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Human Resource Commission Packet 2005 08-17-05 UNITED CITY OF YORKVILLE HUMAN RESOURCE COMMISSION COMMITTEE MEETING 804 Game Farm Road / Yorkville, Illinois 60560 AGENDA Date: Wednesday, August 17, 2005 Time: 6:00PM Police Department Conference Room Call to Order: Establish a Quorum Introduction of Guests Citizen Comments Approval of Minutes Committee Reports: 1. City Liaison Report— Chief Martin 2. Mayor's Report— Mayor Prochaska 3. City Council — Rose Spears, City Council Representative 4. Recreation Department — Sue Swithin 5. Library Board Meeting 6. School Reports Old Business: 1. Visitor Center (review progress towards getting brochures from area businesses) 2. Street Naming Policy and Make Changes 3. Plan for Future Committee Projects New Business: Additional Business: Adjournment Next Meeting Date — Wednesday, September 21, 2005 CO), United City of Yorkville Memo 800 Game Farm Road EST.kV l 1836 Yorkville, Illinois 60560 -c L Telephone: 630-553-4350 o Fax: 630-553-7575 Date: August 15, 2005 To: Human Resource Commission From: Lisa Pickering, Office Assistant Subject: Communication of Agenda Items During the August 17 meeting, I was hoping that under additional business, you could discuss the process for communicating agenda items for your meeting. I publish the agendas for your meetings each month. Sometimes, I have difficulty in reaching commission members to find out what items you would like on your agendas. I was hoping that you could decide on a contact person from your commission to contact me with the items that you would like on your agenda each month. The contact person could email me at: 1pickering@yorkville.il.us or could call me at 553-8567. As your meetings are on Wednesdays now, I would need to have any items that you would like on the agenda or in the agenda packets by the preceding Thursday before the meeting. That would allow me enough time to get the agenda in the mail to all of you. Thank you for your help in this matter. United City of Yorkville Human Resource Commission Meeting Minutes of July 20,2005 Location: Police Department Conference Room Called to Order: Diana called the meeting to order at 6:08 p.m. Quorum established Members present were: Ex-officio Members Tom Zerante Det. Stacy Mott Lorene Frieders Rose Spears,Alderman Cecelia Sanders Sylvia Kurtz Diana Lento-Reidy Absent: Wendy Gatz Dana Jones Sue Swithin Citizens-Guests: None Amendments to the Agenda:None Approval of Minutes:Diana motioned to accept,Tom seconded.Approved Note was made to check Sylvia and Diana e-mail addresses. Committee Reports: City Liaison Report: Stacy had no report Mayor's Report: No report City Council Report: Rose questioned HRC giving approval of Park District properties before the Park District. It was noted that the request form states that use of facilities is based on availability of space.The application from The Salvation Army Golden Diners was amended to note that funds would be used in Yorkville. Approved. It was noted that the sponsorship form should be changed to include"deposit will not be waived."Also noted that all revisions for forms should include a revision date so that old forms can be disposed of There was also discussion on the refund of deposits for use of City facilities. Recreation Report: None Library Report:No report School Report: No report HRC -July,2005 meeting-page 2 OLD BUSINESS There was discussion on where funds for sponsorships are coming from,the Police Department or the City. We also don't have a value of the various facilities that can be used.Parks and Recreation needs to be contacted to find out what fee levels are for various rooms/facilities. Rose will request this. There was also discussion on the Sponsorship Policy form that was approved by the City Council on June 28,2005. On the second page,under what we will not sponsor,it includes"individuals or private events benefitting one individual."According to those guidelines,we should not have approved the request for Debby Walker. Another question was the `not-for-profit status' line,as some organizations have a 501 (c)(3),while others do not,but do they need to have this to apply for sponsorship?Other questions about the approved form include needing a `history of the project' and `marketing/promotional opportunities & venues' as well as `publicity samples' as most applicants would not have this information. Should we restrict events that benefit one individual,especially when that individual may have done much for the community? It was decided to redo the Sponsorship form, addint the time of the event on the form.Rose will do this and also redo the form approved by City Council so the two match in information and are easier to use. There was also a discussion on what `partnership' means.Who are we partners with so we know that those events do not require approval of City assistance from HRC. Visitor's