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Human Resource Commission Packet 2008 02-20-08 UNITED CITY OF YORKVILLE HUMAN RESOURCE COMMISSION COMMITTEE MEETING 804 Game Farm Road / Yorkville, Illinois 60560 AGENDA Date: Wednesday, February 20, 2008 Time: 6:OOPM Location: Yorkville Police Department Conference Room Call to Order: Establish a Quorum: Introduction of Guests : Citizen Comments: Approval of Minutes: January 16, 2008 Committee Reports: New Business: 1 . Mission Statement 2. Provide information and suggestions on how the city can work with other taxing bodies, i.e. the school district, county, etc. and other public or private organizations to better serve the Yorkville community. 3 . Member Resignations Old Business: 1 . Committee Procedures for Meeting Agendas & Minutes Update 2. Senior Citizen' s Program Update a. Dog Food / Supplies b. Volunteers Additional Business: Adjournment: United City of Yorkville Human Resources Commission DRAFT Meeting Minutes of January 16, 2008 Location: Police Department Conference Room Call to Order: Diana called the meeting to order at 6: 15 pm. Quorum established. Members present: Ex-officio members Diana Lento-Reidy Sgt. Barry Groesch Cecelia Sanders Rose Spears Tom Zerante Dana Jones Members Absent Lorene Frieders Jeff Grezlik Citizens — Guests: Art Prochaska A Quorum was established. The Minutes from the May 17, 2006 meeting as well as the Minutes from the April 21 , 2006 meeting were reviewed. Dana made a motion to approve both minutes, Diana corrected the June minutes to include her as in attendance. Both APPROVED. The minutes from the November 28, 2007 meeting were not available. Citizen Prochaska noted that he believes the job of the HRC group is important and an asset to the City. Committee Reports: City Liaison Report: There was a discussion on the need to have an agenda and minutes available two weeks prior to the meeting date. It was suggested to speak to Lisa at the City about deadlines and the fact that most of the items that come up for review (Visitors Center brochures, Street naming nominations, etc.) come to the City and not the HRC group itself, that it might be easier for her to make up the agenda, with assistance from the group minutes from the previous meeting as to `old' business or `new' business. Mayor's Report: No report City Council Report: No report New Business: VISITOR CENTER: A brochure from the York Meadows Apartments presented and reviewed. Diana made the motion to approve, Dana seconded. Approved. Old Business: Rose addressed the proposed program to provide pet food and supplies to seniors, and volunteers are needed to help deliver. Cecelia asked if the CNN meal delivery drivers would be able to do the delivery along with the meal delivery. Cecelia asked about the status of Lorene Frieders as she has not been able to attend meetings for over a year. Someone mentioned they thought she was in a nursing home. Barry tried to call her previous contact number and her daughter, but there was no answer at either. Diana mentioned she has spoken to Kathy Farren at the Record and Kathy is willing to print any articles that we need to have publicized. Diana also said she has contacted Mayor Burd about meeting to discuss the future of HRC and will hopefully meet before the next meeting of HRC. The Council is supposed to have seven members. Cecelia reported she had received an e-mail from Madonna saying she has been very busy lately and may need to resign her position on the HRC. There was discussion on the street naming program and to the status of how many developers are using the historic street names in their subdivisions. It was noted that there are several more names assigned than were on earlier lists. Cecelia questioned the use of Identa Rd at 126 and 71 — where is this designation and when will it be assigned since the road is supposed to have been completed. Dana also mentioned that some developers have `themes' and may not want to use the historical names. Is there someone who checks on this? Also, what is the status of ordering the brown signs to go under the historical street name signs and what plans have been made for the dedication of these signs? Madonna was supposed to have developed a program to put the applicants and results on a computer and disc. It was suggested to contact Brendan McLaughlin and invite him to a meeting. Another question is what happened to the money that was collected at the Polka Party held over a year ago that was supposed to have been designated for senior programs? Madonna should know the amount. An additional question is how much money is in the budget for HRC and how are we allowed to suggest it be distributed? Tom motioned to adjourn, Dana seconded. Meeting adjourned at 6:48. Next meeting is on Wednesday, February 20, 2008. Meeting minutes submitted by Cecelia Sanders 1 /21/08 To: Barry Groesch/Yorkville Police Department My mother is Lorene Frieders she has been on a committee with the Yorkville Police Department. She will no longer be able to do that as she is in an Assisted Living facility. She suffers from dementia and various health problems. She enjoyed doing this for the community, thank you for the opportunity. Joe Ann Nemmers Daughter and POA \I Read Message - SmarterMail Page 1 of 1 From : "Jeff Grezlik" <jeffreygrezlik @yahoo.com> Date: Thursday, January 17, 2008 4:00 PM To: 'Rose Spears" <rspears @yorkville.il.us> HTML I Plain Text I Header I Raw Content Subject: Spring Semester Dear Rose, Since my new semester began, my amount of meetings has doubled due to my involvement in the Political Science club of AU. We are preparing heavily for the MIG (Model Illinois Government), where we travel to Springfield and represent AU during the mock legislative sessions. Also we are attending Midwest Model UN, which is a mock UN conference where schools choose countries to represent during the session. I have meetings on wednesday nights that are going to prevent me from attending the HRC. I asked last night and they said the meetings are mandatory. If its possible for me to resign my position on the committee, that would allow another member to be appointed and take my position because of my obligations. If you could let me know the process for resigning, i could carry it all out. I hope you understand and i appreciated the opportunity to serve my city. Sincerely, Jeff Grezlik Looking for last minute shopping deals? Find them fast with Yahoo! Search. http://maii.yorkviIle. il.us/Main/frmReadMaiI_Body.aspx?folder= l nbox&messageid=3419&sortType. . . 1 /28/2008 ,2 p 0 Memorandum EST. � � 1836 To: Human Resource Commission ~ From: Lisa Pickering, Deputy Clerk f �« p Meghan Gehr,Administrative Assistant CC: CE Date: February 15, 2008 Subject: Agenda and Minutes processes In order to create an agenda and minute taking process that is parallel throughout all United City of Yorkville committees, the Clerk's Office has created a handbook to provide information to newly formed committees. This handbook is designed as an introduction to the chairpersons of the new committee; however it is being supplied to all members of the Human Resource Commission to review. It is our hope that the agenda and minutes processes will proceed more smoothly for future meetings. NEW COMMITTEE HANDBOOK A Guide to Getting Started United City of yorkviCCe 800 Game Farm Road yorkviCCe, IL 6056o =®��o c®r® United City of Yorkville "` 800 Game Farm Road EST. -1 :.: 1336 Yorkville, Illinois 60560 Telephone: 630-553 -4350 ® p Fax: 630-553 -7575 p � 0 <LE Dear Chairperson, Welcome and congratuCations on the formation of this new committee! Citizen committees tike this one are what make yorkviCCe such a wonderful community in which to Live. As a citizen committee you wifl serve as an advisory board to the yorkviCCe City Council As a direct result of your ideas and advice, new programs, procedures and standards for providing exemplary service to the citizens of yorkviCCe may come to fruition. As the Chairperson of this committee you wilt serve as the main point of contact for committee members, as weCC as for City staff. It wiff be your responsibitity to provide the City Cterk s office with information reCating to meeting dates and times, as weft as agenda reCated information. Couidetines andprocedures for meeting agendas andmeeting minutes are enclosed Also enclosed is the contact information you wiffneed Thank you for taking time to serve the United City of yorkviCCe! Best wishes, Lisa Pickering & Neghan Gehr Clerk's Office United City of yorkviCCe AGENDAS Agendas for all City meetings are distributed by the City Clerk' s office. In order to comply with the State of Illinois Open Meetings Act, meeting agendas are required to be distributed to the appropriate bodies a minimum of 48 hours before a public meeting. Once a meeting agenda has been finalized, the Clerk' s office will post the agenda in the lobby of City Hall, as well as on the City website. It will also be provided to the local press, all elected officials, and all City departments. Additionally, the Clerk' s office will supply all committee members with an agenda and any supplemental information prior to the meeting date. To ensure that agendas are prepared and supplied in a timely fashion, it is requested that you provide the Clerk' s office with an agenda at least one ( 1 ) week prior to the date of the meeting. Typically, items for the agenda are decided at the previous meeting and/or through committee members contacting the chairperson with items they would like to discuss. There is no particular format required for agendas, however a sample agenda is attached for you to use as a model if you choose. Agenda Process / Timeline 1 week (minimum) Agenda items provided to Clerk's office by committee before meeting Chairperson. 48 hours (minimum) Agenda distributed by Clerk's office to appropriate before meeting bodies. *NOTE: Any meeting in which committee business is discussed requires an agenda to posted in order to inform the public. Meeting without posting an agenda at least 48 hours in advance violates the Open Meetings Act. SAMPLE ,QED C/r` Jz� A o United City of Yorkville 800 Game Farm Road EST 1 1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 Fax: 630-553-7575 <kE AGENDA COMMITTEE NAME Meeting Date Time Location Call to Order: Welcome Members and Guests: Approval/Correction of Minutes: Date of Minutes (minutes from the previous meeting being reviewed for accuracy) New Business: (new items that are being brought up for discussion for the first time) 1) 2) 3) Old Business: (continuation of items that have been discussed at previous meetings) 1) 2) Additional Business: (items that are not listed on the agenda but come up for discussion at the meeting) Adjournment: MINUTES At each meeting, minutes should be taken to provide an account of the discussion held at that meeting. These minutes become part of the permanent record on file at City Hall. It is not required that minutes transcribe the meeting discussion verbatim; rather they should present a summary of main topics and key points. A sample is attached for reference. It is recommended that, at the first meeting, the Chairperson appoint a member of the committee to be recording secretary for the committee. This way there will be no confusion