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Administration Packet 2011 08-18-11 o United City of Yorkville 800 Game Farm Road EST. '� 1836 Yorkville, Illinois 60560 -e. i Telephone: 630-553-4350 Fax: 630-553-7575 Cou* �? SCE AGENDA ADMINISTRATION COMMITTEE MEETING Thursday, August 18, 2011 6:00 p.m. City Hall Conference Room Citizen Comments: Minutes for Correction/Approval: July 21, 2011 New Business: 1. ADM 2011-37 Monthly Budget Report for July 2011 2. ADM 2011-38 Monthly Treasurer's Report for July 2011 3. ADM 2011-39 Cash Statement for June 2011 4. ADM 2011-40 Employee Manual Revision 5. ADM 2011-41 Amusement Tax 6. ADM 2011-42 Training and Conferences — Discussion 7. ADM 2011-43 City Services Survey Old Business: 1. ADM 2011-34 Home Rule — Discussion 2. ADM 2011-36 Library Impact Fee Ordinance 3. PW 2011-39 Residential Solid Waste Franchise Agreement 4. ADM 2011-24 Procedural Ordinance Additional Business: UNITED CITY OF YORKVILLE WORKSHEET ADMINISTRATION COMMITTEE Thursday, August 18, 2011 6:00 PM City Hall Conference Room --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. July 21, 2011 ❑ Approved ❑ As presented ❑ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. ADM 201 1-37 Monthly Budget Report for July 2011 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. ADM 2011-38 Monthly Treasurer's Report for July 2011 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3. ADM 2011-39 Cash Statement for June 2011 ❑ Moved forward to CC consent agenda`? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. ADM 2011-40 Employee Manual Revision ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 5. ADM 2011-41 Amusement Tax ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes -------------------------------------------------------------------------------------------------------------------------------------- 6. ADM 2011-42 Training and Conferences—Discussion ❑ Moved forward to CC consent agenda`? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 7. ADM 2011-43 City Services Survey ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. ADM 2011-34 Home Rule—Discussion ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. ADM 2011-36 Library Impact Fee Ordinance ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2011-39 Residential Solid Waste Franchise Agreement ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. ADM 2011-24 Procedural Ordinance ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- c/Ty Reviewed By: Agenda Item Number 2 i o J a T Legal ❑ Minutes Finance ❑ EST. 1 � 1836 Engineer ❑ Tracking Number y City Administrator ❑ °^Y `O Public Works ❑ dal Cou^ty El`E Agenda Item Summary Memo Title: Minutes of the Administration Committee—July 21, 2011 Meeting and Date: Administration Committee 8/18/11 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Committee Approval Submitted by: Minute Taker Name Department Agenda Item Notes: UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE Thursday, July 21, 2011 City Hall Conference Room COMMITTEE MEMBERS PRESENT: Alderman Spears, Chair Alderman Colosimo 1�O F' Alderman Mums �� - Alderman Gilson Mayor Golinski OTHER CITY OFFICALS PRESENT: - City Administrator, Bart Olson Treasurer, Bill Powell Finance Director, Rob Frederickson Laura Schraw, Interim Parks Director Tim Evans, Superintendent of Recreation k z Scott Sleezer, Superintendent of Parks .dkkkkkkkkkkkkkkkkkkk�;. CITIZENS: • :. Tony Scott, The Record Anne Englehardt, City of Yorkville Green Committee Member Marta Keane, City of Yorkville Green Committee Member Citizens Comments: °��88888a�. Anne Englehardt and Marta Keane from the Yorkville Green Committee came to address the garbage/recycle issue. Marta Keane wanted to address the solid waste contract. She stated that different citizens have attended their meetings asking for different things to be done regarding the waste. Anne Englehardt stated that the Green Committee has been together for four years. She stated that their mission is to get the citizens and community to become more environmentally friendly. Anne said that they would like to encourage more recycling and reduce the amount of garbage. She stated that they could offer rewards for more recycling. Anne said that lower prices for less waste would be an incentive. Anne stated that this would help seniors because they don't create as much waste. They would like to keep a weekly service. Marta said that a modified volume system has become more popular. Marta said that a volume based system has been in use for a long time in St. Charles, Batavia and Geneva. It creates an incentive. Marta stated that you pay per bag with a tag if you generate more, you pay more, if less, you pay less. You can still put out as much recycling as you want to. She stated that Aurora also uses this system. There is also a revenue on recycling that can be looked at. Marta stated that recycling markets have been going up and doing well. The metal and plastics are doing well. Some communities are getting revenues for their recycling. Mayor Golinski asked what the names of different carriers are that offer the recycling incentives. Alderman Colosimo asked how the homeowners are being rewarded for recycling. Marta stated that however much recycling the hauler Administration Committee July 21, 2011 Page 2 of 8 takes, the city would get a percentage of that. Bart Olson stated that we do technically have a modified volume based program. It is set so there is not much of an incentive, you can put out one large item and the 64 gallon can. Anne stated that they used to have five kids at home, but now that is just her and her husband, they only have one bag of garbage per week and not anywhere near what they used to have. She stated that they still continue to pay the same amount as they did before. She stated that she is helping to pay for others garbage that is going into landfills. She stated that she would like to encourage others to recycle more. Anne stated that if she could at least have a smaller can and pay a bit more, that would be an option. Scott Sleezer stated that the current vendor does provide totes for the parks for recycling. He stated that they tip them onsite for the city. He stated that at other special events they will bring in extra totes for recycling. Scott stated that they have been great to work with and helpful. Marta stated that it is not in the agreement as a formal obligation. Anne stated that we are not getting behind a particular waste hauler. She said they just want to look at the big picture for the future. The Green Committee is looking for improvements. Anne stated that when we were invited to be part of this group, anything environmentally related that the city wants information about, they are there to lend a hand in an area they are very interested in. Minutes for Correction/Approval: There were a few grammatical corrections to the minutes. The minutes as corrected from the June 16, 2011 meeting were approved. New Business: 1. ADM 2011-31 Monthly Budget Report for June 2011 Rob Frederickson went over the budget report. On the expenditures side he stated there is a list below. Rob stated that it is still early in the fiscal year. Bill Powell stated that last year for real estate taxes we received six distributions. Bill stated that the ones that are currently due will be the large ones and the others will trickle in. Alderman Spears asked about the police pension. Bill Powell stated that it depends when the real estate taxes are paid. Bill said the money goes directly from the county to the police pension. Alderman Spears asked if we are keeping up with the pension. Bart Olson said that nothing has changed and they are on track with what the city planned to do. Alderman Colosimo asked about the percentages. Bill Powell said that when we first formed in 2001 because of the change in the IMRF, the funding is different. Bart Olson stated that we have a young staff and few retired. Alderman Coloiimo stated that we have to plan for the future. Bill stated that we are in deficit from what the officers put in as contributions and we are having to dip in from real estate to fund pensions at this point. Alderman Colosimo asked how to make up the 70% we are under, what is the number that would make that up. Bill Powell stated that they study it each year and presently the last one was around 500,000 that was suggested for funding and we are funding 375,000. Bart Olson said that the difference is a phase in period and then you are required to kick that up. The difference is 33% to 40%. Bill Powell stated that theoretically you should be 100% funded after 40 years and they are talking about extending that. Bart Olson said that we should be 100% by 2043. Bart Olson said the solution Administration Committee July 21, 2011 Page 3 of 8 would be to levy a higher amount. Bill Powell stated that at one time they were looking at pulling out of the city's tax levy. Bart Olson said that he believes that has to be done by referendum. The Alderman had a discussion about different things in the budget seeking clarification on some items. Alderman Gilson stated that we should revise the budget and take out community relations. There was a discussion on doing that or not. Alderman Gilson asked about River Road Bridge, Julie and Repair and Maintenance in the budget and if they anticipate staying within budget. 2.ADM 2011-32 Monthly Treasurer's Report for June 2011 Bill Powell stated that they still don't have their audit done so there is no beginning or ending balance. June revenues were 4,004,876 and the June expenses were 2,105;611: . 3. ADM 2011-33 Cash Statement for May 2011 Rob Frederickson stated that this is just an informational item. 4. CC 2011-48 City Debt Obligations and Options— Refinancing Bart Olson stated there are a couple charts in the committee packets. The last meeting the committee asked Bart to itemize what the gap between the financing payment is each year and what the city would be collecting in non sales taxes that could be dedicated toward roads. The other chart is what the city would be looking at tax rate wise if the city refinances, versus if they do not. He stated that yes it can decrease from year to year, but after that they increase slightly each year and five years from now they go up again, if we haven't gotten on our feet again. Bart Olson said that he is recommending refinancing. Alderman Colosimo asked about the details of the refinancing and how much the property taxes are going to be reduced. Bill Powell stated that we kept the taxes too low for too long and did not exercise the tax cap which has a compounding effect over years. Bart Olson stated that the past four years, we have exercised tax cap, so we will not have that issue again. Alderman Gilson asked if we can put this information in a press release so that the people can see it. Alderman Gilson stated that those who wanted the sales tax wanted property tax relief and that is why they voted for it, but he stated that the only way that will work is if the city does refinance. Bart Olson stated that there is relief each year thereafter compared to where we are right now if the city doesn't refinance. Alderman Gilson asked if we decide not to refinance and dedicate surplus toward repayments could we accomplish the same thing? Bart stated yes. Alderman Munns stated that there is no money for roads or anything else if we do that. The Alderman discussed maybe scheduling a meeting to discuss this with the public. Alderman Gilson stated that he would like to reach more than the few that would attend the meeting. Alderman Gilson said that he wants the people to really understand what is going on. Bart Olson stated that he doesn't think he will be able to adequately explain all of this information in a press release. Alderman Colosimo stated that he too is worried about the same thing and he stated that is why we were elected by the people and we have to make the decision. Alderman Colosimo said that we cannot go five more years without putting money toward roads. Alderman Gilson said that is why he would like to ask the people if they want the roads or want us to put all surplus toward debts. Administration Committee July 21, 2011 Page 4 of 8 Mayor Golinski stated that the deadline is coming up soon, so a decision needs to be made. Alderman Munns said that we need to have a black and white plan for refinancing, and decide where the money is actually going and be detailed in the planning. Mayor Golinski stated that the sales tax was put through to provide a property tax relief. Mayor Golinski stated that he believes that the refinancing is the way to go. Alderman Gilson stated that is okay, if we stay conservative. Alderman Colosimo said that not refinancing is really not an option at this point. He stated that we should have a nice study step down in property taxes to get back to where we were. The alderman discussed the future of the city and what will be coming up and how refinancing benefits the city. Aldennan Munns asked about road money and how to allocate it so that all of the parts of the city will benefit. Mayor Golinski stated that yes, a maintenance schedule can be done by a third party and decide what roads are in the worst shape and make a schedule so that the citizens can see the progress. Bart Olson stated that 350,000 to 400,000 per year would be budgeted for roads and resurfacing. The Alderman suggested that 15 years is the longest time that they would want to refinance. The Alderman agreed that refinancing for 15 years sounds like the right decision. The recommendation will now go to city council. 5. ADM 2011-34 Home Rule—Discussion Bart Olson explained that home rule is additional authority under the state constitution the city can only do things the state allows us to do. If you are home rule, you can do anything that the state doesn't allow and it creates a lot more flexibility. Generally, it is seen as a good thing as far as managing the city like creating landlord ordinances and gives flexibility to decrease taxes. For example, if we wanted to implement a gas tax to collect tax from out of town people that can reduce the property tax burden. For home rule to be put into place, it is put on a referendum. Alderman Colosimo stated that he likes the idea as long as we are responsible with the money. He stated that they do not want to raise taxes, but 10 years from now, he doesn't know if in the future others will want the same. The alderman discussed that the idea of putting less of a tax burden on the city's citizens is a good idea. Mayor Golinski stated that he likes the idea for the self government aspect. He stated right now we are mandated on how to use our hotel taxes. Mayor Golinski said that the people will ultimately decide. The Alderman discussed the good and bad to home rule. Mayor Golinski stated that the council can put more restrictions into place with home rule. Bart Olson stated that we can change speed limits and have landlord rules if we are home rule. Bart Olson stated that if the alderman wanted this on the March primary we would have to decide by January 31St. Alderman Gilson said that 10% of Illinois municipalities are home rule. He asked if there is no drawback, then why aren't more cities home rule. Bart Olson stated that most cities are under 25,000. Alderman Gilson said that if it was all positive more cities would be doing this. Bart Olson stated that there is a fair amount of outreach that needs to occur for it to be put on the referendum. Alderman Munns stated that a pro and con list needs to be put out there for the citizens to decide. The alderman review ed the packet of information and discussed different pros and cons of home rule. Alderman Gilson stated that he would like to hear the options of the residents on this topic. Mayor Golinski stated that ultimately the voters will decide on this issue. The alderman discussed that we should look at this topic, but we need to wait and do what the people voted them in to do, lower taxes and be responsible with the funds etc. and earn the trust of the residents. Administration Committee July 21, 2011 Page 5 of 8 6. ADM 2011-35 City Intern Discussion Alderman Spears stated that this was her idea. She feels that it could really assist public works for weed complaints and inspections. The alderman discussed that there are a lot of tickets that have to be issued for weed violations and it takes a lot of time and an intern could be a big help in that area. ,This would be a seasonal position. The alderman stated that they want this intern to spend 30 hours a week being proactive at going out to neighborhoods and document violators and then issue the tickets. Bart Olson stated that he will get this position posted immediately. 7. ADM 2011-36 Library Impact Fee Ordinance Alderman Colosimo stated that this topic is revision of the impact fee. The library wanted more flexibility as to how they use the money. They have around 293,000 sitting in a fund. They would love to buy books, or new technology. The way this ordinance is written, they cannot use this money for anything but brick and motor. Alderman Gilson asked if they are trying to stockpile money to form a positive budget to form a district. Alderman Gilson stated that he wants to make sure that they are using this money for books and technology. Alderman Mums asked if we can lower the impact fee from$500 to $400. Alderman Mums stated that we could lower the fee to make it better for businesses that come to Yorkville. The alderman wanted Alderman Colosimo to go back to the library board and ask them where they really want the money to go they are asking for. Old Business: 1. CC 2011-71 Ordinance Approving the Revision of the 2011-2012 Fiscal Budget Rob Frederickson stated that there are five amended budgets to look at. Bart Olson and Rob Frederickson stated that the Library Board decided to break into three different funds. There are operational issues now that it has been split up. The alderman discussed that when the library budget was combined it was difficult to see where the money was being spent it didn't show the true costs. Alderman Mums asked about the library employees and discussed that there are a lot of janitors and clerks. Bart Olson stated that they have cut back since going over the budget. Alderman Gilson asked about taking public relations out of the budget and using that money for something that might be needed such as paying for the intern position. Alderman Spears suggested maybe creating a fund to send out surveys. Bart Olson stated that it also could be put toward training. Alderman Colosimo stated that we can do surveys online instead, which saves a ton of money. The alderman discussed doing a monthly question online. Alderman Gilson stated that we should put it toward contingencies, so we can use it for whatever is needed. He stated that it doesn't mean we have to spend it. The alderman discussed putting a code on the water bill that is sent out to citizens and then each household gets one vote per survey. Bart Olson stated that what item wants approval is the difference between the fiscal year 2012 adopted column and the fiscal year 2012 amended column. He stated that in parks none of those have changed. We are not asking for any additional funds. Alderman Gilson stated that he still had questions about different items in the Rec budget. There was a discussion breaking down Administration Committee July 21, 2011 Page 6 of 8 different items in the Rec budget to clarify how money is being spent. Alderman Gilson stated that he wants to make sure that we are running a positive budget and we might have to make more cuts to do that. Bart Olson stated that in a big picture policy the message has been clear that if we have extra money in certain areas, if it doesn't need spent, do not spend it. Alderman Gilson stated that the board is putting their trust in him to make sure that is how things are being run. Scott Sleezer stated that he doesn't operate that way and he has been under budget every year. Alderman Gilson asked about some details on the Rec Center budget and where funds are being spent and why. Tim Evans stated that those costs are being offset with revenues. Tim stated that they have expanded their preschool and were in need of another person to work part-time. Tim stated that staff needs to update their certifications. Tim stated that they need to get another person certified for food handling besides himself. There is a cost for those things. Alderman Spears asked what things are included in the budget for Hometown Days. Tim Evans and Scott Sleezer went through and explained what that entails and they have sponsorship and they charge admissions etc. Vendors help pay for the costs of the festival. Alderman Spears asked for a breakdown of costs to get to the citizens. Bart Olson stated that there were only two changes in Rec Center. One was on revenue side because prices increased on some of the membership classes and that was offset by an increase in staff hours at the front desk, so that it was better staffed. The Park Board voted on that back in April. Alderman Spears asked if the Park Board votes on something, do we have the authority to deny it? Bart Olson stated that is correct. Alderman Colosimo and Alderman Munns asked why is it that Park Board can still sign checks. The Alderman discussed the fact that the bill list needs to be integrated back into one big central billing. The Alderman stated that they are responsible for that money and would rather have better control. Alderman Gilson stated that the trend for the Rec Center is losing money and it has to change. Alderman Gilson went through the budget and discussed different areas where they have lost money consistently. Alderman Gilson stated that they need to start cutting the Rec Center. Tim Evans stated that they have made a lot of changes in cutting into this deficit and are addressing these issues. Alderman Gilson stated that he knows they are trying, but he doesn't believe that it can be done. Bart Olson pointed out that Tim had last years deficit down to 67,000. Bart Olson stated that they have not been authorized to use any money from the general fund. Bart stated that Parks and Rec has one bank account and they have been able to operate enough on the surplus side under Parks and Rec from a cash flow perspective to offset any deficit. Bart stated that ff you wanted to combine the two budgets you would be at zero between Parks and Rec and the Rec Center. You have chosen to separate them so you could see how much the Rec Center operates. Bart stated that they have not said it is okay to run a deficit. Then each year it rolls into a debt. Alderman Munns stated that the deficit keeps going up. Alderman Gilson stated that it is projected through 2014 to be a deficit. Alderman Gilson stated that he believes they were elected to see where dollars are being spent and we need to be conservative and cut things that are not operating correctly. Alderman Munns stated that things should