Community Relations Committee

Village Hall Village of Lombard 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Community Relations Committee Trustee Robyn Pike - Chairperson Trustee Bill Ware - Alternate Chairperson, Pamela Bedard, Ahmed Ali, Michael Ledonne, Sharon Vish, Barb Ware, Gladys Piper, Anthony Pacilli and Jenelle Hardtke Staff Liaison - Avis Meade Monday, August 14, 2017 7:00 PM Trustee's Conference Room 1.0 Call to Order and Pledge of Allegiance The meeting was called to order by Chairperson Robyn Pike at 7:05 p.m. The Pledge of Allegiance was led by Gladys Piper. 2.0 Roll Call Present 9 - Robyn Pike, Pamela Bedard, Jenelle Hardtke, Sharon Vish, Ahmed Ali, Barbara Ware, Gladys Piper, Michael Ledonne, and Anthony Pacilli Also present: Nicole Aranas, Assistant Village Manager, Tim Sexton, Finance Director and Avis Meade, Communications Coordinator. 3.0 Public Participation None. 4.0 Approval of Minutes A motion was made by Michael Ledonne, seconded by Barb Ware, to approve the minutes of the April 10, 2017, committee meeting. The motion passed by unanimous vote. 5.0 Old Business 140440 Communications Policy - Speak Out Update The Lombardian has issued a new policy on Speak Outs, limiting both caller questions and responses to 200 words maximum. Village of Lombard Page 1 Community Relations Committee Minutes August 14, 2017 Reviewed The Lombardian’s new 200 word limitation on Speak Out callers and responders. 140055 Welcome Home for Veterans Review the program and its past use. Consider continuation and promotion of the program to other departments and to the public. Reviewed the Welcome Home Veteran Program. The committee agrees that it would be a good idea to revisit how a future request of this nature would work, and would like to publicize this option for returning veterans. 6.0 New Business 170349 3CMA Nomination The Village of Lombard's Jinglebell Rock Carpool Karaoke Music Video has received an award from the National Organization 3CMA (City, County, Communications and Marketing Association). The First, Second and Third place awards will be announced at the Annual Conference on September 8, 2017 in Anaheim, CA. Avis Meade, Communications Coordinator announced that the Jinglebell Rock Carpool Karaoke Music Video has received an award from the National Organization 3CMA (City County Communications and Marketing Association). The 1st, 2nd, and 3rd place award will be announced at their Annual Conference on September 8, 2017. Avis Meade will notify the committee and Village staff of the status of the award. 170352 CodeRed Emergency Notification System The Village did not renew it's CodeRed Emergency Notification System contract. Residents will be encouraged to connect on social media with the Village for updates in times of emergency situations. The committee is aware that the Village did not renew its CodeRed Emergency Notification System contract. Communications Coordinator Avis Meade reviewed alternative communication tools that the Village will use for updates in times of emergency situations. 170351 Senior Fair, October 4, 2017 - An updated list of vendors will be provided to the committee. - A picture will be taken for the Lombardian at the September Committee Village of Lombard Page 2 Community Relations Committee Minutes August 14, 2017 meeting. - Review of Committee Members attending. Please be there to help set-up by 7:30 a.m., if possible. Committee members were encouraged to attend the upcoming Senior Fair on October 4, 2017. Sharon Vish, Pam Bedard and Ahmed Ali have committed to attending. Gladys Piper and Janelle Hardtke will assist in the setup of the event. A senior fair photo will take place at the next Community Relations Committee Meeting on September 11, 2017, at the start of the meeting. Nominations for senior of the year are due September 8th, in order to provide as much time as possible for residents to nominate a senior for the award. 170328 Overview of the Restructuring Agreement Assistant Village Manager, Nicole Aranas and Finance Director, Tim Sexton, gave a presentation on the recently approved board action regarding the Restructuring Support Agreement. 170350 Quarterly Social Media Report A quarterly report regarding website and social media use will be presented to the committee. Moving forward, quarterly reports will be presented to the Village Board. A quarterly report regarding website and social media use was presented to the committee. 7.0 Other Business None. 8.0 Information Only None. 9.0 Adjournment A motion to adjourn was made by Anthony Pacilli, and seconded by Sharon Village of Lombard Page 3 Community Relations Committee Minutes August 14, 2017 Vish at 8:15 p.m. The motion passed unanimously. Village of Lombard Page 4