Minutes of the Barrington Hills Village 
Communications Committee Meeting 
January 14, 2008
Final
 
1. Call to Order
 
Chairman Nikki Panos called the meeting to order on January 14, 2008, at 5:29 p.m. in the Barrington Hills Village Hall. 
 
2. Roll Call of Members
 
Present:
Nikki Panos, Chairman
Vicki Kelly, Vice Chairman
Barbara Kemp, Recording Secretary 
Pam Cools, Member
      Maureen Prettyman, Member
      Linda Fox, Member
 
Beth Mallen, Village Trustee, Sponsor
 
Absent: 
             Bob Kosin, Village Administrator, Sponsor, stopped in between meetings
             Joe Colditz, Member of the Police Force
 
.  
 

3.  Updates:  Village

Trustee Beth Mallen: 
The last Village Trustee meeting addressed among other issues Building and Zoning.  There are residents who have been petitioning to add to the number of horses they can house on their properties.  Other residents have expanded barns and the number of horses beyond the number per buildable acres allowed by zoning regulations.   There were two (2) cease and desist orders and two (2) stop work orders issued in recent months due to unauthorized activities.  It is incumbent upon the Communications Committee to ensure the residents new and existing are aware of regulations when they move here in general.  It appears many residents are not closely reviewing  their plats and building regulations before they purchase property or at closing.  Regulations apply to buildable land; land under water or land which is a part of an easement cannot be considered when calculating the buildable size of a home or other buildings for a property.   Newsletters and the Website and other means need to be used to increase awareness.
 
Laura Ekstrom is pending approval as a candidate for the Communications Committee.  President Bob Abboud is reviewing the resumes of all new and replacement candidates for all Committees and a decision will be made when he has completed this review.  Meanwhile the Communications Committee is operating with a team of six (6) members.  Maureen Prettyman agreed to remain on the Committee.   
 
Trustee Julie McKevitt resigned her position due to a move from the Village.  Bob Abboud will appoint a replacement.   The Trustees are operating with one fewer member at this time.  Fritz Gohl has assumed responsibility for Roads and Bridges.  Other Committee assignments and back up assignments are in flux; Trustees are assuring all Committee Meetings are covered.
 
The Canadian National Railway meetings were well attended on January 9.   Not all villages in the suburbs are against the proposal.   We need to continue to communicate in the Newsletter and on the Website and in letters to external publications the concerns we have for Open Spaces and Traffic Congestion and Hazardous materials risks for the Community.  
 
McHenry County has issued a new document called “Land First” which addresses residential and commercial construction.   An impact synopsis for the Website is welcome from Committee Members who have reviewed the lengthy document.
 
4.  Approval of Minutes
 

The Commission Members reviewed the minutes from the November 19, and December 17, 2007 meetings.  Vicki Kelly motioned and Linda Fox seconded with amendments for typos from Pam Cools.   Motion passed (6-0-0)

5. Old Business     

· Website -   Vicki Kelly, Barbara Kemp 
o Vicki Kelly reviewed a document prepared by her and Barbara Kemp regarding the Website status.  
o In short, the meetings with Dawn Stavropoulos of Imagination Station, Inc, a local Webmaster, were productive.
o Draft Requirements, Statement of Work and Contract Documents have been reviewed for any legal concerns by the Village and  Content changes are being made with a plan to formally issue all three documents starting this week.
o The agreement to not exceed the total Website related costs of $1000 for 2008 is feasible.   Plans to make the site changes completed in approximately 30 days are also deemed feasible if everyone moves according to schedule.  Budget request was for $2000.
o Meanwhile the existing .info site is being updated and Vicki and Barbara will be meeting at the Village two (2) hours a week to take the newly submitted information and ensure it is edited, posted to the site, and available now and through the transition to the new site.
o The team went through a list of potential/likely senders and contributors and each Committee Member  aligned with a Village Committee or agreed to other steps to obtain information that is timely and relevant to the Mission of the Committee.  Anyone needing a reminder is to contact Barbara for areas they agreed to  represent.  Post meeting:  Barbara will send out a revised copy of the commitments to anyone who requests them.
o We agreed to use the clean logo for 2007 without the reference to the 50th anniversary and Beth will send a new logo to Barbara, Vicki, Pam and Linda for use on the Website and the new Newsletter.
o We are soliciting photos for the website with credits and permission to publish and additional photos from Beth Mallen for the Website Requirements.
o Vicki will contact all area Publications to ensure any reprint of editorials and/or articles is legal and can be done in a timely manner with proper credit.
o The team asked Vicki and Barbara to post an “Under Construction” Comment on website pages being updated such as Calendar.  Post meeting:  Beth requested the Calendar be updated quickly since she and others rely on it.
o Post meeting:  Barbara edited the Requirements, SOW and Contract and forwarded them appropriately. 
 
 
· Newsletter- Pam Cools and Linda Fox
o Linda Fox and Pam Cools are in the final stages of the 1Q 2008 Newsletter.   It will be approximately eight (8) pages in length with Trustee approval.
o The Newsletter will be featuring pictures from the 2007 Gala at the San Filippo’s courtesy of Beth Mallen and Laura Ekstrom.
o There will be an article on/by Patty Meroni and all of the year’s 50th anniversary activities in summary.  
o The McHenry County Burning Ordinance was passed.  Barrington Hills own burning ordinance supersedes the McHenry Ordinance for McHenry County Residents who reside in Barrington Hills.
o Steve Knoop is working on an outdoor Lighting Ordinance.
o A mention of Cook County Commissioner Greg Goslin was requested by Bob Kosin since he facilitated the lower speed limits on Cook County Roads within the Village.
 
· Technology Committee – Linda Fox
o No Technology Meetings were held.  
 
6.   New Business 
 
· New Residents Welcome Package  – Maureen Prettyman and New Committee Member
o Nikki has asked Maureen to head up an initiative to create a Welcome Package for New Residents.  
o Maureen will prepare a recommendation for what is to be included and the intent of the package as well as how the material is to be delivered and how the sub team will find out about new residents.
o There is a perceived need for Realtors to get a one page flyer to include when they are showing potential residents around the village so services such as sewer, water, waste management, weight limits on roads for moving, and many other issues are clearly understood by buyers and new residents. 
o Many of the complaints being managed by the Trustees come from a lack of understanding by new and even existing residents about the processes and ordinances.
 
· Living Green in Barrington Hills -  Nikki Panos
o Topic to be addressed at the next meeting.
o This topic has been broached by Dan Mjolsness and Barbara Kemp in late 2007 for 2008 Committee consideration...  

7.  Adjournment

Nikki Panos entertained a motion for dismissal at 6: 45 p.m. The next meeting is on Monday, February 11, 2008, at 5:30 p.m. Vicki Kelly motioned and Maureen Prettyman seconded.  Motion Approved (6-0-0).  
 
 
                                              Meeting Adjourned
 
Note:  Meeting Minutes Approved as Final during Special Meeting February 25, 2008.