be leveling out. The Alderman agree that this needs to be addressed. Alderman Spears stated that Parks money is going into the Rec Center. She stated that she would like to eliminate the Rec and put that money into parks. Bart Olson stated that if you get rid of Rec Center it will not have an impact on budgets on Parks and Recreation Department, general fund or land cash fund. If there is a surplus, it is budgetary and offsetting the negative Rec Center on paper. Alderman Gilson stated that the council has already made a policy decision and tonight we are looking at raw data and there is a loss. He stated that if we don't start Administration Committee July 21, 2011 Page 7 of 8 peeling back what we see here, we are not doing what our constituents want us to do. Bart stated that Tim has cut the budgetary deficit and he thinks he can do it again. Bart Olson stated that he doesn't want them to act too soon. The Alderman asked then when do they take action? The Alderman don't think that it is going to change. Alderman Gilson asked do you think that by 2014 the Rec will be self sustaining. Tim Evans said it depends on what we do with renegotiating the lease, he thinks it could be done. Alderman Gilson stated that is a hope. Alderman Colosimo stated that we have made it clear we are not renewing the lease. Alderman Gilson said this was originally sold to the community as a money maker and it is not doing that. Tim stated that the membership is continuing to rise. Alderman Gilson stated that by December they have to make a decision. Tim stated that by December you will know more on the numbers and what to do to make this work. Alderman Colosimo stated that the Rec Center has been nursed for four years and we have to make a decision on the past history. Tim Evans stated that by October we would have a better idea of what the numbers will need to be to break even. Alderman Gilson stated that no matter what we negotiate, we will still be in a deficit. Alderman Colosimo stated that renewing the lease is not an option. Alderman Colosimo asked if we leave the budget the same what happens. Bart Olson stated that we will have to cut back on some part-time hours and underestimating the membership fees. Alderman Colosimo stated that he agrees with waiting until December and seeing if the Walkers renegotiate. Bart stated that instead of ratifying the Rec Center budget do the Library, the Parks and Rec and you can have Tim go back and do a inter revised budget. He has three extra months since April of what his costs are going to be and get you a better idea and in a month give you more clarity where he is going to be. Bart Olson stated that the staff was not prepared tonight for this level of revision to a budget. The purpose of this item was that Park Board threw a technicality, so this budget didn't get approved. Bart stated give him some time to work on this. Alderman Colosimo stated that the other budgets can be approved tonight, but not this one. Tim Evans stated that for an informed decision down the road, we have seen that being combined as one staff there in one building, we have seen a dramatic increase in our 79 budget. Tim stated that we have been able to expand in that one facility and the membership is increasing. The alderman suggested that this item be brought back in August. Bart Olson stated that they will bring recommendations and the committee can do as they see fit. 2. PW 2011-39 Residential Solid Waste Franchise Agreement Bart Olson asked do we want to change the program at all. Bart stated that at city council people stated that they like it the way it is and said not to touch it. Alderman Colosimo stated that he appreciates the Green Committee's input. I understand there are more fair ways to do it, but the pay as you go program, you see it like in Aurora, it promotes public dumping. He stated that if it is not broken, don't fix it. The system we have is working and is liked by the public. Alderman Spears and Gilson agreed. Alderman Gilson stated that we need to keep the container program and the residents don't want to see a change. Alderman Munns agreed. Alderman Spears stated that she got a lot of e-mail stating to leave it alone. Alderman Colosimo stated that he would like to see a fee reduction for people that take a small can. He stated that an incentive would be good for those that don't throw out as much garbage to save money. Alderman all agreed that we can entertain other bids. The alderman all Administration Committee July 21, 2011 Page 8 of 8 agreed that they have done a great job and been very responsive. The Aldennan all agreed that they do not want a sticker system. Additional Business: Mayor Golinski asked about IML. He stated that he thinks it is invaluable. He said they are going to be addressing the ghost subdivisions. Alderman Gilson stated that we took it out of the budget. The Alderman discussed how much it would be they self paid. Alderman Munns stated that we can learn things. Mayor Golinski stated that if one alderman comes back with a great idea it could save us thousands. It was discussed that maybe each alderman takes one day and pay their own way. Alderman Spears recommended that we should wait until next year. Mayor Golinski agreed, but stated that he believes that they should do it next year. Mayor Golinski asked if we are still planning on doing Holiday Under The Stars again. The Alderman stated that yes it should be planned again. It was discussed doing it all in the same location instead of two. Alderman Gilson liked the idea to condense it to Riverfront Park and the other alderman agreed. Mayor Golinski suggested that the committee get more involved. Mayor Golinski asked what the committee wants to do about the Old Jail. The Mayor stated that The Cultural Commission has been doing a lot of work on the jail and asked if we want them to keep working on it? Alderman Colosimo stated that someone should buy it from the city and make it a museum or a private industry. We don't need to make money on the sale. It is not the city's responsibility. Bart Olson stated that 162,000 was paid for it. Mayor Golinski stated that they raised 6,000 for fixing it up. They Alderman stated that they don't want to have to maintain the building. Bart Olson stated that it could be used as an extra office space. Bart Olson stated that the haunted house was a great thing because it made money. All of the alderman agreed it would be great to restore the building and have a museum, but the city should not own it. They stated that they are not in the restoration business. Alderman Spears asked if the ads for Hometown Days have been put out yet. The alderman had a discussion about getting the ads out and getting volunteers. Alderman Spears said that a citizen called her that lives on West Kendall and she stated that she would be willing to collect funds from the neighborhood to get their roads done. Bart Olson stated that they can tell her the cost, but the Alderman stated that they should discourage her from doing so. There being no further business, the Committee adjourned at 9:35 p.m. Minutes Respectfully Submitted by: Lisa Godwin c/Ty Reviewed By: Agenda Item Number ii J� a 0-0 Legal ❑ NB #1 II Finance ■ EST. , 1836 Engineer ❑ Tracking Number y City Administrator ■ Consultant ❑ ADM 2011-37 Kend'11 mly El<`E Agenda Item Summary Memo Title: Budget Report for July 2011 Meeting and Date: Administration Committee 8/18/11 Synopsis: July budget report and income statement. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Discussion Submitted by: Rob Fredrickson Finance Name Department Agenda Item Notes: UNITED CITY OF YORKVILLE BUDGET REPORT FOR THE PERIOD ENDING JULY 31,2011 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget GENERAL FUND REVENUES 01-000-40-00-4000 PROPERTY TAXES-CORPORATE LEVY 366,362 754,059 28,630 1,149,051 2,290,964 50.16% 01-000-40-00-4010 PROPERTY TAXES-POLICE PENSION 57,847 119,062 4,521 181,430 375,000 48.38% 01-000-40-00-4012 PROPERTY TAXES-FOX INDUSTRIAL. - - - - - 0.00% 01-000-40-00-4030 MUNICIPAL SALES TAX 169,093 210,574 209,931 589,597 2,550,000 23.12% 01-000-40-00-4040 ELECTRIC UTILITY TAX - 136,433 - 136,433 591,600 23.06% 01-000-40-00-4041 NATURAL GAS UTILITY TAX - 102,673 - 102,673 290,700 35.32% 01-000-40-00-4043 TELEPHONE UTILITY TAX 42,899 40,525 46,298 129,723 535,500 24.22% 01-000-40-00-4045 CABLE FRANCHISE FEES 56,358 - - 56,358 204,000 27.63% 01-000-40-00-4050 HOTELTAX 2,934 4,014 6,018 12,966 30,600 42.37% 01-000-40-00-4060 AMUSEMENT TAX 181 252 780 1,213 134,000 0.91% 01-000-40-00-4065 ADMISSIONS TAX - - - - 190,000 0.00% 01-000-40-00-4070 BUSINESS DISTRICT TAX 18,453 25,565 23,787 67,805 300,000 22.60% 01-000-40-00-4075 AUTO RENTAL TAX 687 909 800 2,396 7,140 33.56% 01-000-40-00-4080 PARA-MUTUEL TAX 2,733 3,793 - 6,526 15,000 43.50% 01-000-41-00-4100 STATE INCOME TAX - 142,890 193,873 336,764 1,340,000 25.13% 01-000-41-00-4105 LOCAL USE TAX 19,635 21,844 20,408 61,887 210,000 29.47% 01-000-41-00-4110 ROAD&BRIDGE TAX 28,104 54,363 2,193 84,660 164,296 51.53% 01-000-41-00-4120 PERSONAL PROPERTY REPL TAX 3,033 - 2,114 5,147 13,000 39.59% 01-000-41-00-4160 FEDERAL GRANTS 176 - 176 9,200 1.91% 01-000-41-00-4170 STATE GRANTS 3,876 3,876 - 0.00% 01-000-41-00-4182 MISC INTERGOVERNMENTAL - - - - 2,000 0.00% 01-000-42-00-4200 LIQUOR LICENSE 1,010 938 1,325 3,273 40,000 8.18% 01-000-42-00-4205 OTHER LICENSES 623 194 269 1,086 3,000 36.18% 01-000-42-00-4210 BUILDING PERMITS 21,392 9,423 12,536 43,352 122,400 35.42% 01-000-42-00-4220 FILING FEES - - - - 250 0.00% 01-000-43-00-4310 TRAFFIC FINES 14,457 6,470 4,875 25,801 95,000 27.16% 01-000-43-00-4320 ADMINISTRATIVE ADJUDICATION 1,816 1,791 1,625 5,232 30,000 17.44% 01-000-43-00-4325 POLICE TOWS 8,000 7,500 5,000 20,500 90,000 22.78% 01-000-44-00-4400 GARBAGE SURCHARGE 124 203,755 144 204,023 1,175,000 17.36% 01-000-44-00-4405 COLLECTION FEE-YBSD - - - - 123,932 0.00% 01-000-44-00-4412 SERVICE CHARGE-LIBRARY - 0.00% 01-000-44-00-4414 OTHER SERVICES 0.00% 01-000-44-00-4417 REIMB.-MISCELLANEOUS - - - 0.00% 01-000-44-00-4474 POLICE SPECIAL DETAIL - 350 - 350 5,000 7.00% 01-000-45-00-4500 INVESTMENT EARNINGS 3 89 301 393 2,000 19.64% 01-000-46-00-4601 REIMB-LEGAL EXPENSES 6,032 1,043 1,140 8,216 12,000 68.46% 01-000-46-00-4650 REIMB-TRAFFIC SIGNAL - - - - 15,000 0.00% 01-000-46-00-4668 REIMB-COBRA CONTRIBUTIONS 2,362 3,934 6,296 20,000 31.48% 01-000-46-00-4669 REIMB-RETIREE CONTRIBUTIONS - 954 953 1,907 50,000 3.81% 01-000-46-00-4670 REIMB-EMP INS CONTRIBUTIONS 8,166 8,023 7,408 23,596 190,000 12.42% 01-000-46-00-4671 REIMB-LIFE INSURANCE 325 320 280 925 4,800 19.28% 01-000-46-00-4672 REIMB-LIBRARY INSURANCE 7,657 7,227 7,934 22,817 - 0.00% 01-000-46-00-4680 REIMB-LIABILITY INSURANCE - 706 22,083 22,789 5,000 455.78% 01-000-46-00-4681 REIMB-WORKERS COMP 18,853 - - 18,853 - 0.00% 01-000-46-00-4685 REIMB-CABLE CONSORTIUM 19,505 - - 19,505 40,000 48.76% 01-000-46-00-4690 REIMB-MISCELLANEOUS 311 513 283 1,107 4,000 27.67% 01-000-48-00-4820 RENTAL INCOME 1,100 545 630 2,275 9,000 25.28% 01-000-48-00-4821 BAD DEBT RECOVERY - - - - - 0.00% 01-000-48-00-4845 DONANTIONS 50 - 50 2,000 2.50% 01-000-48-00-4850 MISCELLANEOUS INCOME 105 191 - 296 5,000 5.91% 01-000-49-00-4951 TRANSFER FROM WATER 7,655 7,655 7,655 22,966 91,863 25.00% 01-000-49-00-4952 TRANSFER FROM SEWER 6,920 6,920 6,920 20,761 83,045 25.00% 01-000-49-00-4972 ITRANSFER FROM LAND CASH 1,674 1,674 1,674 5,021 20,084 25.00% TOTAL REVENUES:GENERAL FUND 898,151 1,885,599 626,321 3,410,071 11,491,374 29.68% ADMINISTRATION EXPENDITURES 01-110-50-00-5001 SALARIES-MAYOR 860 925 860 2,645 11,000 24.05% 01-110-50-00-5002 SALARIES-LIQUOR COMM 83 83 83 250 1,000 25.00% 01-110-50-00-5003 SALARIES-CITY CLERK 777 742 642 2,160 9,000 24.00% 01-110-50-00-5004 SALARIES-CITY TREASURER 500 500 400 1,400 6,500 21.54% 01-110-50-00-5005 SALARIES-ALDERMAN 4,175 4,200 4,145 12,520 50,320 24.88% 01-110-50-00-5010 SALARIES-ADMINISTRATION 14,330 14,537 18,100 46,967 195,000 24.09% 01-110-50-00-5020 OVERTIME - - 113 113 575 19.67% 01-110-52-00-5212 RETIREMENT PLAN CONTRIBUITION 1,735 1,843 2,187 5,765 25,000 23.06% 1 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET 1 of Budget 01-110-52-00-5214 FICA CONTRIBUTION 1,434 1,446 1,690 4,570 20,106 22.73% 01-110-54-00-5410 TUITION REIMBURSEMENT - - - - 0.00% 01-110-54-00-5412 TRAINING&CONFERENCES 339 25 364 3,000 12.13% 01-110-54-00-5415 TRAVEL&LODGING - - - 0.00% 01-110-54-00-5423 PUBLIC RELATIONS - - 150 0.00% 01-110-54-00-5426 PUBLISHING&ADVERTISING 6 - 6 2,000 0.28% 01-110-54-00-5430 PRINTING&DUPLICATION 292 753 1,045 6,750 15.49% 01-110-54-00-5440 TELECOMMUNICATIONS 596 1,052 1,648 21,200 7.78% 01-110-54-00-5451 CODIFICATION - - - 8,000 0.00% 01-110-54-00-5452 POSTAGE&SHIPPING 142 3,197 3,339 14,000 23.85% 01-110-54-00-5462 PROFESSIONAL SERVICES 2,210 2,051 4,261 11,000 38.74% 01-110-54-00-5473 KENDALL COUNTY PARATRANSIT - - - 30,000 0.00% 01-110-54-00-5474 SENIOR SERVICE FUNDING - - - 0.00% 01-110-54-00-5477 BUILDING INSPECTIONS - (280) (280) - 0.00% 01-110-54-00-5480 UTILITIES - 764 657 1,421 28,000 5.08% 01-110-54-00-5485 RENTAL&LEASE PURCHASE 143 143 143 429 - 0.00% 01-110-54-00-5487 SPONSORSHIPS - - - - - 0.00% 01-110-54-00-5488 OFFICE CLEANING - 1,196 1,196 14,400 8.31% 01-110-54-00-5490 DUES&SUBSCRIPTIONS 1,384 6,174 230 7,788 16,600 46.91% 01-110-56-00-5600 WEARING APPAREL - - - - 0.00% 01-110-56-00-5610 OFFICE SUPPLIES 70 2,295 166 2,531 15,000 16.87% 01-110-56-00-5630 SMALL TOOLS&EQUIPMENT - 0.00% 01-110-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 850 0.00% 01-110-56-00-5640 REPAIR&MAINTENANCE 100 0.00% TOTAL EXPENDITURES:ADMINISTRATION 25,492 37,236 37412 100,139 489,551 20.46% FINANCE EXPENDITURES 01-120-50-00-5010 SALARIES&WAGES 12,812 13,604 12,812 39,229 175,000 22.42% 01-120-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,233 1,308 1,233 3,773 17,500 21.56% 01-120-52-00-5214 FICA CONTRIBUTION 967 1,028 974 2,969 13,005 22.83% 01-120-52-00-5216 GROUP HEALTH INSURANCE 150 (150) - - - 0.00% 01-120-54-00-5412 TRAINING&CONFERENCES - - - - 2,000 0.00% 01-120-54-00-5414 AUDITING SERVICES 2,000 2,000 45,000 4.44% 01-120-54-00-5415 TRAVEL&LODGING - - 1,000 0.00% 01-120-54-00-5430 PRINTING&DUPLICATING 500 0.00% 01-120-54-00-5440 TELECOMMUNICATIONS 45 45 90 600 15.00% 01-120-54-00-5452 POSTAGE&SHIPPING - - - 500 0.00% 01-120-54-00-5460 DUES&SUBSCRIPTIONS 80 - 35 115 850 13.53% 01-120-54-00-5462 PROFESSIONAL SERVICES 1,847 1,945 56 3,848 42,000 9.16% 01-120-54-00-5485 RENTAL&LEASE PURCHASE 143 1,892 1,156 3,191 15,000 21.27% 01-120-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - 1,800 0.00% 01-120-56-00-5610 OFFICE SUPPLIES 343 128 471 2,500 18.82% 01-120-56-00-5630 SMALL TOOLS&EQUIPMENT - - - 250 0.00% 01-120-56-00-5635 ICOMPUTER EQUIPMENT&SOFTWARE 2,500 0.00% 01-120-56-00-5640 IREPAIR&MAINTENANCE - - - - 500 0.00% TOTAL EXPENDITURES:FINANCE 17,232 2(1,(115 18,438 55,685 320,505 17.37% COMMUNITY RELATIONS EXPENDITURES 01-130-50-00-5010 ISALARIES&WAGES - - 0.00% 01-130-52-00-5214 IFICACONTRIBUTION - - - - - 0.00% 01-130-54-00-5426 1PUBLISHING&ADVERTISING 333 - 333 333 100.00% TOTAL EXPENDITURES:COMMUNITY RELATIONS - 333 333 333 100.00% ENGINEERING EXPENDITURES 01-150-50-00-5010 SALARIES&WAGES 12,929 55,188 10,006 78,123 172,000 45.42% 01-150-50-00-5020 OVERTIME - - - - 500 0.00% 01-150-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,230 5,248 952 7,430 16,500 45.03% 01-150-52-00-5214 FICA CONTRIBUTION 960 4,193 765 5,918 13,236 44.71% 01-150-54-00-5412 TRAINING&CONFERENCES - - - - 2,250 0.00% 01-150-54-00-5415 TRAVEL&LODGING - - - 400 0.00% 01-150-54-00-5430 PRINTING&DUPLICATING 38 139 177 1,500 11.79% 01-150-54-00-5440 TELECOMMUNICATIONS 104 103 207 2,200 9.39% 01-150-54-00-5452 POSTAGE&SHIPPING - - - 500 0.00% 01-150-54-00-5460 DUES&SUBSCRIPTIONS - - - - 1,200 0.00% 01-150-54-00-5462 PROFESSIONAL SERVICES 508 1,098 1,606 32,550 4.93% 01-150-54-00-5485 RENTAL&LEASE PURCHASE 137 137 137 410 - 0.00% 01-150-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - 27 - 27 1,500 1.81% 01-150-56-00-5600 WEARING APPAREL - - 100 0.00% 01-150-56-00-5610 OFFICE SUPPLIES 7 7 1,000 0.70% 01-150-56-00-5622 ENGINEERING SUPPLIES 1,500 0.00% 2 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-]] July-11 Totals BUDGET /of Budget 01-150-56-00-5630 SMALL TOOLS&EQUIPMENT 500 0.00% 01-150-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 4,550 0.00% 01-150-56-00-5640 REPAIR&MAINTENANCE 1,000 0.00% 01-150-56-00-5645 BOOKS&PUBLICATIONS 150 0.00% TOTAL EXPENDITURES:ENGINEERING 15,255 65,450 13,199 93,904 253,136 r 37.10% POLICE EXPENDITURES 01-210-50-00-5010 SALARIES-POLICE OFFICERS 87,672 95,900 85,295 268,867 1,250,000 21.51% 01-210-50-00-5012 SALARIES-LIEUT/SERGEANTS/CHIEF 44,835 49,174 51,592 145,601 610,000 23.87% 01-210-50-00-5013 SALARIES-POLICE CLERKS 11,204 15,227 7,747 34,178 120,000 28.48% 01-210-50-00-5014 SALARIES-CROSSING GUARD 1,110 583 - 1,693 20,000 8.46% 01-210-50-00-5015 PART-TIME SALARIES 6,068 3,090 4,155 13,313 39,000 34.14% 01-210-50-00-5017 CADET PROGRAM 875 1,375 1,247 3,497 13,500 25.90% 01-210-50-00-5020 OVERTIME 6,970 6,898 12,214 26,082 75,000 34.78% 01-210-52-00-5212 RETIREMENT PLAN CONTRIBUTION 1,075 1,417 624 3,116 15,900 19.60% 01-210-52-00-5213 EMPLOYER CONTRI-POL PEN 57,847 119,062 4,521 181,430 375,000 48.38% 01-210-52-00-5214 FICA CONTRIBUTION 11,692 12,762 11,978 36,432 170,000 21.43% 01-210-52-00-5216 GROUP HEALTH INSURANCE 250 (250) - - - 0.00% 01-210-54-00-5410 TUITION REIMBURSEMENT - - 2,800 0.00% 01-210-54-00-5411 POLICE COMMISSION 563 - - 563 15,000 3.75% 01-210-54-00-5412 TRAINING&CONFERENCES 50 920 150 1,120 12,000 9.33% 01-210-54-00-5415 TRAVEL&LODGING 183 1,264 83 1,531 10,000 15.31% 01-210-54-00-5426 PUBLISHING&ADVERTISING - - - - 200 0.00% 01-210-54-00-5430 PRINTING&DUPLICATING 87 143 230 4,500 5.12% 01-210-54-00-5440 TELECOMMUNICATIONS 1,757 1,748 3,505 36,500 9.60% 01-210-54-00-5452 POSTAGE&SHIPPING 11 81 26 118 3,000 3.94% 01-210-54-00-5457 PSYCHOLOGICAL TESTING - - - - 0.00% 01-210-54-00-5460 DUES&SUBSCRIPTIONS 90 40 60 190 1,350 14.07% 01-210-54-00-5462 PROFESSIONAL SERVICES 35 598 633 4,000 15.82% 01-210-54-00-5466 LEGAL SERVICES - - - - 10,000 0.00% 01-210-54-00-5467 ADMIN ADJ-HEARING OFFICER 325 1,400 2,260 3,985 15,000 26.57% 01-210-54-00-5469 NEW WORLD LIVE SCAN - - - - 15,000 0.00% 01-210-54-00-5472 KENDALL CO.JUVE PROBATION - - 3,000 0.00% 01-210-54-00-5484 MID-ALERTS FEE 3,330 - 3,330 6,660 50.00% 01-210-54-00-5485 RENTAL&LEASE PURCHASE 277 - 75 352 - 0.00% 01-210-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 1,125 2,537 2,810 6,472 51,000 12.69% 01-210-56-00-5600 WEARING APPAREL 375 - 1,290 1,665 10,000 16.65% 01-210-56-00-5610 OFFICE SUPPLIES - 91 196 287 4,000 7.17% 01-210-56-00-5620 OPERATING SUPPLIES 13 837 148 997 8,000 12.46% 01-210-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - 7,000 0.00% 01-210-56-00-5640 REPAIR&MAINTENANCE 1,554 1,554 12,250 12.69% 01-210-56-00-5669 GREAT PROGRAM - - 3,000 0.00% 01-210-56-00-5670 COMMUNITY RELATIONS 500 0.00% 01-210-56-00-5673 NEIGHBORHOOD WATCH 1,531 0.00% 01-210-56-00-5674 CITIZENS POLICE ACADEMY 1,839 0.00% 01-210-56-00-5678 COMPLIANCE CHECKS 500 0.00% 01-210-56-00-5690 SUPPLIES-GRANT REIMBURSABLE 69 69 4,200 1.65% 01-210-56-00-5695 GASOLINE 7,814 7,028 14,842 85,000 17.46% 01-210-56-00-5696 AMMUNITION - - - - 2,000 0.00% TOTAL EXPENDITURES:POLICE 235,940 323,725 195,986 755,651 3,018,230 25.04% COMMUNITY DEVELOPMENT EXPENDITURES 01-220-50-00-5010 SALARIES&WAGES 17,750 26,622 11,148 55,520 240,000 23.13% 01-220-52-00-5212 RETIREMENT PLAN CONTRIBUTTO 1,688 2,532 1,060 5,280 27,275 19.36% 01-220-52-00-5214 FICA CONTRIBUTION 1,279 1,958 831 4,067 17,260 23.56% 01-220-54-00-5412 TRAINING&CONFERENCES - - - - 1,200 0.00% 01-220-54-00-5415 TRAVEL&LODGING 700 0.00% 01-220-54-00-5426 PUBLISHING&ADVERTISING - - - 150 0.00% 01-220-54-00-5430 PRINTING&DUPLICATING 38 60 98 1,500 6.50% 01-220-54-00-5440 TELECOMMUNICATIONS 109 108 218 1,500 14.51% 01-220-54-00-5452 POSTAGE&SHIPPING - - - 500 0.00% 01-220-54-00-5459 INSPECTIONS 680 - 680 20,000 3.40% 01-220-54-00-5460 DUES&SUBSCRIPTIONS 422 453 875 1,500 58.33% 01-220-54-00-5462 PROFESSIONAL SERVICES - - - 6,000 0.00% 01-220-54-00-5466 LEGAL SERVICES 101 44 145 6,400 2.27% 01-220-54-00-5485 RENTAL&LEASE PURCHASE 137 137 137 410 - 0.00% 01-220-54-00-5486 ECONOMIC DEVELOPMENT - - - - 45,000 0.00% 01-220-56-00-5610 OFFICE SUPPLIES 16 16 500 3.17% 01-220-56-00-5620 OPERATING SUPPLIES 79 79 3,000 2.64% 01-220-56-00-5630 1 SMALL TOOLS&EQUIPMENT 125 0.00% 3 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION MA May-11 June-]] July-11 Totals BUDGET %of Budget 01-220-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 2,500 0.00% 01-220-56-00-5645 BOOKS&PUBLICATIONS 500 0.00% 01-220-56-00-5690 SUPPLIES-GRANT REIMBURSABLE - - - - - 0.00% TOTAL EXPENDITURES:COMMUNITY DEVELP 20,854 32,614 13,920 67,387 375,610 17.94% PUBLIC WORKS-STREET OPERATIONS EXPENDITURES 01-410-50-00-5010 SALARIES&WAGES 18,990 19,377 19,377 57,743 270,000 21.39% 01-410-50-00-5020 OVERTIME - - - - 15,000 0.00% 01-410-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,806 1,843 1,843 5,491 30,000 18.30% 01-410-52-00-5214 FICA CONTRIBUTION 1,408 1,438 1,438 4,284 23,500 18.23% 01-410-54-00-5412 TRAINING&CONFERENCES - - - - 2,000 0.00% 01-410-54-00-5440 TELECOMMUNICATIONS 198 196 394 4,020 9.80% 01-410-54-00-5455 MOSQUITO CONTROL 6,500 - 6,500 7,000 92.86% 01-410-54-00-5458 TREE&STUMP REMOVAL 400 - 400 10,000 4.00% 01-410-54-00-5462 PROFESSIONAL SERVICES 84 46 130 1,000 13.02% 01-410-54-00-5480 UTILITIES 5,199 6,868 12,067 80,000 15.08% 01-410-54-00-5485 RENTAL&LEASE PURCHASE 33 540 33 606 1,000 60.59% 01-410-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 275 - 275 30,000 0.92% 01-410-56-00-5600 WEARING APPAREL 93 144 174 411 5,000 8.21% 01-410-56-00-5620 OPERATING SUPPLIES 34 1,632 1,564 3,230 9,500 34.00% 01-410-56-00-5626 HANGING BASKETS 1,832 209 2,041 2,000 102.06% 01-410-56-00-5630 SMALL TOOLS&EQUIPMENT 64 (64) - - 1,750 0.00% 01-410-56-00-5640 REPAIR&MAINTENANCE 2,780 1,251 4,031 36,500 11.04% 01-410-56-00-5656 PROPERTY&BUILDING MAINT 66 1,238 664 1,967 30,000 6.56% 01-410-56-00-5695 GASOLINE 2,886 1,279 4,164 33,600 12.39% 01-410-60-00-6040 IN-TOWN ROAD PROGRAM - - - - 0.00% 01-410-60-00-6041 SIDEWALK CONSTRUCTION - - - 4,000 0.00% TOTAL EXP:PUBLIC WORKS-STREET OPS 22,494 46,299 34,940 103,734 595,870 17.41% PW-HEALTH&SANITATION EXPENDITURES 01-540-54-00-5442 1 GARBAGE SERVICES - 100,361 - 100,361 1,195,000 8.40% 01-540-54-00-5443 ILE AF PICKUP - 600 E 600 1 6,000 1 10.00% TOTAL EXPENDITURES:PW HEALTH&SAN 10(1,361 6(10 100,961 1,201,000 8.41% ADMINISTRATIVE SERVICES EXPENDITURES 01-640-50-00-5092 POLICE SPECIAL DETAIL WAGES - 350 - 350 5,000 7.00% 01-640-52-00-5216 GROUP HEALTH INSURANCE 201,872 113,613 97,253 412,738 1,204,000 34.28% 01-640-52-00-5222 GROUP LIFE INSURANCE 1,275 1,237 1,252 3,764 26,000 14.48% 01-640-52-00-5223 DENTAL&VISION INSURANCE 15,474 9,695 7,432 32,601 114,000 28.60% 01-640-52-00-5224 EMPLOYEE ASSISTANCE - - - - 150 0.00% 01-640-52-00-5230 UNEMPLOYMENT INSURANCE 12,508 - 18,762 