AGENDA GENERAL ADMINISTRATION & PERSONNEL COMMITTEE VILLAGE OF HOFFMAN ESTATES July 6, 2021 7:00 p.m. - Board Room Members: Karen Arnet, Chairman Karen Mills, Vice-Chairman Gary Stanton, Trustee Anna N ewe II, Trustee Gary Pilafas, Trustee Michael Gaeta, Trustee Mayor William McLeod I. Roll Call II. Approval of Minutes -June 14 & June 21, 2021 NEW BUSINESS REPORTS (INFORMATION ONLY) 1. Cable TV Monthly Report. 2. Human Resources Management Monthly Report. 3. Legislative Operations & Outreach Monthly Report. III. President's Report IV. Other V. Items in Review VI. Adjournment (Further details and informatwn can befound in the agenda packet attached hereto and incorporated herein and can also be viewed online at www.lto{f111a11estat es.nr(! and/or i11 person i11 the Village Clerk's office). The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847 /882-9100.
Transcript
AGENDA GENERAL ADMINISTRATION & PERSONNEL COMMITTEE
VILLAGE OF HOFFMAN ESTATES July 6, 2021
7:00 p.m. - Board Room
Members: Karen Arnet, Chairman Karen Mills, Vice-Chairman Gary Stanton, Trustee Anna N ewe II, Trustee Gary Pilafas, Trustee Michael Gaeta, Trustee Mayor William McLeod
I. Roll Call II. Approval of Minutes -June 14 & June 21, 2021
NEW BUSINESS
REPORTS (INFORMATION ONLY)
1. Cable TV Monthly Report. 2. Human Resources Management Monthly Report. 3. Legislative Operations & Outreach Monthly Report.
III. President's Report IV. Other V. Items in Review VI. Adjournment
(Further details and informatwn can be found in the agenda packet attached hereto and incorporated herein and can also be viewed online at www.lto{f111a11estates.nr(! and/or i11 person i11 the Village Clerk's office). The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847 /882-9100.
Village of Hoffman Estates DRAFT
GENERAL ADMINISTRATION & PERSONNEL COMMITTEE MEETING MINUTES June 14, 2021
I. Roll Call
Members in Attendance:
Management Team Members in Attendance:
Karen Arnet, Chair Karen Mills, Vice-Chair Gary Stanton, Trustee Anna Newell, Trustee Gary Pilafas, Trustee Michael Gaeta, Trustee Mayor William D. McLeod
Eric Palm, Village Manager Dan O'Malley, Deputy Village Manager Arthur Janura, Corporation Counsel Peter Gugliotta, Director of Dev. Services Kevin Kramer, Director of Economic Dev. Patrick Seger, Director of HRM Jennifer Horn, Dir. of Planning & Trans. Kasia Cawley, Acting Chief of Police Ryan Johnson, Mgmt. Analyst Joe Weesner, Senior Trans. Engineer Matt Galloway, Mgmt. Analyst Patti Cross, Asst. Corporation Counsel Suzanne Ostrovsky, Asst. to Village Manager Ric Signorella, CATV Coordinator
The General Administration & Personnel Committee meeting was called to order at 7:48 pm.
II. Approval of Minutes
Motion by Trustee Gaeta, seconded by Trustee Mills, to approve the General Administration & Personnel Committee meeting minutes of May 10, 2021. Voice vote taken. All ayes. Motion carried.
Motion by Trustee Gaeta, seconded by Mayor McLeod, to approve the Special General Administration & Personnel Committee meeting minutes of May 17, 2021. Voice vote taken. All ayes. Motion carried.
Motion by Trustee Gaeta, seconded by Trustee Stanton, to approve the Special General Administration & Personnel Committee meeting minutes of June 7, 2021. Voice vote taken. All ayes. Motion carried.
General Administration & Personnel Committee -2- June 14, 2021
NEW BUSINESS
1. Request approval to: a) terminate all prior lobbying services agreements; and b) enter into a Lobbying Services Agreement with Maren Ronan, Ltd. for
lobbying services for the period July 1, 2021 through December 31, 2021.
