z - Retired - Administration Committee

draft Administration Committee- Meeting Minutes May 25, 2017 CALL TO ORDER: 4:35 by Trustee Liddle ROLL CALL: Committee Staff Trustee Liddle (Chair) Manager May - Liason Mayor Gunter Finance Director Parker Clerk Szymski Deputy Police Chief Gruen Trustee Barker(Co-Chair) Communica ons Dir McIntyre Trustee Nero (5:15pm) Fire Chief Weiss Trustee Barry (5:31pm) PW Director Ramsey Com Dev Director Ziegler Deputy Clerk Richards Deputy Fire Chief Riley HR Director Crane PT HR Generalist Kosman PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES: January 5, 2017 minutes - a mo on Trustee Addington and seconded by Trustee Barry. All ayes. UNFINISHED BUSINESS: Manager May discussed the Sycamore Run Special Service Area. Explained the pond at 61st and Cumnor and the issues with the erosion control problems for St Joseph Creek problems have been 20 years in the resolu on. The issue with the parcels agreements, the objec on of 1 resident & the sale of one property, along with a tax bill that a resident received that should not have received one, and a wrong Tax ID # on one parcel that needs to be corrected. At this point the SSA is to collect $1,000.00 a year for 5 years, when we have spent hundreds of thousands of dollars on this project it would be be er to just end it now. ● Trustee Barker asked who is now responsible for the creek frontage? Manager May responded that the 8 parcels own the property now and are responsible for the maintenance of the erosion. Discussion of the apartment building and the future costs ensued. Manager May stated that the liability is/was to be zero, however, the length of me involved and the Army Corps of Engineers. ● Trustee Liddle agreed we should cut our losses, no objec ons were raised by board members. NEW BUSINESS: A. IMRF Resolution - Manager May explained that IMRF par cipa on for an elected official requires that you spend 1000 hours a year working for the Village. IMRF would like the Village to pass a resolu on sta ng that you work for the Village a minimum of 1000 hours a year (20 hours a week). Manager May is not sure that this is a true statement that this threshold is met. If this threshold is not met, then withdraw from IRMF is the best op on. We can enroll trustees into a 457 op on (401k for Government Employees) that will fulfill our ordinance obliga on that trustees are enrolled in a re rement benefit. a. HR Director Crane stated that the resolu on is required by September 1st, and only me with cons tuents, along with a endance at mee ngs and func ons in an official capacity are to be considered; on call hours and travel me are not to be considered. i. Trustee Liddle asked if this was just for the board? Director Crane stated that yes it was just for trustees, employee par cipa on is mandatory for any employee that works over 1000 hours. ii. Manager May asked if the results could be mixed with some trustees par cipa ng and others choosing not to par cipate? The response was no, the whole board has to vote for the resolu on. iii. Director Parker asked if 1000 hours are voted yes, then individually the board members can decide if they want to par cipate or not. The response was no, the new board members can choose not to par cipate. iv. Mayor Gunter asked if a board member is currently in IMRF then they need to con nue if a resolu on is passed, no one can opt out? Director Crane said that if the board decided not to pass the resolu on by Sept 1st the board would not be par cipa ng in IMRF. v. Mayor Gunter restated that the current board members are in IMRF and if they don’t pass a resolu on that they work 1000 hours a year than their par cipa on in IMRF will end. Director Crane replied that a resolu on sta ng that they did not work 1000 hours a year would make it happen sooner. vi. Mayor Gunter asked if this resolu on was not passed, would the trustee in ques on have his pension reinstated. Director Crane replied that the pension deduc on would stop a er September. Manager May rephrased to ask if the trustee that had been drawing a pension and had to stop drawing would again receive his pension? Director Crane stated that the pension would be restored. vii. Mayor Gunter asked if this is just the trustee or does it include the Mayor and Clerk? Director Crane said that it applied to all elected officials currently enrolled in IMRF, not the Mayor or Clerk. Clerk Szymski remarked that she thought she was par cipa ng in IMRF? Director Crane replied that if Clerk Szymski was in IMRF than it would include the Clerk. Mayor stated that Clerk Szymski would lose her service years for the next five years a er pu ng in 2000 hours a year for the last 20 years. viii. Director Parker asked if there was two separate resolu ons, one for the clerk/mayor and one for the trustees? Director Crane responded that it was one resolu on. 1. Trustee Nero asked if you could separate it out? Director Crane said no. 2. Director Parker replied that the copy he was looking at showed that you can list the tles of the elected officials. Then you can do two resolu ons, one that states that the Mayor and Clerk do work the 1000 hours and the trustees that do not work 1000 hours have a separate resolu on sta ng that they do not have that many hours. Director Crane replied that she would have to look into that op on. 3. Trustee Barker remarked that Clerk Szymski works over 1000 hours and we would not want to do something that damaged her standing.  