31,269 60,000 52.12% 01-640-52-00-5231 LIABILITY INSURANCE 49,629 53,504 10,470 113,603 339,200 33.49% 01-640-54-00-5456 CORPORTATE COUNSEL - 11,046 8,493 19,538 130,000 15.03% 01-640-54-00-5461 LITIGATION COUNSEL 65 10,719 10,784 60,000 17.97% 01-640-54-00-5462 PROFESSIONAL SERVICES 450 5,843 - 6,293 50,000 12.59% 01-640-54-00-5463 SPECIAL COUNSEL 135 5,785 5,920 25,000 23.68% 01-640-54-00-5475 CABLE CONSORTIUM FEE I - - - - 85,000 0.00% 01-640-54-00-5479 COMMUNITY RELATIONS 440 440 - 0.00% 01-640-54-00-5481 MARKETING-HOTEL TAX 3,612 3,612 27,540 13.12% 01-640-54-00-5491 CITY PROPERTY TAX REBATE - 1,050 0.00% 4 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET 1 of Budget 01-640-54-00-5492 SALES TAX REBATE - - 900,000 0.00% 01-640-54-00-5493 BUSINESS DISTRICT REBATE 23,787 23,787 300,000 7.93% 01-640-54-00-5494 ADMISSIONS TAX REBATE - - 114,000 0.00% 01-640-54-00-5499 BAD DEBT 1,250 0.00% 01-640-56-00-5625 REIMBURSEABLE REPAIRS 5,000 0.00% 01-640-70-00-7799 CONTINGENCIES - - - - 64,617 0.00% 01-640-99-00-9923 TRANSFER TO CITY WIDE CAPITAL 10,417 10,417 10,417 31,250 125,000 25.00% 01-640-99-00-9942 TRANSFER TO DEBT SERVICE 8,645 8,645 8,645 25,935 103,740 25.00% 01-640-99-00-9979 TRANSFER TO PARK&RECREATION 61,059 61,059 1 61,059 183,178 732,710 25.00% TOTAL EXPENDITURES:ADMIN SERVICES 361,328 275,608 268,125 905,061 4,473,257 20.23% TOTAL FUND REVENUES 898,151 1,885,599 626,321 3,410,071 1 11,491,374 1 29.68% TOTAL FUND EXPENDITURES 698,595 1 901,640 582,620 2,182,855 1 10,727,492 1 20.35% FUND SURPLUS(DEFICIT) 199,556 983,959 1 43,701 E 1,227,2151 763,882 FOX HILL SSA REVENUES 11-000-40-00-4011 1PROPERTY TAXES-FOX HILL SSA E 599 1 1,272 1 640 1,935 1 3,7861 51.11% 11-000-45-00-4500 JINVESTMENTEARNINGS ol ON 0 - 0.00% TOTAL REVENUES:FOX HILL SSA 599 1 1,2731 64 E 1,9361 3,786 51.12% FOX HILL SSA EXPENDITURES 11-111-54-00-5495 1 OUTSIDE REPAIR&MAINTENANCE 6141 7670 1,3811 3,8041 36.30% TOTAL FUND REVENUES m 599 1 1,2731 64 E 1,9361 3,786 1 51.12% TOTAL FUND EXPENDITURES 6141 767 E 1,3811 3,804 1 36.30% FUND SURPLUS(DEFICIT) m 5991 659 1 (703)M 555 1 (18) SUNFLOWER SSA REVENUES 12-000-40-00-4012 PROPERTY TAXES-SUNFLOWER SS 1,362 2,284 118 3,764 7,530 49.98% 12-000-45-00-4500 JINVESTMENT EARNINGS - 0 1 1 - 0.00% TOTAL REVENUES:SUNFLOWER SSA 1,3621 2,284 119 3,765 7,530 50.00% SUNFLOWER SSA EXPENDITURES 12-112-54-00-5495 1 OUTSIDE REPAIR&MAINTENANCE 1,3091 6500 1,9591 9,0781 21.58% TOTAL FUND REVENUES 1,3621 2,284 1 119 N 3,765 1 7,530 1 50.00% TOTAL FUND EXPENDITURES 1,3091 650 E 1,9591 9,078 1 21.58% IP FUND SURPLUS(DEFICIT) m 1,3621 975 1 (531)M 1,806 (1,548) MOTOR FUEL TAX REVENUES 15-000-41-00-4112 MOTOR FUEL TAX 34,752 34,093 31,723 100,569 355,000 28.33% 15-000-41-00-4113 MFT HIGH GROWTH - - - - 20,000 0.00% 15-000-41-00-4172 ILLINOIS JOBS NOW PROCEEDS 142,000 0.00% 15-000-45-00-4500 INVESTMENT EARNINGS 29 28 24 81 1,000 8.11% 15-000-46-00-4605 REIMB-OLD JAUJDWTWN PARKING 493,000 0.00% 15-000-46-00-4690 REIMB-MISCELLANEOUS - 0.00% 15-000-48-00-4850 IMISCELLANEOUS INCOME - 0.00% TOTAL REVENUES:MOTOR FUEL TAX 34,781 34,122 31,747 100,650 1,011,0001 9.96% MOTOR FUEL TAX EXPENDITURES 15-155-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - - 0.00% 15-155-56-00-5618 SALT - - 220,000 0.00% 15-155-56-00-5619 SIGNS 1,426 1,426 18,000 7.92% 15-155-56-00-5632 PATCHING - - 50,000 0.00% 15-155-56-00-5633 COLD PATCH - - - 10,600 0.00% 15-155-56-00-5634 HOT PATCH 1,728 2,729 4,457 13,000 34.29% 15-155-56-00-5640 REPAIR&MAINTENANCE - - - 0.00% 15-155-60-00-6072 DOWNTOWN PARKING LOT - - - - 55,000 0.00% 15-155-60-00-6073 GAME FARM ROAD PROJECT 28,200 6,400 34,600 150,000 23.07% 15-155-60-00-6074 FOX ROAD PROJECT - - - - - 0.00% 15-155-60-00-6075 RIVER ROAD BRIDGE PROJECT 25,000 0.00% 15-155-60-00-6079 ROUTE 47 EXPANSION 119,400 0.00% TOTAL FUND REVENUES 34,781 34,122 31,747 100,650 1 1,011,0001 9.96% TOTAL FUND EXPENDITURES E 28,200 1,7281 10,555 E 40,483 1 6619000 1 6.12% FUND SURPLUS(DEFICIT) 6,581 32,393 21,192 60,167 350,000 5 ACTUALS BY MONTH(Cash Basis) Year-to-Date I ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget MUNICIPAL BUILDING REVENUES 16-000-42-00-4214 IDEVELOPMENT FEES 1,0501 300 1 750 0 2.100 1 5,250 40.00% 16-000-45-00-4500 JINVESTMENT EARNINGS 0.00% TOTAL REVENUES:MUNICIPAL BUILDING 1,0501 300 1 750 E 2,1001 5,250 1 40.00% TOTAL FUND REVENUES 1,050 300 750 2,100 5,250 40.00% TOTAL FUND EXPENDITURES FUND SURPLUS(DEFICIT) 1,050 3(111 7511 2,111(1 5,2_50 POLICE CAPITAL REVENUES 20-000-42-00-4214 DEVELOPMENT FEES 1,800 300 1,500 3,600 10,500 34.29% 20-000-42-00-4217 WEATHER WARNING SIREN FEES - - - - 6,000 0.00% 20-000-43-00-4315 DUI FINES 1,127 323 261 1,711 - 0.00% 20-000-43-00-4316 ELECTRONIC CITATION FEE - - 54 54 - 0.00% 20-000-43-00-4340 IMPOUND FEES 184 - 184 5,000 3.68% 20-000-45-00-4500 JINVESTMENT EARNINGS - - - 0.00% 20-000-48-00-4845 DONANTIONS 0.00% 20-000-48-00-4850 MISCELLANEOUS INCOME - - 0.00% 20-000-48-00-4880 SALE OF FIXED ASSETS 1,200 - - 1,200 - 0.00% TOTAL REVENUES:POLICE CAPITAL 4,127 807 1,815 6,749 21,500 31.39% POLICE CAPITAL EXPENDITURES 20-200-54-00-5462 PROFESSIONAL SERVICES 95 - - 95 1,500 6.33% 20-200-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - 10,000 0.00% 20-200-56-00-5620 OPERATING SUPPLIES 2,500 0.00% 20-200-56-00-5621 SMALL TOOLS&EQUIPMENT - 0.00% 20-200-60-00-6060 EQUIPMENT 20,000 0.00% 20-200-60-00-6070 VEHICLES 20,000 0.00% TOTAL FUND REVENUES 4,127 1 807 1 1,815 6,749 1 21,500 1 31.39% TOTAL FUND EXPENDITURES 95 - 95 1 54,000 1 0.18% FUND SURPLUS(DEFICIT) m 4,032 1 8071 1,815 E 6,654 1 (32,500) PUBLIC WORKS CAPITAL REVENUES 21-000-42-00-4214 DEVELOPMENT FEES 4,400 900 3,500 8,800 24,500 35.92% 21-000-44-00-4418 MOWING INCOME 419 3,430 2,193 6,042 7,900 76.48% 21-000-45-00-4500 INVESTMENT EARNINGS - - - - 0.00% 21-000-48-00-4850 MISCELLANEOUS INCOME - 0.00% 21-000-48-00-4880 SALE OF FIXED ASSETS - - - - - 0.00% 21-000-49-00-4922 TSFR FROM PARK&REC CAPITAL 292 292 292 875 3.500 25.00% TOTAL REVENUES:PW CAPITAL REVENUES 0 5,1111 4,621 5,984 E 15,7171 35,900 43.78% PUBLIC WORKS CAPITAL EXPENDITURES 21-211-54-00-5462 PROFESSIONAL SERVICES - 980 - 980 1,800 54.44% 21-211-54-00-5485 RENTAL&LEASE PURCHASE - - 4,500 0.00% 21-211-56-00-5620 OPERATING SUPPLIES 2,000 0.00% 21-211-60-00-6020 BUILDINGS&STRUCTURES - 0.00% 21-211-60-00-6060 EQUIPMENT 2,000 0.00% 21-211-60-00-6070 VEHICLES 0.00% 21-211-92-00-8000 PRINCIPLE PAYMENT-PW BUILDING 0 4.587 1 2,312 1 2,3240 9,223 1 28,254 1 32.64% 21-211-92-00-8050 JINTEREST PAYMENT-PW BUILDING E 9,129 1 4,546 1 4,534 E 18,209 1 54,041 1 33.69% TOTAL FUND REVENUES 5,111 1 4,621 1 5,984 E 15,717 35,900 1 43.78% TOTAL FUND EXPENDITURES 13,7161 7,838 1 6,858 E 28,412 1 92,595 1 30.68% FUND SURPLUS(DEFICIT) m (8,605) (3,216) (873) (12,695) (56,695) PARK&RECREATION CAPITAL REVENUES 22-000-42-00-4215 PARKS CAPITAL FEES 250 250 1,750 14.29% 22-000-45-00-4500 INVESTMENT EARNINGS 7 7 7 20 80 24.95% 22-000-46-00-4690 REIMBURSEMENT-MISC - - - 0.00% 22-000-48-00-4845 DONATIONS - 0.00% 22-000-48-00-4880 SALE OF FIXED ASSETS - - 1,000 0.00% TOTAL REVENUES:PARK&RECREATION CAPITAL 257 7 7 270 1 2,8301 9.54% 6 ACTUALS BY MONTH(Cash Basis) Year-to-Date I ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget PARK&RECREATION CAPITAL EXPENDITURES 22-222-60-00-6012 CRAWFORD PARK TRAIL - 0.00% 22-222-60-00-6035 RAINTREE PARK - 120.000 0.00% 22-222-60-00-6042 BASEBALL FIELD CONSTRUCTION - 0.00% 22-222-60-00-6060 EQUIPMENT - - - - 0.00% 22-222-99-00-9921 TRANSFER TO PW CAPITAL 292 292 292 875 3,500 25.00% TOTAL FUND REVENUES 257 7 7 270 2,830 9.54% TOTAL FUND EXPENDITURES 292 292 292 875 123,500 0.71% FUND SURPLUS(DEFICIT) (35) (285) (285) (605) (120,670) CITY-WIDE CAPITAL REVENUES 23-000-41-00-4170 STATE GRANTS - - - 231,000 0.00% 23-000-42-00-4210 BUILDING PERMITS - - - 17,600 0.00% 23-000-42-00-4213 ENGINEERING CAPITAL FEES 500 500 1,000 3,000 33.33% 23-000-42-00-4214 DEVELOPMENT FEES - 85 - 85 20,000 0.43% 23-000-42-00-4222 ROAD CONTRIBUTION FEE 4,000 - 6,000 10,000 20,000 50.00% 23-000-45-00-4500 INVESTMENT EARNINGS 2 2 2 7 - 0.00% 23-000-46-00-4690 IREIMB-MISCELLANEOUS 4,469 3,560 8,029 0.00% 23-000-48-00-4880 SALE OF FIXED ASSETS - - - - - 0.00% 23-000-49-00-4901 TRANSFER FROM GENERAL 10,417 10,417 10,417 31,250 125,000 25.00% TOTAL REVENUES:CITY-WIDE CAPITAL 199388 14,064 16,919 509371 416,600 12.09% CITY-WIDE CAPITAL EXPENDITURES 23-230-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - - 0.00% 23-230-60-00-6041 SIDEWALK CONSTRUCTION - 0.00% 23-230-60-00-6070 VEHICLES 4,000 0.00% 23-230-60-00-6078 PALMER COURT - 0.00% 23-230-60-00-6092 SAFE ROUTE TO SCHOOL PROJECT - - 231,000 0.00% 23-230-97-00-8000 PRINCIPLE PMT-CLARK PRPTY 125,000 125,000 125,000 100.00% TOTAL FUND REVENUES 19,388 14,064 16,919 50,371 416,600 12.09% TOTAL FUND EXPENDITURES 125,000 125,000 360,000 34.72% FUND SURPLUS(DEFICIT) E (105,612)1 149064 1 169919 E (74,629)1 56,600 DEBT SERVICE REVENUES 42-000-40-00-4006 1 PROPERTY TAXES-2005A BOND 51,906 106,836 4,056 162,798 324,179 50.22% 42-000-42-00-4208 RECAPTURE FEES-WATER&SEWE 200 50 125 375 - 0.00% 42-000-45-00-4500 INVESTMENT EARNINGS - 11 39 51 - 0.00% 42-000-49-00-4901 TRANSFER FROM GENERAL 8,645 8,645 8,645 25,935 103,740 25.00% TOTAL REVENUES:DEBT SERVICE 60 751 115 542 12 866 189,159 427,919 44.20% DEBT SERVICE EXPENDITURES 42-420-54-00-5498 PAYING AGENT FEES - - - - 750 0.00% 42-420-81-00-8000 PRINCIPLE PAYMENT-2004C - - 95,000 0.00% 42-420-81-00-8050 INTEREST PAYMENT-2004C 4,370 4,370 8,740 50.00% 42-420-82-00-8000 PRINCIPLE PAYMENT-2005A - - 195,000 0.00% 42-420-82-00-8050 INTEREST PAYMENT-2005A - 64,589 - 64,589 129,179 50.00% TOTAL FUND REVENUES 60,751 115,542 12,866 E 189,1591 427,919 1 44.20% TOTAL FUND EXPENDITURES - 68,959 68,959 1 4289669 1 16.09% FUND SURPLUS(DEFICIT) 60,751 46,583 12,866 E 120,200 1 (750) WATER FUND REVENUES 51-000-40-00-4007 PROPERTY TAXES-2007A BOND 21,434 44,117 1,675 67,226 133,866 50.22% 51-000-44-00-4424 WATER SALES 3,611 287,381 2,280 293,272 1,674,750 17.51% 51-000-44-00-4425 BULK WATER SALES - 950 - 950 500 190.00% 51-000-44-00-4430 WATER METER SALES 3,405 780 2,235 6,420 25,000 25.68% 51-000-44-00-4440 WATER INFASTRUCTURE FEE 305 115,440 156 115,900 600,000 19.32% 51-000-44-00-4450 WATER CONNECTION FEE 16,710 7,400 10,640 34,750 125,000 27.80% 51-000-44-00-4473 RECAPTURE FEES - - - - - 0.00% 51-000-45-00-4500 INTEREST INCOME 5 16 21 2,000 1.04% 51-000-46-00-4690 REIMB-MISCELLANEOUS - 0.00% 51-000-48-00-4821 BAD DEBT RECOVERY - - - - - 0.00% 51-000-48-00-4822 RENTAL INCOME-WATER TOWER 311 2,524 2,524 5,359 50,000 10.72% 51-000-48-00-4850 MISCELLANEOUS INCOME - - - 0.00% 51-000-49-00-4952 ITRANSFER FROM SEWER 6,989 6,989 6,989 20,966 83,863 25.00% 7 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-]] July-11 Totals BUDGET %of Budget 51-000-49-00-4998 jcAPrrAL CONTRIBUTIONS 0.00% 51-000-49-00-4999 IDEVELOPER DONATIONS - - - - - 0.00% TOTAL REVENUES:WATER FUND 52,764 465,585 26,515 544,864 2,694,979 20.22% WATER OPERATIONS EXPENSES 51-510-50-00-5010 SALARIES&WAGES 26,985 27,920 27,335 82,240 365,000 22.53% 51-510-50-00-5020 OVERTIME - - 95 95 12,000 0.79% 51-510-52-00-5212 RETIREMENT PLAN CONTRIBUTION 2,566 2,655 2,609 7,830 37,500 20.88% 51-510-52-00-5214 FICA CONTRIBUTION 1,984 2,055 2,018 6,056 28,200 21.48% 51-510-54-00-5412 TRAINING&CONFERENCES - - - - 2,000 0.00% 51-510-54-00-5415 TRAVEL&LODGING - - 1,600 0.00% 51-510-54-00-5426 PUBLISHING&ADVERTISING - 934 934 1,000 93.35% 51-510-54-00-5429 WATER SAMPLES 4,236 - 4,236 14,000 30.26% 51-510-54-00-5430 PRINTING&DUPLICATING - - - 2,500 0.00% 51-510-54-00-5440 TELECOMMUNICATIONS 1,453 1,446 2,899 24,500 11.83% 51-510-54-00-5452 POSTAGE&SHIPPING 3,226 583 3,809 22,000 17.31% 51-510-54-00-5460 DUES&SUBSCRIPTIONS 435 - 435 1,250 34.82% 51-510-54-00-5462 PROFESSIONAL SERVICES 783 1,460 2,242 6,000 37.37% 51-510-54-00-5466 LEGAL SERVICES - - - 2,000 0.00% 51-510-54-00-5480 UTILITIES 11,508 23,852 35,360 304,500 11.61% 51-510-54-00-5483 JULIE SERVICES 1,780 - 1,780 3,500 50.87% 51-510-54-00-5485 RENTAL&LEASE PURCHASE 33 33 37 103 1,000 10.32% 51-510-54-00-5495 OUTSIDE REPAIR&MAINTENANCE 485 485 10,000 4.85% 51-510-54-00-5499 BAD DEBT - - - 6,000 0.00% 51-510-56-00-5600 WEARING APPAREL 93 255 174 523 5,000 10.45% 51-510-56-00-5620 OPERATING SUPPLIES 793 2,563 3,357 20,500 16.37% 51-510-56-00-5625 REIMBURSABLE REPAIRS - - - - 0.00% 51-510-56-00-5630 SMALL TOOLS&EQUIPMENT 64 (64) 2,000 0.00% 51-510-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - 1,600 0.00% 51-510-56-00-5638 TREATMENT FACILITY SUPPLIES 20 16,563 17,190 33,773 240,000 14.07% 51-510-56-00-5640 REPAIR&MAINTENANCE 59 3,335 3 3,397 9,500 35.76% 51-510-56-00-5664 METERS&PARTS 1,452 465 439 2,356 46,000 5.12% 51-510-56-00-5695 GASOLINE - 2,886 1,278 4,164 35,700 11.66% 51-510-60-00-6079 ROUTE 47 EXPANSION - - 96,000 0.00% 51-510-65-00-6500 DEPRECIATION EXPENSE - 0.00% 51-510-66-00-6600 AMMORTIZATION EXPENSE - - - - - 0.00% 51-510-75-00-7502 GRANDE RESERVE COURT ORDER 22,989 22,989 22,989 68,966 275,868 25.00% 51-510-83-00-8000 PRINCIPLE PAYMENT-2007A - - - - 10,000 0.00% 51-510-83-00-8050 INTEREST PAYMENT-2007A 61,933 61,933 123,866 50.00% 51-510-85-00-8000 PRINCIPLE PMT-2002 CAP APPREC 285,000 - 285,000 285,000 100.00% 51-510-86-00-8000 PRINCIPLE PMT-2003 DEBT CERT - - - - 0.00% 51-510-86-00-8050 INTEREST PMT-2003 DEBT CERT 16,575 16,575 33,150 50.00% 51-510-87-00-8000 PRINCIPLE PAYMENT-2006A - - 70,000 0.00% 51-510-87-00-8050 INTEREST PAYMENT-2006A 44,253 44,253 88,506 50.00% 51-510-88-00-8000 PRINCIPLE PAYMENT-2005C - - 90,000 0.00% 51-510-88-00-8050 INTEREST PAYMENT-2005C 38,863 38,863 77,725 50.00% 51-510-89-00-8000 PRINCIPLE PAYMENT-IEPA 156300 - - 85,600 0.00% 51-510-89-00-8050 INTEREST PAYMENT-IEPA 156300 - - - 39,430 0.00% 51-510-99-00-9901 ITRANSFER TO GENERAL 7,655 7,655 7,6550 22,966 91,863 25.00% TOTAL FUND REVENUES 52,764 465,585 26,515 544,864 2,694,979 20.22% TOTAL FUND EXPENSES 353,135 268,835 112,659 734,628 2,571,858 28.56% FUND SURPLUS(DEFICIT) E (300,370)1 196,750 (86,145) (189,765)1 123,121 SEWER FUND REVENUES 52-000-40-00-4009 PROPERTY TAXES-2004B BOND 41,414 85,240 3,236 129,891 258,650 50.22% 52-000-40-00-4013 PROPERTY TAXES-2005D BOND 221,914 456,751 17,342 696,007 1,385,950 50.22% 52-000-40-00-4014 PROPERTY TAXES-2008 BOND 17,627 36,281 1,378 55,286 110,090 50.22% 52-000-44-00-4435 SEWER MAINTENANCE FEES 184 123,655 99 123,937 714,000 17.36% 52-000-44-00-4455 SW CONNECTION FEES-OPS 800 400 600 1,800 5,000 36.00% 52-000-44-00-4456 SW CONNECTION FEES-CAPITAL 7,200 3,600 5,400 16,200 30,000 54.00% 52-000-44-00-4457 SW CONNECTION FEES-ROB ROY 294,000 - 294,000 600,000 49.00% 52-000-44-00-4460 SEWER INFRASTRUCTURE FEES - - - - 0.00% 52-000-44-00-4465 RIVER CROSSING FEES - - - - - 0.00% 52-000-45-00-4500 INTEREST INCOME 97 159 342 598 1.800 33.25% 52-000-46-00-4690 REIMB-MISCELLANEOUS 155 - - 155 - 0.00% 52-000-48-00-4821 BAD DEBT RECOVERY 0.00% 52-000-48-00-4850 MISCELLANEOUS INCOME 0.00% 52-000-49-00-4998 CAPITAL CONTRIBUTIONS 0.00% 8 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget 52-000-49-00-4999 IDEVELOPER DONATIONS - - - - 0.00% TOTAL REVENUES:SEWER FUND 583,392 706,086 28,397 1,317,874 3,105,490 42.44% SEWER OPERATIONS EXPENSES 52-520-50-00-5010 SALARIES&WAGES 18,877 30,792 18,877 68,546 256,000 26.78% 52-520-50-00-5020 OVERTIME 76 - - 76 2,000 3.78% 52-520-52-00-5212 RETIREMENT PLAN CONRTRIBUTION 1,802 2,928 1,795 6,526 25,000 26.10% 52-520-52-00-5214 FICA CONTRIBUTION 1,391 2,297 1,401 5,089 20,230 25.16% 52-520-54-00-5412 TRAINING&CONFERENCES - - - - 500 0.00% 52-520-54-00-5415 TRAVEL&LODGING - - - 500 0.00% 52-520-54-00-5440 TELECOMMUNICATIONS 129 127 256 1,800 14.23% 52-520-54-00-5462 PROFESSIONAL SERVICES 45 237 282 5,000 5.64% 52-520-54-00-5480 UTILITIES 1,331 1,278 2,608 40,000 6.52% 52-520-54-00-5485 RENTAL&LEASE PURCHASE 33 33 33 99 1,000 9.90% 52-520-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - 4,000 0.00% 52-520-56-00-5600 WEARING APPAREL 93 144 174 411 2,500 16.42% 52-520-56-00-5610 OFFICE SUPPLIES 44 - 44 2,000 2.19% 52-520-56-00-5613 LIFT STATION MAINTENANCE 702 1,000 1,702 15,000 11.35% 52-520-56-00-5620 OPERATING SUPPLIES 425 558 982 4,500 21.83% 52-520-56-00-5625 REIMBURSABLE REPAIRS - - - - 0.00% 52-520-56-00-5630 SMALL TOOLS&EQUIPMENT 64 462 526 2,500 21.05% 52-520-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - 1,200 0.00% 52-520-56-00-5640 REPAIR&MAINTENANCE 119 905 1,024 25,000 4.10% 52-520-56-00-5695 GASOLINE 2,886 1,278 4,164 27,300 15.25% 52-520-56-00-5699 BAD DEBT - - - 1,500 0.00% 52-520-60-00-6079 ROUTE 47 EXPANSION 24,600 0.00% 52-520-65-00-6500 DEPRECIATION EXPENSE - 0.00% 52-520-66-00-6600 AMMORTIZATION EXPENSE - - - 0.00% 52-520-75-00-7500 LENNAR-RAINTREE SWR RECAP 30,996 30,996 30,996 100.00% 52-520-84-00-8000 PRINCIPLE PAYMENT-2004B - - - 160,000 0.00% 52-520-84-00-8050 INTEREST PAYMENT-2004B 49,325 49,325 98,650 50.00% 52-520-90-00-8000 PRINCIPLE PAYMENT-2003IRRB - - - 95,000 0.00% 52-520-90-00-8050 INTEREST PAYMENT-2003IRRB 35,071 35,071 70,143 50.00% 52-520-91-00-8000 PRINCIPLE PAYMENT-2004A - - - 170,000 0.00% 52-520-91-00-8050 INTEREST PAYMENT-2004A 12,046 12,046 24,093 50.00% 52-520-93-00-8000 PRINCIPLE PAYMENT-2005D - - 1,000,000 0.00% 52-520-93-00-8050 INTEREST PAYMENT-2005D 192,975 192,975 385,950 50.00% 52-520-94-00-8000 PRINCIPLE PAYMENT-2008 REF - - - 0.00% 52-520-94-00-8050 INTEREST PAYMENT-2008 REF 55,045 - 55,045 110,090 50.00% 52-520-95-00-8000 PRINCIPLE PAYMENT-IEPA 01300 - 18,155 18,155 36,635 49.56% 52-520-95-00-8050 INTEREST PAYMENT-IEPA 01300 1,335 1,335 2,344 56.96% 52-520-96-00-8000 PRINCIPLE PAYMENT-IEPA 115300 - - 86,329 0.00% 52-520-96-00-8050 INTEREST PAYMENT-IEPA 115300 - - 20,721 0.00% 52-520-99-00-9901 TRANSFER TO GENERAL 6,920 6,920 6,920 20,761 83,045 25.00% 52-520-99-00-9952 TRANSFER TO WATER 6,989 61989 6,989 20,966 83,863 25.00% TOTAL FUND REVENUES 583,392 706,086 1 28,397 E 1,317,8741 3,105,490 1 42.44% TOTAL FUND EXPENSES 67,241 365,636 96,134 529,011 2,919,989 18.12% FUND SURPLUS(DEFICIT) 516,151 340,449 1 (67,737)M 788,863 1 185,501 LAND CASH REVENUES 72-000-41-00-4170 STATE GRANTS - - - 400,000 0.00% 72-000-45-00-4500 INVESTMENT EARNINGS - 0.00% 72-000-47-00-4700 WHITE OAK UNIT 1&2 0.00% 72-000-47-00-4701 WHITE OAK UNIT 3&4 - - 0.00% 72-000-47-00-4702 WHISPERING MEADOWS(K HILL) 312,655 - 312,655 - 0.00% 72-000-47-00-4703 AUTUMN CREEK 3,077 2,051 5,128 20,000 25.64% 72-000-47-00-4704 BLACKBERRY WOODS - - - 500 0.00% 72-000-47-00-4705 BRISTOL BAY - 0.00% 72-000-47-00-4706 CALEDONIA 0.00% 72-000-47-00-4707 RIVER'S EDGE 0.00% 72-000-47-00-4708 COUNTRY HILLS 0.00% 72-000-47-00-4709 BRIARWOOD 0.00% 72-000-47-00-4710 FOXFIELD 11 PARK 0.00% 72-000-47-00-4711 FOX HIGHLANDS 0.00% 72-000-47-00-4712 GREENBRIAR 0.00% 72-000-47-00-4713 PRESTWICK 0.00% 72-000-47-00-4714 HEARTLAND CIRCLE 0.00% 72-000-47-00-4715 1 KYLN'S RIDGE 0.00% 9 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-]] July-11 Totals BUDGET /of Budget 72-000-47-00-4716 MONTALBANO HOMES 0.00% 72-000-47-00-4717 PRAIRIE GARDEN 0.00% 72-000-47-00-4718 SUNFLOWER 0.00% 72-000-47-00-4719 VILLAS AT THE PRESERVE 0.00% 72-000-47-00-4720 WOODWORTH 0.00% 72-000-47-00-4721 IWILDWOOD 0.00% TOTAL REVENUES:LAND CASH 315,5321 2,051 E 317,783 1 420,500 1 75.5701 LAND CASH EXPENDITURES 72-720-60-00-6029 CALEDONIA - - - - 0.00% 72-720-60-00-6031 HEARTLAND CIRCLE - 0.00% 72-720-60-00-6032 MOSIER HOLDING COSTS - - - 11,000 0.00% 72-720-60-00-6036 RAINTREE VILLAGE 53,910 3,173 54,417 111,501 270,000 41.30% 72-720-60-00-6037 GRANDE RESERVE BIKE TRAIL - - - - - 0.00% 72-720-60-00-6038 WHEATON WOODS NATURE TRAIL 0.00% 72-720-60-00-6039 BRISTOL BAY-PARK A 0.00% 72-720-60-00-6043 BRISTOL BAY REGIONAL PARK 0.00% 72-720-60-00-6044 HOPKINS PARK 0.00% 72-720-60-00-6045 RIVERFRONT PARK - - - - - 0.00% 72-720-99-00-9901 TRANSFER TO GENERAL 1,674 1,674 1,674 5,021 20,084 25.00% TOTAL FUND REVENUES 315,732 2,051 317,783 420,500 75.57% TOTAL FUND EXPENDITURES 55,584 4,847 1 56,091 E 116,5221 301,084 1 38.70% FUND SURPLUS(DEFICIT) E 260,148 1 (4,847) (54,040)M 201,262 1 119,416 PARK&RECREATION REVENUES 79-000-41-00-4182 MISC INTERGOVERNMENTAL - - - - - 0.00% 79-000-44-00-4402 SPECIAL EVENTS - 1,320 20 1,340 0.00% 79-000-44-00-4403 CHILD DEVELOPMENT 5,557 3,653 400 9,610 0.00% 79-000-44-00-4404 ATHLETICS AND FITNESS 18,466 12,412 29,027 59,905 - 0.00% 79-000-44-00-4440 PROGRAM FEES 26,232 3,125 3,092 32,449 180,000 18.03% 79-000-44-00-4441 CONCESSION REVENUE 14,297 16,042 3,906 34,245 30,000 114.15% 79-000-44-00-4443 HOMETOWN DAYS 4,250 350 3,660 8,260 135,000 6.12% 79-000-45-00-4500 INVESTMENT EARNINGS 14 16 11 41 300 13.56% 79-000-46-00-4680 REIMB-LIABILITY INSURANCE - - - - - 0.00% 79-000-46-00-4690 REIMB-MISCELLANEOUS 2,916 70 - 2,986 - 0.00% 79-000-48-00-4820 RENTAL INCOME 38,944 400 1,250 40,594 86,000 47.20% 79-000-48-00-4825 FACILITY AND PARK RENTALS 14,374 6,681 (215) 20,840 - 0.00% 79-000-48-00-4846 SPONSORSHIPS/DONANTIONS 490 200 - 690 11,200 6.16% 79-000-48-00-4850 MISCELLANEOUS INCOME 18 486 1,375 1,879 500 375.80% 79-000-49-00-4901 TRANSFER FROM GENERAL 61,059 61,059 61,059 183,178 732,710 25.00% TOTAL REVENUES:PARK&RECREATION 186,617 , 105,81T, 103 585 396,016 1,175,710 , 33.68% PARKS DEPARTMENT EXPENDITURES 79-790-50-00-5010 SALARIES&WAGES 28,371 27,641 27,664 83,677 370,000 22.62% 79-790-50-00-5015 PART-TIME SALARIES 763 4,309 4,698 9,770 17,000 57.47% 79-790-50-00-5020 OVERTIME - - - - 3,000 0.00% 79-790-52-00-5212 RETIREMENT PLAN CONTRB3UTIO 2,698 2,629 2,631 7,958 37,730 21.09% 79-790-52-00-5214 FICA CONTRIBUTION 2,164 2,379 2,411 6,954 30,000 23.18% 79-790-52-00-5216 GROUP HEALTH INSURANCE - - - - - 0.00% 79-790-52-00-5625 REIMBURSABLE REPAIRS - - - 0.00% 79-790-54-00-5412 TRAINING&CONFERENCES 100 100 2,600 3.85% 79-790-54-00-5415 TRAVEL&LODGING - - - 750 0.00% 79-790-54-00-5440 TELECOMMUNICATIONS 323 251 575 3,780 15.20% 79-790-54-00-5462 PROFESSIONAL SERVICES - 49 49 4,500 1.09% 79-790-54-00-5466 LEGAL SERVICES - 555 555 4,000 13.88% 79-790-54-00-5485 RENTAL&LEASE PURCHASE 17 178 25 381 2,500 15.25% 79-790-56-00-5460 DUES AND SUBSCRIPTIONS - - - - 0.00% 79-790-56-00-5600 WEARING APPAREL 336 317 653 4,100 15.92% 79-790-56-00-5610 OFFICE SUPPLIES 47 - 47 300 15.64% 79-790-56-00-5620 OPERATING SUPPLIES 3,417 604 4,021 22,500 17.87% 79-790-56-00-5630 SMALL TOOLS&EQUIPMENT - 10 10 2,250 0.44% 79-790-56-00-5635 COMPUTER EQUIPMENT&SO FTW - - - 500 0.00% 79-790-56-00-5640 REPAIR&MAINTENANCE 11,588 6,051 17,639 48,000 36.75% TOTAL EXPENDITURES:PARKS DEPT 34,174 1 52,947 45,267 1329388 553,510 23.92% RECREATION DEPARTMENT EXPENDITURES 79-795-50-00-5010 ISALARIES&WAGES 14,458 1 16,152 1 14,6920 45,301 1 190,000 1 23.84% 79-795-50-00-5015 PART-TIME SALARIES m 1,4061 637 1 1,773 E 3,8161 25,000 1 15.27% 10 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET 1 of Budget 79-795-50-00-5020 OVERTIME - - - - 300 0.00% 79-795-50-00-5045 CONCESSION WAGES 2,868 3,059 2,522 8,448 12,500 67.58% 79-795-50-00-5046 PRE-SCHOOL WAGES 3,410 1,557 13 4,980 25,000 19.92% 79-795-50-00-5052 INSTRUCTORS WAGES 1,195 2,182 2,115 5,492 25,000 21.97% 79-795-52-00-5212 RETIREMENT PLAN CONTRIBUTION 1,768 1,939 1,712 5,419 22,000 24.63% 