Special Meeting Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, May 21, 2015 6:00 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 May 21, 2015 I Call to Order The Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, May 21, 2015 in the Community Room of the Village Hall was called to order by Village President Keith Giagnorio at 6:05 p.m. II Pledge of Allegiance Village Clerk Sharon Kuderna led the Pledge of Allegiance. III Roll Call Present 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Staff Present: Village Manager Scott Niehaus Assistant Director of Finance Jamie Cunningham Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Chief of Police Ray Byrne Fire Chief Paul DiRienzo Assistant Village Manager Nicole Aranas Communications Coordinator Avis Meade Executive Coordinator Carol Bauer IV Public Participation V Agenda 150211 Advisory Committee Adjustments and Assignments Village Manager Scott Niehaus indicated that after he began his employment with the Village, he held meetings with the elected officials on an individual basis and that the matter of duties and responsibilities of the boards, commissions and committees was brought to his attention. Research was done on how other municipalities handle boards and committees. Village President Giagnorio distributed a memo on May 4 to the Village Board relative to proposed changes to boards, commissions and committees. Some of the proposed changes included: eliminate the Environmental Concerns Committee with the duties being absorbed by the Public Village of Lombard Page 1 Special Meeting Board of Trustees Minutes May 21, 2015 Works Committee; amend the Transportation & Safety Committee to Public Safety & Transportation; amend the Finance Committee to Finance & Administration; eliminate the Electric Reliability and Lombard Hotel and Conference Center Ad Hoc Committees. The Finance & Administration Committee would also review the HR manual and the Transportation & Safety Committee would review various aspects of police and fire operations. These committees would serve as advisory and would not make changes to the day-to-day operations of the Village. Village President Giagnorio asked that each Trustee take the committee they are assigned and mold it into their own committee and give the committee ownership. Committee assignments are as follows: Public Works & Environmental Concerns: Trustee Ware to remain as Chairperson and Trustee Dan Whittington to serve as Co-chair; Public Safety & Transportation - Trustee Dan Whittington to serve as Chairperson and Trustee Mike Fugiel to serve as Co-chair; Finance & Administration: Trustee Reid Foltyniewicz to serve as Chairperson and Trustee Robyn Pike to serve as Co-chair; Community Promotion & Tourism: Trustee Mike Fugiel to serve as Chairperson and Trustee Bill Johnston to serve as Co-chair; Economic & Community Development: Trustee Bill Johnston to serve as Chairperson and Trustee Reid Foltyniewicz to serve as Co-chair. Community Relations: Trustee Robyn Pike to serve as Chairperson and Trustee Bill Ware to serve as Co-chair. Village Manager Niehaus asked staff as committee liaisons to reach out to the respective Village Board members relative to updating them on their committees. Elected officials to review with the committee members and determine their regular meeting dates. Ordinances relative to proposed committee changes as well as appointments of Chairpersons and Co-chairpersons to be on June 18th agenda. 150212 Ad-Hoc Advisory Committee - Lombard Pride Assistant Village Manager Nicole Aranas reviewed the purpose of the Lombard Pride Committee as follows: look at special events in the Village; develop an RFP for a 2016 Community Festival. The committee will consist of 7 members - one from the Park District and one from the Chamber as well as five residents, a Chairperson and a Village of Lombard Page 2 Special Meeting Board of Trustees Minutes May 21, 2015 Co-chair. Will look at having a Student Member between the ages of 18-25, possibly a high school or college student. The Student Member would be a non-voting member. The Co-chair will be the Village Clerk. The Village Manager's Office will serve as the staff liaison to the committee. Press release to be disseminated tomorrow relative to the committee and requesting any interested residents to apply before June 8th. Enactment No: R 45-15 150213 Strategic Plan Follow Up Village Manager Scott Niehaus distributed the draft Strategic Plan. Page 4 of the report will need to be completed. Staff will complete and bring back to the Board for review. (1) Does the Village Board want to have facilitator Craig Rapp return to conduct a follow-up session? Yes. The Board did ask for costs associated with bringing facilitator back. (2) Does the Village Board want to adopt the Strategic Plan by resolution as has been the past practice of the Village? Yes. (3) Does the Village Board want to have a specific communication plan prepared to explain to the community the strategic vision of the elected officials? Yes. The communications plan may go to Community Relations for review before being adopted. 150214 FY 2016 Budget Discussion Calendar Assistant Finance Director Jamie Cunningham provide an overview of the budget process: departments have begun entering data into the system relative to their respective proposed budgets; in a few weeks the Village Manager will meet with individual department staff for each of the operating departments and review budget requests; the Finance Department will then review the proposed budgets and make any changes; budget workshops will be scheduled for the Village Board to then review the proposed budget; past practice has been to hold two budget workshop sessions with the Village Board to review the budget. The options relative to the budget workshops are as follows: combine two workshops into one and start the workshop earlier in the day with a proposed date of August 27th beginning at 2pm; combine two workshops into one and meet on a Saturday with a proposed date of August 29th beginning at 10 am; hold two workshops with proposed Village of Lombard Page 3 Special Meeting Board of Trustees Minutes May 21, 2015 dates of August 24th and August 27th with both sessions beginning at 7pm. The Village Board discussed the various options. Village Manager Niehaus reported that there would be less than a 2% increase in discretionary spending in the budget; the rest of the budget is non-discretionary or fairly locked in my union contracts, etc. The Village will continue to monitor the State budget and how various proposed cuts might reflect on the Village such as the proposed cuts in LGDF. Consensus was to continue with the two budget workshop dates. The Village Board will be polled relative to what dates are best and the budget sessions will be determined based on availability of the Board. 150241 President Pro-Tem Village Attorney Tom Bayer provided the following information relative to President Pro-Tem and Temporary Chairperson: President Pro-tem - where a temporary absence or disability of the Village President incapacitates him/her from the performance of his/her duties, but does not create a vacancy in the office. The President Pro-tem would carry out the day-to-day responsibilities of the Village President in addition to chairing the Village Board meetings. Temporary Chairman - where the Village President is absent from a meeting, and the absence is not the result of a vacancy in the office nor of such a nature as to require a president pro-tem as noted above. In neither of these cases does the president pro-tem or temporary chairman serve when a vacancy has been created in the office of the Village President due to resignation, death, permanent disability or other causes which are addressed separately through provisions of the Illinois Municipal Code (65 ILCS 5/3.1-1050. He noted that it is good practice to have a President Pro-Tem in place. He reviewed options for the selection: can be the Senior Trustee; can name an elected official within 60 days following each election; can rotate through the districts. Question relative to Trustees with the same amount of seniority: question whether each of the Trustees wants to serve as Village President, and if yes, have a lottery. The Board concurred with the last recommendation. This matter will be placed on the June 18th Village Board meeting. Village of Lombard Page 4 Special Meeting Board of Trustees Minutes May 21, 2015 Enactment No: Ordinance 7088 VI Adjournment A motion was made by Trustee Dan Whittington, seconded by Trustee Reid Foltyniewicz, that the Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, May 21, 2015 in the Community Room of the Lombard Village Board be adjourned at 6:51pm. 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 5