ix. Director Crane stated that right now it is listed that all the elected officials work over 1000 hours and that is what needs to be determined. IMRF is requiring that this be recer fied by resolu on every two years as it does change with elec on cycles as to whether all elected officials are pu ng in 1000 hours a year. x. Manager May reminded everyone that we could have a separate re rement vehicle for elected officials and leave IMRF out of the equa on. Trustee Nero asked about the funds paid in and if that was transferable to a new vehicle. Mayor Gunter responded that the funds paid in are the elected officials funds and the funds the Village paid in are the Village’s funds kept in the Village’s account. Director Parker stated that the funds can be le in to be applied if you work for another IMRF agency or it is determined that you do work 1000 hours at a later date. xi. Mayor Gunter remarked that we have un l September 1st to pass the resolu on. Trustee Nero asked why this had suddenly become an issue? Manager May responded that there are several communi es that have been challenged by labor unions for par cipa ng without having the hours to support par cipa on. xii. Trustee Liddle asked if we wait un l the August Administra on Commi ee mee ng will it be enough me to have a resolu on passed? Director Crane responded that the memo stated if a resolu on is going to be passed it must be done by Sept.1st. Manager May said we could review at the August 3rd Administra on mee ng - he will poll that individually before that to review. B. 457 Plan Option - Director Crane said that we have not yet looked into how the 457 plan op on would work, she would explore the op ons before September. Discussion of the elected official compensa on ordinance ensued. Mayor remarked that for elected officials the return for less than 10 years service would be be er with the 457 plan. It needs to be looked into further. REPORTS: A. Chairperson - Reports have been submi ed from Administra on areas in advance. Does anyone have any ques ons based on the reports submi ed? Manager May stated that Mr. McIntyre would like to speak if that’s alright? Director McIntyre addressed the board members: a. The branding ini a ve regional percep on survey is ready to go out next week. b. The branding commi ee is working on guidelines that need to be in place for social media requests by the departments; wai ng for the insight requested from the DuPage PIOs. c. The budgeted branding funds of $25,000.00 will be used for graphics, a new logo design for posters. d. A website redesign is in process and the colors and design need to be chosen so an email will go out to the board reques ng feedback. CivicPlus has had a great deal of upgrades since we launched the current website. e. Sister City signing ceremony is set for July 4th and the guests will be arriving on July 2nd. We need to roll out the red carpet and the Mayor is working on the signing ceremony details. f. Trustee Barker asked that the PA system be in place and the details be reviewed. We don’t want to have the details fall through as they did at the high school for the dance troupe. Director McIntyre stated that the system did not work that day, and there was no back up plan. However the turnout was greater than anything that had been at the high school before, over 600 people. It was amazing. g. Social Media press release asking that residents ask ques ons of the Village and not post things on social media, as that is how bad informa on gets out. Our Communica ons Commi ee believes the response should be to address it immediately if misinforma on gets published on social media. PIO’s believe it should not be a direct response, rather have “fans” of  Westmont respond. Manager May asked that the Police Dept request be addressed. Director McIntyre stated that the EIC and the Police Dept have requested that informa on go out, however all informa on can’t go out all the me it has to be balanced. These are the guidelines that the Communica ons Commi ee has to work out. Also, the facebook page crea on has to be monitored so that the public can’t post things on a Police Dept page. Keeping us safe from nega ve commentary. B. Village Manager - Invited Deputy Clerk Richards up to discuss the food peddler request. a. Deputy Richards explained that she has received a request from a resident that would like to peddle ke le corn she makes in her home around town on foot. The only peddler license we have deals with vehicles and not foot traffic. She wants to visit businesses and parks and sell popcorn to the patrons. b. Mayor Gunter asked where the health department comes in for that type of food sales? Deputy Clerk Richards remarked that the health department does monitor food trucks but she is not sure that about peddlers. Manager May said that if we approved it there would be other considera ons such as insurance and health department requirements. c. Trustee Barry said that this is already happening with different vendors, such as sausage makers and pie makers. Discussion of legi mate and non-legi mate businesses and things that are licensed in other towns. d. The mobile food truck license is two hundred dollars and we only have two issued: Chicago Pizza Boss and the Ice Cream Vendor. C. Human Resources - Part Time HR Generalist Kosman announced the new hires, the part me wage adjustment changes, the ac ve shooter training, the percentage rate increases for employee insurance to go into effect on July 1st, and the voluntary vision insurance program. Mayor Gunter asked about the rate changes for the PPO and the HMO, were the rates ge ng real close to being even? Director Crane said she would look up the rates and email them to the Mayor, Director Parker stated that the new rates were: HMO single is $580.00 and PPO is $785.00. D. Deputy Liquor Commissioner - The items have been submi ed, there has also been addi onal requests from exis ng businesses for video gaming. Mayor Gunter would like everyone to think about two long term businesses that want to be considered? Would we like to open this up to our current businesses for Class 23 for 90 to apply? a. Trustee Barry asked if a business moves does their license move with them? Mayor Gunter answered that a business that has any changes has to reapply. Asked everyone to think about it, not to answer now. We will discuss at the next commi ee mee ng. b. Trustee Liddle asked how many could we have come forward? Mayor remarked that Deputy Liquor Commissioner Mulhearn will have those details at the next mee ng. c. Trustee Barry stated that any business that has had a liquor license for over a year can come forward so why would we need to open up the applica on process for 90 days? Mayor Gunter responded that the criteria is reviewed for standards during the applica on process so someone just coming before the Board and asking has not been ve ed for the liquor, code, and fire standards. ADJOURN 5:52 p.m. (next mee ng scheduled August 3, 2017) Mo on by Trustee Barker seconded Clerk Szymski, all ayes.