79-795-52-00-5214 FICA CONTRIBUTION 1,763 1 1,794 1,563 5,120 20,000 25.60% 79-795-52-00-5216 GROUP HEALTH INSURANCE - - - - - 0.00% 79-795-54-00-5412 TRAINING&CONFERENCES 2,000 0.00% 79-795-54-00-5415 TRAVEL&LODGING 1,000 0.00% 79-795-54-00-5426 PUBLISHING&ADVERTISING - - - 27,000 0.00% 79-795-54-00-5440 TELECOMMUNICATIONS 253 251 504 4,300 11.73% 79-795-54-00-5447 SCHOLARSHIPS - - - 1,000 0.00% 79-795-54-00-5452 POSTAGE&SHIPPING - 177 177 8,000 2.21% 79-795-54-00-5462 PROFESSIONAL SERVICES 2,278 5,479 18,245 26,001 47,000 55.32% 79-795-54-00-5480 UTILITIES - 1,811 1,014 2,825 22,000 12.84% 79-795-54-00-5485 RENTAL&LEASE PURCHASE - 25 25 4,500 0.56% 79-795-54-00-5490 DUES&SUBSCRIPTIONS - - 1,500 0.00% 79-795-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - - - 1,000 0.00% 79-795-54-00-5496 PROGRAM REFUNDS 480 1,005 1,452 2,937 7,000 41.96% 79-795-56-00-5600 WEARING APPAREL - - - - - 0.00% 79-795-56-00-5602 HOMETOWN DAYS SUPPLIES 1,629 - 34,015 35,644 100,000 35.64% 79-795-56-00-5606 PROGRAM SUPPLIES 2,500 2,797 2,359 7,656 55,000 13.92% 79-795-56-00-5607 CONCESSION SUPPLIES 1,561 4,882 4,832 11,276 18,000 62.64% 79-795-56-00-5610 OFFICE SUPPLIES 120 70 - 190 3,000 6.34% 79-795-56-00-5620 OPERATING SUPPLIES 966 1,121 244 2,331 5,500 42.38% 79-795-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - 2,000 0.00% 79-795-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE 500 0.00% 79-795-56-00-5640 REPAIR&MAINTENANCE 34 34 2,000 1.72% 79-795-56-00-5645 BOOKS&PUBLICATIONS 100 0.00% 79-795-56-00-5690 SUPPLIES-GRANT REIMBURSABLE - - - 500 0.00% 79-795-56-00-5695 GASOLINE 44 81 125 3,000 4.18% TOTAL EXPENDITURES:RECREATION DEPT 36,402 44,816 87,084 168,303 635,700 26.48% TOTAL FUND REVENUES 0 186,617 1 105,8141 103,585 E 396,016 1 1,175,7101 33.68% TOTAL FUND EXPENDITURES E 70,576 1 97,763 1 132,351 E 300,691 1 1,189,2101 25.28% FUND SURPLUS(DEFICIT) E 116,040 8,051 1 (28,766)M 95,325 1 (13,500) RECREATION CENTER REVENUES 80-000-44-00-4440 PROGRAM FEES 7,814 4,553 2,680 15,047 125,000 12.04% 80-000-44-00-4441 CONCESSION REVENUE 975 900 813 2,688 12,500 21.50% 80-000-44-00-4444 MEMBERSHIP FEES 42,167 41,211 36,594 119,972 410,000 29.26% 80-000-44-00-4445 GUEST FEES 580 723 776 2,079 3,500 59.40% 80-000-44-00-4446 SWIM CLASS FEES 5,577 6,106 2,744 14,427 35,000 41.22% 80-000-44-00-4447 PERSONAL TRAINING FEES 336 816 308 1,460 15,000 9.73% 80-000-44-00-4448 TANNING SESSION FEES 575 129 160 864 2,500 34.56% 80-000-45-00-4500 INTEREST INCOME - - - - - 0.00% 80-000-48-00-4820 RENTAL INCOME 6 31 299 336 5,000 6.71% 80-000-48-00-4845 DONANTIONS 230 - - 230 2,000 11.50% 80-000-48-00-4850 MISCELLANEOUS INCOME 37 32 5 73 500 14.60% TOTAL REVENUES:RECREATION CTR REVENUES 58,296 54,501 44,378 E 157175 1 611,0001 25.72% RECREATION CENTER EXPENSES 80-800-50-00-5010 SALARIES&WAGES 2,631 4,509 2,000 9,140 34,200 26.73% 80-800-50-00-5015 PART-TIME SALARIES 7,934 8,337 6,533 22,803 98,000 23.27% 80-800-50-00-5020 OVERTIME - - - - 500 0.00% 80-800-50-00-5046 PRE-SCHOOL WAGES 4,092 105 86 4,283 35,000 12.24% 80-800-50-00-5052 INSTRUCTORS WAGES 3,555 4,350 4,488 12,393 65,000 19.07% 80-800-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,043 956 562 2,561 10,000 25.61% 80-800-52-00-5214 FICA CONTRIBUTION 1,382 1,318 1,003 3,703 17,708 20.91% 80-800-54-00-5412 TRAINING&CONFERENCES - - - - - 0.00% 80-800-54-00-5415 TRAVEL&LODGING 200 0.00% 80-800-54-00-5426 PUBLISHING&ADVERTISING - - - 1,500 0.00% 80-800-54-00-5440 TELECOMMUNICATIONS 394 358 752 3,600 20.89% 80-800-54-00-5447 SCHOLARSHIPS - - - 900 0.00% 80-800-54-00-5452 POSTAGE&SHIPPING - - - - 600 0.00% 80-800-54-00-5462 PROFESSIONAL SERVICES 853 3,090 1,553 5,496 17,700 31.05% 80-800-54-00-5480 UTILITIES - 3,746 3,657 7,403 49,000 15.11% 80-800-54-00-5485 RENTAL&LEASE PURCHASE 36,198 18,198 19,050 73,446 226,500 32.43% 80-800-54-00-5490 IDUES&SUBSCRIPTIONS 200 11 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET 1 of Budget 80-800-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - 361 361 21,200 1.70% 80-800-54-00-5496 PROGRAM REFUNDS 318 664 434 1,416 5,500 25.74% 80-800-54-00-5497 PROPERTY TAX PAYMENT 30,751 - 30,751 61,503 53,680 114.57% 80-800-56-00-5600 WEARING APPAREL - - - - - 0.00% 80-800-56-00-5606 PROGRAM SUPPLIES 37 611 1,307 1,954 17,000 11.50% 80-800-56-00-5607 CONCESSION SUPPLIES 889 468 1,357 6,300 21.54% 80-800-56-00-5610 OFFICE SUPPLIES - 37 46 82 2,600 3.16% 80-800-56-00-5620 OPERATING SUPPLIES 287 270 1,330 1,886 6,200 30.43% 80-800-56-00-5630 SMALL TOOLS&EQUIPMENT - - - - 6,300 0.00% 80-800-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - 1,000 0.00% 80-800-56-00-5640 REPAIR&MAINTENANCE 362 327 690 11,000 6.27% 80-800-56-00-5645 BOOKS&PUBLICATIONS - - - 50 0.00% 80-800-56-00-5695 IGASOLINE 44 81 125 300 41.79% TOTAL FUND REVENUES 58,296 54,501 44,378 157,175 611,000 25.72% TOTAL FUND EXPENSES 89,079 47,882 74,394 211,355 691,738 30.55% FUND SURPLUS(DEFICIT) E (30,783)1 6,620 1 (30,016) (54,180) (80,738) LIBRARY OPERATIONS REVENUES 82-000-40-00-4005 PROPERTY TAXES-LIBRARY 108,835 221,702 9,030 339,566 675,000 50.31% 82-000-41-00-4120 PERSONAL PROPERTY TAX - 755 - 755 5,000 15.10% 82-000-41-00-4170 STATE GRANTS - - - 17,200 0.00% 82-000-42-00-4211 DEVELOPMENT FEES-BOOKS 875 - - 875 8,000 10.94% 82-000-43-00-4330 LIBRARY FINES 1,397 1,377 1,053 3,827 13,000 29.44% 82-000-44-00-4401 LIBRARY SUBSCRIPTION CARDS 1,306 1,234 627 3,166 8,000 39.58% 82-000-44-00-4422 COPY FEES 320 332 347 999 3,000 33.28% 82-000-44-00-4440 PROGRAM FEES 20 23 - 43 2,000 2.15% 82-000-45-00-4500 INVESTMENT EARNINGS 1 15 15 31 250 12.47% 82-000-46-00-4682 REIMBURSEMENT-INSURANCE - - - - 0.00% 82-000-46-00-4690 REIMBURSEMENT-MISCELLANEOU - - - 0.00% 82-000-48-00-4820 RENTAL INCOME 111 140 185 436 1,500 29.07% 82-000-48-00-4824 DVD RENTAL INCOME 441 601 458 1,500 4,000 37.49% 82-000-48-00-4832 MEMORIALS 1,000 400 - 1,400 - 0.00% 82-000-48-00-4850 MISCELLANEOUS INCOME 7 40 72 119 0.00% 82-000-48-00-4881 SALE OF BOOKS I - - - - 0.00% TOTAL REVENUES:LIBRARY 114,312 226,619 11,786 352,716 736,950 47.86% LIBRARY OPERATIONS EXPENDITURES 82-820-50-00-5010 SALARIES&WAGES 18,661 19,302 18,707 56,670 241,000 23.51% 82-820-50-00-5015 PART-TIME SALARIES 16,163 14,802 14,474 45,439 193,000 23.54% 82-820-52-00-5212 RETIREMENT PLAN CONTRIBUTIO 1,775 1,836 1,779 5,389 22,500 23.95% 82-820-52-00-5214 FICA CONTRIBUTION 2,608 2,553 2,483 7,645 40,000 19.11% 82-820-52-00-5216 GROUP HEALTH INSURANCE - 7,295 7,295 14,590 87,975 16.58% 82-820-52-00-5222 GROUP LIFE INSURANCE 63 63 127 1,000 12.67% 82-820-52-00-5223 DENTAL&VISION INSURANCE 575 575 1,151 6,950 16.56% 82-820-54-00-5412 TRAINING&CONFERENCES - - - - 0.00% 82-820-54-00-5415 TRAVEL&LODGING 500 0.00% 82-820-54-00-5423 PUBLIC RELATIONS - 0.00% 82-820-54-00-5426 PUBLISHING&ADVERTISING - - - 100 0.00% 82-820-54-00-5440 TELECOMMUNICATIONS 694 705 1,398 8,500 16.45% 82-820-54-00-5452 POSTAGE&SHIPPING - - - 2,000 0.00% 82-820-54-00-5460 DUES&SUBSCRIPTIONS - - - 14,000 0.00% 82-820-54-00-5462 PROFESSIONAL SERVICES 1,746 1,960 3,707 29,000 12.78% 82-820-54-00-5466 LEGAL SERVICES - - - 2,000 0.00% 82-820-54-00-5468 AUTOMATION 7 7 30,000 0.02% 82-820-54-00-5480 UTILITIES 582 582 15,000 3.88% 82-820-54-00-5485 RENTAL&LEASE PURCHASE - - - 0.00% 82-820-54-00-5495 OUTSIDE REPAIR&MAINTENANCE - - 4,000 0.00% 82-820-56-00-5610 OFFICE SUPPLIES 1,053 - 1,053 8,000 13.16% 82-820-56-00-5620 OPERATING SUPPLIES 631 579 1,210 9,000 13.45% 82-820-56-00-5635 COMPUTER EQUIPMENT&SOFTWARE - - - - 0.00% 82-820-56-00-5640 REPAIR&MAINTENANCE - - - 0.00% 82-820-56-00-5671 LIBRARY PROGRAMMING 162 8 170 2.000 8.51% 82-820-56-00-5676 EMPLOYEE RECOGNITION - - - 0.00% 82-820-56-00-5680 ADULT BOOKS 0.00% 82-820-56-00-5681 JUVENILE BOOKS 0.00% 82-820-56-00-5682 REFERENCE BOOKS 0.00% 82-820-56-00-5683 AUDIO BOOKS 0.00% 82-820-56-00-5684 COMPACT DISCS&OTHER MUSIC 0.00% 12 ACTUALS BY MONTH(Cash Basis) Year-to-Date ANNUAL ACCOUNT NUMBER DESCRIPTION May-11 June-]] July-11 Totals BUDGET 1 of Budget 82-820-56-00-5685 DVD'S - - 2,000 0.00% 82-820-56-00-5686 BOOKS-DEVELOPMENT FEES 143 143 8,000 1.79% 82-820-56-00-5698 MEMORIALS&GIFTS 453 453 - 0.00% 82-820-56-00-5699 MISCELLANEOUS 38 38 250 15.29% 82-820-70-00-7799 CONTINGENCIES - 1,0001 0.00% 82-820-99-00-9984 1 TRANSFER TO LIBRARY DVLP - - - 332,500 1 0.00% TOTAL FUND REVENUES 114,312 226,619 11,786 E 352,7161 736,950 1 47.86% TOTAL FUND EXPENDITURES 39,207 1 50,713 49,851 E 139,771 1 1,060,275 1 13.18% FUND SURPLUS(DEFICIT) m 75,1051 175,906 1 (38,065)M 212,946 1 (323,325) LIBRARY DEBT SERVICE REVENUES 83-000-40-00-4015 1PROPERTY TAXES 115,416 237,557 8,894 361,867 720,800 50.20% 83-000-45-00-4500 JINVESTMENT EARNINGS - - - - 0.00% TOTAL REVENUES:LIBRARY DEBT SERVICE 115,4161 237,557 8,894 361,867 720,800 50.20% LIBRARY DEBT SERVICE EXPENDITURES 83-830-83-00-8000 PRINCIPLE PAYMENT-2005B - - A - 175,000 0.00% 83-830-83-00-8050 INTEREST PAYMENT-2005B 158,063 158,063 316,125 50.00% 83-830-84-00-8000 PRINCIPLE PAYMENT-2006 - - 175,000 0.00% 83-830-84-00-8050 INTEREST PAYMENT-2006 - 27,338 27,338 54,675 50.0001c TOTAL FUND REVENUES 115,4161 237,557 1 8,894 361,867 1 720,800 0.00% TOTAL FUND EXPENDITURES 185,401 1 - 185,401 720,800 1 0.00% FUND SURPLUS(DEFICIT) E 115,4161 52,156 1 8,894 E 176,466 - LIBRARY DEVELOPMENT FEE REVENUES 84-000-42-00-4212 DEVELOPMENT FEES 875 - 875 8,000 10.94% 84-000-45-00-4500 INVESTMENT EARNINGS 13 12 13 38 500 7.69% 84-000-49-00-4982 TRANSFER FROM LIBRARY OPS - - - 332,500 0.00% TOTAL REVENUES:LIBRARY DVLP FEES 888 12 13 913 341,000 18.63% LIBRARY DEVELOPMENT EXPENDITURES 84-840-60-00-6020 IBUILDINGS AND STRUCTURES 3,1301 0 3,1301 4,000 1 78.25% TOTAL FUND REVENUES m 8881 121 13 E 9131 341,000 0.00% TOTAL FUND EXPENDITURES 3,1301 m 3,1301 4,000 0.00% FUND SURPLUS(DEFICIT) m 888 (3,118) 13 (2,217)1 337,000 FOX INDUSTRIAL TIF REVENUES 85-000-40-00-4085 JPRO PERTY TAXES-FOX INDUS TI 221114 111,3271 6,3110 139,753 1 - 0.00% 85-000-45-00-4500 1INVESTMENT EARNINGS - 91 33 E 42 1 0.00% TOTAL REVENUES:FOX INDUSTRIAL TIF 22,114 111,3361 6,344 E 1399794 1 0.00% FOX INDUSTRIAL TIF EXPENDITURES 85-850-54-00-5420 1 ADMINISTRATIVE FEES 214 - 214 0.00% 85-850-98-00-8000 1PRINCEPLE PAYMENT-2002 - - - 0.00% 85-850-98-00-8050 INTEREST PAYMENT-2002 3,391 - 3,391 0.00% 85-850-99-00-9999 TRANSFER OUT - - 0.00% TOTAL FUND REVENUES 22,114 111,3361 6,344 E 139,794 0.00% TOTAL FUND EXPENDITURES 3,391 214 3,605 0.00% FUND SURPLUS(DEFICIT) 18,723 111.1221 6,344 E 136,189 - COUNTRYSIDE TIF REVENUES 87-000-40-00-4087 JPRO PERTY TAXES-CNTRYSDE TIF 6,250 0.00% 87-000-45-00-4500 jwwsrmENTEARNINGS 36 1051 2880 429 1 4,000 1 10.73% TOTAL REVENUES:COUNTRYSIDE TIF 36 1051 288 E 429 1 10,250 1 10.73% 13 ACTUALS BY MONTH(Cash Basis) Year-to-Date I ANNUAL IACCOUNT NUMBER DESCRIPTION May-11 June-11 July-11 Totals BUDGET %of Budget COUNTRYSIDE TIF EXPENDITURES 87-870-54-00-5420 1 ADMINISTRATIVE FEES 93 93 1,000 9.25% 87-870-54-00-5498 IPAYING AGENT FEES 400 0.00% 87-870-80-00-8000 1PRINCIPLE PAYMENT-2005 - - 175,000 0.00% 87-870-80-00-8050 INTEREST PAYMENT-2005 65,571 - - 65,571 131,143 50.00% TOTAL FUND REVENUES 36 1 1051 288 E 429 1 10,250 1 4.19% TOTAL FUND EXPENDITURES 65,571 1 93 65,664 1 307,543 1 21.35% FUND SURPLUS(DEFICIT) E (65,535)1 131 288 (65,235) (297,293) DOWNTOWN TIF REVENUES 88-000-40-00-4088 PROPERTY TAXES-DOWNTOWN TIF 4,450 38,640 1,232 44,321 88,550 50.05% 88-000-45-00-4500 INVESTMENT EARNINGS - 3 11 13 - 0.00% TOTAL REVENUES:DOWNTOWN TIF 4,450 38,643 1,242 44,335 88,550 50.07% DOWNTOWN TIF EXPENDITURES 88-880-54-00-5420 JADMINISTRATIVE FEES - 879 370 1,249 1,5001 83.25% 88-880-54-00-5462 1PROFESSIONAL SERVICES - - 0.00% 88-880-60-00-6079 1 ROUTE 47 EXPANSION - 515,340 0.00% TOTAL FUND REVENUES 4,4501 38,643 1 1,242 E 44,335 1 88,550 1 50.07% TOTAL FUND EXPENDITURES 879 1 370 E 1,2491 516,840 1 0.24% FUND SURPLUS(DEFICIT) 4,4501 37,764 1 872 E 43,086 1 (428,290)1 14 UNITED CITY OF YORKVILLE STATEMENT OF REVENUES,EXPENDITURES AND TRANSFERS For the Period Ending July 31,2011 * %of July YTD YTD to FY 2012 Actual Actual Budget Budget GENERAL FUND(01) Revenues Local Taxes Property Taxes 33,151 1,330,481 49.9% 2,665,964 Municipal Sales Tax 209,931 589,597 23.1% 2,550,000 Non-Home Rule Sales Tax - - 0.0% - Electric Utility Tax - 136,433 23.1% 591,600 Natural Gas Tax - 102,673 35.3% 290,700 Telephone Utility Tax 46,298 129,723 24.2% 535,500 Cable Franchise Fees - 56,358 27.6% 204,000 Hotel Tax 6,018 12,966 42.4% 30,600 Amusement Tax 780 1,213 0.9% 134,000 Admissions Tax - - 0.0% 190,000 Business District Tax 23,787 67,805 22.6% 300,000 Auto Rental Tax 800 2,396 33.6% 7,140 Para Mutuel Tax - 6,526 43.5% 15,000 Total Taxes 320,765 2,436,171 32.4% 7,514,504 Intergovernmental State Income Tax 193,873 336,764 25.1% 1,340,000 Local Use Tax 20,408 61,887 29.5% 210,000 Road&Bridge Tax 2,193 84,660 51.5% 164,296 Personal Property Replacement Tax 2,114 5,147 39.6% 13,000 Other Intergovernmental - 4,052 36.2% 11,200 Total Intergovernmental 218,588 492,510 28.3% 1,738,496 Licenses and Permits Liquor Licenses 1,325 3,273 8.2% 40,000 Building Permits 12,536 43,352 35.4% 122,400 Other Permits/Licenses 269 1,086 33.4% 3,250 Total Licenses&Permits 14,130 47,710 28.8% 165,650 Fines and Forfeits Traffic Fines 4,875 25,801 27.2% 95,000 Administrative Adjudication 1,625 5,232 17.4% 30,000 Police Tows 5,000 20,500 22.8% 90,000 Total Fines and Forfeits 11,500 51,533 24.0% 215,000 Charges for Services Garbage Surcharge 144 204,023 17.4% 1,175,000 Collection Fee-YBSD - - 0.0% 123,932 Other Services - 350 7.0% 5,000 Total Charges for Services 144 204,373 15.7% 1,303,932 Investment Earnings 301 393 19.6% 2,000 Reimb/Miscellaneous/Other Financing Sources Reimb-Legal Expenses 1,140 8,216 68.5% 12,000 Reimb-Health Ins Contributions 20,508 55,543 21.0% 264,800 Other Reimbursements 22,366 62,254 97.3% 64,000 Rental Income 630 2,275 25.3% 9,000 Miscellaneous Income 0 346 4.9% 7,000 Transfers In 16,249 48,748 25.0% 194,992 Total Miscellaneous 60,893 177,381 32.1% 551,792 Total Revenues and Transfers 626,321 3,410,072 29.7% 11,491,374 15 UNITED CITY OF YORKVILLE STATEMENT OF REVENUES,EXPENDITURES AND TRANSFERS For the Period Ending July 31,2011* %of July YTD YTD to FY 2012 Actual Actual Budget Budget GENERAL FUND(01) Expenditures Administration 37,412 100,139 20.5% 489,551 Salaries 24,343 66,055 24.2% 273,395 Benefits 3,878 10,335 22.9% 45,106 Contractual Services 9,026 21,218 13.7% 155,100 Supplies 166 2,531 15.9% 15,950 Finance 18,438 55,685 17.4% 320,505 Salaries 12,812 39,229 22.4% 175,000 Benefits 2,207 6,742 22.1% 30,505 Contractual Services 3,292 9,244 8.5% 109,250 Supplies 128 471 8.2% 5,750 Community Relations - 333 100.0% 333 Salaries - - 0.0% 0 Benefits - - 0.0% 0 Contractual Services - 333 100.0% 333 Supplies - - 0.0% 0 Engineering 13,199 93.904 37.1% 253,136 Salaries 10,006 78,123 45.3% 172,500 Benefits 1,717 13,348 44.9% 29,736 Contractual Services 1,476 2,426 5.8% 42,100 Supplies - 7 0.1% 8,800 Police 195,986 755,651 25.0% 3,018,230 Salaries 150,034 467,148 22.8% 2,052,500 Overtime 12,214 26,082 34.8% 75,000 Benefits 17,123 220,977 39.4% 560,900 Contractual Services 7,952 22,029 11.6% 190,010 Supplies 8,662 19,414 13.9% 139,820 Community Development 13,920 67,387 17.9% 375,610 Salaries 11,148 55,520 23.1% 240,000 Benefits 1,891 9,347 21.0% 44,535 Contractual Services 802 2,425 2.9% 84,450 Supplies 79 95 1.4% 6,625 PW-Street Ops&Sanitation 35,540 204,695 11.4% 1,796,870 Salaries 19,377 57,743 21.4% 270,000 Overtime - - 0.0% 15,000 Benefits 3,280 9,775 18.3% 53,500 Contractual Services 7,743 121,333 9.1% 1,336,020 Supplies 5,140 15,844 13.4% 118,350 Capital Outlay - - 0.0% 4,000 Administrative Services 268,125 905,061 20.2% 4,473,257 Salaries - 350 7.0% 5,000 Benefits 135,169 593,975 34.1% 1,743,350 Contractual Services 52,835 70,373 4.2% 1,693,840 Supplies - - 0.0% 5,000 Contingencies - - 0.0% 64,617 Transfers Out 80,121 240,363 25.0% 961,450 Total Expenditures and Transfers 582,620 2,182,855 20.3% 10,727,492 Variance 43,701 1,227,216 763,882 * July represents 25%of the fiscal year 16 c/Ty Reviewed By: Agenda Item Number ii J� a 0-0 Legal ❑ NB #2 II Finance ■ EST. , 1836 Engineer ❑ Tracking Number y City Administrator ❑ Consultant ❑ ADM 2011-38 Kend'11 mly El<`E Agenda Item Summary Memo Title: Treasurer's Report for July 2011 Meeting and Date: Administration Committee 8/18/11 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Rob Fredrickson Finance Name Department Agenda Item Notes: UNITED CITY OF YORKVILLE TREASURER'S REPORT -for the period ended July 31,2011 Cash Basis %of %of Projected BGN Fund Revenues YTD Expenses YTD Ending Fund Balance July Revenues YTD Revenues Budget Budget July Expenses YTD Expenses Budget Budget Balance General Fund 01-General (271,899) 626,321 3,410,072 11,491,374 30% 582,620 2,182,855 10,727,492 20% 955,318 Special Revenue Funds 15-Motor Fuel Tax 640,399 31,747 100,650 1,011,000 10% 10,555 40,483 661,000 6% 700,566 79-Parks and Recreation 231,558 103,586 396,016 1,175,710 34% 132,351 300,691 1,189,210 25% 326,884 72-Land Cash (388,625) 2,051 317,783 420,500 76% 56,091 116,522 301,084 39% (187,363) 85-Fox Industrial TIF 569,790 6,344 139,794 - 0% - 3,605 - 0% 705,979 87-Countryside TIF 2,178,549 288 429 10,250 4% - 65,664 307,543 21% 2,113,315 88-Downtown TIF 209,760 1,242 44,335 88,550 50% 370 1,249 516,840 0% 252,846 11 -Fox Hill SSA 17,942 64 1,936 3,786 51% 767 1,381 3,804 36% 18,497 12-Sunflower SSA 11,922 119 3,765 7,530 50% 650 1,959 9,078 22% 13,728 Debt Service Fund 42-Debt Service 8,653 12,866 189,159 427,919 44% - 68,959 428,669 16% 128,853 Capital Funds 16-Municipal Building (587,024) 750 2,100 5,250 40% - - - - (584,924) 22-Park and Recreation Capital 51,443 7 270 2,830 10% 292 875 123,500 1% 50,838 20-Police Capital 194,947 1,815 6,749 21,500 31% - 95 54,000 0% 201,601 21-Public Works Capital 108,743 5,984 15,717 35,900 44% 6,858 28,412 92,595 31% 96,048 23-City-Wide Capital 652 16,919 50,371 416,600 12% - 125,000 360,000 35% (73,977) Enterprise Funds* 51 -Water 695,723 26,515 544,864 2,694,979 20% 112,659 734,628 2,571,858 29% 505,958 52-Sewer 2,377,831 28,397 1,317,874 3,105,490 42% 96,134 529,011 2,919,989 18% 3,166,694 80-Recreation Center (195,087) 44,378 157,175 611,000 26% 74,394 211,355 691,738 31% (249,267) Library Funds 82-Library Operations 317,335 11,786 352,717 736,950 48% 49,851 139,770 1,060,275 13% 530,281 83-Library Debt Service - 8,894 361,868 720,800 50% - 185,400 720,800 26% 176,468 84-Library Development Fees - 13 913 341,000 0% - 3,130 4,000 78% (2,217) Total Funds 6,172,613 930,085 7,414,556 23,328,918 32% 1,123,592 4,741,044 22,743,475 21% 8,846,126 As Treasurer of the United City of Yorkville,I hereby attest,to the best of my knowledge,that the information contained in this Treasurer's Report is accurate as of the date detailed herein. Further information is available in the Finance Department. William Powell,Treasurer Prepared by the Finance Department *Fund Balance Equivalent c/Ty Reviewed By: Agenda Item Number ii J� a 0-0 Legal ❑ NB #3 II Finance ■ EST. , � 1836 Engineer ❑ Tracking Number y City Administrator ■ Consultant ❑ ADM 2011-39 dal County El`E Agenda Item Summary Memo Title: Cash Statements for June 2011 Meeting and Date: Administration Committee 8/18/11 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Rob Fredrickson Finance Name Department Agenda Item Notes: UNITED CITY OF YORKVILLE CASH AND INVESTMENT SUMMARY-as of June 30,2011 CASH Cash-Operations Cash-Special Purpose IL Funds IL Funds Operation Aurora Special Purpose Grand Old Second Castle E-Pay Corp Acct IMET Totals Old Second Castle Earthmovers Totals Totals General Fund 01-General (2,071,109) 800 12 1,203,181 (867,116) 1,754 63,829 123 65,706 (801,410) Special Revenue Funds 15-Motor Fuel Tax - - - 640,222 - 640,222 640,222 72-Land Cash (470,844) - (470,844) - - (470,844) 85-Fox Industrial TIF 566,184 1 133,450 699,635 - - - 699,635 87-Countryside TIF 17,335 35 1,161,150 1,178,520 934,507 - - 934,507 2,113,027 88-Downtown TIF 208,881 0 43,092 251,974 - - 251,974 11-Fox Hill SSA 17,329 0 1,872 19,200 - - 19,200 12-Sunflower SSA 10,613 0 3,646 14,259 14,259 Debt Service Fund 42-Debt Service (42,766) 2 158,752 115,987 115,987 Capital Funds 16-Municipal Building (585,674) - (585,674) (585,674) 20-Police Capital 197,337 197,337 197,337 21-Public Works Capital 94,942 94,942 - - 94,942 23-City-Wide Capital (90,920) - - (90,920) 55,776 55,776 (35,144) Enterprise Funds 51-Water 147,302 1,417 1 65,555 214,274 - - 214,274 52-Sewer 2,013,709 498 20 1,108,307 3,122,534 3,122,534 Agency Funds 90-Developer Escrow 156,820 - - 156,820 - - 156,820 95-Trust&Agency 251,477 2,003 - - 253,480 - - - - 253,480 Total City Funds 420,616 4,718 70 3,879,004 4,304,407 936,262 759,827 123 1,696,211 6,000,618 Distribution% 7.01% 0.08% 0.00% 64.64% 15.60% 12.66% 0.00% Library Funds 82-Library Operations 577,623 - - - 577,623 - - - 577,623 83-Library Debt Service 167,573 167,573 - 167,573 84-Library Develp Fees (2,230) - (2,230) - - (2,230) Totals 742,966 - 742,966 - 742,966 Distribution% 100.00% Park and Recreation Funds 79-Parks and Recreation - 507,932 507,932 - - 25 25 507,957 22-Park&Rec Capital 51,011 51,011 - 158,397 158,397 209,408 80-Recreation Center (213,948) (213,948) - - - - (213,948) Totals 344,994 344,994 - 158,397 25 158,422 503,417 Distribution% 68.53% 31.46% 0.01% D C/T y Reviewed By: Agenda Item Number J� A 0 Legal ❑ NB #4 1 ,II 11 Finance ❑ EST. �Z 1836 Engineer El-�� Tracking Number W City Administrator ■ °°°�aovsea, O Consultant ❑ C ADM 2011-40 t Kentlall ounty Human Resources E ■ Agenda Item Summary Memo Title: Employee Manual Revision Meeting and Date: Administration Committee—08/18/2011 Synopsis: Introduction to revised employee manual. Council Action Previously Taken: Date of Action: 02/10/2004 Action Taken: Approval of current employee manual. Item Number: Type of Vote Required: Council Action Requested: Discussion Submitted by: Meghan Ostreko Human Resources Name Department Agenda Item Notes: See attached memo. D CI P Memorandum EST. , 1836 To: Administration Committee Led- From: Meghan Ostreko, HR Manager Date: August 9, 2011 <I.E Subject: Employee Manual Revision Attached is a copy of the City's current Employee Manual as it was approved in early 2004. Since its approval there have been various policy revisions, which are also attached. There have also been multiple policies approved relating to personnel that were not approved as amendments to the Manual. In its current state the Employee Manual is incomplete and inefficient as it lacks clear standards for personnel practices and fails to address many labor laws. Staff has been working on a revised Employee Manual over the past several years by researching other municipalities' manuals, studying labor laws and discussing past experiences and practices. Many of the revisions are relatively minor, made to provide clarification on some issues or to provide information where there previously was none. Other minor revisions include relieving the Mayor of some of the day-to-day duties and shifting that burden to the City Administrator. There are also several areas of change that will