City of Highland Park Committee of the Whole met Oct. 15.
Here is the minutes provided by the committee:
CALL TO ORDER
At 4:31 PM, Mayor Rotering called the meeting to order and asked for a roll call.
ROLL CALL
Members Present: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
Members Absent: None
Mayor Rotering declared a quorum was present.
Staff Present: Ghida Neukirch, Ashley Palbitska
Also Present: Corporation Counsel Steve Elrod, Assistant Corporation Counsel Brooke Lenneman
APPROVAL OF MINUTES
A. Regular Meeting of the Committee of the Whole – September 24, 2018
Councilwoman Stone moved to approve the minutes from the regular meeting of the Committee of the Whole held on September 24, 2018, as amended. Councilman Kaufman seconded the motion.
On a voice vote:
Voting Yea: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
Voting Nay: None
Mayor Rotering declared the motion passed unanimously.
CLOSED SESSION
Councilman Blumberg moved the Committee close its meeting to the public, pursuant to the following cited sections of the Illinois Open Meetings Act (5 ILCS 120/2(c)), for the purposes of i) approval of closed session minutes (5 ILCS 120/2(c)(21)); ii) probable litigation (5 ILCS 120/2(c)(11)); iii) purchase or lease of real estate (5 ILCS 120/2(c)(5)); and iv) personnel (5 ILCS 120/2(c)(1)). Councilwoman Stone seconded the motion.
On a roll call vote:
Voting Yea: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
Voting Nay: None
Mayor Rotering declared the motion passed unanimously.
At 4:32 PM, the Committee recessed the public portion of the meeting to meet in Closed Session.
At 5:26 PM, Mayor Rotering reconvened the open session of the Committee of the Whole Meeting.
Members Present: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel, Holleman
Members Absent: None
City Staff Present: Ghida Neukirch, Joel Fontane, Lou Jogmen, Ramesh Kanapareddy, Julie Logan, Rob Sabo, Tim Pease, Emily Taub, Lara Lukasik, Ashley Palbitska
Also Present: Corporation Counsel Steve Elrod, Assistant Corporation Counsel Brooke Lenneman
SCHEDULED BUSINESS
Request to Excuse Absence for Zoning Board of Appeals (“ZBA”) Commissioner
City Manager Neukirch explained that staff is recommending approval of Zoning Board of Appeals
Member Bina’s request that three of his recent absences be excused. She noted that this is Mr. Bina’s first time requesting absences be excused.
Mayor Rotering and City Manager Neukirch discussed if the meetings were called due to the lack of a quorum.
Councilman Kaufman and City Manager Neukirch discussed the value he brings to the ZBA when he has been present.
Councilwoman Stone stated that his attendance needs to be monitored based on the amount of absences he has missed in total.
City Manager Neukirch noted that the City and staff do advise Commissioners that they cannot miss three meetings in a row or 51% of all meetings and attendance is taken at every Commission meeting.
The Committee was in consensus to approve Mr. Bina’s request for excused absences with the caveat that if any more meetings are missed, the Committee will revisit and discuss his term for future participation.
Commission Restructure Report and Review
Assistant City Manager Sabo presented the proposed changes for the restructuring of certain City Commissions.
Councilwoman Stone, Corporation Counsel Elrod and City Manager Neukirch discussed how the proposed advisory group meetings would be subject to the Open Meetings Act (“OMA”).
Councilman Knobel and Assistant City Manager Sabo discussed how the advisory group meetings will be posted publically before each meeting and the meetings would be open to the public. They discussed how the appointment application would ask the applicant which advisory group they are specifically interested in instead of providing their top three as is the current process.
Councilman Knobel and City Manager Neukirch discussed if individuals will be able to serve on more than one advisory group at a time.
Mayor Rotering and Councilwoman Stone discussed the term of positions on the advisory groups.
City Manager Neukirch explained that the advisory groups will continue to have the opportunity to discuss awards specific to their commission. She stated that the goal is to not have one single recommendation going to the City Council but each award will be reviewed independently on a Likert scale and feedback be provided to the Council.
Mayor Rotering, Councilmen Blumberg and Knobel discussed the Character Counts award, the current process and possibly changing how the award is granted.
Mayor Rotering and City Manager Neukirch discussed how Councilmembers or City staff cannot participate in the nomination for the Highland Park awards.
Councilwoman Stone discussed the benefit of the proposed transition of the Transportation Commission and Traffic Management Committee.
The Committee and Corporation Counsel Elrod discussed ex-officio individuals and how they can or should not be used on commissions.
Mayor Rotering asked what the difference is between how the commissions are currently structured and what is being proposed.
City Manager Neukirch explained that the Ravinia Festival neighbor meetings would have a wider notification range equal to about 800 feet. She stated that this notification process is similar to the notification that would be provided around Highland Park High School rather than having a commission meeting with limited participants.
Mayor Rotering and Assistant City Manager Sabo discussed the continuation of the current missions of the respective commissions if they transition to advisory groups.
Mayor Rotering, City Manager Neukirch and Assistant City Manager Sabo discussed how the voice of the resident will continue to be heard during the meetings due to the meetings being subject to the Open Meetings Act.
Mayor Rotering and Corporation Counsel Elrod discussed the due process that will continue to be in place within the restructuring of the commissions.
Mayor Rotering stated that the restructuring of the commissions is it not a reflection of the Council wanting to diminish the priorities of the commissions but heightening the mission of the commissions by allowing more individuals to be involved and participate.
Councilman Knobel explained that the advisory groups will eventually have smaller subcommittees which would focus on projects or events such as planning the Business Summit or Martin Luther King Day of Service. She asked for clarification on how those meetings would be structured and if there are Open Meetings Act implications for such subcommittees.
