z - Retired - Administration Committee

draft Administration Committee­ Meeting Minutes May 12, 2016 CALL TO ORDER: 4:32 by Trustee Liddle ROLL CALL: Committee Staff Trustee Liddle (Chair) Manager May ‐ liaison Trustee Guzzo Finance Director Parker Mayor Gunter Fire Chief Weiss Clerk Szymski PW Director Ramsey Trustee Addington DClerk Richards Trustee Barker ED Director Forssberg Trustee Nero DFC Reilly Trustee Barry (4:55p) HR Director Crane CD Director Ziegler IT Director Liljeberg Com Director McIntyre (4:50) Guests ~none PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES: March 3, 2016 minutes ‐ a mo✀☀on Trustee Addington and seconded by Trustee Guzzo. All ayes. UNFINISHED BUSINESS: Trustee Liddle asked about the previous discussion regarding the Municipal Code lis✀☀ng so many Liquor Licenses, asking if this was finished? Village Manager May asked Deputy Clerk Richards the status on this change. Deputy Clerk Richards replied that A䨀䘀orney Zemanek is reviewing the liquor license categories in conjunc✀☀on with the business license structure to assure the food licenses and liquor licenses are reflec✀☀ve of each other. NEW BUSINESS: A. Intergovernmental Agreement with the Village of Schaumburg for Co‐loca✀☀on of servers ‐ IT Director Liljeberg explained the benefit of this agreement to facilitate a secondary backup of the two factor authen✀☀ca✀☀on. Trustee Liddle asked about the status of the two‐factor authen✀☀ca✀☀on. Director Liljeberg replied that it was in the tes✀☀ng phase and would go live in a few weeks. There were no other ques✀☀ons. B. Village Board mee✀☀ng schedule ‐ Manager May stated that the evalua✀☀on of possible mee✀☀ng  night rescheduling to Wednesday showed that: a. Preparing for a mee✀☀ng would be possible, b. There would be some staff that would not be able to a䨀䘀end due to commitments. c. The larger problem would be the P&Z mee✀☀ng rota✀☀on. This rota✀☀on is not on the same schedule as the board mee✀☀ngs. Clerk Szymski remarked it would probably be best to just leave it for the summer. Mayor Gunter asked if Fire Truck and Squad Car nights were coordinated with our mee✀☀ng night ‐ Manager May asked if someone could find Mr. McIntyre to a䨀䘀end the mee✀☀ng? Trustee Liddle pulled up the website and commented that Squad Car Night was the 16th so it was not a mee✀☀ng night and Fire Truck Night is not a mee✀☀ng night. Mayor Gunter requested that WSEC coordinate the Village Events against mee✀☀ng schedule going forward so that board mee✀☀ngs would not stop officials/staff from a䨀䘀ending. C. Sister City ‐ postponed to later in the mee✀☀ng awai✀☀ng Communica✀☀ons Director McIntyre’s a䨀䘀endance. D. Richmond Educa✀☀onal Garden ‐ postponed to later in the mee✀☀ng awai✀☀ng Communica✀☀ons Director McIntyre’s a䨀䘀endance. E. Honorary Street Name Request for S. Park Street ‐ It came to staff’s a䨀䘀en✀☀on that a group was planning to a䨀䘀end tonight’s mee✀☀ng during open forum to request an honorary street naming. Manager May is sure the group did not realize that there is a legal process to have an honorary street name and it cannot be granted by the board during an open forum only recommended for future considera✀☀on on an agenda. If the group had done so, we would have had to turn them away and they had family coming for the request. The applica✀☀on was given and filled out diligently, all the necessary steps were taken and are in your board packet for tonight’s mee✀☀ng. Everything is okay, it is just not ✀☀med well. Procedurally we would have reviewed it tonight at admin and it would have been on the next board mee✀☀ng ‐ allowing for ✀☀me for review and rebu䨀䘀al. However, the group is coming in tonight. Ques✀☀ons about the applica✀☀on or procedure? Trustee Barker asked what should the group have done? Mayor Gunter stated a phone call would have steered them in the right direc✀☀on. Trustee Addington stated he voted it move forward to tonights mee✀☀ng. No one objected. C) Sister City ‐ Communica✀☀on Director McIntyre arrived and reviewed the TECO Sister City program. The IL Liaison has invited Mayor Gunter to visit Taiwan the first week of August with a group of delegates from the US for the Economic and Cultural exchange program at no cost to the Village. There is some follow through to occur with this. At this ✀☀me there is no informa✀☀on on the cost of the Sister City Program as Angela from TECO is in Taiwan right now scou✀☀ng out sister ci✀☀es. Would like Angela to come to the next administra✀☀on commi䨀䘀ee mee✀☀ng to give a report on her findings. . Mayor Gunter stated that there are 12 or 13 cultural economic centers in the United States and we have one of them in Westmont. That is an honor. Mayor Gunter remarked that Larry Forssberg would be be䨀䘀er suited to go to Taiwan or Chief Mulhearn as the TECO always wants Chief Mulhearn a䨀䘀ending. Trustee Liddle asked if there were any details for tonight or would it be presented later? Director McIntyre replied that Angela would a䨀䘀end the next mee✀☀ng. Mayor Gunter reminded the commi䨀䘀ee that there is money budgeted for this program. D) Richmond Educa✀☀onal Garden ‐ Clarendon Hills has raised $10,000.00 in addi✀☀on to the funds that have been commi䨀䘀ed. A mee✀☀ng will have to occur between all the en✀☀✀☀es to move forward. Manager May and Communica✀☀ons Director McIntyre discussed the WSEC Cruising Night's lineup. REPORTS A. Chairperson ‐ Nothing at this ✀☀me B. Village Manager ○ There was no nega✀☀ve feedback from last night’s major rain event ‐ the standing water on Warwick was caused by debris and when raked the sewers were clear. 