General Administration & Personnel Committee

Regular Meeting

Hoffman Estates, IL · December 9, 2024

Minutes

Village of Hoffman Estates GENERAL ADMINISTRATION & PERSONNEL COMMITTEE MEETING MINUTES December 9, 2024 1. ROLL CALL Members in Attendance: Patrick Kinnane, Chair Gary Stanton, Vice-Chair Karen Arnet, Trustee Karen Mills, Trustee Anna Newell, Trustee Mayor William D. McLeod Members Absent: Gary Pilafas, Trustee Management Team Members in Attendance: Eric Palm, Village Manager Dan O’Malley, Deputy Village Manager Arthur Janura, Corporation Counsel Jon Pape, Assistant Village Manager Patrick Seger, Director of HRM Alan Wenderski, Director of Engineering Kevin Kramer, Director of Econ. Dev. Sanyo Kapur, Dir. of Bldg. & Code Enf. Kasia Cawley, Police Chief Alan Wax, Fire Chief Monica Saavedra, Director of HHS Joe Nebel, Director of Public Works Darek Raszka, Director of IS Patty Richter, Village Clerk Ben Gibbs, GM, NOW Arena Ken Koop, Risk Manager Jennifer Horn, Dir. Planning and Trans. Ric Signorella, Multimedia Production Mgr. The General Administration & Personnel Committee meeting was called to order at 7:00 p.m. 2. APPROVAL OF MINUTES Motion by Trustee Arnet, seconded by Trustee Stanton, to approve the General Administration & Personnel Committee meeting minutes of November 11, 2024. Voice vote taken. All ayes. Motion carried. 3. PUBLIC COMMENT 4. OLD BUSINESS General Administration & Personnel Committee -2- December 9, 2024 5. NEW BUSINESS A. Discussion regarding 2025 Village Board and Standing Committees meeting schedule. An item summary sheet from Eric Palm was presented to Committee. Eric Palm addressed the Committee and reported that the Village Board and Standing Committee meetings schedule follows what the Village has done for the past several years, including moving meetings that fall on national holidays as well as religious holidays. The meetings will continue with a summer schedule as well. Mayor McLeod asked that the January 6 Village Board meeting be moved to January 13, following Committees due to lame duck session in Springfield. Motion by Trustee Mills, seconded by Trustee Arnet, to approve the 2025 Village Board and Standing Committees meeting schedule, with the January 6 Board meeting being moved to January 13. Voice vote taken. All ayes. Motion carried. 6. REPORTS (INFORMATION ONLY) A. Cable TV Monthly Report The Cable TV Monthly Report was received and filed. B. Human Resources Management Monthly Report. The Human Resources Management Monthly Report was received and filed. C. Legislative Operations and Outreach Monthly Report. The Legislative Operations and Outreach Monthly Report was received and filed. 7. PRESIDENT’S REPORT Mayor McLeod reported that he attended a NWMC meeting as well as an Economic Development meeting. He also wished Trustee Newell a very happy birthday. 8. OTHER 9. ITEMS IN REVIEW 10. ADJOURNMENT Motion by Trustee Arnet, seconded by Trustee Mills, to adjourn the meeting at 7:08 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Debbie Schoop, Executive Assistant Date