have a much larger impact and will be a shift from current practices. These areas require some extra attention and discussion and are highlighted below: • Part-Time Employees (Section 1.4.4) o Staff is proposing removing the requirement that part-time employees must receive City Council approval to work more than 1,000 hours per year. Employees expected to work more than 1,000 hours must be enrolled in IMRF. This should be approved by the budget process rather than on an individual basis. If IMRF benefits can be covered by the budget than no additional authorization should be required. • Drug Free Work Place Policy (Section 3.3 &3.4) o Staff is proposing expanding this section to provide much more detail into our drug testing policies and practices. Separate (but similar) policies for DOT (those holding a CDL license) and non-DOT employees. Up for consideration is random testing for non-DOT employees, which is not something we currently do (it is required for DOT employees), and offering a last chance work agreement for employees testing positive for drugs and/or alcohol. • Information Systems Use Policy (Section 4.4 &4.5) o Our former IT Specialist drafted an updated and expanded policy in regards to computer and internet use and monitoring, as well as email use and retention and electronic records retention. One specific change is allowing limited personal internet use during break or non-work times in recognition that this is a currently accepted practice (examples: checking personal email or shopping online during lunch). • Grievances (Section 5.3) o Staff is proposing implementing a three step process for filing a grievance and shortening the time frames in which a grievance must be presented and responded to. The proposed process would require a grievance to be filed within two days of an incident (currently 15 days) with the maximum time frame for resolving the grievance being 23 working days (currently 81 calendar days). • Work Related Injuries (Section 7.5) o Staff is proposing a more descriptive section regarding Worker's Compensation to provide employee's with more description on the process. Also proposed is a requirement for transitional duty (light duty) in which employees released by a doctor to light duty are required to report to work when there is light duty work available. This is not something we currently practice. • Vacation Leave (Section 7.1) o There are two major changes proposed in regards to vacation time. The first is allowing a limited amount a vacation time (40 hours) to be used after six month of employment as opposed to one year. The second change is increasing the amount a vacation time for exempt employees in recognition for the long hours that they employees work. • Sick Leave (Section 7.3) o Proposed changes include allowing sick leave for doctor/dental/vision appointments and to care for a sick family member. Also proposed is a requirement for doctor's verification if an employee uses 3 or more consecutive days of sick leave and disciplinary action for excess use of sick leave without medical verification. • Employee Termination and Exit Process o This is would be a brand new section as our current Employee Manual only has one paragraph addressing only layoffs (Section 2.4). This new section would also address retirement and voluntary resignation, provide for an exit interview and detail benefits payouts and medical benefits continuation. • Hiring Policy (Section 2.1) o The hiring policy in the 2004 employee manual was amended in 2006 (Resolution 2006-77). That policy will be included in the revised manual with some minor changes. New hires will continue to be subject to budget approval. A section on job description creation is also proposed. This section will give job description approval authority to the City Administrator and Mayor. Salary ranges will continue to be approved by the City Council. The purpose of this memo is to provide an introduction to the revised Employee Manual and to garner the Committee's input on some of the bigger issues. A revised version of the Employee Manual will be presented at the September Administration Committee meeting. United City of Yorkville Employee Manual Final 02-10-04 TABLE OF CONTENTS Section 1 Introduction 1.1 Purpose and Disclaimer(Appendix A) 1.2 Applicability 1.3 City Organization and Administration of the Personnel Program 1.3.1 City Council 1.3.2 Mayor 1.3.3 Department Heads 1.3.4 Fire and Police Commissioners (Appendix B) 1.4 Definition of Employee 1.4.1 Department Heads 1.4.2 Supervisory 1.4.3 Full-Time 1.4.4 Part-Time 1.4.5 Temporary 1.4.6 Exempt Salaried Employee 1.4.7 Non-exempt Employees 1.5 Conflict with Other Regulations or Manuals Section 2 Personnel Program and Employment Status 2.1 Recruitment, Application and Selection 2.1.1 Recruitment 2.1.2 Application 2.1.3 Selection(Appendix C) 2.2 Personnel Records 2.2.1 Maintenance of records 2.2.2 Confidentiality 2.2.3 Standardized records 2.2.4 Finance Director notification process 2.3 Probationary Period 2.4 Layoff Section 3 Employee Conduct 3.1 Equal Employment Opportunity(Appendix D) 3.2 Anti-Harassment Policy(Appendix E—Employee Assistance Program) 3.3 Drug-Free Workplace Policy 3.3.1 Workplace Policy(Appendix F) i United City of Yorkville Employee Manual Final 02-10-04 3.3.2 Definition and descriptions 3.3.3 Ability to perform 3.3.4 Education and referral program 3.3.5 Employment condition 3.3.6 Disciplinary action 3.4 Drug Testing 3.5 No Solicitation 3.6 Employee Performance Evaluation 3.7 Outside Employment conditions 3.8 Gifts and Gratuities (Appendix G) 3.9 Political Activity 3.10 Workplace Inspections 3.10.1 Administrative Inspections 3.10.2 Criminal Inspections/Searches 3.11 On-the-Job Safety/Reporting of Accidents (Appendix H) 3.12 Threats, Violence and Weapons 3.12.1 Workplace Violence Policy 3.12.2 Prohibited Conduct 3.12.3 Reporting Procedures 3.12.4 Investigation and Responsive Action 3.12.5 No Retaliation 3.13 No Smoking or Tobacco Product use 3.14 Nepotism 3.14.1 Spouse/Relative of Department Heads/Elected Officials 3.14.2 Relatives of All Employees Section 4 Use of City Equipment 4.1 Authorization to Use Equipment 4.2 Use of City Vehicles (Appendix I) 4.3 Use of Personal Vehicles for City Business 4.4 Computer and Telephone Communications Systems (Appendix J) 4.5 E-Mail Policy 4.5.1 E-Mail system usage 4.5.2 Inspection/Search procedure 4.5.3 Prohibit use pertaining to other City Policies 4.5.4 Confidentiality of personnel records/memo's 4.5.5 Unauthorized access ii United City of Yorkville Employee Manual Final 02-10-04 4.6 Personal Use of Telephones Section 5 Disciplinary Action 5.1 Reasons for Discipline 5.2 Discipline Procedure 5.2.1 Remediation 5.2.2 Disciplinary Procedure 5.3 Grievance Procedure Section 6 Payroll Administration, Hours of Work and Overtime 6.1 Regular Hours of Work 6.1.1 Workday hours and lunch breaks 6.1.2 Public Works Employee "On-Call" Status, Duties, and Payment 6.1.3 Work Schedule 6.2 Shift Changes 6.3 Payroll Administration 6.4 Call-Back Pay 6.5 Overtime Scheduling 6.6 Overtime Pay 6.7 Compensation Time 6.8 Pay Adjustments 6.9 Longevity Pay Section 7 Leave Time 7.1 Vacation Leave 7.2 Holiday Leave 7.3 Sick Leave 7.3.1 Purpose, Allowance, and Accumulation 7.3.2 Medical Verification 7.3.3 Sick Leave Utilization 7.3.4 Unused Sick Leave 7.4 Reporting of Absences 7.5 Duty-Related Injury or Illness Leave 7.6 Emergency&Bereavement Leave 7.7 Military Leave 7.8 Jury Duty Leave 7.9 Unpaid Discretionary Leave iii United City of Yorkville Employee Manual Final 02-10-04 7.10 Family and Medical Leave 7.10.1 General Statement 7.10.2 Eligibility 7.10.3 Reasons for Leave 7.10.4 Leave is Unpaid 7.10.5 Notice of Leave (Appendix K) 7.10.6 Medical Certification 7.10.7 Medical and Other Benefits 7.10.8 Reporting from Leave 7.10.9 Reporting While on Leave 7.10.10 Intermittent and Reduced Schedule Leave 7.10.11 Policy Administration 7.10.12 Interrelation of Leaves 7.11 Benefits while on Leave Section 8 Employee Benefits 8.1 Health and Life Insurance Coverage 8.2 Pension Participation 8.2.1 Eligibility 8.2.2 Military Service Credit (Appendix L) 8.3 Vision and Dental Assistance (Appendix M) 8.4 Continuation of Medical Coverage 8.5 Uniform Allowance 8.6 Education and Training (Appendix N) 8.7 Travel Expenses 8.8 457 Deferred Compensation Plan(Appendix O) 8.9 Employee Credit Union(Appendix P) iv United City of Yorkville Employee Manual Final 02-10-04 Section 1 Introduction Section 1.1 Purpose and Disclaimer This Manual describes the current personnel policies that apply to all employees as a member of the United City of Yorkville ("City") workforce. This Manual is designed only to introduce employees to the City and to serve as a guide to present City policies, practices and procedures. The City has the right to modify, amend, or withdraw any or all of the policies or procedures described in this Manual at any time. All employees shall sign an employee acknowledgment form upon receiving this employee manual. (Appendix A) Although the City hopes that all employees will enjoy a long and mutually beneficial career with the City, there is no guarantee of future employment or employment under any specific conditions. This Manual is not an employment contract of any kind, and it does not create any rights in the nature of employment contract, regardless of whether it has been distributed to new or existing employees, nor does it provide any due process rights in the event of discipline or discharge. Nothing shall restrict an employees' right to terminate their employment at any time with or without notice or cause, and nothing shall restrict the right of the City to terminate their employment at any time with or without notice or cause. No representative of the City, other than the Mayor with City Council approval, has any authority to enter into any employment contract of any kind. Any contract or promise of employment must be in writing and must be signed by the Mayor and approved by the City Council. Section 1.2 Applicability Unless otherwise noted, these personnel policies apply to all employees of the United City of Yorkville government except that these policies do not apply to the following: a. Elected Officials b. Persons employed to make or conduct a temporary and special inquiry, investigation or examination on behalf of the Mayor or City Council C. Volunteer or appointed personnel who receive no regular compensation from the City Unless otherwise specifically stated, none of the benefits referenced in this Manual apply to part-time employees. Unless otherwise provided for in a written contract of employment, Department Heads or other supervisory employees are subject to this Manual. If employees are a Department Head, where provisions discuss an employee's relationship with his Department Head, they may assume that the Mayor has that relationship vis-a-vis themselves. If an employee has a direct relationship with the Mayor as their immediate supervisor, such as: the City Administrator, Chief of Police, or Park and Recreation Executive Director where provisions discuss an employees' relationship with employees' Department Head, the employee may assume the Mayor has that relationship vis-a-vis themselves. If they have any questions regarding how this Manual applies to them because of their position with the City, they should contact their immediate supervisor for clarification. 1 United City of Yorkville Employee Manual Final 02-10-04 Section 1.3 City Organization and Administration of the Personnel Program 1.3.1 City Council The City Council of the United City of Yorkville shall exercise control over personnel through the adoption of the City's Annual Budget, Pay Plan, confirmation of the Mayor's appointment, or by the adoption of policies, procedures, ordinances and resolutions as deemed necessary by the Council. (The Mayor may seek advisory input from the City Council in connection with annual performance evaluations for Department Heads who have a direct relationship with the Mayor as their immediate supervisor, such as: the City Administrator,the Police Chief and the Executive Director of Parks and Recreation.) 1.3.2 Mayor The Mayor shall be responsible for ensuring the effective administration of the policies and procedures and may delegate such functions as deemed necessary for the implementation of this system. The Mayor shall perform the performance evaluations and will seek input from the City Council for the City Administrator, Chief of Police and Executive Director for Parks and Recreation Department. 1.3.3 Department Heads 1. The Department Heads shall be responsible for directing and coordinating personnel activities of the City on a day-to-day basis. 2. Department Heads shall establish such rules as deemed necessary to the efficient and orderly administration of their respective departments. 3. Department Heads shall evaluate their employees annually by February 15 of each year, and from time to time as needed, submitting their reports to their immediate supervisor by March 1St Evaluations shall be made on standardized forms as provided by the City, and shall provide a comprehensive review of the quality of work performed by the employee. Both Department Head and Employee shall sign evaluations. 4. Department Heads shall prepare a tentative budget before the end of each fiscal year. It shall be presented to the Finance Director. The Finance Director will prepare the budget to be presented to the Mayor. The Mayor will present the budget to the City Council for approval. 5. Departments Heads shall prepare Job Descriptions and recommend the selection and hiring of all personnel to their appropriate committees when such job openings are deemed necessary and subject to adoption by the Mayor. 6. Department Heads shall submit for approval any promotion, demotion, and discharge of all personnel in their respective department, with the Mayor having authority for final dispensation of all employees. However, the Mayor may seek input and advice from the City Council before making his final decision. 2 United City of Yorkville Employee Manual Final 02-10-04 7. Department Heads shall supervise, develop and maintain the personnel system including written forms, procedures, and records. Furthermore, whenever there is a request for a policy change or recommendation, the Department Head shall present the request to the Mayor. Upon review the Mayor may present the request to the City Council. 8. Department Heads shall administer the personnel policies and procedures including the performance evaluation and the employee grievance procedures. 9. Department Heads shall perform any other lawful acts that are considered necessary or desirable to carry out the purpose of the personnel system and the provisions outlined in this manual, or as directed by the Mayor and City Council. Section 1.3.4 Fire and Police Commissioners (Appendix B) The Board of Fire and Police Commissioners performs the function of a civil service commission for all sworn police officers. The board hires, fires, promotes and disciplines all members of the police department, except the Police Chief, who is appointed by the Mayor with the advice and consent of the City Council and will not be hired or disciplined by the Board. Section 1.4 Definition of Employee Section 1.4.1 Department Heads Department Heads are salaried on an annual basis, regardless of number of hours worked over 40 hours per week. Department Heads do not receive overtime pay. However, if it is necessary for them to work over the forty-hour week,they may(work requirements allowing), take time off for personal reasons. This benefit is not to be abused. The Department Heads shall notify their immediate supervisor of such time off and maintain a record to be made available to the Mayor and City Council upon request Furthermore, any Department Head and/or exempt employee will be required to seek approval from their immediate supervisor for any time off request for one day or more. Section 1.4.2 Supervisory Supervisory personnel are defined as members of the management group. Supervisory personnel direct the daily work activities of unit or shift of employees. Employees shall convey late report times, illness, or other absence, and make requests for authorized leave to the Supervisory personnel. Section 1.4.3 Non-Exempt Full-Time Full-time non-exempt employees are paid on an hourly basis. All full-time non-exempt employees are expected to work 40 hours per week, unless authorized leave is approved by the Department Head or indicated within their job description upon approval by the Mayor and City Council. Section 1.4.4 Part-Time An employee who is employed regularly for less than the normal number of hours is considered part- time. These employees receive straight time for all hours, (less than forty hours in one week), are 3 United City of Yorkville Employee Manual Final 02-10-04 ineligible for benefit packages listed in this manual, and may not work more than 1,000 hours per year. Any exceptions to the definition of part time employee must have Mayor and City Council approval. Section 1.4.5 Temporary Temporary employees are generally those persons employed to fill a position for less than six (6) months duration. There is no guarantee of reinstatement for the same period during the following calendar year. Temporary employees are not entitled to sick leave. Temporary employees are not entitled to vacation or other similar benefits enjoyed by full-time employees. Temporary employees are hired by the Department Head, with concurrence of the Mayor and City Council. Section 1.4.6 Exempt Salaried Employee An employee paid on a salary basis that works in an executive, administrative or professional capacity determined by the City to be exempt from the overtime provisions of the Fair Labor Standards Act (FLSA). Exempt salaried employees are not entitled to overtime under the FLSA. Notwithstanding any provisions of this Manual, the discipline of such employees shall be in accordance with FLSA regulations regarding exempt salaried employees. Section 1.4.7 Non-exempt Employees An employee who is either paid by the hour or on a salary basis and is not in a position determined by the City to be exempt from overtime under the Fair Labor Standards Act. Such employees are eligible for overtime pay. Section 1.5 Conflicts with Other Regulations or Manuals In the event there is a conflict between the policies contained in this Manual and a collective bargaining agreement, a current written individual employment agreement, or applicable rules and regulations of the Board of Fire and Police Commissioners or the Yorkville Public Library, the terms of the agreement or applicable rules and regulations shall apply. No one other than the Mayor, with the advice and consent of the City Council, has the authority to enter into a contract contrary to the terms of this Manual. Section 2 Personnel Program and Employment Status Section 2.1 Recruitment, Application, and Selection Section 2.1.1 Recruitment It is the policy of the United City of Yorkville to afford equal employment opportunity in all personnel practices to all qualified individuals without regard to race, color, religion, sex, age, national origin, physical or mental disability, ancestry, martial status, or veteran status (except those dishonorably discharged), all in accordance with applicable law. 4 United City of Yorkville Employee Manual Final 02-10-04 Section 2.1.2 Application Appointment and promotion to the positions in the City will be based upon merit and fitness. Selection methods will be based wholly on the job related references, aptitude, and adaptability. Section 2.1.3 Selection Regardless of the number of applicants, selection methods shall be deemed competitive when the qualifications required are based upon education, experience and personnel standards established for the position. In such instances, a reasonable opportunity shall be afforded for qualified persons to apply, and the following procedures will apply to the recruitment of all personnel: a. When any non-exempt job vacancy occurs that has been approved by the Mayor and City Council, the Department Head shall post the job announcement, internally and externally, stating the title, salary range,job description, manner of application, and closing date for application. b. After reviewing applicant qualifications, and/or holding personal interviews, the Department Head shall conduct a background check(Appendix C) before making the conditional offer of employment to the applicant deemed best suited for employment with the City. The Department Head may conduct any other required pre-employment screening after the conditional offer of employment has been made to the applicant, such as: medical and/or psychological test. The Department Head shall hire only applicants who have passed all pre-employment testing. The Department Head will notify the Finance Director of the hiring and copy the City Administrator. C. While current full-time City employees are encouraged to apply for appointment to positions for which they are qualified, the City reserves the right to hire external or internal applicants for any or all vacant positions. Accordingly, position announcements may be posted internally and/or advertised before a position is filled. d. An employee of the City may request, or be requested,to transfer to another position within the City. Section 2.2 Personnel Records Section 2.2.1 Maintenance of records Department Heads shall maintain personnel records of each employee containing the employee's name, title, department, starting date, salary, change in employment status,training received, disciplinary actions, or other such information as may be considered pertinent. Section 2.2.2 Confidentiality All employee records shall be considered "CONFIDENTIAL" and shall not be released to outside parties except where consistent with the Illinois Personnel Record Review Act, 820 ILCS 40/01.01 et. seq., or as authorized by the individual employee. 