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Administration Minutes 2012 02-16-12 APPROVED W/ CORRECTIONS 4/19/12 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, February 16, 2012 6:00pm City Hall Conference Room COMMITTEE MEMBERS IN ATTENDANCE: Chairman Rose Spears Alderman Carlo Colosimo Alderman George Gilson Absent: Alderman Marty Munns OTHER CITY OFFICIALS IN ATTENDANCE: Bart Olson, City Administrator Bill Powell, City Treasurer Meghan Ostreko, Human Resources Manager GUESTS: Matt Seng, Fox Highlands The meeting was called to order at 6:00pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval- January 19, 2012 The minutes were approved as presented. New Business: 1. ADM 2012-08 Monthly Budget Report for January 2012 Alderman Gilson noted that many of the department Professional Services category are very high and asked Mr. Olson for input. Mr. Olson said that the high water and sewer professional services are tied to liens and he will research the others. He also added that the City “bundled” 4-5 line items into Professional Services. He said that the department heads are aware they need to underspend on other categories. Mr. Olson pointed out that $201,000 in sales taxes shown for January resulted from October consumer sales. He said he had projected the taxes to be higher, however, he said that is the time period the City learned Pro Build would be closing. The City is budgeting for a $175,000 loss for next year based on what Pro Building had contributed in a year. 1 Discussion of budget report by page: Page 4 : The overall inspection costs should decrease based on the hiring of a new employee. Page 8: Alderman Gilson noted the water operations “Publishing and Advertising” was 118% over budget with a charge of $119 in November and December. This cost was for a help wanted ad. “Repair and Maintenance” is 238% over budget due to pump repairs and Mr. Olson will determine other contributing factors. Page 10: The concessions are at 122% for revenues and expenses are at 61% with Alderman Gilson questioning why the numbers are so disproportionate. It is thought that the concessions are purchased in March and April. Profit margins are being carefully watched. Page 11: Parks repairs at $48,000 are for 6-7 trucks and mowers, since equipment is not being replaced frequently. Operating supplies are at 91% due to park maintenance. Page 12: Parks and Rec “rental/lease” expenses are at 81% and this includes the rec center rental payment. Alderman Gilson asked for a summary of the Countryside TIF. Mr. Olson replied the revenue is generated from one parcel and is held in a bank account where it accrues. There is also an existing debt service schedule, existing loan payments and legal and administrative fees. Mr. Gilson asked if the revenues will ever meet the expenditures. Administrator Olson said if development occurs prior to year 2023, the debt service could most likely be met and mostly recouped. This will be discussed next month. The Countryside property should be a focus for the Council according to Alderman Colosimo. It has also been a priority for Lynn Dubajic of YEDC. Mr. Gilson asked about the YEDC budget problems and that fact that a startup fee is still being paid to YEDC. The budget issues stem from some businesses having closed, moved or pulled their memberships at YEDC. 2. ADM 2012-09 Monthly Treasurer’s Report for January 2012 Treasurer Powell reported the following: Beginning Balance: $6,172,614 Revenues for month: $1,245,087 Expenditures: $1,228,811 Ending Balance: $9,343,403 (at 72% of the budget) This report moves forward to the consent agenda. 3. ADM 2012-10 Cash Statement for December 2011 This is a month-to-month report of the City bank accounts. Castle Bank is down due to transfer of money to IMET. 4. ADM 2012-11 SSA Refinancing Alderman Gilson said he brought this item forth as a result of a Raintree citizen inquiry. The citizen informed him that 7% interest is being paid for the SSA and he suggested refinancing for a better rate. Bart said he does not have an update yet from the bond underwriter. He said a buyer must be found for the loan, but he said perhaps portions of 2 finished subdivisions could be packaged together for a better rate. He said an analysis of each subdivision needs to be done for the packaging. Notices also need to be sent to the homeowners for permission. Mr. Olson hopes further action can be taken next month. 5. ADM 2012-12 Non-home Rule Sales Tax – Business Disclosure Authorization Administrator Olson said this authorization allows certain City staff members to have access to the confidential sales tax records for local businesses. The information will be used for modeling purposes and to insure sales taxes are paid on time. This authorization must be approved by the Council, so it will move forward to the consent agenda and will require the Mayor’s signature. 6. ADM 2012-13 Cell Phone Usage During Meetings Chairman Spears said 2 Council members had requested this item to be on the agenda. This is regarding the use of cell phones during Council meetings. Mr. Olson suggested drafting a policy to be part of the procedural ordinance or simply to ask persons not to use the cell phones. Alderman Colosimo said he was reluctant to codify this action and that he only had an issue if the Open Meetings Act was violated in some manner. Alderman Gilson said he favored codifying. Mr. Powell suggested language stating “non-city business should not be conducted during city meetings”. Mr. Colosimo also suggested asking the Mayor to make an announcement that elected officials should not be using cell phones or texting during the meetings. It was decided to ask the Mayor to make an announcement. Alderman Spears also requested a large sign instructing people to turn cell phones off during the Council meetings. 7. ADM 2012-14 Copier RFP The existing lease for the copier expires at the beginning of November and the city is asking for only 6 copiers at this time. Fewer are needed because departments have been combined and more scanning is used. Advertisements will be placed and the RFP will need Council approval. This moves to the consent agenda. Old Business 1. ADM 2011-40 Employee Manual Revision – Sections 5 & 6 Ms. Ostreko said Section 5 discusses separation from the company while Section 6 pertains to personnel practices. She pointed out information on page 89, Section 5.7. where she clarified language regarding service credit if employees are laid off vs. resigning. Regarding Section 6, Alderman Colosimo asked if the City has a policy pertaining to smoking in city vehicles. Ms. Ostreko said it is not allowed and is part of State law. The definition of a City vehicle was also discussed. Alderman Colosimo questioned if it includes trucks, lawnmowers, backhoes etc. He said there should be a written policy that should include definitions of City vehicles and equipment. He also commented there is a “public image” to be considered if employees are smoking while using this equipment. 3 Mr. Olson added that he has received negative comments regarding “smoking while driving” and it is a matter of public perception. Ms. Ostreko also addressed changes regarding random drug testing for non-DOT employees. In 2007 there was a legal opinion from the labor attorney advising against random testing for non-DOT employees and she will flag it for the current attorney to review. Alderman Colosimo said it should be allowed and Alderman Gilson agreed saying private corporations conduct this testing and the City should be able to as well. Matching vacation time for Public Works union employees and non-union workers was reviewed. The Public Works schedule moves the wait time from 6 years of service to 5 years of service to reach the next vacation time level. Vacation time will be based on the years completed, determined by the date of hire. The Labor Attorney will review the manual and Ms. Ostreko would like the manual st approved by May 1 for implementation. The committee thanked Ms. Ostreko for completing the numerous revisions. Additional Business: Chairman Spears asked for a follow-up report on the UPS discussion from last month. The UPS store has signed up for an account and the City is now taking City packages there for processing. There will be a cost-savings by not having UPS pickups at the City Hall. There was no further business and the meeting was adjourned at 6:55pm. Minutes transcribed by Marlys Young, Minute Taker 4