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.
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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
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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.
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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
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