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HomeMy WebLinkAbout2015 Strategic Plan Commission Agendas & Minutes ELGIN + THE CITY IN THE SUBURBS MINUTES Strategic Plan Advisory Commission Tuesday,January 27, 2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room Commission members present: Bill Briska,Judith DiFulvio,Armida Dominguez, Janel Gomez, Dustin Good,Matt Hafeli,Todd Martin,Jeanette Mihalec, Sara Sabo Absent: Carolyn O'Neal Staff: Kim Dewis, Cherie Murphy, Kristine Rogowski, Laura Valdez-Wilson A. The meeting was called to order by Chairman Bill Briska at 6:00 p.m. B. Roll call was read by staff liaison Cherie Murphy. C. Recognized persons present included staff members Kristine Rogowski and Laura Valdez-Wilson, as well as Dave Segel, member of the city's sustainability commission. D. Minutes approved from the meeting of November 25, 2014.A motion was made to approve the minutes by Todd Martin, 2nd by Armida Dominguez. The motion passed unanimously, 9-0. E. Staff report a. 2015 workplan update: Staff liaison Cherie Murphy asked the commission to discuss the items brought forth at the November meeting,as well as a few new things that have come up for the year. b. The city's new director of communications, Kristine Rogowski,was introduced to the commission. Her background includes more than 25 years in communications in a variety of positions. Director Kristine Rogowski explained the upcoming community survey,which is to commence in spring 2015.The contract with ETC Institute,a leader in government surveying,will go to the city council for approval soon. The SPAC will play a role in developing questions and identifying representative groups to include in the survey sample. Director Rogowski was able to address all questions and gather feedback from commissioners regarding the SPAC's previous question development, language accessibility, sample reach and the validity of questions. Chairman Briska discussed the need for a subcommittee to work with staff and ETC Institute. c. City Clerk Kim Dewis discussed the upcoming change to a new software to help manage the administration of boards and r rk commissions.The software will also help with Open Meetings Act (OMA) training.The city is looking to use system provided by Granicus,which also provides the city's video hosting services. Granicus would provide all forms, descriptions and training in a single place. Reporting is also available. Commissioners looked at Granicus' website, as well as an implementation in Louisville, KY. City Clerk Dewis noted that there are several openings for boards and commissions,and some have long-standing openings. Commissioners asked general questions about the application and retention process, noting that there does not appear to be specific criteria to be on a board or commission.The SPAC suggested developing an application template and a review process that might include a rubric. Commissioner Todd Martin suggested that each board or commission develop a"pitch" about their commission that can be included in Granicus, encouraging people to apply. SPAC will form a subcommittee to look into this. d. Staff liaison Murphy reviewed the idea of an Innovation Fund in Elgin, using the city of Baltimore as an example. City Manager Stegall originally proposed this idea to SPAC at the November 25, 2014 commission meeting. Chairman Briska asked the group to discuss SPAC's role in the process. Commissioners Sabo and Martin noted other examples of this in the private sector. Several commissioners r expressed interest in helping to develop the process,being part of the application review process or possibly assisting with research.The subcommittee will discuss this further. e. SPAC members signed up for the three subcommittees that they will be part of in the new few months. i. Community survey: Sara Sabo, Dustin Good, Armida Dominguez, Bill Briska ii. Boards and commissions: Jeanette Mihalec,Judy DiFulvio iii. Innovation fund: Dustin Good, Todd Martin F. New Business a. Public input i. Staff member Laura Valdez-Wilson gave an update on 311 and the mobile app.A beta version of the app will be launched in March. ii. Dave Segel gave an update from the Sustainability Commission regarding compost and Waste Management. G. Adjournment: Jeanette Mihalec moved to ajourn at 7:11 p.m.,seconded by Todd Martin. The motion carried 9-0. r ELGIN THE CITY IN THE SUBURBS' AGENDA Strategic Plan Advisory Commission Tuesday, February 24, 