5 United City of Yorkville Employee Manual Final 02-10-04 Section 2.2.3 Standardized forms Personnel evaluation, absenteeism, grievances, and other job performance records shall be standardized, and will apply to all City personnel. Section 2.2.4 Notification process to Finance Director With the promotion, demotion, or termination of employment of any employee, the appropriate Department Head must file a written notice and said action with the Finance Director. Section 2.3 Probationary Period A formalized twelve-month evaluation and probationary period are in effect at the time of appointment for all employees. The evaluation periods are to be treated as an integral part of the selection process. Serious evaluation shall be made as to the employee's work record, attendance, compatibility, and any other aspect of job performance deemed necessary to insure the highest level of performance. The Department Heads shall furnish an evaluation report to their immediate supervisor. The existence and/or completion of the evaluation and probationary period do not imply that the employee has a contractual right to continued employment with the City. Section 2.4 Reduction in Work Force It may become necessary to require an employee's involuntary separation from City service without pay, due to lack of work or funds. The required number of employees may be laid off in the order of their relative length and quality of service. However, careful consideration shall be given to maintaining a work force reflecting the needs of the community. The City expressly reserves the right to make layoffs in any order. Employees shall be notified by certified mail at least ninety(90) days before their separation. Reasons for selecting the employees to be separated shall be documented and maintained on file to support action taken. In the event of a layoff, employees laid off shall be placed on a preferential hiring list for a period of no less than two (2) years. Re-hiring shall be in reverse order of separation, providing that the employee laid off has the skills and ability for the job to be filled. No employee may be reduced in rank, pay, or title for any reason other than disciplinary reasons. Reduction of rank, pay, or title requires 2/3 vote of the City Council for all employees. Section 3 Employee Conduct Section 3.1 Equal Employment Policy The United City of Yorkville has adopted an Equal Employment Policy as described in Resolution 93- 18 (10-25-1993) (Appendix D). It reads as follows with modified changes to be currently compliant with Federal, State, and Local laws: a. It is the policy of the United City of Yorkville to promote nondiscriminatory practices in its hiring and its contractual undertakings. It is the policy of the City to conform with all aspects of Federal Civil Rights legislation including the Equal Employment Opportunity Act (42 USC §2000), and all State Civil Rights Legislation. 6 United City of Yorkville Employee Manual Final 02-10-04 b. No person shall, on the grounds of race, color, religion, sex, age, national origin, physical or mental disability, ancestry, martial status, or veteran status (except those dishororably discharged), all in accordance with applicable law or any other status protected by law be excluded from participation in or be subjected to discrimination in any program or activity funded in whole or in part by Federal funds. C. The City Administrator shall oversee civil rights compliance. Section 3.2 Anti-Harassment Policy The United City of Yorkville is committed to maintaining a work environment that is free of discrimination. In keeping with this commitment,we will not tolerate harassment of City employees by anyone, including any supervisor, co-worker, or any third party. All employees are expected to avoid any behavior or conduct that could reasonably be interpreted as harassment. All employees are expected to make it known promptly, through the avenues identified below, whenever they experience or witness offensive or unwelcome conduct. Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person's protected status, such as sex, color, race, religion, national origin, age, physical or mental disability or other protected group status. The City will not tolerate harassing conduct that affects tangible job benefits, that interferes unreasonably with an individual's work performance, or that creates an intimidating, hostile, or offensive working environment. Such harassment may include, for example, jokes about another person's protected status, kidding, teasing or practical jokes directed at a person based on his or her protected status. Sexual harassment deserves special mention. Unwelcome sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex constitute sexual harassment when(1) submission to the conduct is an explicit or implicit term or condition of employment, (2) submission to or rejection of the conduct is used as the basis for an employment decision, or(3)the conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment is conduct based on sex, whether directed towards a person of the opposite or same sex, and may include explicit sexual propositions, sexual innuendo, suggestive comments, sexually oriented "kidding" or "teasing", "practical jokes",jokes about obscene printed or visual material, and physical contact such as patting, pinching, or brushing against another person's body. All City employees are responsible to help assure that harassment is avoided. Anyone who believes that they have experienced or witnessed harassment should notify the City Administrator, a Department Head, Supervisor, City Attorney, Mayor or City Clerk Employee Assistance Program(Appendix E), Coordinator/Contact person as posted on the employee bulletin board. The City forbids retaliation against anyone for reporting harassment, assisting in making a harassing complaint, or cooperating in a harassment investigation. Anyone who believes that they have been retaliated against should notify the City Administrator, a Department Head, Supervisor, City Attorney, Mayor, or City Clerk.. 7 United City of Yorkville Employee Manual Final 02-10-04 The City's policy is to investigate all such complaints thoroughly and promptly. To the fullest extent practicable, the City will keep complaints and the terms of their resolution confidential. If an investigation confirms that a violation of the policy has occurred,the City will take corrective action, including discipline, up to and including immediate termination of employment. An employee who believes that he or she has been the subject of harassment or retaliation for complaining about harassment also has the right to file a charge of civil rights violations with the appropriate state or federal enforcement agency. These include: Illinois Department of Human Rights 100 West Randolph Street, Suite 10-100 Chicago, Illinois 60601 312-814-6200 United States Equal Employment Opportunity Commission Chicago District Office 500 West Madison Street, Suite 2800 Chicago, Illinois 60661 312-353-2713 Section 3.3 Drug-Free Workplace Policy (Appendix F) Section 3.3.1 The United City of Yorkville has adopted a Drug-Free Workplace Policy as described in Resolution Number 93-17 (10-25-1993). It reads as follows: Illegal drugs and the abuse of legal drugs in the workplace are a significant danger. They impair safety and health, promote crime, lower productivity and quality and underline public confidence in the work City employees undertake. The City prohibits drug and alcohol impairment and the illegal use of drugs in the workplace. Under the federal and state Drug-Free Workplace Acts, 41 USC 701, et seq., and 30 ILCS 580/1 et seq., in order for the City to be considered a "reasonable source" for the award of federal or state grants, it is appropriate to adopt the following policy: Section 3.3.2 Definition and descriptions Any location which City business is conducted, whether at this or any other site is declared to be a drug- free workplace. All employees are absolutely prohibited from unlawfully manufacturing, distributing, dispensing, possessing or unlawfully using controlled substances or alcohol, as defined in the federal and state Drug-Free Workplace Acts, in the workplace. This policy does not apply to the lawful use of prescription drugs under the supervision of a licensed healthcare professional and within the limits of a valid prescription. An employee who has been prescribed drugs or who is taking over-the-counter medications that come in containers with warnings about drowsiness or interference with the ability to operate machinery, or drive safely, or otherwise perform their job duties is required to immediately disclose to his or her immediate supervisor any medication-related work restrictions. When employees disclose such medication related work restrictions they do not need to disclose the type of medications that have been prescribed or the underlying medical conditions, impairments or disabilities unless otherwise specifically directed to do so by their doctor or by their immediate supervisor that is not in violation of any state or federal act.. 8 United City of Yorkville Employee Manual Final 02-10-04 Section 3.3.3 Employee's ability to perform duties Employees are expected and required to report to work on time in appropriate physical and mental condition to perform duties of their jobs. Section 3.3.4 Education and referral program Employees have the right to know the dangers of drug abuse in the workplace,the City's policy about them and what help is available to combat drug problems. Employees needing assistance in overcoming drug abuse problems are encouraged to seek professional assessment, treatment support and aftercare at appropriate outside agencies. Conscientious efforts to seek such help will not jeopardize any employees' job nor will it be noted in any personnel record. However, referral to such programs in no way exempts an employee from discipline for less than acceptable job performance. Section 3.3.5 Employment condition As a condition of initial and continued employment, each employee shall: a. Agree in writing to abide by the terms of the City's policy respecting a drug and alcohol- free workplace; and, b. Agree, as required by law, to inform his or her supervisor of his or her conviction of any criminal drug or alcohol Statute, for a violation occurring on or off City premises, while conducting City business, no later than five (5) days after such a conviction. A conviction means a finding of guilt (including a plea of"no to contendere") or the imposition of a sentence by a Judge or jury in any federal or state court, and/or a finding of Court Supervision. Section 3.3.6 Disciplinary action An employee who violates the terms of this policy may be subject to disciplinary action including suspension and/or termination and may be referred for prosecution consistent with applicable local, state and federal law. a. The City shall take prompt disciplinary action with respect to any employee who violates this policy. b. The City may require an employee who violates the terms of this policy to satisfactorily participate in a drug or alcohol abuse assistance or rehabilitation program. Section 3.4 Drug Testing It is the policy of the City to conduct drug/alcohol testing where it has reason to believe that an employee may be under the influence of alcohol, illegal drugs or other controlled substances. In addition, any employee who is reasonably believed to have caused or contributed to an accident which resulted in personal injury requiring medical treatment away from the scene of the accident or which 9 United City of Yorkville Employee Manual Final 02-10-04 disabled a piece of equipment shall be tested for alcohol, illegal drugs, or other controlled substances. Further, employees employed in safety sensitive positions are subject to periodic or random testing. Employees subject to Department of Transportation(D.O.T.) testing shall be tested in accordance with D.O.T. regulations in addition to the testing and discipline provisions of this policy. Refusal to submit to testing will result in disciplinary action, up to and including termination of employment. Section 3.5 No Solicitation Solicitation by employees shall not be permitted during working time (the time employees are performing Department functions) in the City, or during non-working hours in areas where it will disturb other employees who are working. Distribution or circulation of printed materials by employees shall not be permitted any time, including working and non-working time, in working areas. Solicitation or distribution of printed materials by non-employees is prohibited in work areas. Section 3.6 Employee Performance Evaluation At a minimum, yearly reviews shall be made of the employee's work performance by the Department Heads, and reported to the Mayor. Employees may be given more frequent evaluations as circumstances warrant. A finding of satisfactory performance is needed for advancement on the wage scale. Section 3.7 Outside Employment Employees may hold outside employment, including self-employment, provided such employment does not: 1) interfere with the performance of City duties; 2) present a potential conflict of interest; 3) result in outside work being performed during an employee's work shift; 4) involve the use of city equipment or supplies. Employees shall be permitted to engage in outside employment only with the prior written approval of their Department Head. If granted permission for outside employment an employee's Department Head may revoke the permission where it appears to the Department Head that such activity conflicts with the standards set forth above. Employees who engage in outside employment shall notify their Department Head of the addresses and phone numbers where they can be contacted, if necessary, for their normal work schedule, of the name of their supervisor(if applicable), and of the type of work they are (or will be) performing. Section 3.8 Gifts and Gratuities a. City services are not to be rendered by any employee with the expectation or in exchange for any gift, gratuity, discount, reward, entertainment, hospitality, loan, forbearance, other tangible or intangible item having monetary value. This policy prohibits the receipt of gifts by the employee's spouse or an immediate family member living with the employee from a "prohibited" source. In addition, all employees are required to comply with the City's Ordinance#1999-12 (Appendix G) implementing the provisions of the State Gift Ban Act. When an employee receives any offering as a result of his or her status as a City employee, the offering must be immediately turned over to the City's Ethics Officer, which is the Kendall County States Attorney. The Ethics Officer will determine the ultimate disposition of any gift or offering in accordance with the City's ordinance and the State Gift Ban Act. Additional information about this policy maybe obtained from the City Administrator, Ethics Officer or City Attorney. 10 United City of Yorkville Employee Manual Final 02-10-04 b. No employee in the City's service shall have any financial interests in the profits of any contractor, service provider, or other work performed for the City, or shall personally profit directly or indirectly form any contract,purchase, sale or service between the City and any person or company. Any employee who violates this section shall be subject to discipline for misconduct in office. Section 3.9 Political Activity a. No employee shall use his or her official position of employment to coerce or inhibit others in the free exercise of their political rights; or engage in political activities while at work or on duty. b. Due to the conflict of interest created by employees holding an elected office, the taking of an oath for any City office shall constitute an employee's resignation from City employment unless allowed by state statutes. Section 3.10 Workplace Inspections The City wishes to maintain a work environment that is free of illegal drugs, alcohol, unauthorized firearms, explosives, or other improper materials. To this end, the City prohibits the possession, sale, transfer or use of such materials on its premises or in City vehicles. The City requires the cooperation of all employees in administering this policy. Section 3.10.1 Administrative Inspections Desks, lockers and other storage devices may be provided for the employees convenience, but remain the sole property of the City. The City also reserves the right to conduct searches and inspections of City-provided vehicles, equipment, materials, such as boxes, thermoses, briefcases, desks, computer files, computers, computer disk, cabinets, file drawers, desk, lockers, or packages without notice. Anyone who refuses to submit to a search or is found in possession of prohibited articles will be subject to disciplinary action, up to and including dismissal. Accordingly, the City Administrator or Chief of Police or their designee may conduct the inspection with or without prior notice. All administrative/operational inspections shall be conducted through the authority of the City Administrator or Chief of Police. The City is not responsible for loss of or damage to personal property on the job. Section 3.10.2 Criminal Inspections/Searches When a supervisor or an employee has reasonable suspicion that a criminal act or threat of violence has or will occur he or she shall contact the local police department immediately. The local police will determine if an inspection is warranted and conduct such inspection. Only law enforcement personnel shall conduct such inspection. Any abuse of this provision within the employee manual by any employee shall be subject to disciplinary action up to termination. 11 United City of Yorkville Employee Manual Final 02-10-04 Section 3.11 On-the-Job Safety/Reporting of Accidents Employees are expected to exercise caution and observe all established safety rules and regulations applicable to their position and in the operation of tools, equipment and motor vehicles in connection with City business. (Safety Policy-Appendix H) The following safety rules apply to all employees of the City: a. Basic responsibility for safety rests with Department Heads and from them, to their designated safety representatives, supervisors, and employees, but it is the responsibility of every employee to become familiar with and adhere to all safety rules and regulations. b. Any employee acting in a supervisory capacity shall require all employees under their supervision to comply with all applicable safety rules and practices. C. Any employee having knowledge of any unsafe condition or work practice shall report such condition or practice to their immediate supervisor, departmental safety representative, or Department Heads. d. All employees shall use reasonable precautions in the performance of their duties and act in such a manner as to assure maximum safety to themselves, their fellow employees and the public. e. All employees shall familiarize themselves with the safety rules applicable to their jobs and shall consult with their supervisors on any safety rule or practice not understood, or whenever work conditions present unforeseen hazards. f. No employee shall remove or make ineffective any safeguard, safety device or safety appliance except for the purpose of replacement, repair or adjustment. g. Employees shall keep their work areas clean, orderly and,to the extent possible, free from all recognized safety hazards. h. All employees shall work in appropriate clothing, including footwear, suitable for the type of work being performed, and shall wear or use appropriate safety devices or personal protective equipment as provided, or directed. i. When driving or riding as a passenger in a City-owned vehicle, or in a personal vehicle while on City business, employees shall wear properly adjusted and fastened seat belts. j. Employees shall comply with all applicable Local, State and Federal traffic laws when operating a City vehicle or personal vehicle while on City business, except for police officers when authorized in the line of duty and in accordance with departmental standard operating procedures. k. Any employee who suffers an on-the-job injury or illness, or is involved in an accident while operating City equipment, a City-owned vehicle, or a personal vehicle on City business, shall complete a report of accident on the approved report form and submit the 12 United City of Yorkville Employee Manual Final 02-10-04 form to the immediate supervisor. The form shall be completed and submitted within twenty-four hours of the on-the-job accident, injury or illness to the extent practicable. Individual departments may adopt any safety rules that address particular operations or hazards that exist within that department and which are not inconsistent with the general safety rules listed above. Any employee found to be in violation of the general safety rules or applicable departmental safety rules may be subject to disciplinary action. Section 3.12 Threats, Violence and Weapons Section 3.12.1 Workplace Violence Policy The City will not tolerate any threats, threatening behavior or acts of violence against employees, visitors, or other individuals by anyone on City property or while an employee is off-premises engaged in City business. There is no justification for such actions. Any employee who violates this policy will face disciplinary action up to and including discharge and may face possible arrest and criminal prosecution. Section 3.12.2 Prohibited Conduct "Workplace violence" includes any behavior or conduct on City premises, which is sufficiently severe, offensive, or intimidating to cause an individual to reasonably fear for his or her personal safety or the safety of co-workers and/or property. It includes, but is not limited to: a. Any physical behavior, or threat of physical behavior, which involves aggressive contact with any person, including pushing, hitting, fighting, throwing objects or otherwise intentionally injuring another person or attempting to injure another person; b. Any physical behavior, or threat of physical behavior, that would place a reasonable person in fear of receiving imminent physical injury or aggressive physical contact of the sort discussed above; or C. Any act of vandalism or other intentional damage or destruction of City property. No employee or third party, except for authorized law enforcement personnel, is permitted to bring weapons or firearms onto City property(including City vehicles). Section 3.12.3 Reporting Procedures a. Employees who become aware of workplace violence or any threat of workplace violence, whether by an employee or non-employee, must immediately report such action to their immediate supervisor and law enforcement personnel. Disciplinary action may result if the employee having knowledge of a suspected violent act fails to report the incident. 