Agenda

Packet

AGENDA General Administration & Personnel Committee Regular Meeting Village Hall 1900 Hassell Road, Hoffman Estates, IL 60169 December 9, 2024 Council Chambers 7:00 PM 1. CALL TO ORDER/ROLL CALL 2. APPROVAL OF MINUTES A. General Administration & Personnel Committee 11-11-2024 3. PUBLIC COMMENT 4. OLD BUSINESS 5. NEW BUSINESS A. Discussion regarding 2025 Village Board and Standing Committees meeting schedule. 6. REPORTS A. Cable TV Monthly Report B. Human Resources Management Monthly Report C. Legislative Operations & Outreach Monthly Report 7. PRESIDENT'S REPORT 8. ITEMS IN REVIEW 9. OTHER 10. ADJOURNMENT Further details and information can be found in the agenda packet attached hereto and incorporated herein and can also be viewed online at www.hoffmanestates.org and/or in person in the Village Clerk's office. The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847/882-9100. Page 1 Page 1 of 34 Village of Hoffman Estates DRAFT GENERAL ADMINISTRATION & PERSONNEL COMMITTEE MEETING MINUTES November 11, 2024 1. ROLL CALL Members in Attendance: Patrick Kinnane, Chair Gary Stanton, Vice-Chair Karen Arnet, Trustee Karen Mills, Trustee Anna Newell, Trustee Gary Pilafas, Trustee Mayor William D. McLeod Management Team Members in Attendance: Eric Palm, Village Manager Dan O’Malley, Deputy Village Manager Arthur Janura, Corporation Counsel Jon Pape, Assistant Village Manager Patrick Seger, Director of HRM Alan Wenderski, Director of Engineering Sanyo Kapur, Dir. of Bldg. & Code Enf. Bryan Ackerlund, Asst. Director of PW Jennifer Horn, Dir. Planning and Trans. Craig Kuehne, NOW Arena Ric Signorella, Multimedia Production Mgr. The General Administration & Personnel Committee meeting was called to order at 7:18 p.m. 2. APPROVAL OF MINUTES Motion by Trustee Arnet, seconded by Trustee Stanton, to approve the General Administration & Personnel Committee meeting minutes of October 14, 2024. Voice vote taken. All ayes. Motion carried. 3. PUBLIC COMMENT 4. OLD BUSINESS 5. NEW BUSINESS A. Approval of an Ordinance amending the Village of Hoffman Estates Health Reimbursement Arrangement (HRA) with Bencor/MidAmerica. An item summary sheet from Patrick Seger was presented to Committee. Patrick Seger addressed the Committee and reported staff is recommending the HRA plan be amended that would add Fire Union employees to the HRA benefit program, expand the current HRA benefit for non-union employees to include vacation payout to be contributed to the HRA Page 2 of 34 General Administration & Personnel Committee -2- November 11, 2024 upon employee separation of service, and add the sick leave incentive benefit into the HRA administered by BenCor/MidAmerica for those non-union management employees promoted out of the unions. Motion by Trustee Stanton, seconded by Trustee Arnet, to approve an ordinance amending the Village of Hoffman Estates Health Reimbursement Arrangement (HRA) with Bencor/MidAmerica. Voice vote taken. All ayes. Motion carried. 6. REPORTS (INFORMATION ONLY) A. Cable TV Monthly Report The Cable TV Monthly Report was received and filed. B. Human Resources Management Monthly Report. The Human Resources Management Monthly Report was received and filed. Trustee Kinnane inquired why the HRM report lists 338 budget FTE employees but lists 341 as the current number. Patrick Seger will check. There was also a question about the number of CSO’s. C. Legislative Operations and Outreach Monthly Report. The Legislative Operations and Outreach Monthly Report was received and filed. 7. PRESIDENT’S REPORT 8. OTHER 9. ITEMS IN REVIEW 10. ADJOURNMENT Motion by Trustee Stanton, seconded by Trustee Arnet, to adjourn the meeting at 7:24 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Debbie Schoop, Executive Assistant Date Page 3 of 34 AGENDA ITEM REPORT General Administration & Personnel Committee December 9, 2024 ITEM 5A REQUEST: Discussion regarding 2025 Village Board and Standing Committees meeting schedule. FROM: Eric Palm, Village Manager ITEM TYPE: Discussion - Committee REQUEST SUMMARY To provide discussion regarding the 2025 Village Board and Standing Committees meeting schedule. Staff conducted a review of national holidays as well as major religious holidays celebrated by the Christian, Islamic and Jewish faiths that fall on the dates of scheduled 2025 Village Board and Standing Committee meetings. Rosh Hashanah begins at sunset on September 22. The Committee meetings that evening can be moved to September 15, prior to the Village Board meeting that evening. The following national holidays fall on scheduled meeting dates: Memorial Day – May 26, 2025 Labor Day – September 1, 2025 Memorial Day falls on Monday, May 26. The Committee meetings normally scheduled for that evening can be moved to Monday, June 2, prior to the Village Board meeting. Also, Labor Day in 2025 conflicts with the Village Board meeting on September 1st. This meeting can be moved to Tuesday, September 