Strategic Plan Advisory Committee

City of Geneva Strategic Plan Advisory Committee Minutes Geneva City Hall Geneva, IL 60134 Wednesday January 15th, 2014 7:00 pm 1. Call to Order-Meeting called to order by Chairman Brault at 7:00 pm 2. Roll Call- Backus, Brault, Dispensa, Juby, Lingham, Main, Merrill, Walsma. Also present-Stephanie Dawkins, Luke McClanahan. Absent- Ploppert. 3. Amendments to the Agenda- None 4. Approval of Submitted Reports a. Approval of Minutes –Motion to approve-Main; second-Backus. Motion carried unanimously. b. Approval of Budget- Motion to approve Juby; second-Backus. Motion carried unanimously. 5. Update on Communications Coordinator and Bike/Ped Committee presentation scheduled for December 18, 2013. Due to lack of quorum, the December meeting did not occur. However, Communications Coordinator Kevin Stahr was available for questions and answers by SPAC members who were present but not discussing SPAC business. Stahr is the single source of communications for the City and provided updates on the new website and other social media outlets that the City is using to communicate information. Dave Peterson from the Bike/Ped subcommittee was scheduled to address committee members about updates, history, and accomplishments of the Bike -Pedestrian Sub Committee. A copy of his power point will be attached to the minutes from 1/15/14. Discussion included inquiries on how SPAC dissolves a sub-committee that has achieved its stated goal (Dawkins will consult bylaws for proper procedure but indicated it will probably require a communication from the Chairman to the committee stating that SPAC recognizes that the sub-committee has completed its mission/purpose followed by a presentation of a certificate recognizing and thanking each individual on the sub- committee, and an invitation to stay involved in the future.) It was determined that when finalized plans are submitted to Public Works, Bike/Ped will have successfully fulfilled its obligations as a sub-committee of SPAC. SPAC committee members will review the finalized master plan to determine the need for another sub-committee. 6. Sub-Committee Reports A. Bike/Ped- Backus reported that there were no new updates as the committee has not met since his last report. Copies of the brochure Bike to Metra were distributed to members and will be placed at strategic locations around town. Members were reminded that the cost of the brochures was split between Metra (80% of cost) and the City, with SPAC contributing $500. B. Geneva Learners- Chairman Brault informed the committee that due to a communication error, Geneva Learners was not informed of SPAC’s September decision to decommission the sub-committee. He reported that he and Dawkins both apologized for the oversight. C. Student Government-Dispensa reported that the November program was a success with lots of interest generated in the programs. Positive feedback from attendees included the appreciation of the opportunity to build individual relationships, as well as a chance to talk to officials about business. Also popular was the mock City Council meeting on whether or not the City should develop a formal succession plan. Initial sign up for the November program was 50 with a determination that half that amount would allow for a one on one pairing. The 25 students who were not able to participate are being urged to sign up for a duplicate program to occur on March 11th. Discussion included the mock election, exchange of ideas from November program, and successor for Dispensa, who will be leaving SPAC to attend college. Go Anna! D. NRC- Walsma reported that NRC is preparing for Earth Day. They are finalizing advertising and sponsorships and will be preparing posters that will be available at the next meeting to advertise the event. Participants will be able to bring electronics for recycling, purchase rain barrels, learn about bike safety, etc. on Saturday, April 12th at Peck Farm. In addition, on March 22 the NRC, in partnership with Western Avenue Schools Get Up and Grow, will host Wine, Cheese, and Trees at the Persinger Recreation Center. They will be reducing the cost per ticket and adding more auction items. Walsma also indicated that he would like Lingham to assume the primary liaison role to NRC; Dawkins will inform NRC so Lingham will be put on the distribution list. E. ICEC- Dawkins indicated that ICEC will be holding another fundraising event to enable them to continue to nurture and expand their international connections. 7. Discussion regarding Town Hall meeting Town Hall meeting tabled until SPAC has time to review finalized strategic plan document. 8. Additional Business a. Calendar Review- Next meeting February 19th. Discussion included moving finalizing of budget to February; moving goals discussion to February; annual report presentation by chair in June; tabling of Town Hall meeting. Additional changes to February will include budget discussion. Additions to April will include a reception in lieu of a formal meeting to thank outgoing members for their service and welcome tentative new appointees. b. Appointments-Juby, Merrill, and Walsma will be completing their terms in April. Juby and Merrill will be available for reappointment; Walsma would like to pursue membership on the NRC and therefore will not be available for reappointment. Advertisement for the one open position will begin in February. 9. Adjournment-motion to adjourn – Backus; second Main. Unanimous to adjourn at 8:12.