approve of their name being placed in nomination? If deceased has the person's family been notified of the nomination and given their approval? *Number of years nominee was a resident of the Greater Yorkville Area. (Please provide specific range of years if available; for example, 1965 to 1989.) *Nature of significant contribution to the community: *Financial (please explain) *Voluntary and Public Service List names of groups and agencies and number of years involved in each: (Please provide specific range of years if available.) Positions of leadership: (Please provide specific range of years if available.) Has the individual completed their service contribution to the community? *Please explain how these contributions have enriched or improved the community forth e people living in the Greater Yorkville Area. Name of Nominator: Address: Phone Number: Email: Please feel free to enclose any other additional comments, newspaper articles, or commendations about your nominee. The HRC will contact the nominator if additional information is needed. Mail Nomination Form and Documentation to: United City of Yorkville Historic Street Naming Program/Engineering Department 800 Game Farm Road. Yorkville, IL 60560 For information: 630-553-8528 Guidelines: Compilation of the list of names will be ongoing; new names added as they are approved.This List will be maintained by the Engineering Department. Priorities for naming may be established by the Human Resource Commission and/or the City Council. Full names will be required to be on the street sign (19 spaces). 10%of the street names within a development must be selected by the developer from the approved list of historic street names. All nominations will be reviewed by the Human Resource Commission; recommended names will be reviewed by the City Engineering Department, KenCom and the U.S. Post Office to avoid duplication. The recommended and reviewed nominations will be forwarded to the City Council, which will have final approval of the nomination. Engineering Department will notify the nominee and the nominator of the City Council approval. ,Engineering Department will notify the nominee upon selection of the name and the intended location. Announcement of selected names and map location will appear in the Kendall County Record once per year.