An item summary sheet from Patti Cross was presented to Committee.
Motion by Trustee Gaeta, seconded by Mayor McLeod, to terminate all prior lobbying services agreements and enter into a Lobbying Services Agreement with Maren Ronan, Ltd. for lobbying services for the period July 1, 2021 through December 31, 2021. Voice vote taken. All ayes. Motion carried.
2. Request approval of an Ordinance authorizing the sale of personal property owned by the Village of Hoffman Estates (auction items).
An item summary sheet from Suzanne Ostrovsky was presented to Committee.
Motion by Trustee Gaeta, seconded by Trustee Mills, to approve an ordinance authorizing the sale of personal property owned by the Village of Hoffman Estates (auction items). Voice vote taken. All ayes. Motion carried.
REPORTS {INFORMATION ONLY)
1. Cable TV Monthly Report The Cable TV Monthly Report was received and filed.
2. Human Resources Management Monthly Report. The Human Resources Management Monthly Report was received and filed.
3. Legislative Operations and Outreach Monthly Report. The Legislative Operations and Outreach Monthly Report was received and filed.
III. President's Report IV. Other V. Items in Review VI. Adjournment
Motion by Trustee Gaeta, seconded by Trustee Mills, to adjourn the meeting at 7:51 pm. Voice vote taken. All ayes. Motion carried.
Minutes submitted by:
Debbie Schoop, Executive Asst. Date
Village of Hoffman Estates DRAFT
SPECIAL GENERAL ADMINISTRATION & PERSONNEL COMMITTEE MEETING MINUTES June 21, 2021
I. Roll Call
Members in Attendance:
Management Team Members in Attendance:
Karen Arnet, Chair Karen Mills, Vice-Chair Gary Stanton, Trustee Anna N ewe 11, Trustee Gary Pilafas, Trustee Michael Gaeta, Trustee Mayor William D. McLeod
Eric Palm, Village Manager Dan O'Malley, Deputy Village Manager Arthur Janura, Corporation Counsel Patti Cross, Asst. Corporation Counsel Peter Gugliotta, Director of Dev. Services Patrick Seger, Director of HRM Fred Besenhoffer, Director of IS Joe Nebel, Director of PW Paul Petrenko, Director of Facilities Paul Bilodeau, Acting Fire Chief Kasia Cawley, Acting Police Chief Rachel Musiala, Director of Finance Audra Marks, Asst. Director of HHS Suzanne Ostrovsky, Asst. to Village Manager Ric Signorella, CATV Coordinator
The Special General Administration & Personnel Committee meeting was called to order at 7:00 pm.
NEW BUSINESS
1. Request Board presentation and approval for public information to proceed through litigation regarding NIU Foundation.
An item summary sheet from Art Janura was presented to Committee.
Art Janura addressed the Committee and provided the history on this piece of land. To date, nothing has been built on this property and the Village has demanded the property be transferred to the Village. NIU Foundation has refused to abide by this provision in the Annexation Agreement and the Village's demand. Art recommends retaining Vince Cainkar, an attorney with Louis Cainkar, Ltd., located in Burbank, IL, to handle this issue.
Special General Administration & Personnel Committee -2- June 21, 2021
Motion by Mayor McLeod, seconded by Trustee Pilafas, to retain Vince Cainkar to proceed to enforce its ownership rights in Lot 2 of Laufenberger Subdivision. Voice vote taken. All ayes. Motion carried.
II. Adjournment
Motion by Trustee Mills, seconded by Trustee Gaeta, to adjourn the meeting at 7: 12 pm. Voice vote taken. All ayes. Motion carried.
Minutes submitted by:
Debbie Schoop, Executive Asst. Date
VILLAGE OF HOFFMAN ESTATES
To:
From:
Regarding:
Date:
Citizen Segments
Eric Palm
Ric Signorella
Cable TV Report
July I, 2021
Memo
This month the Citizen covers: Memorial Day Ceremony, GiGi's Playhouse Field Day, PW Tree Sapling Giveaway, Special Olympics Torch Run, Great Citizen Award for Monica Saveedra, Police Officer Swearing-In Richard Soby, Mayor for a Day with Loren Trimble and the activities of Health & Human Services.