as to who is taking minutes for each meeting and the Clerk' s office will know who to contact with questions regarding minutes for the committee. The recording secretary should provide a draft copy of meeting minutes to the Clerk' s office within 7- 10 days after the meeting. The draft minutes will help the Clerk' s office to know if any action needs to be taken on items that were discussed and will also help in preparing the agenda for the following meeting. At the following committee meeting, the draft minutes from the previous meeting should be reviewed by the committee members to check for errors or points that may need to be clarified. The recording secretary should note any changes that need to be made and provide a final, approved copy of the previous meeting minutes to the Clerk' s office within one ( 1 ) week after their approval . The approved minutes will be posted on the City website and filed in the Clerk' s office permanently. Minutes Process / Timeline 7 — 10 days after Draft minutes provided to Clerk' s office. meeting Next meeting Draft minutes reviewed and approved by committee. One ( 1 ) week after Final approved minutes provided to Clerk's office to be approval posted online and entered into permanent record. SAMPLE Page 1 UNITED CITY OF YORKVILLE ECONOMIC DEVELOPMENT COMMITTEE Tuesday,August 21, 2007, 7pm Conference Room Call to Order: The meeting was called to order at 7:01 pm by Chairman Jason Leslie. Committee Members Present: Alderman Jason Leslie, Chairman Alderman Joe Besco Alderman Gary Golinski Alderman Marty Munns Guests: Mayor Valerie Burd(arr. 7:30pm) Alderman Joe Plocher Alderwoman Rose Spears Community Development Director Travis Miller Interim City Manager Bart Olson Economic Development Director Lynn Dubajic Attorney Gregg higemunson Tony Scott,Kendall County Record Donna& Gary Cervelli,Tuscany Real Estate Investments Diane Pobol Ken Spaeth, Old 2nd Bank Minutes for Correction/Approval: July 31,2007 The minutes were approved as read. New Business: L EDC 2007-32 Monthly Building Permit Report for July 2007 Travis Miller reported that residential permits are down, however,he noted 38 permits were issued in July, 2006 compared to 34 in July, 2007. Due to rapid commercial growth, the City is only down 10% for all permits compared to last year. Alderman Leslie asked how this has affected the budget so far this year. The capital fees tied to building permits are only slightly behind and there has been no effect on major capital purchases at this time according to Bart Olson. He also noted additional squad cars will be purchased when there is more cash available. He said there is great cooperation between departments regarding large dollar purchases. No further action was required and this information will move to C.O.W. SAMPLE Page 2 2. EDC 2007-33 Monthly Plan Commission Report for August 2007 The Jake Land Group was the only item in this report and Mr. Miller provided a summary of the Plan Commission meeting. Since the EDC had requested to be informed when the Plan Commission is not in favor of proposed developments, he brought the information forward to this committee. In this case, the commission approved annexation,but not the PUD or zoning. Mr. Miller said the case will move to Public Hearing on August 28`h without revisions and he said this is typical. The next step is the annexation agreement and then the matter moves back to EDC with revisions. It was noted that when an application comes in, there is a draft annexation agreement attached. When that is presented at a Public Hearing,the staff has not yet reviewed it. Alderwoman Spears noted that previously during Public Hearings,the Council was allowed to address the petitioner and state concerns. However, at the last Public Hearing held, she noted that the Council was advised that was not the time for comment--that it was only a presentation. Bart Olson said the Council and Mayor would need to decide what procedure would be followed and he suggested the Mayor and Aldermen should discuss this matter. Ms. Spears asked to have this matter placed on a future C.O.W. agenda. Old Business: 1. PC 2007-24%alant Development-Rezoning This development is at the corner of Rt. 47 and Center St. and the petitioner has requested rezoning from R-2 to B-2. One of the concerns was that parking would possibly spill over into the park area especially on the weekend when events might be held. Alderman Leslie also noted that the business would be within 2 feet of the fixture right-of-way Comments from Mr. Miller included: This is a non-conforming structure and if a fire occurred, the property would have to go through the variance process. Language regarding right-in/right- out, signage, water connection/well abandonment will be added to the development agreement. Revisions will be submitted so that the matter can be considered at the August 28`h Council meeting. A consensus of the group was reached. Additional Business: None Adjournment: Having no further business, the meeting was adjourned at 7:55pm. Minutes respectfully submitted by Marlys Young, Minute Taker CONTACT All issues relating to agendas and/or minutes should be directed to the City Clerk's office: CLERK'S OFFICE Lisa Pickering, (630) 553-8567 Deputy Clerk 1 ickerin orkville.il.us Meghan Gehr, 630) 553-8531 Administrative Assistant m ehr orkville.il.us CITY HALL MAIN NUMBER (630) 553-4350 *CITY WEBSITE www.yorkville.il.us (*To find agendas and minutes on the website, click the "City Government' tab at the top of the page. On the right hand side of that page there will be a banner where you can click to go to "Meeting Agendas" or"Meeting Minutes")