z - Retired - Administration Committee

draft Administration Committee­ Meeting Minutes July 21, 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 Police Chief Mulhearn Clerk Szymski Fire Chief Weiss Trustee Addington Deputy Chief Gunther Trustee Nero (4:40p) Deputy Clerk Richards Trustee Barry (5:10p) Communicaĕons Director McIntyre ED Director Forssberg Guests Angela Yang ‐ Sister City Program Commiĥee Amy Quaĥrone ‐ SP Implementaĕon Commiĥee re: Branding PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES: May 12, 2016 minutes ‐ a moĕon Trustee Addington and seconded by Trustee Guzzo. All ayes. UNFINISHED BUSINESS: None NEW BUSINESS: A. Sister City presentaĕon was given by Angela Yang asking that the commiĥee support an agreement between the Village of Westmont and a county in Taiwan that has not yet been chosen. The TECO center in Westmont is a permanent locaĕon, owned by the Taiwan Cultural Center. This makes the sister city program important. Highlights of the program: a. A cultural exchange/student high school exchange program with the high school and the Rotary Club b. Municipal economic development program i. Promote Taiwanese business to come to office park in Westmont c. Municipal exchange program i. Opportunity for people to travel to Taiwan ii. Taiwanese to travel to Chicago and TECO will promote Westmont d. Cultural opportuniĕes i. Dancers ii. Fun fairs Communicaĕons Director McIntyre presented the acĕon items to the commiĥee: 1. Official authorizaĕon to move forward with the program. There are two  counĕes that are interested in Westmont. 2. The commiĥee will be composed of Angela, Larry McIntyre and Larry Forssberg. Angela presented that she believes that the commiĥee should have an office in Village Hall. 3. The trip will be happening next month as TECO is sponsoring the Mayor’s trip with a delegaĕon of poliĕcians from the U.S. There could be future delegaĕons going back and forth in the coming years. This will be paid for by the various fundraisers, such as the booth at Taste of Westmont. We will have to find a mix of revenue sources to pay for the administraĕon and the travel of the program. 4. Sister Ciĕes Internaĕonal is through the state department. It is a $500.00 a year organizaĕon that guides the best pracĕces of the program. It is not required to join the program to use the term Sister Ciĕes. 5. A 3‐4 minute video needs to be done immediately. Angela said she is leaving on Monday and needs to have this before she leaves to be able to promote Westmont. 6. Bartleĥ has a program with a Taiwanese city so we will reach out to them for their best pracĕces. There is no budget for this at this ĕme, we will need to create one. Manager May said that funds were set aside for this type of thing during the budget season. Director McIntyre said that future budgets will need to have funds set aside to pay for student exchanges and cultural exchanges. Mayor Gunter stated that the reason this has come up now is that he has been invited to be a part of the delegaĕon going this year, so it makes sense to have Larry and Larry join him in Taiwan. Angela recommends the officials come at this ĕme to tour the ciĕes to be able to choose based on first hand opinions. Angela states that the Chief is very acĕve in Lions Club so having Larry F. who is acĕve in Rotary is a good exchange of ideas. Trustee Addington stated that next year is the 100 anniversary of Lions Internaĕonal so if the agreement is reached in ĕme than the Taiwan officials can be bussed here from Chicago to visit. Trustee Liddle asked about the school year and if the Taiwan would be interested in exchanging for a full year? Angela said that a home stay for a few weeks would be ideal, in October or November before it is too cold. Angela asked if Westmont has been involved in any other sister city program? Trustee Addington responded that while it had been talked about a great deal, it had not been done. Mayor Gunter stated that this was happening because of the TECO center on 63rd, without it this would not be going forward. Mayor Gunter asked for an affirmaĕon to move this to the Village Board. A moĕon to send it to the board was made by Trustee Addington and the second was made by Trustee Nero, all ayes. B. Strategic Plan Discussion Items began with the branding iniĕaĕve by volunteer Amy Quatrone, who has been involved in the strategic plan since day one. A handout was passed out to review a ĕmeline having the presentaĕon ready in the spring. A survey has been sent out, and the commiĥee is hoping for a volunteer that has markeĕng/branding experience as a profession. Director McIntyre stated that the tentaĕve date for the Branding Workshop is Sept 26th, this needs to be posiĕve with the whole community involved. Trustee Addington stated that this is a popular topic from the strategic plan and the image/branding of Westmont is very important to economic development. Manager May stated that the ĕmeline is due to the elecĕon season, we do not want anything to become poliĕcized. All commiĥee members present agreed that the ĕmeline was good and the subcommiĥee should move forward. Home Rule Status appears in mulĕple places in the strategic plan, Manager May brought forward the topic that the opĕon to incorporate surrounding areas that we already service can make the process a populaĕon issue for the centennial census. Trustee Addington said there are areas that are invited in and small areas that are absorbable. Trustee Nero asked about Liberty Park and the infrastructure funds offered by the county. This is on hold at this ĕme due to a lack of survey results from the homeowners, for the north fire district area, the HOA will be looking to the hand survey the residents that did not respond. The south fire district area has a lot of small issues that are not being addressed. The last ĕme