Citizen Segments and Programs in development: Street Revitalization Project Hoffman Highlights (Panic Room, Hyatt Place & Garibaldi's) Schaumburg & Hoffman Estates Branch Library Programs Airing on HETV Economic Development Video(s) HHS Dept. Activities Videos HEPD / HEFD Swearing- In's HEFD NEW Ambulance Capabilities HEFD Hazmat / Dive Team - Specialized Services HEFD Fire Department Open House Video Montage demonstrating multiple aspects of the FD Signature Trenz Barber Shop Grand Opening Community Fishing Derby L&M Financial Services Ribbon Cutting School Supply Drive for D54/U46 Lunch with the Mayor (Park District Event) Crank Revolution Bike Shop Ribbon Cutting
Schaumburg Township & Hoffman Estates Branch Kids & Adults Library Programs Are now airing and will continue to be updated every week.
Mayor, Village Clerk and Trustees Swearing In Ceremony Now airing.
Cultural Awareness Commission - Unity Day Video Now airing.
Bell Works Grand Opening/Ribbon Cutting Now airing.
SWANCC Recycling Videos Now airing.
Hoffman Highlights Now airing.
Concerts/Entertainment- Hideaway Beer Garden/ Village Green Summer Sounds Now airing.
Sports HETV is rebroadcasting 2021 sports throughout the summer.
Complaints/Inquiries There were two new complaints from residents, one with a tree growing through their backyard pedestal; the other with
low hanging cables in their backyard. There are no outstanding inquiries.
Rl
HOFFMAN ESTATES DEPARTMENT OF HUMAN RESOURCES MANAGEMENT
Civil Engineer - Development Services The position was posted on the Village website, social media, Indeed job board, Village broadcast email, and Linkedin. Applications were reviewed by the interview team for review as they were received. Four interviews were held May 12th and 14th. An offer was made to one candidate. He accepted and is completing pre-employment screening. He started June 7.
Summer Seasonal-Public Works The position was posted on the Village website, social media, Indeed job board, Village broadcast email and on Linkedin. The interview team is reviewing applications as they are received. Nine new candidates were interviewed and six were offered positions. Six Seasonals from last summer will be returning. Four Seasonals started on June 1st and two started on June 21st.
Fire Chief The position was posted on the Village website, social media, Indeed job board, LinkedIN, GovHR, IAFC, ILFCA, IAFC Great Lakes Division websites. The interview team reviewed applications as they were received. Four final candidates were chosen the first week of June for the assessment center. One candidate withdrew his application the day before the assessment center. The assessment center was held on June 16th with three candidates. An offer was made to one external candidate. He accepted and is completing pre-employment screening. He is scheduled to start on July 6th.
Maintenance I Forestry The position was posted internally for one week with no interest. It was then posted externally through June 13th with 92 applicants. The Public Works interview team reviewed the applications and we are awaiting their candidate selection for interviews.
Fire (International Association of Firefighters - Local 2061) A mediation session was held in June. Another mediation session is scheduled for July 29, 2021.
Public Works (International Brotherhood of Teamsters, Local 700) Contract ( Jan. 1, 2020 - Dec. 31, 2025).
Police Sergeants (Metropolitan Alliance of Police - MAP-97) Contract (Jan. 1, 2020 - December 31, 2022).
Grievances NIA
Personnel/Benefits/Employee Services
• As staff liaison to the Cultural Awareness Commission, the Director of HRM attended the monthly meeting.
• As staff liaison to the Celtic Fest Commission, the Director ofHRM attended the monthly meeting.
• The Director of HRM participated in the Emergency Operations Committee meetings.
• HRM conducted an Assessment Center for the Fire Chief position.
• The Director of HRM and the Assistant to the Director investigated several complaints.
• The Director ofHRM participated in Management Team meetings.
• The Director ofHRM participated in mediation with the Fire Union.
Risk Management/Safety/Loss Control
• The Risk Manager continued to work on issues related to COVID-19.
• Continued to facilitate the proper handling of all open workers' compensation claims.
