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Human Resources Commission Minutes 2009 09-16-09 APPROVED W/ CORRECTIONS 11/18/09 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 HUMAN RESOURCES COMMISSION MEETING City Hall, Conference Room Wednesday, September 16, 2009 – 6:30 P.M. CALL TO ORDER: Discussion began at 6:28 pm, however, the meeting was not called to order until 6:33 pm when a quorum was in place. ESTABLISH A QUORUM: PRESENT: Chairperson Gengler, Commissioners Joan Knutson, Pat Slocum and Deanna Cross (arrived at 6:33 pm). ABSENT: Commissioner Edmont Iljazi ALSO PRESENT: Sgt. Larry Hilt – Liaison, Glory Spies – Community Relations Director, Mayor Burd, Jill Harker, Jennifer Woodrick – Engineering Dept, Mike Dunn – Yorkville High School Teacher INTRODUCTION OF GUESTS: Chairperson Gengler stated that Mr. Dunn was in attendance to discuss Government Day, Jennifer Woodrick was in attendance to discuss the Historical Street Naming Program and Jill Harker is a possible new member. CITIZEN COMMENTS: None Chairperson Gengler asked to move to Old Business item 1. OLD BUSINESS: 1.Government Day – Update / Discussion Chairperson Gengler asked if Mr. Dunn could incorporate Government Day into his class curriculum and if classes could be held at City Hall that day in the form of a mock government day. Mr. Dunn stated that he feels this is a great opportunity for hands on learning, especially within the community the kids live in. His AP Government class is an 18 week class from January – May, the other class is American Government and it lasts 9 weeks. He feels that it would be most appropriate to open this up to the AP Government class since they have more time. Additionally, during their state constitution coverage, they discuss local state representatives; therefore, this could easily be included during that time period. 1 There are 2 classes of 18-20 kids each. The kids would be asked to return for the City Council meeting. It was determined that Government Day would be scheduled the second week in May, to correspond with the students coverage of the IL Constitution. The class length is 90 minutes, so the students would take a field trip to City Hall and be asked to return in the evening for a mock City Council Meeting. Mayor Burd suggests allowing the students to take over the City for the day. Chairperson Gengler suggests that Mr. Dunn return in the spring to finalize the details. Mr. Dunn stated he was very excited about this opportunity. Chairperson Gengler asked to move to New Business item 3. NEW BUSINESS 3.Historical Street Naming Program – Discussion Ms. Woodrick stated that she works in the Engineering Department and works with the streets. This committee works on the Historical Street Naming Program. The program involves people nominating a street name, researching the name, and then making a recommendation whether or not it goes on the list that developers choose from. Developers are asked to pick at least 1 name from the list in each development. She distributed a memo that includes the names of every person ever nominated and the status of each nomination. Additionally, there is some old information that needs to be sorted out. She distributed packets of information such as new nominees, names not recommended but are being asked to be reviewed again, nominations that require more information (most of very old but information was never provided and a resolution is needed) and a master list of approved names. Ms. Woodrick stated that developers complain that there are not enough names to choose from and not many within their subdivision themes. The City would like to build the list up again. Furthermore, she stated that developers would like to use a combination of both their first and last names, which has not been done in the past. Currently, street signs can hold either 16 or 19 characters. Additionally, we are using green signs. Glory Spies stated there are no funds to purchase brown signs. Ms. Woodrick stated that the developer is required to purchase the signs and must purchase 2 in case one is damaged. She stated that there is no expense to the City. Chairperson Gengler stated that he felt it would be nice to memorialize the person with the brown sign. Committeeman Cross stated that she feels that she wouldn’t know if a street was named something special or if the developer just picked the name if they were all green signs. Ms. Woodrick stated that the committee should take into consideration that it would be very costly to change the signs for streets that are already part of the program. However, she also stated that people are requesting special signage and the developers really want that. Ms. Woodrick will check the maximum number of letters and spaces for signs and also if the MUTCD recognizes brown signs as a proper form of street signage. 