Corporation Counsel Elrod explained that it depends on the way in which the committees have been created because some groups may be seen as a public body. He stated that while this is generally not the case, caution needs to be taken when the subcommittees are created.
Councilman Knobel explained that when planning the Business Summit, for example, it should not be limited to the seven individuals on the commission but there should be an opportunity to allow for more outreach to the community to assist in planning the event.
City Manager Neukirch agreed with Councilman Knobel and explained residents have stated they are not looking for a multi-year appointment but they want to volunteer their time and would be interested in project-based volunteer opportunities.
Mayor Rotering, Councilman Knobel and Assistant City Manager Sabo discussed the scheduling and posting of the meetings.
Councilman Kaufman commented on the importance of communicating and reaching out to the community regarding their involvement in the advisory groups.
Councilman Holleman stated that the proposal seems to be the same as it currently is but with a different name for each group. She explained that she did not realize the formality of the advisory groups, especially continuing with terms even if they were for two years. She voiced concerns with a two year commitment because she was under the impression that the advisory groups allowed individuals to participate for the amount of time they deemed necessary.
Councilman Blumberg stated that he believed it was easier to serve a two year term versus a four year term due to the amount of meetings being reduced, it seems to be less imposing.
Mayor Rotering asked if it made sense to limit the term to one year.
Councilwoman Stone stated that she believed one year would not be enough time for an individual to participate due to the meetings being scheduled quarterly. She discussed how two years is a reasonable commitment.
Councilman Kaufman agreed with Councilwoman Stone because it allows individuals to become familiar with the commission and allows for continuity at the same time.
Joel Cahn, Highland Park resident, voiced concerns regarding the restructuring of the commissions. The Committee and Corporation Counsel Elrod addressed Mr. Cahn’s concerns.
Mayor Rotering stated that staff is looking for further feedback on council liaisons and on Purchase of Service Grants.
City Manager Neukirch explained that staff is looking for direction as to the allocation of the $50,000 for the Purchase of Service grants and whether the funds should be provided to one or more organizations whose main focus is dispersing grant funds.
The Committee and City Manager Neukirch discussed how there is a redundancy as to the grants that are issued by the City and grant making bodies. They were comfortable with providing the budgeted funds to grant making organizations as long as their process was open and transparent to allow for the Council, City and community to understand who was receiving the funds and how the funds were being used. They agreed that agreements would be in place with the grant making organizations and stipulations would be outlined within the agreements.
Mayor Rotering asked for Council confirmation that Council liaisons should remain on the advisory groups.
Councilman Blumberg stated that he was in favor of continuing to have Council liaisons on the advisory groups.
The Committee and City Manager Neukirch discussed the necessity of having Council liaisons assigned to sister governments and whether or not it was necessary to have a Council liaison and or staff at meetings for non-governmental organizations.
The Committee was comfortable with moving forward with staff’s recommended changes except the ex- officio recommendation.
Catering Contract Proposal
City Manager Neukirch explained that the City will assume banquet services at the Highland Park Country Club (“HPCC”) pursuant to the City’s agreement with the Park District on January 1, 2019 and introduced Catered by Design representative Sam Grey.
Assistant City Manager Sabo presented highlights of the proposed agreement with Catered by Design who is the contractor selected by the Park District to serve as the banquet operator in 2018.
Councilwoman Stone, Assistant City Manager Sabo and Mr. Grey discussed the room rental rate, the percentage of food and beverage sales the City would be receiving, and invoicing.
The Committee and Mr. Grey discussed the City’s position of being in the business of catering, the length of a contract starting for 2019, the need for capital improvements to the building, issuing a request for proposal before committing to a long term agreement, the cost of replacing the table settings, and the promotion of the facility.
At 6:58 PM, Mayor Rotering called for a recess of the Committee of the Whole Meeting. At 7:01 PM, Mayor Rotering reconvened the Committee of the Whole Meeting.
Members Present: Mayor Rotering, Councilmen Stolberg, Stone, Kaufman, Blumberg, Knobel,
Holleman
Members Absent: None
City Staff Present: Ghida Neukirch, Joel Fontane, Lou Jogmen, Ramesh Kanapareddy, Julie Logan, Rob Sabo, Ron Bannon, Annette Cardiff, Emanuel Gomez, Don Jensen, Tim Pease, Lara Lukasik, Ashley Palbitska
Also Present: Assistant Corporation Counsel Brooke Lenneman
Budget Workshop - Public Works
Public Works Director Kanapareddy presented information on the Public Works proposed FY2019 budget.
Councilman Stolberg and Public Works Director Kanapareddy discussed how the City is at 90%
compliance for the Annual Backflow Prevention Compliance inspections.
The Committee discussed providing communication and posting descriptive signs in the direct area affected by construction that will last an extended amount of time.
Mayor Rotering and Public Works Director Kanapareddy discussed how many people utilized the PACE buses for Ravinia Festival.
The Committee and Public Works Director Kanapareddy discussed detours surrounding construction work being conducted around St Johns Avenue from Lambert Tree Road to Mulberry Place and the Beach Street bridge over Ravine 3 as well as the Judson Avenue bridge over Ravine 3. They discussed construction work scheduled for Clavey Road in both 2019 and 2020.
Mayor Rotering discussed her appreciation for the team and the close communication that has taken place in the development of the FY2019 budget for Public Works.
OTHERS MATTERS
There was none.
ADJOURNMENT
Councilwoman Stone moved to adjourn. Councilman Kaufman seconded the motion. On a voice vote, the Mayor declared the motion passed unanimously.
The Committee of the Whole adjourned its meeting at 7:35 PM.
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