any area was forced was years ago with puħng in water mains at 60th and Cumnor. Mayor Gunter stated that the key point here was that we have boundary agreements with surrounding communiĕes and these areas are within our boundaries so we are not trying to grab something that is serviced by another community ‐ we are servicing these areas or the county is servicing. Manager May will distribute a map showing the areas that he is discussing. If we are thinking of going forward forcefully so we should be doing this in a posiĕve way. Mayor Gunter remarked that we should look at the areas that are taking Westmont services and not paying for them. Trustee Guzzo asked how many parcels are south? Manager May remarked that it was about 20. Trustee Guzzo would like to welcome them into the community. Trustee Liddle asked how this would be done? Manager May said he was looking for direcĕon as to what the board would like, to wait for the new board or move forward. Trustee Liddle asked why we would want to wait? Manager May said that if we started and the next board did not want to move forward we would have wasted funds. A dra├ invitaĕon will be forwarded for review. Community events & 5K races seem to be very prevalent recently and we have no criteria for this type of event and the costs to the Village are not taken into account nor the neighborhoods. Manager May asks if this something we would like to consider seħng up criteria. Mayor Gunter stated that if it is not just the Village to take into account but the popular site is Oakwood and you have to take those homeowners into account as well. Trustee Addington said that the Pasquinelli area doesn’t inconvenience any homeowners or the Village. Trustee Liddle said that EMA is impacted along with public works as it is on a Sunday. Trustee Barry recommended that the cost to the Village should be calculated and be a part of the criteria. We could then waive it for the non‐profit, local organizaĕon. Trustee Nero agreed that criteria needs to be set up. Manager May stated that there will be a special event applicaĕon sent to be reviewed by the board. Discussion of the Fresh Thyme sponsored event that Director McIntyre received a request from, and is looking to do only a few blocks of Westmont on their route. Trustee Barry stated that we should not be paying for our PW and PD to be used to promote a profit business in Downers Grove. Manager May stated we would ask them to fill out an applicaĕon and then calculate the costs to see if they are interested. REPORTS A. Chairperson ‐ Nothing at this ĕme B. Village Manager ○ The kids burn camp did not get on the agenda in ĕme. We would like to approve inhouse and then do so at the next meeĕng in arrears. ○ The facebook rant regarding a neighbor that is known to have items from scavenging from the neighborhood is only part of the story. It is an elderly individual and it is not an issue that the Village is not dealing with, it is a social issue that the children are dealing with because as the Village cleans it up the individual will move more things in. The neighbors have tried to help, however they are at the end of their paĕence and looking for more assistance. C. Clerk’s Office ‐ ○ Food truck licensing one ĕme permit is moving forward.  ○ The revisions of the food dealers/business licensing is sĕll in the works. ○ Falcon Plaza was inspected and a space is being used for paperwork and the owner does not want to apply for an office space license. The owner states he has stuff there to make it look beĥer than an empty store. Fire Prevenĕon Bureau has stated that he is running an office. He has been noĕfied that he needs a license. ○ Discussion of the 1 ĕme food truck license ensued. 1. Trustee Barry stated that contractors pay a license no maĥer how many jobs they have in a town. That should be true for food trucks as well, we should not be waiving fees. Deputy Clerk Richards explained that a food truck being invited in for a 1 ĕme event such as a block party would find the $200.00 fee not worth the business, so a lower 1 ĕme use fee is being charged. 2. Mayor Gunter remarked that a $25.00 fee for one ĕme usage seemed low. 3. Deputy Clerk Richards stated that at the resident informaĕonal presentaĕon at the library, it was inquired as to whether block parĕes could have a food truck, and the Hilton has asked about this item as well. No one has come in for a one ĕme license. We only have 2 food trucks licensed at this ĕme and ice cream and a pizza truck. 4. Discussion of the cost of permits, licenses and fees ended with the thought that maybe the $200.00 license for a food truck is too high? Charge $50.00 for a one ĕme event and maybe if you come to town a second ĕme the annual fee is charged. 5. Deputy Police Chief Jim Gunter discussed the background check that is done on this type of oversight for solicitors, food trucks, and ice cream trucks. 6. Execuĕve Director Forssberg stated that the food truck problem is when a truck comes in and parks next to brick and mortar restaurants. If we are thinking about this we may need to think about how close to a restaurant someone parks. 7. Trustee Nero would like to have a survey down. Deputy Clerk Richards stated that she did not bring any of the surveys as she meant this to just be an update for a future meeĕng, not an acĕon item. D. Communicaĕons ‐ Nothing at this ĕme. E. Human Resources ‐ Nothing at this ĕme. F. Informaĕon Technology Trustee Barry asked to discuss the storm sewer problem at King Arthur Court. Manager May explained about the private property storm sewer line and the sinkholes. The cost to fix will probably be over $150,000.00 and they would like assistance, however it is a private maĥer. ADJOURN 5:56pm Moĕon by Trustee Addington and Trustee Barker and seconded by Trustee Nero, all ayes. (next meeĕng scheduled Sept. 29, 2016)