13 United City of Yorkville Employee Manual Final 02-10-04 b. Any employee who is a victim of workplace violence must immediately report the situation to law enforcement personnel, then his or her supervisor or the City Administrator when the supervisor is involved. C. Any report made pursuant to this policy will be treated with confidentiality to the extent reasonably possible and appropriate. d. Actions that may be considered endangering or life threatening by or against any employee or individual on City property should be reported to local law enforcement agency by calling 911, in addition to the reports set forth above. Section 3.12.4 Investigation and Responsive Action a. All incidents of alleged workplace violence will be investigated promptly by the City. b. Based on the results of the investigation, the City will take appropriate action. If a violation of policy is found, such action may include immediate discharge. Additionally, the City may report the situation to law enforcement. C. When applicable, the City and its employees shall cooperate fully with police and other law enforcement officials in the investigation and prosecution of any workplace violence. d. The City may take other actions, as it deems appropriate under the specific circumstances, including seeking judicial action. Section 3.12.5 No Retaliation The City forbids retaliation against any employee for reporting any violation of this policy. Any employee who engages in retaliation in violation of this policy shall be subject to disciplinary action up to and including discharge. Section 3.13 No Smoking or use of Tobacco Products Smoking and/or use of any form of tobacco products are prohibited within City owned public buildings. Designated areas may be designated with approval of the Department Head and City Administrator. Section 3.14 Nepotism Section 3.14.1 Spouse/Relatives of Department Heads/Elected Officials a. The employment of a spouse or a relative of any Department Head or elected official may be subject to a confidentiality disclosure agreement or conflict of interest agreement as deemed necessary by the City Attorney. For this purpose, a relative is deemed to mean a spouse, parents, grandparents, children or grandchildren, siblings, aunts, uncles, in-laws, and step relatives within these categories. 14 United City of Yorkville Employee Manual Final 02-10-04 b. This policy is intended to comply with the requirements of all applicable federal, state, and local laws. The Mayor is responsible for the coordination, administration and implementation of the provisions of this policy as approved by the City Council. Section 3.14.2 Relatives of All Employees a. The purpose of this policy is to establish consistent guidelines concerning the employment of relatives of employees of the City. Relative is deemed to mean a spouse, parents, grandparents, children or grandchildren, siblings, aunts and uncles, in-laws and step-relatives, within these categories. It is the policy of the City to provide all employees with equal employment opportunities for career advancement without fear of favoritism or penalty, actual or implied, based on family relations. b. The employment of a relative of any full-time City employee, in a full or part-time position, is prohibited if such employment shall cause the new employee to come under direct supervision of or provide direct supervision to the related full-time employee. C. Full-time City employees will not be considered for promotion or transfer if such change shall cause the employee to come under, or to provide direct supervision to a related City employee. d. If employees in a supervisory relationship become related after employment, every effort will be made to transfer one of the employees to a position where no supervisory relationship exists. If neither employee volunteers to transfer, the City Administrator/Mayor will arrange an involuntary transfer at his or her discretion. Transfer decisions may be based on, but are not limited to, such factors as the grade of each affected employee's position, the availability of openings for which the affected employees are qualified, and the availability of replacement candidates for the affected employees'positions. e. This policy is intended to comply with the requirements of all applicable federal, state and local laws. f. The Mayor or his designee is responsible for the coordination, administration and implementation of the provisions of this policy as approved by the City Council. Prior to the application of this policy regarding employment or transfer decisions with respect to spouses, supervisors must contact the Mayor to ensure compliance with applicable federal, state and local laws. Section 4 Use of City Equipment Section 4.1 Authorization to Use Equipment City equipment and supplies may be used only for authorized City purposes. No City equipment or supplies shall be removed from City premises for personal use unless authorized by the Department Head, City Administrator, or Mayor. 15 United City of Yorkville Employee Manual Final 02-10-04 Section 4.2 Use of City Vehicles An employee must obtain permission from the Department Head to use City vehicles, as provided by the City Policy(Appendix I). Use of City vehicles (if available) are for official City business ONLY is encouraged when City vehicles are available. Any out of pocket expenses such as parking, tolls, and emergency repairs shall be reimbursed upon presentation of receipts. Section 4.3 Use of Personal Vehicles for City Business Whenever an employee is authorized to use a personal vehicle in the performance of official City duties, the employee shall be compensated at the prevailing IRS mileage rate. All mileage compensation shall be a result of authorized personal vehicle use approved by the employee's Department Head. Reimbursable uses include: the use of personal vehicle to attend out-of-town functions, training sessions, and meetings when such functions are a requirement of the employee's job or are deemed desirable by their Department Head or the Mayor. Section 4.4 Computer and Telephone Communications Systems a. All computer and telephonic communications systems and all communications and information transmitted by, received from or stored in these systems are the property of the City and as such are to be used solely for job related purposes (Note: See Section 4.6 Personal use of telephones). The use of any software and business equipment, including but not limited to, facsimiles, telecopiers, personal computers, handheld computers and copy machines for private purposes is prohibited. All materials and information created, transmitted or stored on City computer systems are the property of the City and may be accessed by authorized City personnel. Employees shall have no ownership or proprietary interest in the computer network, including any of the data files or applications operating or residing on the computer network or any stand-alone computers. No employee shall, without express authorization, copy or download any applications from the computer network, copy or load any applications onto the computer network, or disclose to, or allow the use of the computer network by, any third party. Furthermore, all employees shall be required to sign an E-Mail, Voice Mail, Computer, and Office Equipment Acknowledgement Form. (Appendix J) b. If employees use this equipment for personal purposes they do so at their own risk. Furthermore, all employees are not permitted to use a code, access a file or retrieve any stored communication unless authorized to do so or unless they have received prior clearance from an authorized supervisor. All pass codes are property of the City. Employees may not use a pass code that has not been issued to them or that is unknown to the City. If employees violate this policy, they may be subject to disciplinary action, up to and including dismissal. C. Employees must obtain written authorization from their Department Head to use City information technology resources to access the Internet. Requests for Internet access must be based on legitimate, business-related reasons. Employees may only use authorized connections for Internet access. The network administrator will terminate any unauthorized connections to the server. Department Heads who authorize access to the 16 United City of Yorkville Employee Manual Final 02-10-04 Internet are responsible for promptly notifying the City's network administrator when Internet users terminate, change departments or no longer require Internet access. d. To ensure that the use of electronic and telephonic communications systems and business equipment is consistent with the City's legitimate business interests, authorized representatives of the City may monitor the use of such equipment from time to time to the extent permitted by applicable state and federal law. Users should not have any expectation of privacy with respect to any materials and information created or stored on these systems. Section 4.5 E-Mail Policy The City provides an electronic mail("e-mail") system to some of its employees in order to facilitate the communication of work-related data internally and externally in the most effective and efficient manner possible consistent with legal requirements and established policies and procedures. In order to provide City employees with the benefits of e-mail communications without exposing the City to the many risks inherent in e-mail communications, the City has developed the following rules. Anyone having any questions should contact their immediate supervisor.. Section 4.5.1 The e-mail system may be used only to process and communicate work related data and messages. Employees may only use e-mail for legitimate business-related communications in the course of their assigned duties. No one may use e-mail to conduct personal business of any kind, including downloading data from the Internet or from any other source for other than strictly work-related purposes. All data of any nature that is entered or received through any City computer including all e- mail messages are and will remain City property. None of the data or messages may be used for any purpose not related to City business. Furthermore, no data or messages shall be sold, transmitted, conveyed or communicated in any way to anyone outside of the City without the express written authorization of an officially-designated City representative. Section 4.5.2 City computers and all data and e-mail messages on City computer systems are subject to inspection and search by the City. In the course of their duties, City systems operators, Department Heads, Supervisors, and/or approved consultants may monitor employee use of the e-mail system and review the contents of data or messages within the e-mail system. Section 4.5.3 The creation or transmission of any data or e-mail message that may be construed to violate the City's "Harassment-Free Workplace" policy or "Equal Employment Opportunity" policy is strictly prohibited. This prohibition includes sexually explicit or offensive messages, cartoons or jokes, ethnic or religious slurs, racial epithets or any other statement or image that might be construed as harassment or disparagement on the basis of race, color, religion, sex, national origin, age, disability, marital status, or any other status protected by law. 17 United City of Yorkville Employee Manual Final 02-10-04 Section 4.5.4 E-Mail may not be used to transmit disciplinary messages or statements regarding individual employees. All such negative messages must be kept strictly confidential and therefore may not be communicated via e-mail in any form whatsoever. For many of the same reasons, performance evaluations may not be conducted or transmitted via e-mail. Section 4.5.5 Unauthorized access of e-mail, use of other employees' passwords and disclosure of other employees' passwords is strictly prohibited. Unauthorized use of codes or passwords intended to gain access to other employees' e-mail accounts is prohibited. Likewise, the unauthorized disclosure of other employees'passwords is prohibited. As a condition of employment and continued employment, all employees are required to sign an e-mail acknowledgement form. (Appendix J) Section 4.6 Personal Use of Telephones Employees are permitted to use City telephones for personal use on limited basis and for local calls only. Approval to use City telephones for personal business may be withdrawn by Department Heads if it becomes excessive or if use causes interference with work duties. Employees maybe required to pay for any none city business calls they make which are charged to the City. This policy is subject to change, as the City deems necessary. Section 5 Disciplinary Action Section 5.1 Reasons for Discipline Employees of the United City of Yorkville are expected to perform satisfactorily their assigned duties. It is the duty of the Department Heads to oversee conduct and work performance of said employees within their respective departments. Unless otherwise set forth under a written contract of employment or unless provided otherwise by the Board of Fire and Police Commissioners, employment with the City is at-will, and employees can be discharged with or without cause, at any time at the sole discretion of the Mayor. Reasons for disciplinary action may include, but are not limited to,the following: a. Incompetence, negligence, inefficiency, or failure or inability to perform assigned duties. b. Abusiveness in attitude or language, or in conduct resulting in physical harm, injury or harassment to City employees or the public. c. Violation of City drug and alcohol policies. d. Violation of any lawful or official regulation, order or rule, or failure to comply with any lawful direction given by your superior. e. Conviction of a felony or any criminal misdemeanor set forth in Section 10-1-7 of the Illinois Compiled Statutes. 18 United City of Yorkville Employee Manual Final 02-10-04 f. Causing damage to public property or waste of City supplies through negligence or willful misconduct, or failure to take reasonable care of City property. g. Falsifying employment applications or City records. h. Absence from scheduled work without prior authorization i. Claiming sick leave under false pretenses. j. Absence without leave for a period of three (3) days (an involuntary resignation), or a failure to report after leave of absence has expired or has been disapproved, revoked, or canceled by the employee's superior. k. Work history shows excessive or chronic absenteeism. 1. Insubordination. m. Any other reason as determined by a Supervisor, Department Head, or Mayor. n. Failure to comply with established safety rules. These examples are not all-inclusive, and other conduct not specifically covered above may result in disciplinary action depending upon the circumstances. Section 5.2 Discipline Procedure The City is committed to assisting all employees who are not performing their job duties at expected standards. The City shall take any or all of the following steps in developing a "remediation plan" for employees with performance problems, although remediation may not be appropriate for all employees. The City, in its discretion, will determine when remediation will be made available to an employee, as well as what steps shall be included in a remediation plan. 5.2.1 Remediation Notice and a chance to improve. Department Head shall inform the employee of his performance problems or shortcomings, and provide a reasonable opportunity to improve. Specific Information. Department Head shall let the employee know exactly what the problem is, and set up an improvement program that calls for specific actions by stated deadlines. Furthermore, the Department Head may recommend that the employee contact the Employee Assistance Program. Maintenance of Records. Early warnings may take the form of verbal counseling; further warnings shall be in writing and these warnings are performance based warnings. Department Head shall place copies of any performance based warnings in the employee's personnel file. Employees shall be given the opportunity to sign warnings. Signing does not constitute the acceptance of such warning, but acknowledges employee is aware of the warning. Performance based warnings will be reviewed every 365 days or one year after issuance. If the employee has improved, the warning may be removed from his/her file and sealed. 19 United City of Yorkville Employee Manual Final 02-10-04 Provide a reasonable time to improve. When setting the deadline for improvement, the Department Head shall determine what would be a reasonable time considering the problem and circumstances. 5.2.2 Disciplinary Procedure Procedure for Disciplinary Action or Terminated Review. All employees who have been notified of performance problems and directed to improve and correct such problems may be subject to discipline or discharge for the failure to do so or where further performance problems arise. Sworn employees are subject to the requirements of the Board of Fire and Police Commissioners Act. An employee can be suspended any time, with intent to discharge, without regard to the preceding steps, if he or she commits an offense for which immediate discharge is specified as a penalty or if, in the Department Head's judgment, the employee's continued presence would be contrary to the well being of the City or any of its employees. Until action by the Mayor is taken the employee shall be suspended with pay. The Mayor may seek advisory input from the City Council in regards to significant disciplinary action or terminated review for full time employees before making final determination. Purpose. The primary purpose of the disciplinary system is to correct improper behavior, not to impose penalties. The City expects its Department Heads and Supervisors to recognize situations where disciplinary measures are the most appropriate means to the end. Perspective. Discharge is an ultimate means to correct a problem, when all else has failed. An employee, whose behavior or poor performance is due to lack of knowledge or experience, should receive training and assistance, not discipline. First Violation. Counsel the employee and issue a verbal warning. The Department Head and/or Supervisor shall notify the employee that he or she is receiving a formal warning. The Department Head and/or Supervisor shall place an informal memo in the employee's history file with the employee's knowledge. The Department Head and/or Supervisor shall also inform employee of the contents of that memo. Second Violation. The Department Head and/or Supervisor shall hold a meeting with the employee, at which time the nature of the offense will be explained, and the employee shall be warned that any repetition could lead to the suspension or discharge of the employee. The Department Head and/or Supervisor shall offer help to the employee in solving the problem. A formal written warning shall be issued concerning the prior incident. One copy shall be given to the employee and one copy shall be placed in the employee's file. Third Violation. The employee shall be suspended up to five (5) days without pay upon approval by the City Administrator, Chief of Police or Executive Director of Parks and Recreation. The employee shall be warned that a single further offense may be grounds for suspension up to thirty days or discharge. Upon the third violation, the Mayor and City Council shall be notified. Fourth Violation. The employee shall be given a suspension more than five (5) days up to thirty(30) days or discharged, observing the procedures in this manual for processing an involuntary termination. The Mayor, if time allows with advice from the City Council shall approve any suspension recommended by the City Administrator, Chief of Police, or Executive Director of Parks and Recreation that is more than five (5) days without pay. 20 United City of Yorkville Employee Manual Final 02-10-04 Section 5.3 Grievance Procedure A grievance is defined as any expressed difference, dispute or controversy between an employee and the City, concerning the circumstances and conditions that concern the working relationship or work environment, however discipline and discharge procedures are not subject to review under the grievance procedure. If an employee has any complaint that cannot be handled orally by consultation with his immediate supervisor, they may submit in writing within fifteen(15) calendar days, his grievance to both the Department Head and the City Administrator, for review by the City Administrator. When the City Administrator has reached a decision regarding the resolution of the problem a letter or memo shall be sent back to the Department Head and to the employee within thirty(30) calendar days. In the event the employee is not satisfied with the resolution proposed by the City Administrator,the employee may request within twenty-one (2 1) calendar days an independent review by the Mayor. The Mayor will respond in writing to the employee, the employee's immediate supervisor, Department Head, and City Administrator, within thirty(30) calendar days. Any action taken by the Mayor will be final. This grievance procedure does not include any employee who is covered by a collective bargaining agreement unless specifically specified within the agreement. Section 6 Payroll Administration, Hours of Work and Overtime Section 6.1 Regular Hours of Work Section 6.1.1 Workday hours and lunch breaks All non-exempt employees shall be scheduled for an eight and half(8.5) hour workday which includes an unpaid 1/2 hour lunch break, except sworn police officers who's workday will be determined by the Chief of Police. Lunch breaks for all City administrative offices shall be scheduled not to disrupt City services. Section 6.1.2 Public Works employee "On Call" status, duties, and payment Employees will be required for"On Call" duties to maintain the city public infrastructure. They shall be expected to check pumps and perform other such work as may be directed from time to time. The employee shall check the status of the wells, pumps, and lift stations approximately 7: 00 a.m. and wells again at approximately 4:00 p.m. for which they shall receive a minimum of two hours pay at the overtime rate. Personnel so selected for"On Call" duty shall be available for emergencies unless other arrangements are made between employees. Any such arrangements made shall require notification to the Department Head. Section 6.1.3 Work Schedule The work week shall consist of forty(40) hours per week for all City non-exempt full time employees. The Department Head shall determine the length of the shift and starting time providing there is no disruption to City services. Furthermore, the Mayor and City Council shall determine the hours of operations for all City administrative services. 