z - Retired - Administration Committee

draft Administration Committee- Meeting Minutes August 3, 2017 CALL TO ORDER: 5:03 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 Communica ons Dir McIntyre Trustee Nero Fire Chief Weiss Trustee Barry Trustee Addington Com Dev Director Ziegler Trustee Guzzo Deputy Clerk Richards Trustee Barry Deputy Fire Chief Riley HR Director Crane PT HR Generalist Kosman PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES: May 25, 2017 mee ng minutes: mo on Trustee Addington. All ayes. UNFINISHED BUSINESS: A. IMRF Resolution - HR Director Crane gave a recap of the resolu on and why it is required. a. Forms for the 457 to begin in September when IMRF deduc ons cease will need to be returned by next mee ng. b. The Trustee and the Village will contribute the same amount to 457 as was contributed to IMRF. c. Trustee Barry asked about ves ng, Manager May explained this was more of a pretax savings account to be drawn upon at re rement. Trustee Barry asked what was considered re rement age, HR Director Crane said she would look into it. B. 457 Plan Option - a. Mayor Gunter asked if IMRF was required future Mayors? Could they choose instead to go the 457 route? HR Director Crane stated that the 457 plan is open to any elected official. b. Manager May said that the Mayor and Clerk could choose to par cipate but the Village will not contribute above, the Village contributes to IMRF for the Mayor and Clerk posi ons. Finance Director Parker said that the ordinance reads that the 457 is for elected officials that do not par cipate in IMRF, you can’t do both.  c. Manager May stated that an elected official can contribute the whole s pend if you so choose, the Village contribu on is not a match to what you contribute it is a flat rate. d. On the agenda for the board mee ng will be the resolu on issue. It will be presented by A orney Zemanek. NEW BUSINESS: C. Chamber Banner Program - a. Manager May explained the changes that need to be made to the Chamber Banner Program in light of the sign ordinance. Sta ng that an annual permit will be issued to the Chamber for all the light pole banners. b. Trustee Addington remarked that Joe H. has done an outstanding job with the sign code ordinance clean up and trying not to penalize anyone financially. c. Trustee Barry asked if the Board wanted to get together for a banner? Manager May remarked that the Village is a member. d. Trustee Liddle asked if the banner was reviewed by the chamber for approval? Manager May stated that Execu ve Director Forssberg did review the requests, however it is a single design all that is changed is the text. REPORTS: 1. Chairperson - Nothing 2. Village Manager - The administra on commi ee report is done to save me if needed due to a late start. This format will be shared with all commi ees and will have a sec on just for Strategic Plan updates. a. Manager May reviewed the Commi ee Report i. Strategic Plan Commi ee will be reviewing the repor ng style, will have updates at the next commi ee mee ng. ii. Westmont Park District has decided to pull out of the Neighbors Magazine contribu on. That leaves another hole to fill; right now it is the Village and CUSD 201 as the only par cipants, the Library has previously pulled out. 1. Manager May said we could consider the newsle er again or go 100% electronic as many communi es have done. Trustee Liddle liked having the library, park and village all together in the magazine to take on the train to read. Trustee Barry likes the Library’s newsle er best. 2. The cost is $450.00 a page to neighbors, and every household gets one. We have absorbed the Library’s pages to keep the magazine going. Now the Park is going to use a different format. We either absorb their pages un l Neighbors finds new par cipants or it will probably fold. a. Trustee Nero said that homeowners associa ons might be a good fit. b. Service organiza ons could par cipate as well. iii. The Deputy Liquor Commissioner has a long sec on that you can review at your leisure. 1. Mayor Gunter responded that the 17th is another hearing due to the fact that Myths & Legends did not show up for the hearing, and neither did Neat Kitchen. This is Myths & Legends fourth viola on. Discussion of the problems with this loca ons and the fines to be levied. 2. Discussion of the legali es of a liquor licenses and video gaming licenses. Margies Beef and the length of the liquor license was discussed as an example of follow through on the ordinance. Deputy Clerk Richards stated that Margie’s Beef tried to go around the Village and directly to the state for a video license which the state  denied based on the ordinance in Westmont. 3. Trustee Addington asked about the gaming palace on Ogden selling food. Mayor stated that there is food being sold at that loca on and the owner would like to promote the restaurant more. 3. Human Resources - PT HR Assistant Kosman reviewed the new hires, the handbook rework and IT’s building out of the new intranet which will hopefully make the HR page easier for the staff to navigate. 4. Clerk’s Office - Deputy Clerk Richards stated that code enforcement and the police department have helped with the one business in town that did not renew a business license. Mailings for the 2018 business license will be going out. 5. Communications - a. Director McIntyre said that the Park District pulling out of Neighbor’s magazine was confirmed and Tim Sullivan the publisher of Neighbors will reach out to other organiza ons and the board members are part of many of these organiza ons that might be interested in taking a page: Rotary, Lions, Knights of Columbus, American Legion, and Maercker School are all possibili es. The Village investment per issue to Neighbors if $4,050.00, over the year it is over $24,000.00. All the wri ng and layout is done by the Director McIntyre. i. The Mayor said that the cost would be much lower if we did it in house. ii. Trustee Guzzo would like to make sure the events publicity did not suffer. b. Sister City signing is moving forward to do it virtually and the Taiwanese College student visit went very well. c. Olympic Luge try outs will be Sept 16-17. d. Halloween events are growing and we have a contest for naming the day is bringing interes ng responses. e. Mayor asked if it was a public mee ng to do the virtual signing? The answer was yes. 6. IT - Director Liljeberg highlighted the new temp to perm employee and the IGA with the Library, stated everything is in the report. ADJOURN 5:49 p.m. (next mee ng scheduled September 28, 2017) Mo on by Trustee Nero seconded Trustee Addington, all ayes.