2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room A. Call to Order(Bill Briska, Chairman) B. Roll Call (Cherie Murphy,Staff Liasion) C. Other Persons Present D. Approval of January meeting minutes (Bill Briska, Chairman) E. Staff report a. Status of community survey b. Break into groups i. Boards and Commissions ii. Innovation Fund F. New Business a. Public input G. Adjournment r u ELGIN THE CITY IN THE SUBURBS MINUTES Strategic Plan Advisory Commission Tuesday,February 24, 2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room Commission members present: Judith DiFulvio,Armida Dominguez, Dustin Good, Todd Martin,Jeanette Mihalec, Carolyn O'Neal,Sara Sabo Absent: Bill Briska, Matt Hafeli Staff: Kim Dewis, Cherie Murphy, Laura Valdez-Wilson Guests: Dennis Verges, Dave Segel A. The meeting was called to order at 6:00 p.m.by Sara Sabo, sitting in as chairman in the absence of Chairman Bill Briska. B. Roll call was read by staff liaison Cherie Murphy. C. Recognized persons present included staff members Cherie Murphy, Kim Dewis, Laura Valdez-Wilson.Also present was Dennis Verges and Dave Segel, member of the city's Sustainability Commission. D. Minutes approved from the meeting of January 27.A motion was made to approve the minutes by Armida Dominguez, 2nd by Dustin Good. The motion passed unanimously, 7-0. E. Staff report: 2015 work plan update a. Community Survey: The commission's work on a community survey is on hold until such time that the city council considers the item and formally approves moving forward. b. Innovation Fund: City Manager Sean Stegall has been in discussions and conferences to learn more about the Innovation fund concept. He will attend the next SPAC meeting to discuss this with the commission and clarify his vision for the commission's role in establishing this program. c. Boards and Commission: City Clerk Kim Dewis confirmed that the city is moving forward in the purchase of new software from Granicus to manage the administration of boards and commissions. She anticipates the software purchase will happen this spring. It will require input of all the current information into the new system and presents the opportunity to make improvements in the processes and procedures for recruiting, training and retaining commission members. Some of the improvements that could be included are the C ability to do background checks, administer training, advertise commission openings, host yearly recognition event, and post videos and pictures of commission projects. It was noted that the SPAC commission currently has three openings. The commission discussed next steps should include surveying current commissioners and commission chairs for their thoughts on what improvements they would like to see.The commission reviewed a draft document prepared by staff and made suggested changes. Staff will continue to refine the survey and share with the commission at the next meeting. F. New Business a. Public input i. Staff member Laura Valdez-Wilson gave an update on 311 and the mobile app. ii. Dave Segel gave an update from the Sustainability Commission regarding compost and Waste Management. G. Adjournment: moved to adjourn at 7:11 p.m.by Judy Divfulvio, seconded by Jeanette Mihalec.The motion carried 7-0. The next meeting is scheduled for March 24th. r ELGIN THE CITY IN THE SUBURBS AGENDA Strategic Plan Advisory Commission Tuesday,March 24,2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room A. Call to Order (Bill Briska, Chairman) B. Roll Call (Laura Valdez-Wilson, Staff Liaison) C. Other Persons Present D. Approval of February meeting minutes (Bill Briska, Chairman) E. Staff report a. Boards and Commissions update b. Innovation Fund (Sean Stegall, City Manager) F. New Business a. Public input G. Adjournment C rip ELGIN THE CITY IN THE SUBURBS AGENDA Strategic Plan Advisory Commission Tuesday,April 28, 2015 6:00 p.m. to 8:00 p.m. City Hall, 2nd Floor South Conference Room A. Call to Order (Bill Briska, Chairman) B. Roll Call (Laura Valdez-Wilson, Staff Liaison) C. Other Persons Present D. Approval of February meeting minutes (Bill Briska, Chairman) E. Staff report a. Boards and Commissions update b. Innovation Fund (Sean Stegall, City Manager) c. 311 Outreach F. New Business a. Public input G. Adjournment r 4. ELGIN THE CITY IN THE SUBURBS' MINUTES Strategic Plan Advisory Commission Tuesday,April 28, 2015 6:00 p.m. to 8:00 p.m. City Hall, 2nd Floor South Conference Room Commission members present: Bill