Admin Task Force Minutes 2006 01-24-06 Page 1 of 2
APPROVED 2-14-06
UNITED CITY OF YORKVILLE
ADMINISTRATIVE TASK FORCE MEETING
Tuesday,January 24,2006—6:00 p.m.
City Council Chambers
MINUTES
CITY OFFICIALS IN ATTENDANCE:
Rose Spears, Alderwoman
Mayor Art Prochaska, Committee Chairman
Alderwoman Rose Spears, Committee Vice Chairman
Bart Olson, Deputy City Clerk&City Intern
John Crois, Interim City Administrator
Paul James, Alderman (Arrived at 6:20 p.m.)
Dean Wolfer, Alderman (Arrived at 6:30 p.m.)
CALL TO ORDER:
The meeting was called to order at 6:15 p.m. by Mayor Art Prochaska.
MINUTES FOR APPROVAL/CORRECTION —November 8.2005
The minutes were approved as read.
COUNCIL NEWSLETTER:
John Crois provided a sample format for the council newsletter for keeping the Mayor
and City Council updated. If there is any confidential information, it will be a separate
attachment in an envelope and stamped "confidential'from the attorney. There will be a
department head meeting tomorrow that will discuss the format and the coordination of
the newsletter. This newsletter will help keep everyone informed before news gets out on
the street and for when reporters call. Although it may be on different letterhead, they
will try to have everyone submit their information in the same format so that it does not
have to be retyped. The intent is to keep them brief with an opportunity to ask questions.
The newsletter will be received bimonthly, depending on the volume, and will be in with
the agenda packets that are given prior to the meetings. Not all departments will have
information every time, though. The departments only need to provide information on
major issues, on items that need a decision or regarding a policy, or something that
someone may call on. Mayor Prochaska also suggested incorporating in the format
rumors being heard so that they can be corrected.
1
Page 2 of 2
DAY-TO-DAY ADMINISTRATIVE WORK
Mayor Prochaska wanted to find out if there was a need for assistance in getting the basic
day-to-day administrative work done. At this time Bart Olson is functioning like an
assistant. Mr. Olson is very helpful in answering the routine questions, taking phone
calls, and collecting/crunching numbers. Mr. Olson's internship will be over in May,
however, and he will be graduating. There is a job description already prepared and was
proposed to the Administration Committee in August,but they tabled it because they
wanted to hire someone full time. There will be a large void when Mr. Olson leaves as
he is acting in the roll of an assistant. They need to decide if they want to continue with
the intern program or hire a permanent assistant. The only concern about getting another
intern is the whole training period. In hiring for a position, they can require someone
with certain knowledge. The original intent was to have the City Administrator hire the
assistant. In order to have stability, Mayor Prochaska would like to see this as a
permanent position and not wait. As of May, they need to assume that the position will
be vacant. It was suggested that we create a position and Mr. Olson can apply, if he so
wants. During the budget process, John Crois had the position of an assistant in mind and
can provide a job description and the justification for the need for the position. The
Committee decided to meet back in three weeks, and John Crois will provide a job
description and an ordinance creating the position. Following their meeting they will
propose it to the Committee of the Whole.
CITY ADMINISTRATOR'S ANNUAL PERFORMANCE APPRAISAL PROCESS
This will be brought back to the next meeting. John Crois will come back with sample
manager appraisals in order to create our own format.
SET NEXT MEETING DATE AND AGENDA
The next meeting will be on Tuesday, February 14, 2006 at 6:00 p.m.
ADDITIONAL BUSINESS:
(None)
ADJOURNMENT:
The meeting was adjourned at 6:41 p.m.
Minute Taker—Jeanne Arbet
2