2, 2025. Staff has also compiled a list of conferences that the Mayor and Board of Trustees often attend that fall on Mondays. In 2025, only the National League of Cities falls on a meeting date: National League of Cities – March 10-12, 2025The March 10 Committee meetings can be moved to March 17, prior to the Village Board meeting that evening. For many years, the Village Board has approved a summer meeting schedule that consists of summer Board and Standing Committee meetings occurring on the 1st and 3rd Mondays of the month in July and August, with no 2nd and 4th Monday meetings. For July meetings, the dates would be Monday, July 7 and July 21. For August meetings, the dates would be August 4 and August 18. Page 1 of 2 Page 4 of 34 FINANCIAL IMPACT N/A RECOMMENDATION Staff recommends scheduling Village Board and Standing Committee meetings for 2025 as follows: Village Board Standing Committees January 6, 20 January 13, 27 February 3, 17 February 10, 24 March 3, 17 March 17 (10*), 24 Aril 7, 21 April 14, April 28 May 5, 19 May 12, June 2 (May 26*) June 2, 16 June 9, 23 July 7, 21 July 7, 21 August 4, 18 August 4, 18 September 2 (1*), 15 September 8, 15 (22*) October 6, 20 October 13, 27 November 3, 17 November 10, 24 December 1, 15 December 8 *The dates in parentheses above are the Board/Committee dates that were rescheduled due to holidays and/or conferences. ATTACHMENTS None Page 2 of 2 Page 5 of 34 VILLAGE OF HOFFMAN ESTATES DECEMBER CATV MONTLY REPORT To: Eric Palm From: Ric Signorella Date: December 1, 2024 Citizen Segments This month the Citizen covers: Senior Commission Event, Cram the Cruiser, HEPD CRC Open House / Ribbon Cutting, PW Open House and the Community Pride Awards. Citizen Segments and Programs in development: Schaumburg & Hoﬀman Estates Branch Library Programs Airing on HETV HHS Dept. Activities Videos HEPD / HEFD Swearing In’s In Hoﬀman's First Responder Teen Academy Graduation Engineering Division: Storm Sewer Lining First Responders Academy for Teens WITTS Workout Promotional Video HEPW Fleet Outfitting a Squad Car Emergency Management: Lock Down Drill HEPD Citizens Police Academy & Graduation HEFD Electrical Vehicle Extrication Drills HEPD Shop with a Cop HEFD Helicopter Crash Simulation - Ascension St Alexis Hospital Panasonic Connect Ribbon Cutting HEPD Recruiting Video HHS Empowering Latin Women HHS Dementia Friendly Community Starbuds Grand Opening / Ribbon Cutting Transform Beaute Grand Opening / Ribbon Cutting In Hoﬀman's Now airing. Fran Dan Sign Installation Now airing. Friendship Tree Lighting Now airing. Hoﬀman Estates 65th Birthday Celebration w/ Historian Pat Barch Now airing. Veterans Day Ceremony Now airing. Fire Station 21 Ground Breaking Ceremony Now airing. Sister Cities Commission “Meet Marie Antoinette & Mae West” & The French Evening Now airing. Complaints/Inquiries There were two new inquiries first was with a cable line on the ground, second was a low voltage data transformer on the ground. There are no outstanding inquiries. Page 6 of 34 Page 7 of 34 Page 8 of 34 Page 9 of 34 Page 10 of 34 Page 11 of 34 Page 12 of 34 Page 13 of 34 Page 14 of 34 Page 15 of 34 Page 16 of 34 Page 17 of 34 Page 18 of 34 Page 19 of 34 Page 20 of 34 Page 21 of 34 Page 22 of 34 Page 23 of 34 Page 24 of 34 Page 25 of 34 Page 26 of 34 Page 27 of 34 Page 28 of 34 Page 29 of 34 Page 30 of 34 Page 31 of 34 Page 32 of 34 Page 33 of 34 VILLAGE OF HOFFMAN ESTATES TO: GAP Committee Memo FROM: Jennifer Djordjevic, Director of Operations/Outreach – Office of the Mayor and Board RE: Operations/Outreach Highlights PERIOD: November 2024 (several days sick, Thanksgiving holiday off) Wine Wednesday – Moretti’s and World’s Fairgrounds were both very successful for attendance! General: 11/1 – Scheduled Mayor and Trustees to participate in Santa Arrival at Cabela’s 11/4 – Trustee Dinner 11/8 – attended Leyden Family Service Gala with Trustee Pilafas 11/11 – attended Veteran’s Day Ceremony, scheduled Mayor and Trustees to participate in Eden Vista program and St. Hubert’s Veterans Day program 11/12 – scheduled liquor hearing for Game Night Out 11/14 – attended Village Ethics Training 11/15 – coordinated and attend lunch with 5/3 reps, Mayor McLeod and Trustee Pilafas 11/16 – coordinated Mayor and Trustee attendance at WCB Home Opener at the Arena 11/18 – 11/22 – OUT SICK 11/23 – scheduled Starbuds Grand opening 11/25 – organized Bartlett High School Student visit with elected officials and Village management staff 11/25 – scheduled Mayor’s Birthday dinner and attended committee meetings 11/27 – 11/29 THANKSGIVING HOLIDAY 11/30 – organized a successful Toy Blitz at Target to support John Muir Elementary School Holiday Market – worked with the Windy City Bulls. General administrative projects for the Mayor and the Village Board. ______________________________ Jennifer Djordjevic Dir. Of Operations and Outreach / Office of the Mayor and Board Page 34 of 34