2 emails from residents regarding the plans for Warwick, response to residents that the design has not yet been created. ○ Manager May will be leaving the mee✀☀ng early due to a family commitment. ○ 9 paid holidays and 3 personal days are a benefit to the full‐✀☀me employee. One of these 9 is Good Friday, which is an unusual one. Manager May would like to add Mar✀☀n Luther King Day as that is a common holiday that our employees are not given. Discussion of the removal of Good Friday and the addi✀☀on of a 4th personel holiday day along with the useage policy. Would like feedback from the board as we prepare to bring this forward as an agenda item. Trustee Addington asked if there were any complaints that we were closed on Good Friday? Clerk Szymski stated that there were no phone messages le on that date. Mayor Gunter asked if there were any complaints over a religious holiday? Manager May replied that there were not as of yet, however it is not a good precedent that we have a religious holiday off and we work a federal holiday. Trustee Addington stated that you really have to add MLK day. Director Parker reminded everyone that this is fine for non‐union employees, however the union employees will request a paid holiday. C. Clerk’s Office ‐ Nothing at this ✀☀me D. Communica✀☀ons ○ EIC is working on the Climate Ac✀☀on Plan rewrite. ○ Westmont First has subgroups that mee✀☀ng regularly so there will be ini✀☀a✀☀ves voted on soon by this commi䨀䘀ee. ○ 100th Anniversary Commi䨀䘀ee has a long list of 100 items that have been suggested for this celebra✀☀on. Mural planned to be completed for the 95th. ○ Community Event Request Form should be updated to be reviewed at the next administra✀☀ve commi䨀䘀ee mee✀☀ng. ○ Strategic Plan/Branding update ‐ website update will move forward as we are under contract for this to have begun. CivicPlus would like a commi䨀䘀ee of 5 to work on this design with them. Director McIntyre will be the Project Manager for this and has chosen staff and community people to be on this commi䨀䘀ee. ○ Trustee Liddle has updates on the social media pages. ○ Communica✀☀ons has a part ✀☀me person/intern in Jenny Babyar from the Finance Dept spending a couple of hours a week in communica✀☀ons. E. Human Resources ○ HR Director Crane distributed a memo to the board on the last year of ac✀☀vi✀☀es. Highligh✀☀ng a few items: IPBC so ware pla─⌀orm change, chair of the IPBC membership commi䨀䘀ee program, IRMA report on claims, and personnel updates (18 resigna✀☀on/re✀☀rements and 10 hires). F. Informa✀☀on Technology confirmed the 2 factor authen✀☀ca✀☀on update status, the security camera installa✀☀on status, ✀☀meclock/scheduling and ERP so ware, ups  replacement at Police, and the dispatch replacement. ○ Manager May stated that the dispatch removal from Downers Grove contract and their removal to DuComm. We have un✀☀l July 1st to make the decision if we will go to DuComm or Addison. Even if it is just temporary. Manager May asked Chief Weiss to review what has been done so far. Chief Weiss thanked Director Liljeberg for assis✀☀ng with this, as he has the exper✀☀se and knowledge to pull this together. This week we have met with Addison, reviewing the ques✀☀ons to be answered for the informa✀☀on being put together for the Public Safety Commi䨀䘀ee mee✀☀ng review. Pleasant View Fire and Tri‐State Fire Departments have commi䨀䘀ed to Addison. Addison would like to bring Westmont Fire in with these departments. The facility we have at the Police Department has been offered as a temporary home to both Addison and DuComm. Addison toured our facility today and Tri‐States facility. We have all our equipment s✀☀ll in our facility except the 911 equipment, Tri‐State has the 911 equipment; Tri‐State would be a less costly move. The Addison staff took a lot of notes ‐ will be moving Pleasant View and Tri‐State by the end of September, Westmont Fire can move with them. Addison has also said that they can have Westmont Police in their facility if we choose them. There are some technical things to work through and hurdles to get over. ○ IT Director Liljeberg stated that the advantage to Addison IT and the County ETSB is that we have a working rela✀☀onship with each of them already. Both of our facili✀☀es have the proper equipment and connec✀☀on in place for Comcast. The tour today was to see which would work best for fire dispatch, not for 911 call. Tomorrow we will have follow‐up, the county is out for bid for a new connec✀☀on ‐ AT&T and Comcast are both bidding. We are working forward on the so ware, to be able to meet the deadline. Mayor Gunter stated that Downers Grove has decided to leave the combined center a er the Mayors, Managers and Chiefs met. That is a good thing, as we are not le with bad rela✀☀ons with our neighbors. Trustee Liddle asked about our employees in Downers Grove at the call center. Chief Weiss replied that the call center employees are Downers Grove employees and he believes that DuComm will hire them. Trustee Barry asked about the closure of Downers Grove, Manager May responded that it will be 12‐14 months. ADJOURN (next mee✀☀ng scheduled July 21, 2016) Mo✀☀on by Trustee Addington seconded by Mayor Gunter and Trustee Barry, all ayes. Approved: 7/21/2016