z - Retired - Administration Committee

draft Administration Committee­ Meeting Minutes September 29, 2016 CALL TO ORDER: 4:32 by Trustee Liddle ROLL CALL: Committee Staff Trustee Liddle (Chair) Manager May ‐ liaison Trustee Guzzo (4:25) Finance Director Parker Mayor Gunter Police Chief Gunther Clerk Szymski PW Director Ramsey Trustee Addington (4:10) Deputy Clerk Richards Trustee Barker DFC Riley Trustee Nero HR Director Crane CSR Babyar Guests Angela Yang ‐ TAIPEI Steven Lin ‐ TAIPEI CUSD 201 Superintendent Carey Tom Mulhearn PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES: March 3, 2016 minutes ‐ a mo�on Trustee Barker and seconded by Clerk Szymski. All ayes. UNFINISHED BUSINESS: There was no unfinished business at this �me. NEW BUSINESS: A. Sister City Program Presentation ‐ TECO guests and Larry McIntyre were called to the podium. Mayor Gunter explained to Angela that this was the CommiĀee of the Board that the presenta�on would be presented to at this �me before going to the Village Board. Mayor Gunter stated to the Board that he had recently been a guest of TECO for 10 days in Taiwan. It was an incredible opportunity and the welcome received was outstanding. Larry Forssberg and Larry McIntyre visited as well and everywhere visited they were all welcomed with open arms. Larry McIntyre introduced Angela Yang as a partner to the Village in the program for over a year, and Steven Lin as a member of TECO. Mr. McIntyre presented Ms. Yang to discuss the language of Taiwan as one of the aspects of a cultural exchange program. Ms. Yang stated that the language of Taiwan was Mandarin Chinese with various local dialects. Two phrases were taught to the aĀendees. First the word hello which in Mandarin was Mi How and the second one was thank you which in Mandarin was shea she. The main custom reviewed was that Taiwan is known as a gi� cultural, everywhere you go gi�s are given to guests and hosts. Mr. McIntyre remarked that his trip was a very wonderful experience and he learned a lot about the culture. The goals of the program were reviewed from the last mee�ng: 1. Cultural exchange 2. Student exchange 3. Municipal and Government exchange 4. Economic Development opportuni�es Recent events of the program include a booth at the Taste of Westmont, a Taiwanese Chamber Golf ou�ng, the ACC performance at the park district, the Na�onal Day performance in Naperville, the Taiwanese Chamber picnic at Ty Warner which is going to become an annual event, and the 10/10 celebra�on the Na�onal Day parade and the pre celebra�on cocktail party on the 7th. The slides from the Taiwanese trip were shown of the coun�es that were visited as possible sister ci�es. The Mayor discussed the government visits to the legislature, and various government sites. Angela discussed the various sites that “the Larrys” visited with her at the various markets. Larry presented recommenda�ons for the program moving forward: 1. A follow up leĀer to each of the coun�es: 1 is very interested in a full program and the other is only interested in a student exchange program. So the idea is to have a student exchange with both coun�es. 2. Reach out to both coun�es at this �me to follow up on the possibili�es. 3. Follow up leĀer to the Governor and to the Lions Club of Taiwan. The Lions Club Interna�onal 100th Anniversary is having the annual mee�ng in Chicago and 300 Taiwanese Lions are expected in Chicago. That would be a good �me to invite the sister city representa�ves to Westmont and announce the program at the 4th of July celebra�on at Ty Warner. 4. Locally launch a media community outreach to create our official program. 5. Create an economic tour to the Chicago Taiwanese representa�ves to see all the opportuni�es here in Westmont. 6. Apply to the official Sister Ci�es Program. Mayor Gunter stated that we are fortunate to have one of the 12 U.S Taiwanese Centers here in town and due to this we have a good chance of aĀrac�ng businesses here from Taiwan. We believe it is a win/win for all of us and the opportuni�es for our schools are great. Manager May asked if there were any objec�ons or comments to the outlined steps? Trustee Addington stated that the faster the beĀer, and the response was ayes from the commiĀee. Mayor Gunter thanked Angela for her gracious welcome to her country and her guidance. The country was beau�ful.. Angela said that it was her honor to welcome them to Taipei and she would welcome everyone when this is completed.  B. Employee Search Policy ‐ HR Director Crane presented the Execu�ve Safety CommiĀee’s recommenda�on for the policy which was recommended by IRMA in 2011 for the following reasons: ● To guides us in crea�ng a safe work environment for our employees ● To protect Village property and equipment ● To aid in preven�ng workplace violence ● To prevent the unlawful sale of drugs or alcohol Other communi�es have been researched and the Village AĀorney has put his finishing touches on this as well. There is a memo to supervisors and department heads from the Village AĀorney as to how this is to be executed. Any ques�ons? Trustee Addington asked if this would be part of the personnel code? Director Crane responded that this is part of Code 62, Personnel. Trustee Liddle said this is a necessary addi�on to the personnel manual in this day and age. Trustee Addington asked what other communi�es have enacted such a policy. HR Director Crane stated that the research was done and yes there are other communi�es that have added this language to their code, however she could not name them all at this �me. This is becoming standard. Manager May would like this on an agenda soon, not wai�ng for a full review of Code 62. Trustee Addington made the recommenda�on that this be presented to the board for vo�ng at a full mee�ng. Trustee Barker seconded the mo�on. All ayes from the commiĀee. Manager May stated this would be added to an upcoming agenda. C. Commission/Committee Compensation Model ‐ This item is on the agenda for tonight’s mee�ng. Mayor Gunter stated that he believed that all board members should have a s�pend instead of paid for aĀending a mee�ng. It o�en costs you money to be a trustee and you do all the work for the mee�ng whether you are aĀending or not. The amount based on the aĀendance of the trustee at 75%. The “required by law” commissions, Fire and Police along with Planning and Zoning, should also have a s�pend instead of a mee�ng. Discussion of the compensa�on model and the hours required by these commissioners ensued. Trustee Guzzo asked when this would go into effect? Answer was May 1st. REPORTS A. Chairperson ‐ Nothing at this �me B. Village Manager ‐ Nothing at this �me ‐ Mayor stated that tonight is a busy mee�ng and we will have a full house so Trustee Reports will hopefully move along quickly. C. Clerk’s Office ‐ Deputy Clerk Richards ‐ ○ 2017 Business Licenses went out this week ○ Liquor Licenses renewals will go out next week ○ April Elec�on packets are available in the Clerk’s Office ○ Food Truck Update i. Review of the survey of other communi�es and the various requirements. ii. A report of the results were given to the commiĀee members iii. Trustee Barker asked the cost of the license, response was $200.00 ○ Baby is due November 1st, 5 more weeks.  D. Human Resources ‐ Director Crane ‐ Nothing at this �me. E. Informa�on Technology ‐ Director Liljeberg ‐ Nothing at this �me. F. Communica�ons ‐ Director McIntyre ‐ Nothing at this �me. ADJOURN 5:29pm ‐ (next mee�ng scheduled March 2, 2017) Mo�on by Trustee Addington seconded by Clerk Szymski, all ayes. Approved: 01/05/2017