• Conducted tele meetings with staff related to high exposure workers' compensation claims.
• Attended a virtual worker's compensation seminar conducted by one of the Village's defense firms. COVID-19 claims and recent case law was discussed.
• Continuing to pursue placing two camper trailers used at the Beer Garden under the property manager's insurance program. These efforts are ongoing.
• Participated in the Fire Chief assessment center.
• Coordinated the administration of several litigated liability claims being handled by the Village's third partly claims administrator.
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• Continued to provide consultation related to risk management issues related to the Now Centre.
• Provided written updates to appropriate management staff related to the status of several open workers' compensation claims.
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HUMAN RESOURCES MANAGEMENT MONTHLY STAFFING REPORT
JUNE 2021
RECRUITMENTS POSITION TITLE: DEPARTMENT: DATE POSTED: AD DEADLINE: APPLICATIONS REC'D: STATUS:
POSITION TITLE: DEPARTMENT: DATE POSTED: AD DEADLINE: APPLICATIONS REC'D: STATUS:
NEW STARTS
POSITION TITLE: DEPARTMENT: DATE POSTED: AD DEADLINE: APPLICATIONS REC'D: STATUS:
Fire Chief Fire Dept. 04/30/2021 05/28/2021 34 applications received The position was posted on the Village website, social media, Indeed job board, LinkedIN, GovHR, IAFC, ILFCA, IAFC Great Lakes Division websites. The interview team is reviewing applications as they are received. Four final candidates were chosen the first week of June for the assessment center. One candidate withdrew his application the day before the assessment center. The assessment center was held on June 16th with three candidates. An offer was made to one external candidate. He accepted and is completing pre-employment screening. He is scheduled to start on July 6th
•
Maintenance I Forestry Public Works 05/19/2021 06/13/2021 0 internal applications received. 92 external received. The position was posted internally for one week with no interest. It was then posted externally through June 13th • The Public Works interview team reviewed the applications and we are awaiting their candidate selection.
PW Seasonal (12 openings) Public Works 03/12/2021 04/11/2021 18 applications received The position was posted on the Village website, social media, Indeed job board and Village broadcast email. The interview team is reviewing applications as they are received. Nine new candidates were interviewed and six were offered positions. Six Seasonals from last summer will be returning. Four Seasonals started on June 1st
and two started on June 21 st.
POSITION TITLE: DEPARTMENT: DATE POSTED: AD DEADLINE: APPLICATIONS REC'D: STATUS:
POSITION TITLE: DEPARTMENT: DATE POSTED: AD DEADLINE: APPLICATIONS REC'D: STATUS:
Civil Engineer I Development Services 0410712021 0413012021 16 applications received The position was posted on the Village website, social media, Indeed job board, Village broadcast email, and Linkedln. Applications were reviewed by the interview team for review as they were received. Four interviews were held May 12th and 14th • An offer was made to one candidate. He accepted and successfully completed pre-employment screening. He started on June 7th.
Police Officer Police NIA NIA NIA One new Police Officer started with the Village June 23rd.
