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HomeMy WebLinkAbout2.1 Approval of Committee of the Whole Minutes - June 11, 2019 7/10/2019 BoardDocs®Pro IL AN Agenda Item Details Meeting Jul 09, 2 - COMMITTEE OF THE WHOLE Category 2. APPROVAL OF COMMITTEEWHOLE Subject VAL OF COMMITTEE OF THE WHOLE MINUTES - June 11, 2019 Access lic Tye Action Public Content 06 11 . Administrative Content Executive Content https://go.boarddocs.com/il/vomp/Board.nsf/Private?open&login# 1/1 IMMI4191fIWfIWWVMIXMWIIMIpININNINNIVMWIIYIYIIIWIIIIIIIIIW.YWWWIWWWI COMMITTEE OF THE WHOLE MINUTES — June 11, 2019 - 3rd Floor, Village Board Room Village Hall, 50 S. Emerson Street 1. ROLL CALL— CALL TO ORDER The meeting was called to order at 7:04 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli and Michael Zadel. Staff present included Village Manager Michael Cassady, Assistant Village Manager Nellie Beckner, Village Clerk Karen Agoranos, Director of Public Works Sean Dorsey, Director of Community Development Bill Cooney, Director of Finance Amit Thakkar, Chief of Police John Koziol, Deputy Director of Building and Inspection Services Mark Rysavy, Director of Building and Inspection Services Bill Schroeder and Management Analyst Alexander Bertolucci. 2. APPROVAL OF MINUTES Trustee Saccotelli, seconded by Trustee Zadel moved to approve the minutes of the Committee of the Whole meetings of March 12, 2019 and May 14, 2019. The minutes were approved by unanimous voice vote. 3. CITIZENS TO BE HEARD Heather Johnson 600 block of Elmhurst Ave. Expressed concern regarding the Randview-Highland Streetlight project. Ms. Johnson stated she feels the new lights that are being installed are too bright and too tall and produce a glare that makes it difficult to see the immediate surrounding area. She stated the strength of the light output is affecting residents' sleep patterns. Ms. Johnson stated a petition has been circulated that opposes the number and brightness of the streetlights. Ms. Johnson stated she hopes adjustments are made to better serve the residents. Director of Public Works Sean Dorsey responded, stating the streetlights have generally been well-received by residents but will explore options to limit the amount of light intensity. Mr. Dorsey stated one option is to install light shields. 4. DISCUSSION ITEMS 4.12019 Strategic Planning Overview Assistant Village Manager Nellie Beckner provided an overview of the Village's 2019 Strategic Plan. Ms. Beckner stated action plans were identified during the Village Board workshops held in February of this year. The Board categorized these projects, or action plans, into "top" and "high" priorities. The Village Manager also identified and categorized projects in a similar manner. Ms. Beckner added these Action Plans provide a useful tool for the Village leadership team to prioritize, plan and implement key projects. Ms. Beckner stated the completed Strategic Plan document is available on the Village's website for viewing and demonstrated how to access the document on our website. Ms. Beckner stated the document contains several components that include a one-year, five- year and fifteen-year strategic plan goals, action plans, leaders guide, and performance review of the previous year's accomplishments. Committee of the Whole Page 1 of 3 5/14/2019 Ms. Beckner reviewed and provided details on the top and high priorities on Policy Agenda as well as the top and high priorities on the Management Agenda. Ms. Beckner stated tracking progress is essential to the success of the Village. Ms. Beckner provided a brief introduction into the software program, Envisio, which delivers tools for staff to track and report progress on these action plans/projects. Envisio presentation will follow next. Board Comments: • The Board has embraced Strategic planning for several years; active document but always room to grow and improve. Implementation of a software program is our next step to move forward. • Important to measure and chart progress toward achieving our goals; will also aid in management of these goals. 4.2 Envisio Presentation Ms. Beckner introduced Neonila Lilova, Director of Customer Innovation for Envisio. Rob Hines, Envisio Customer Success Manager was also present. Ms. Lilova provided an introduction to the software program that manages the creation, tracking and reporting of the Village's strategic plan. Ms. Lilova stated the Envisio system also includes the ability for departments to measure goals and objectives. Envisio has the capability to calculate and analyze data to measure performance and detail progress. This information can be shared through an online public-facing dashboard. Ms. Lilova displayed a sample dashboard to help visualize the capabilities and features of the system and added it is fully customizable. Board comments/questions: • What will be Envisio's role moving forward? Ms. Lilova responded, stating the relationship between Envisio and Village staff will be on-going. She will remain involved along with her colleague Rob Hines. • Performance measures need to be clearly defined; achievements need to be visible accomplishments and need to be clearly recognized by residents • When is the anticipated rollout date? Ms. Lilova responded, stating the process is a journey with many variables. Village Manager Michael Cassady stated an update to the Board will be provided in August. • Who will manage progress to ensure the information entered/provided is accurate? Ms. Beckner responded, stating each item or project has an owner who is usually a department head who is responsible for providing accurate information. She also noted this is not a project management program. • Suggested an added feature enhancement that will allow the public to provide feedback or ask questions regarding a project and/or an opportunity to directly email a trustee through this program. • Public will be aware of projects that are successful and those that are struggling. If there are setbacks with a project, an accompanying narrative would be helpful in these cases. Committee of the Whole Page 2 of 3 5/14/2019 There was a discussion regarding the importance of public input and access to information. Public facing dashboard will provide status update through this dashboard. Staff will update progress of projects/goals monthly with the ability to produce reports which will be provided to the Board. 5. MANAGER'S REPORT None. 6. ANY OTHER BUSINESS None 7. ADJOURNMENT The meeting adjourned at 8:31 p.m. Respectfully submitted, Karen Agoranos Village Clerk Committee of the Whole Page 3 of 3 5/14/2019