Briska, Matt Hafeli,Judith DiFulvio,Armida Dominguez,Todd Martin,Jeanette Mihalec, Carolyn O'Neal, Sara Sabo Absent: Dustin Good, Dennis Verges Staff: Kim Dewis, Laura Valdez-Wilson Guests: Dave Segel A. The meeting was called to order at 6:00 p.m.by Bill Briska, chairman. B. Roll call was read by staff liaison Laura Valdez-Wilson. C. Recognized persons present included City Clerk Kim Dewis and Dave Segel, a member of the city's Sustainability Commission. D. Minutes approved from the meeting of February 24 (no March meeting).A motion was made to approve the minutes by Judy DiFulvio, 2nd by Armida Dominguez. The motion passed unanimously, 8-0. E. Staff report a. Boards and Commissions Update: Laura Valdez-Wilson and Kim Dewis provided an update to the boards and commissions project, which included a proposed timeline to gather input from staff liaisons, boards and commission volunteers and a recommendation to council. i. Proposed timeline 1. Kim and Laura will meet with staff liaisons to explain software purchase, distribute survey and introduce business plans for 2016. 2. Data collection will occur over a few months due to meeting schedules. 3. SPAC will review data and prepare recommendation to city council. ii. Survey review 1. It was recommended that we distribute two surveys: 1) Collect demographic information of commission members to answer who is on our commissions and identify recruitment strategies and 2) Survey to help with promotion and communication about our r r commissions.Also helps collect suggestions for improvement in recruitment, application, retention, communication. 2. Discussion occurred around using survey data to better market our commissions.This information can help commissions attract qualified volunteers, and answer the volunteer's questions about why they might join a board or commission. 3. The survey will also provide information for the new boards and commissions software system, Granicus. iii. Laura will refine the survey based on recommendations. It will be distributed in print and online. b. 311 Outreach: Laura gave another status update on 311 and the mobile app. Staff continues to meet with community groups and deploy small-scale communication efforts. Staff is seeing continued success. Laura asked SPAC for outreach ideas, and will include SPAC members in a variety of these efforts. i. Events- 4th of jkuly, GVC concerts, NOCS (Wen you need help... call 311), iFest, Fox Trot ii. Social Media- Engage with #Elgin311 success stories iii. Harvest Market booth (311 on-the-go) iv. Facilities: ERC, library, schools v. Boards and commissions vi. Car magnets, bus wraps F. New Business a. Public input i. Dave Segel gave an update from the Sustainability Commission and state legislation related to sustainability. G. Adjournment: Moved to adjourn at 7:04 p.m.by Carolyn O'Neal, 2nd by Sara Sabo.The motion carried 8-0. The next meeting is scheduled for May 26. C ELGIN THE CITY IN THE SUBURBS AGENDA Strategic Plan Advisory Commission Tuesday,May 26, 2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room A. Call to Order (Bill Briska, Chairman) B. Roll Call (Laura Valdez-Wilson, Staff Liaison) C. Other Persons Present D. Approval of April meeting minutes (Bill Briska, Chairman) E. Staff report a. Innovation Fund (Sean Stegall, City Manager) b. Boards and Commissions survey F. New Business a. Public input G. Adjournment r ELGIN THE CITY IN THE SUBURBS AGENDA Strategic Plan Advisory Commission Tuesday,June 23, 2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room A. Call to Order (Bill Briska, Chairman) B. Roll Call (Laura Valdez-Wilson, Staff Liaison) C. Other Persons Present D. Approval of April meeting minutes (Bill Briska, Chairman) E. Staff report a. Innovation Fund (Sean Stegall, City Manager) b. Citizen survey update c. Diversity Committee Update (Phil Reed, SNAP Consulting) d. Boards and Commissions survey F. New Business a. Public input G. Adjournment C E LG R%'J THE CITY IN THE SUBURBS AGENDA Strategic Plan Advisory Commission Tuesday,September 22, 2015 6:00 p.m.to 8:00 p.m. City Hall, 2nd Floor South Conference Room A. Call to Order (Bill Briska, chairman) B. Roll Call (Laura Valdez-Wilson, staff liaison) C. Other Persons Present D. Approval of July meeting minutes (Bill Briska, chairman) E. Staff report a. Innovation and Innovation Fund (Sean Stegall, city manager; Dan Ault, senior management analyst) b. Community Survey update F. New Business a. Public input G. Adjournment r