Center: There was a request from St. Mary's School to put a brochure in the racks. Diana made a motion to approve,Lorene seconded. Approved. It was suggested to invite Glory Spies to the HRC meeting at a future date. There was discussion on the letter that should go out again to businesses/organizations. The form was looked over. The City Clerk should not be named as the contact. Also the sentence on 'your submission for approval' should be removed. The line on guidelines should be removed,also,and `schools' should be added. Cecelia will make these changes. It was suggested that Molly had the ability to create a list for labels of current businesses,but it is difficult to keep up-to-date lists. At the next meeting,we will work on the criteria for the Visitor's Center. Street Naming: Sylvia went through the books and found that 11 names had been approved without any history or documentation in the books. One name was misspelled. On the application it was Godard,on the approved list it is Goddard.Another question pertained to the names McClellan and McClelland which is used in Grand Reserve.A call was placed to Elmer- July,2005 meeting-page 2 people, one McClellan, and another,McClelland. He believes the sign in Grand Reserve is Dickson who made the original requests. The names should be Godard,and there were two HRC spelled incorrectly. Sylvia will check on this. There was discussion on the way to designate Historical Named streets.After discussion,Diana motioned to request that the Historical Name be added to existing street signs,with a new sign in brown stating' Historical Street Name' and the full name of the person being honored. Cecelia seconded. Approved. NEW BUSINESS At the last meeting,the Mayor wants to identify where the money is going. HRC feels this should be done on the City level and should not be an HRC decision. ADDITIONAL BUSINESS It was decided that Rose would bring the survey study done by Parks&Recreation at the schools to the City. Rose is now on the Northeastern Illinois Area Agency on Aging Board and they will be holding a Chef's Brunch in November. On Oct. 31st they will be putting together the event booklet and can use help if anyone is available. Lorene made a motion to adjourn Sylvia seconded.Meeting adjourned at 8:20 p.m. Minutes submitted by Cecelia Sanders Page 1 of 1 Liz D'Anna From: Harold Martin [hmartin@yorkville.il.us] Sent: Thursday, August 04, 2005 8:16 AM To: Idanna@yorkville.il.us Subject: FW: HRC minutes &Visitor form Original Message From: Jennifer Fischer [mailto:jfischer@yorkville.il.us] Sent: Monday, August 01, 2005 8:36 AM To: 'James Sanders' Subject: RE: HRC minutes &Visitor form The name `Goddard' was approved as such for use in Whispering Meadows. It's early enough that the street signs have not been ordered yet. The name `McLellan' was approved as such for use in Grande Reserve. Not sure if PW has ordered this specific street sign yet, but I know that they've ordered a ton of them for the development already, so it probably has. If there's a change to the spelling, I need to notify PW asap; please advise. Jennifer L. Fischer United City of Yorkville Engineering Assistant Phone 630/553-8528 Fax 630/553-3436 jfischer@yorkville.il.us Original Message From: James Sanders [mailto:ccjamesk@sbcglobal.net] Sent: Saturday, July 30, 2005 8:45 AM To: Jennifer Fischer; Dana Jones; Sylvia Kurtz; Diana Lento-Riedy; Chief Harold Martin; Mayor Art Prochaska; Rose Spears; Sue Swithin; Tom Zerante Subject: HRC minutes &Visitor form Attached are the July minutes and revised Visitor's Center form 8/8/2005 HUMAN RESOURSE COMMISSION-VISITOR'S CENTER Dear Business and Community Organization, The Human Resource Commission of The United City of Yorkville has developed a"Visitor and Community Information Center,"located in the foyer of the City Hall building. WHO SHOULD PUT INFORMATION HERE? * businesses * churches * civic, social service and other groups * agencies/organizations providing services and/or programs * historical groups * groups offering recreational opportunities * schools HOW TO PRESENT THE INFORMATION? * Develop a tri fold brochure or a 3 1/2"wide double-sided flyer(this can be done on your computer, in color or black& white), submit it to the Human Resource Commission for approval for placement in the display. PURPOSE OF THE VISITOR'S CENTER * Inform visitors and residents of the many and varied opportunities within our community-a great way to advertise your services/programs. * To encourage active participation of residents in community functions. The Visitor's Center will be open during regular business hours,Monday through Friday. Weekend hours will coincide with the day shift of the police department. We look forward to receiving your submission for approval. Please contact City Hall, at 553-4350 if you need more information. Thank you.We look forward to your participation in this program. (revised 7/05)