Special Meeting Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, July 30, 2015 7:00 PM Lorraine G. Gerhardt Community Room Special Meeting Board of Trustees Village President Keith Giagnorio, Village Clerk Sharon Kuderna, Trustee Dan Whittington, Trustee Mike Fugiel, Trustee Reid Foltyniewicz, Trustee Bill Johnston, Trustee Robyn Pike and Trustee Bill Ware Special Meeting Board of Trustees Minutes July 30, 2015 I Call to Order The Special Meeting of the President and Board of Trustees of the Village of Lombard was called to order by Village President Keith Giagnorio at 7:08 p.m., Thursday, July 30, 2015 at the Village of Lombard, Community Room, 255 E. Wilson Ave., Lombard, Illinois. II Pledge of Allegiance The Pledge of Allegiance was led by Village Clerk Sharon Kuderna III Roll Call Present 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Appointed Officials Present: Village Manager Scott Niehaus Director of Community Development Bill Heniff Assistant Finance Director Jamie Cunningham Assistant Village Manager Nicole Aranas Director of Public Works Carl Goldsmith Fire Chief Paul DiRienzo Chief of Police Ray Byrne Communication Coordinator Avis Meade Guest Speaker Craig Rapp, Northern Illinois University Center for Governmental Studies IV Public Participation V Agenda 150190 FY 2015 Village of Lombard Strategic Planning Session Brief Review - Draft Strategic Plan/Process Village Manager Scott Niehaus gave a brief update of previous two meetings that got us to this point. Craig Rapp, Northern Illinois University Center for Governmental Studies had Village Board and Village of Lombard Page 1 Special Meeting Board of Trustees Minutes July 30, 2015 Village Staff members, He explained that we were going to separate into groups to put priorities and series together. The activities were to fill in the Strategic Initiatives. Draft was made up by staff of Strategic Initiatives to use as a guide. Plan, Do, Check and Act is PDCA was the approach used. He gave examples of how and what needed to be done to get plan accomplished. Review and Development: Strategic Initiative-Action Plans Teams - by Priority Village Board and Village Staff Members broke up into four groups: Focus of the small groups was to review the strategic initiatives drafted by staff and to prepare specific action plans within each area. Financial Stability: President Keith Giagnorio, Trustee Reid Foltyniewicz, Assistant Finance Director Jamie Cunningham. Resolution of LPFC Debt Issue of all Revenues. Conduct review with Policy Recommendations for Regular Adjustments. Refine Policy for Capital Equipment Reserves. CIP Refined/Updated to Reflect Major Projects By 2018 with Sustainable Revenue Streams. Economic Development: Trustee Bill Johnston, Trustee Fugiel, Village Manager Scott Niehaus, Directory of Community Development Bill Heniff Develop Policy Targeted at Specific Businesses by Category. Develop Policy Targeted at Reducing Cost of Entitlement and Start-up for New Businesses. Business Retention Initiative Aimed at Keeping Key Sites. Develop Statistical Reporting Document for Performance Measurement. Sale/Development of TIF Property in Downtown. Develop Intergovernmental Consortium Aimed at Keeping Lombard Attractive to Business. Customer Service: Trustee Robyn Pike, Village Clerk Sharon Kuderna, Assistant Village Manager Nicole Aranas, Communications Coordinator Avis Meade. Conduct Citizen Survey. Implement Employee Customer Service Policy/Training. Adopt Policies on Citizen Response Standards. Develop Analytic Reporting for Goals and Measurements. Include a manned table at 30% of Village Events which could include Cruise Nights, Senior Fair, Blood Drives, Memorial Day and Veterans Day. This could also include Village partnered events such as Chamber Expo, National Night Out, Lilac Time Art and Craft Fair, Lilac Parade, Spooktacular, and Jinglebell Jubilee. Village of Lombard Page 2 Special Meeting Board of Trustees Minutes July 30, 2015 Operations: Trustee Bill Ware, Trustee Dan Whittington, Public Works Director Carl Goldsmith, Chief of Police Ray Byrne, Fire Chief Paul DiRienzo. Monthly Report for Each Major Department for Performance Management. Training Programs Geared at Reduction in Work Comp Claims and Development for Promotion from Within. Identify Level of Service Definitions for Essential Operations for Policy Review/Budgeting Purposes. Summary - Next Steps Board agreed this made everyone feel more comfortable of what needs to be done. This gives Village Manager Scott Niehaus and staff a guide on what needs to be done and dates of when it should be finished. This was a good anchor of what the initiatives are. September 15th is a good start date because board needs to approve plan. Groups were to meet on their own to finish up. Everything should be finished - typed up, and handed in to Craig Rapp by August 15, 2015. VI Adjournment A motion was made by Trustee Bill Ware, seconded by Trustee Dan Whittington, that the Special Meeting of the President and Board of Trustees of the Viillage of Lombard held on Thursday, July 30, 2015 in the Community Room of the Lombard Village Hall be adjourned at 8:43 p.m. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Village of Lombard Page 3