2 Mayor Burd stated that the City Council will set the program standards based upon recommendations of this committee. Furthermore, she stated that the current ordinance does not specify how the name shall be used (i.e. First, last, both) so that is up to HRC recommendation as well. Ms. Woodrick stated that Glory receives the nomination. Glory puts the item on the HRC agenda and simultaneously, Ms. Woodrick checks the name through KenCom and the Post Office to check for duplicates or other problems prior to the HRC Meeting. Ms. Woodrick also rechecks the name through both agencies prior to proceeding to the City Council agenda. Glory Spies asks what happens when a name is too long. It was suggested that titles should not be used such as doctor or judge, but initials would be helpful in shortening a name. Committeeman Slocum asked what should be done when the research is completed on the forms that were distributed. Ms. Woodrick stated that action needs to be taken and the families need to be notified. Committeeman Slocum also asked if the committee should send letters to the families if more information is needed. Ms. Woodrick stated that it would be appropriate coming from the HRC. However, she will help out if needed. This item will remain on the agenda. All members were asked to review the materials they received for the next meeting. Committeeman Knutson motioned to table this item until the next meeting. Committeeman Slocum seconded the motion. Upon voice vote, MOTION DECLARED CARRIED. APPROVAL OF MINUTES Committeeman Slocum motioned to approve the July 15, 2009 minutes submitted and the August 19, 2009 minutes as corrected. Committeeman Knutson seconded the motion. Upon voice vote, MOTION DECLARED CARRIED. MAYOR’S REPORT Mayor Burd reported that the City’s entry for the Float Your Boat competition came in first place. The boat was sailed by Aldermen Werderich and Teeling. The Parks Department st made the boat and it looked like a shark. They just missed 1 place in the second heat, but Alderman Teeling’s seat collapsed. A good time was had by all. STAFF REPORTS Glory Spies stated that she would interject when needed. COMMITTEE REPORTS None NEW BUSINESS 1.Illinois Humanities Council – Studs Terkel Humanities Service Award 3 Committeeman Slocum nominated Rick Falato. Committeeman Slocum stated that Ms. Spies put together a tremendous letter. Glory stated that she contacted him and informed him of the nomination. Entries were due yesterday. 2.CASA Kendall County – Volunteering – Discussion Mayor Burd stated that volunteers are needed for court appointed special advocates (Guardian At Litem). Sometimes the volunteers are asked to go into court to stand up as an advocate for the child. CASA is always looking for people to do it. Ms. Spies added that CASA will be hosting a Meatballs and Murder fundraiser which includes a spaghetti dinner and a murder mystery. Please pass along the information to anyone that might be interested. The event is being held at Mia Amore in Plano on October 24, 2009 from 6-9 pm. Funds are raised for training. The program is all volunteers except the Director, Assistant Director and some support staff. Volunteers could be assigned to a family for 6 months to 3 years, or until the case is closed. Therefore, extensive training is needed for the volunteers. Additionally, good record keeping is necessary as many times judges will request recommendations from the advocates. Committeeman Cross stated that CASA Kane County gets a lot of help from licensed clinicians, etc. so there are many opportunities for interaction with the child. Mayor Burd stated that advocates need to report on their interactions with the child and they must be unbiased. Committeeman Cross added that due to the economy, there could be an increase in the need as when stress goes up so does the incidents of abuse (alcohol / drug abuse, domestic violence, etc.). Anyone interested in volunteering should contact Becky Zuardo. 4.Activities for Disabled Persons – Discussion Ms. Spies stated that Robin Frisch has a disabled son and she is trying to help him make friends or get involved in activities with persons similar to him. Discussion regarding this matter took place at the previous meeting. Minute Taker Hartigan reminded the committee about the previous discussion and stated that she had suggested the Fox Valley Special Recreation Association. Mayor Burd stated that they don’t have a presence in Yorkville. Committeeman Cross stated that the United Way had previously paid the difference between resident / non-resident fees for someone in the past. Mayor Burd feels that this committee needs to look into how he can make friends in Yorkville such as starting a club or asking the Rec Center to start a program. Committeeman Cross suggested she contact Mr. David Baker who works with individuals with disabilities as far as employment and housing placement goes. He would have a better idea of what the population in the area is like. Minute Taker Hartigan suggested the City put information in the City newsletter stating that the Committee is looking to form a social group, etc. and is seeking information regarding individuals with disabilities that would be interested in becoming involved. Ms. Spies stated that the next newsletter will be distributed on October 2, 2009. 