HomeMy Public PortalAbout09-28-2004 Special Retreat Meeting
Special Meeting to Discuss Issues of Retreat
September 28, 2004
Attendine:: Mayor O'Connell, Trustees Waldorf, Thomson, Dement,
Collins, Fay; one member of the public
Meeting opened at 7:45 p.m.
Minutes:
At the request of the Mayor, Trustee Fay read several points from
previous retreat minutes for discussion, including: role of staff in relation
to the Board.
J. Dement stated that the Board needs to prioritize the needs / projects
for the staff. Mayor O'Connell said that Board input is important for staff
process and for deciding how staff deals with developers. She added that
Trustees should be aware of planning issues throughout the process.
S. Thomson mentioned that it is very helpful for the Board to know what
our staff does. Continuing he added, the Board needs to have input on
agenda formation. P. Fay supports this and suggested a process
whereby the Board gives suggestions / desires for agenda items within a
certain timeline, e.g. a three month target for being included on agenda.
K. O'Connell talked about her role as Mayor pertaining to approving
agendas without much background information and the need for more
board input in creating meeting agendas. S. Dement agreed, stating that
the Board needs to set the tone for what projects and plans staff should
be working on.
Length of meetings is unnecessary at times.
P. Fay said that topics on agenda should not deal solely with residential
development but many topics given by the Board, concerning various
issues in the Village. Many items get tabled and never return.
Developers, especially when presenting to the Board, should not pressure
Board into decision based on their urgent timeline, suggested M. Collins.
This is like "the tail wagging the dog".
K. O'Connell said that better lines of communication are needed for
everybody. Staff will find it helpful in their work as well. She suggested
a monthly communication that highlights emerging projects and plans.
M. Collins concurred, stating that this better communication might give
us better information on "older issues" such as the Meijer development
that we just saw again after such a long laps.
SPECIAL MEETING - 2
P. Fay stated that incomplete plans or presentations should not be
honored. M. Collins agreed, saying: All materials must be to the Board
in our agenda packets by Wednesday deadline for Agenda. Staff
preparation of Board materials needs greater attention to detail. There
are too many items that are ill-prepared, such as documents that read:
"See Exhibit C", and Exhibit C isn't even included.
Economic Development was discussed. M. Collins asked for Board
feedback regarding retaining an E.C. Director or Recruiter. P. Fay
reminded the Board that this was suggested to staff and the reply was:
"we don't go after business; we let them come to us". K. O'Connell
mentioned that perhaps staff should be asked about who might be able
to perform this task among staff we already have, perhaps on a part-time
basis for the time being.
It was generally agreed that all of these items should be processed and
discussed with staff directors at a special meeting - sooner than later.
All Trustees were asked if they had any comments or final thoughts.
None were voiced.
J. Dement motioned to adjourn, seconded by S. Thomson.
Meeting adjourned at 8: 10 p.m.
The minutes were prepared by Trustee Paul Fay.