Dev. Srvcs./PW Admin Intern Police Officer (3) ASOI Temporary Management Analyst Public Works Seasonal Maintenance I
PT to FT Customer Service Rep
ANTICIPATED ACTIVITY NEXT MONTH
New Starts Separations Promotions Transfers Reclassifications Change in Status Retirements New Positions Eliminated Positions
Total Number
1 0 0 0 0 1 0 0 0
Position
Fire Chief
PT to FT ASO
2021 EMPLOYEE COUNT
FULL TIME EMPLOYEES PART TIME EMPLOYEES TEMPORARY EMPLOYEES SEASONAL EMPLOYEES INTERNS (PAID)
TOTAL
Total Vacancies: Full Time
Budgeted - Posted
Budgeted - Not Posted
Part Time Budgeted - Posted Budgeted- Not Posted
Budgeted 338
74
Actual 320
75 0
21 6
439
3
Fire Chief Maintenance I
Police Officer
2 12
6
415
Deputy Fire Chief - Operations Police Chief Executive Assistant Associate Corporation Counsel Transportation Planner Maintenance I
Crossing Guard - Lincoln Prairie ASO I Weekend
RECRUITMENT ACTIVITY
Full Time - Response to Recruitments Part Time - Response to Recruitments Seasonal Applicants
TOTAL
Month
59 0 2
61
Year To Date
169 17 32
218
HUMAN RESOURCES MANAGEMENT EMPLOYMENT ACTIVITY
JUNE 2021 NEW HIRES Name Date of Hire Position ReQlacement for Derek Greiner 0610712021 Civil Engineer Greg Burkey Connor Bending 0610112021 PW Seasonal NA Anthony Montaini 06101/2021 PW Seasonal NA Alex Walker 0610112021 PW Seasonal NA Zach Mattes 06101/2021 PW Seasonal NA Jacob Hardt 06121/2021 PW Seasonal Anthony Montaini Eric Reichel 06121/2021 PW Seasonal NA Richard Soby 0612312021 Police Officer Lisa Koenen Ashley Hines 0612112021 DS/PW Admin Intern Shane Miller
SEPARATIONS Name Termination Date Position Reason Steve Pedersen 0611812021 Maintenance I Passed Away Anthony Montaini 0610212021 PW Seasonal Resigned Heidi Zambrano 06104/2021 ASOI Resigned Josh Chlebanowski 0611512021 Police Officer Resigned Shane Miller 0611612021 DSIPW Admin Intern End of Internship Alex Fairall 06/1812021 Police Officer Resigned Rosemary McDonald 0612512021 Police Officer Resigned
PROMOTIONS Name Effective Date Current Position New Position NIA
TRANSFERS Name Effective Date Current Position New Position NIA
CHANGE IN STATUS Name Effective Date Current Position New Position Jeana Jankovec 0610112021 PT CSR FT CSR
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RECLASSIFICATION Name NIA
Effective Date Current Position
UNPAID INTERNSHIPS/ ADDITIONAL ACTIVITY Name NIA
Effective Date Position
New Position
Reason
ADDITIONAL MONTHLY REPORT INFORMATION JUNE2021
# Anniversaries 2
# Interviews conducted during month 3
# Orientations conducted during month 13
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TO:
FROM:
RE:
PERIOD:
VILLAGE OF HOFFMAN ESTATES
Memo GAP Committee
Jennifer Djordjevic, Director of Operations/Outreach - Office of the Mayor and Board
Operations/Outreach Report
June 2021
Update Narrative:
I have been working with the Chamber to schedule in-person ribbon cuttings (Signature Trendz Barber Shop was slated and completed on 6/23). The latest ribbon cutting event was attended by Mayor for a Day Loren Trimble who also had the chance to tour PD, Fire, and PW facilities. He enjoyed lunch with Mayor at Mr. Breakfast. (Thank you to our Village Departments for welcoming him). The Chamber also scheduled an after-hours event for L&M Financial which the Board attended. Block parties are ramping back up along with in-person Eagle Court of Honor Ceremonies.
Dr. Monica Saavedra was nominated for and received a Great Citizen Award which several staff and the Board attended. Nomination was received from volunteer Lillian Clinton.
Highlights:
Wine Wednesday, held on 6/24 at the Hideaway Brew Garden was a success. This is the first gathering of WW in over 18 months. Approximately 60 guests attended .
Meeting with Consul-General of Japan in Chicago (Kenichi Okada) went well. Mayor, Trustee Stanton, Clerk Romanoff and Kevin Kramer attended.
Attended the Metro Mayors Caucus Task Force on DEi 6/28 (this is a new working group through the Caucus)
In-Progress:
FIT America Fest schedule is being worked out (for the Mayor and Board attendance). Lions Club School Supply Drive is scheduled but will happen in July (in partnership with the Windy City Bulls)
I reached out to Brad at WCB to start discussing opening night festivities that the Board would be involved in.
Attended committee meetings and submitted minutes as needed. Attended the Village Green Ad Hoc Committee Meeting on 6/15.
Jennifer Djordjevic Dir. Of Operations and Outreach/ Office of the Mayor and Board