4 This item will be moved to Old Business on the next agenda. 5.Community Appreciation Day Event – Discussion Chairperson Gengler stated that Ms. Spies had sent out 4 nominated names for a vote. Ms. Spies stated that she received 2 more nominations in the mail today so she would like the committee to revote next week. Committeeman Slocum stated that she re- ontacted several organizations on her list and it seemed that people were getting irritated. Mr. Spies stated that she prepared the invitation and needed the committee to send them out to the organizations on their respective lists as soon as possible. The event will include light refreshments. Ms. Spies will send everyone the invitations in a .pdf format. It would be a good idea to follow up with the organizations, especially if the person chosen is from their organization. Committeeman Slocum asked if a meeting would take place that evening. Ms. Spies stated that a short meeting would take place at the library. Discussion took place regarding suggestions for refreshments. Ms. Spies suggested a fall theme such as apple cider, strudel, etc. Mayor Burd stated that the person who nominated the winner should be given an opportunity to speak about the winner. Additionally, she suggests that photos of volunteers being shown on a video screen. Ms. Spies stated that light music will be played during the meet and greet. Committeeman Slocum and Knutson and Chairperson Gengler will all arrive early at approximately 5:30 pm. 6.Project List – Discussion The Mayor would like to have a list put together or projects in the community that we have a need for. Chairperson Gengler stated that the street naming project will be very time consuming so he is concerned that the committee will be too involved with other things. Mayor Burd stated that the goal of this committee is to help people. She feels that the street naming program is nice, but we need to help people. Chairperson Gengler instructed the committee to watch for projects they could become involved in and put them on a list for future consideration. Ms. Spies added that with regards to the Governors Home Town Award, she has not heard anything yet. OLD BUSINESS Government Day 1. This item to be placed on the November agenda. Community Thanksgiving Dinner at Silver Dollar – Update / Discussion 2. Committeeman Slocum stated that Committeeman Iljazi will hold the event; the issue was how to get the seniors there. Mayor Burd stated that in the past, he was looking 5 for people to donate pies and wanted to know if that was still something he was interested in. Mayor Burd will contact Committeeman Iljazi to discuss this matter. This item will move to the November agenda under Old Business for follow up. ADDITIONAL DISCUSSION Ms. Spies – The City will still hold the holiday festival but it will be on a much smaller scale. Volunteers are needed. Last year we put together a glove/mitten drive. Since there will be no tents in the park, perhaps the businesses downtown could put out collection boxes. The event is being held November 20, 2009. Chairperson Gengler stated that this item could be discussed at more length at the October meeting at the library. Mayor Burd – Explained that the Chamber of Commerce had backed off of the holiday festival in the past. The City took it over and had thousands of people in attendance. Now, the Chamber of Commerce wants to be involved again and refocus the event on the downtown area. There will be a trackless train in the parking lot along Van Emmon and possible ice skating in the park. Furthermore she stated that the City Council voted not to fund this event. Last year the City raised $15,000.00 in donations and the City paid $5000.00. So far, Ms. Spies has raised $3000.00. If anyone is aware of organizations willing to donate, please contact Ms. Spies. Ms. Spies suggests charging a nominal fee for the train ride or horse and carriage rides. Ms. Spies stated that she needs this committee to coordinate the hats/gloves/mitten drive. Committeeman Slocum offered to decorate the boxes. Ms. Spies will collect boxes and inform her when they are available for pick up. Boxes will also be needed at City Hall, the library and the Rec Center. The boxes should be out approximately 1 week in advance of the event. ADJOURNMENT OF THE HUMAN RESOURCES COMMISSION: Committeeman Knutson motioned to adjourn the Human Resources Committee Meeting. Committeeman Slocum seconded the motion. The meeting adjourned at 8:34 pm. Minutes respectfully submitted by Margaret M. Hartigan. 6