21 United City of Yorkville Employee Manual Final 02-10-04 Section 6.2 Shift Changes All employees shall normally be given fourteen (14) days notice of any changes in regular working hours, except in cases of emergency, or by mutual consent of employee and Department Head. Section 6.3 Payroll Administration All salaried, hourly, and part-time personnel shall be paid biweekly. Up to a one-week delay in payment may be in effect for regular and overtime hours. Further payroll and reimbursement policy details are as follows: a. Paychecks will be issued no later than 12:00 p.m. on payday. b. All full-time employees with health insurance coverage will have $1.00 withheld from the first paycheck of each month for their contribution to the health insurance costs. (Participating plan.) This fee is subject to change upon a review and approval by the City Council with a ninety(90) day notice to the employees that the City Council is reviewing a proposal to change plans or fee structure before approval. c. Insurance reimbursement checks shall be issued with all other vendor checks only after approval by City Council. d. Department Heads or their designee shall distribute payroll checks. e. All dental and vision assistance request must be given to the Accounting Clerk by April 30 of the current year except as stated in Section 8.3b Rollover Dental Vision Policy. f. All the above shall apply unless extraordinary circumstances prevent them from occurring. g. Hourly pay is defined as base pay plus all stipends. Section 6.4 Callback Pay All full time employees covered by this Personnel Policy who are called back to work after having left after a full scheduled work day shall receive a minimum of two (2) hours work at time and one half pay. A call back is defined as an assignment of work that does not immediately precede or follow an employee's regularly scheduled work hours. Department Heads do not receive overtime pay, but may take time earned, when the demands of the position allow them to do so, with the approval of the Mayor. Section 6.5 Overtime Scheduling Time worked in excess of the established regular workweek hours constitutes overtime work. Before performing any overtime work the employee must receive approval from their supervisor or Department Head. 22 United City of Yorkville Employee Manual Final 02-10-04 Section 6.6 Overtime Pay a. Overtime pay shall be considered that time worked which is more than a normally scheduled workday or forty(40) hours per week. Overtime pay shall be paid at the rate of one and one-half times the hourly rate, determined by dividing the annual salary by 2,080 hours. b. All full time, non-exempt employees will be compensated for all hours worked as described within their job description and duties as authorized, which means no employee shall work as an independent contractor or receive a stipend for hours worked except as authorized as an appointed position. Employees shall be duly compensated under the FLSA for hours worked; however employees may be subject to discipline for performing unauthorized work. Section 6.7 Compensation Time a. The City encourages the use of compensatory time, provided the net result is a saving of wage expenditures. b. Compensation time for non-exempt employees is earned at the rate of 1% hours for each hour of overtime worked. C. All non-exempt, full-time employees (at their discretion and with their Department Head's approval), shall be allowed to take compensation time. This is in lieu of any overtime hours worked for which an employee waives overtime pay. An employee is allowed to use compensation time by the hour and/or day provided compensation time is earned and overtime is waived before requesting compensation time. Sworn full-time employees may take compensation time, as outlined in their police collective bargaining agreement. d. There is a cap of 240 hours of compensatory time that may be accrued for all non-exempt employees. The City reserves the right to require employees to use compensatory time or to "cash out" accrued hours except forty(40) hours at any time with a thirty(30) day written notice to their Department Head. e. Upon termination of employment, the employee will receive cash compensation for any accrued comp time remaining. f. The City will honor an employee's request to use comp time within a reasonable period of time following the proper request, so long as the use of the comp time will not "unduly disrupt" the City's operations. Section 6.8 Pay Adjustments a. Wages for all City employees shall be reviewed by April 1St of each year. Any adjustments in pay shall be granted at this time, to be effective with the first payroll of the following fiscal year, (May 1). This is not meant to imply that raises shall automatically be granted. Wages and benefits, directly related to their respective departments, is an 23 United City of Yorkville Employee Manual Final 02-10-04 addendum to this Personnel Policy. This addendum may be updated from time to time to reflect City Council approved adjustments. b. A new employee hired within six (6) months before a wage increase may not be eligible for such wage increase until satisfactory completion of a six-month period of time. Section 6.9 Longevity Pay Longevity stipend will be made to all full-time exempt and non-exempt, non-bargaining employees based on the below schedule. This stipend is added to the annual salary for non-exempt employees and exempt employees will receive the stipend on the 1St pay period of the employee's anniversary of date of hire. After 6 years, but less than 9 years $ 750 After 9 years, but less than 14 years $1000 After 14 years, but less than 20 years $1250 After 20 years, but less than 25 years $1500 After 25 years $2000 Section 7 Leave Time Section 7.1 Vacation Leave a. Employment anniversary dates shall govern the number of vacation days allowed. b. Full-time and eligible part-time employees are entitled to the following vacation time. First year employees shall not receive a vacation until the completion of one year of employment, unless otherwise approved by the Mayor and City Council. One (1) year through five (5) years - (80 hours) Six(6) years through ten(10) years - (120 hours) Eleven(11) years or more - (160 hours) C. Employees earning eighty(80) or more hours vacation may take up to forty(40) hours vacation as pay, subject to the approval of the Department Head. d. Vacations are normally requested in forty(40) hour increments. Eight (8) hours of vacation leave may be taken in single days with the approval of the Department Head. All requests must be submitted at least fourteen(14) days in advance and approved by the Department Head. Any vacation request submitted for the calendar year by February 28th will be approved based on seniority and scheduling to provide essential services. When the vacation leave request is approved the employee has reserved his right to his leave; however, all leaves are subject to review and/or cancellation for major emergencies or extreme circumstances, which may cause a personnel shortage. e. Provided the employee has made a reasonable effort to take vacation time, but such time was denied due to scheduling problems, one week of unused vacation time may be 24 United City of Yorkville Employee Manual Final 02-10-04 carried over into the next year, or the employee shall receive pay for the unused vacation. The Department Head shall make this decision. f. Upon termination of employment,the employee shall receive prorated accumulated vacation pay on the basis of 1/12 for each full month worked past the employee's appointment date, based upon the employee's vacation time determined by length of employment. Section 7.2 Holiday Leave a. Holiday pay shall be paid to all full-time employees. b. All employees shall receive their normal rate of pay with the day off. This is not intended to imply they shall receive any additional pay, but only the pay they would have received had they worked the day as a normal workday. C. All sworn, non-exempt, full-time employees'Holiday Pay will be covered as outlined in the police collective bargaining agreement. d. Public Works employees called in to work on a holiday shall receive double pay for the number of hours worked. This means that an Employee shall receive his holiday pay, plus double time pay for hours worked. e. The following twelve (12) holidays shall be observed: New Years Day Martin Luther King, Jr.'s Birthday President's Day Good Friday Memorial Day Independence Day Labor Day Veteran's Day Thanksgiving Day Day after Thanksgiving Day Christmas Eve Day Christmas Day f. Besides the twelve (12) holidays listed, all employees shall receive two (2) floating holidays, which cannot be accumulated if not taken. Department Head's approval must be obtained before taking the floating holidays. Section 7.3 Sick Leave Section 7.3.1 Purpose, Allowance, and Accumulation. Sick leave with pay is provided as a benefit in recognition that employees do contract various illnesses from time to time and that their financial resources may be diminished 25 United City of Yorkville Employee Manual Final 02-10-04 in such instances if pay is discontinued, and that it may not be in the best interest or health of the employee or fellow employees to work while sick. An employee who is unable to work by reason of a non-duty related illness, injury, or disability as contained herein may take sick leave. Employees shall accrue eight (8) sick leave hours per month to a maximum accrual of 960 hours. Section 7.3.2 Medical Verification. The City may, at its discretion, require an employee to submit a physician's verification of illness or other conclusive evidence of illness, and such verification normally will be required for illnesses requiring the use of more than twenty-four(24) hours of sick leave. Section 7.3.3 Sick Leave Utilization. Sick leave may be utilized only for the purposes as stated in the first paragraph of this section. Employees utilizing paid sick leave hours shall be compensated for them according to their normal rate of pay. Employees will use accrued sick leave in reverse accrual order. Thus, when an employee uses a sick leave hour, the last sick leave hour earned is removed from his accumulated sick leave. Abuse of sick leave shall be considered grounds for disciplinary action. Absent employees who have exhausted their accumulated sick leave shall not be compensated for further absences unless approved by the City Council. Section 7.3.4 Unused Sick Leave. On May 15 of each year, an employee who has used less than the sick leave he has accumulated in the immediately preceding fiscal year(May 1 through April 30) will be asked if he wishes to sell back the accrued sick leave earned in that fiscal year at a rate equivalent to fifty(50%) percent of his regular rate of pay as determined on April 30th for each sick hour sold back. The number of sick leave hours for which an employee elects cash compensation shall be deducted from such employee's accumulated sick leave. Employees electing to sell back their sick leave will be paid to them by June 15th An employee who is eligible upon separation to collect a retirement pension under IMRF or the Police Pension Fund, who leaves the City's employment [through retirement, a reduction in force, or voluntary resignation] and has been employed by the City for more than ten(10) years shall be paid for all unused sick leave at fifty(50%) of his regular rate of pay for all accumulated and unused sick leave up to 960 hours. Section 7.4 Reporting of Absences All Department Heads shall keep an accurate account of any employee absences including their own. Arriving and reporting to work regularly and on time is one of the employee's prime responsibilities. Failure to be on the job when scheduled reduces the efficiency of the City. Illness should be reported to the employee's immediate supervisor one (1) hour before the start of the employee's shift. Failure to secure proper permission for the use of personal days and/or sick hours or to report illness on time may result in full loss of pay for the hours involved for non-exempt employees. Exempt employees should apprise their immediate supervisor if they will not be present during normal business. 26 United City of Yorkville Employee Manual Final 02-10-04 Section 7.5 Duty-Related Illness or Leave In the event of a work-related accident or death that occurs while on the job, all employees are eligible for worker's compensation as provided by law. Employees covered by a collective bargaining agreement should consult the relevant agreement for additional information. The Department Head may consider a light duty program for any employee who has a medical release to return to limited duty. Section 7.6 Emergency and Bereavement Leave Time away from the job due to emergencies will be granted at the discretion of the Department Head. The Department Head shall make the decision whether non-exempt employees shall receive paid or unpaid time off, or shall be required to make up missed time. Exempt or Supervisory employees shall be permitted to take emergency leave at the discretion of the Mayor or his/her designee, and where the need for leave is a day or more, the City may, at its discretion, designate such leave as unpaid leave time. Emergency time off for bereavement will only be allowed in the case of death of an immediate family member, (mother, father, brother, sister, child, spouse, mother-in-law, father-in-law), or in special cases as approved by Department Head. These days are separate from floating holidays and sick hours. Section 7.7 Military Leave The City will provide for leaves for uniformed or military service in accordance with the requirements of state and federal laws. If an employee needs to take leave for uniformed or military service, they should submit a copy of their orders along with their request for leave as soon as they become aware of the need for leave. Please contact the City Administrator for further details about the uniformed or military leave rights. These provisions apply to all Illinois employers, including public employers. Furthermore, employees who are members of the reservists—either in the U.S. Armed Services or in the Illinois National Guard —are entitled to the following benefits (under Illinois Law)when mobilized to active military duty by presidential order: • Continuing compensation(minus the amount of the employee's base pay for military service) for the entire period of active military service; and • Continuing health insurance and other benefits the employee was receiving or accruing at the time the employee entered military service. Section 7.8 Jury Duty Leave Employees shall be granted leave with pay when required to be absent from work for jury duty. Employees are expected to contact their immediate supervisor and report to work when they are excused from jury service, temporarily or finally. Any payment received by the employee for jury duty shall be given to the City because the employee is receiving their full pay while on jury duty leave. 27 United City of Yorkville Employee Manual Final 02-10-04 Section 7.9 Unpaid Discretionary Leave Employees may obtain a leave of absence. The employee must seek approval for an unpaid discretionary leave from the Mayor and City Council. Such leave shall be unpaid and shall not be used to gain employment elsewhere. Section 7.10 Family and Medical Leave Section 7.10.1 General Statement It is the policy of the United City of Yorkville (the "City) to provide up to twelve (12) weeks of unpaid family and medical leave during a 12-month period to eligible employees in accordance with the Family and Medical Leave Act of 1993 ("FMLA"). The 12-month period is measured using a rolling backward year. Section 7.10.2 Eligibility In order to qualify to take family and medical leave under this policy, an employee must have worked for the city for at least twelve (12) months and at least 1,250 hours during the twelve (12) month period immediately before the date when the leave would begin. Section 7.10.3 Reasons for Leave a. A leave may be requested for any of the following reasons: (1) Child Care. To care for a child born to or placed for adoption or foster care with an employee; (2) Family Medical. To care for a spouse, child, or parent ("covered family member") with a serious health condition; or(3) Employee Medical. Because of an employee's own serious health condition which renders the employee unable to perform the functions of their position. Child Care Leave must be completed within the twelve (12) month period beginning on the date of birth or placement. In addition, spouses employed by the City who request Child Care Leave or leave to care for an ill parent may only take combined aggregate total of twelve (12) weeks during any 12-month period. b. Employees will not be granted an FMLA leave to gain employment or work elsewhere, including self-employment. Employees who misrepresent facts in order to be granted an FMLA leave will be subject to immediate termination. Section 7.10.4 Leave is Unpaid a. FMLA leave is unpaid leave. If an employee requests Child Care or Family Medical Leave, any accrued paid vacation and personal time must first be substituted and used for unpaid FMLA leave. If an employee requests Employee Medical Leave, any accrued paid vacation, personal and applicable sick leave (in that order) must first be substituted and used for any unpaid FMLA leave. The substitution of paid leave time for unpaid leave time or use of short-term disability does not extend the 12-week leave period. Employee Medical Leave will also run concurrently with leave taken under the City's disability leave policy and workers' compensation leave, if taken for an FMLA qualifying serious health condition. 28 United City of Yorkville Employee Manual Final 02-10-04 b. If an employee takes vacation time/sick leave using salary continuation for a condition that constitutes or progresses into a serious health condition, the City may designate all or some portion of such leave as under this policy, to the extent that the paid leave meets the necessary qualifications. Section 7.10.5 Notice of Leave If an employee's need for FMLA leave is foreseeable, the employee must give the City at least thirty (30) days prior written notice. Failure to provide such notice may be grounds for delay of leave. Where the need for leave is not foreseeable, the employee is expected to notify the City as soon as practicable, generally within one to two business days of learning of the employee's need for leave. A request must be made in writing on the City's forms (Appendix K), available in personnel. Section 7.10.6 Medical Certification If an employee is requesting Employee Medical or Family Medical Leave the employee and the relevant health care provider must supply appropriate medical certification. The City will supply all employees with medical certification forms. The medical certification must be provided within fifteen(15) days after it is requested, or as soon as reasonable under the circumstances. Failure to provide requested medical certification in a timely manner may result in denial of leave until it is provided. In its discretion and at its own expense, the City may require a second medical opinion, and if the first and second opinions differ, a third medical opinion. The third opinion will be provided by a health care provider approved jointly by the employee and the City and will be binding. The City may also require recertification periodically during a leave, and employees will be required to present a fitness-for-duty certificate upon return to work following an employee medical leave. Section 7.10.7 Medical and Other Benefits a. During an FMLA leave, the City will maintain the employee's health benefits on the same conditions as if the employee had continued working. If paid leave is substituted for unpaid FMLA leave, the City will deduct the employee's portion of the health plan premium as a regular payroll deduction. If the FMLA leave is unpaid, the employee must make arrangements with the City to pay his/her portion of the premium. Group health care coverage will cease if the employee's premium payment is more than thirty(30) days late, but the employee will be notified at least fifteen(15) days before coverage lapses. Additionally, if the employee fails to return from leave, the City will require repayment of any premium that was paid for maintaining the health coverage for the employee, unless the employee does not return because of a continuing or recurring serious health condition of either the employee or a covered member, or because of other circumstances beyond the employee's control. Employees are not entitled to other benefits or seniority accrual during the FMLA leave. b. Any changes in benefit plan provisions and costs may apply to individuals on FMLA leave the same as if they were actively employed, according to the terms of the applicable plan. 29 United City of Yorkville Employee Manual Final 02-10-04 Section 7.10.8 Returning from Leave a. Employees who return to work from FMLA within or on the business day following expiration of the twelve (12) weeks are entitled to return to his or her same position or to an equivalent position with equal benefits, pay or other terms and conditions of employment. The City may choose to exempt certain highly compensated ("key") employees from this requirement and not return them to the same or similar position. b. If you take an Employee Medical Leave, you will be required to provide medical certification that you are fit to resume work. Employees failing to provide the Return to Work Medical Certification Form will not be permitted to resume work until it is provided. Section 7.10.9 Reporting While on Leave The City may require an employee on FMLA leave to report periodically on the employee's status and intent to return to work. Section 7.10.10 Intermittent and Reduced Schedule Leave FMLA leave because of a serious health condition may be taken intermittently(in separate blocks of time due to a single covered health condition) or on a reduced work schedule (reducing the usual number of hours an employee works per work week or workday) if medically necessary. If FMLA leave is unpaid, the City will reduce the employee's salary based on the amount of time actually worked. In addition, while the employee is on intermittent or reduced schedule FMLA leave, the city may temporarily transfer the employee to an available alternative position that better accommodates the employee recurring leave and which has equivalent pay and benefits. Section 7.10.11 Policy Administration This policy is intended to comply with and will be administered in accordance with the Family and Medical Leave Act of 1993 and any applicable regulations, definitions and law there under, as well as any state family or medical leave laws granting additional rights that are applicable to employees employed in Illinois. Section 7.10.12 Interrelation of Leaves Any leave taken pursuant to this policy, other City policies, a collective bargaining agreement, or law which qualifies as leave under the FMLA or any applicable state family or medical leave act, will be counted against the employee's available leave under the applicable City policies, collective bargaining, and/or law, as well as the available leave under the FMLA or applicable state law, to the extent permitted by such applicable law. Section 7.11 Benefits While on Leave a. Time spent on extended unpaid leaves of absence may not be counted as creditable service for pension purposes. Further, if an employee goes on an approved, unpaid leave of absence for a period in excess of thirty(30) calendar days and wishes to continue to be 30 United City of Yorkville Employee Manual Final 02-10-04 covered by the City's health or life insurance, he or she will be responsible for payment of the total monthly insurance premiums unless otherwise provided by law. b. It is the policy of the City NOT to request the City Council to grant IMRF Pension Credit and Death and Disability Protection Leave Authorization for an employee going on unpaid discretionary leave of absence. C. Upon return, the City will place the employee in his or her previous assignment, if vacant,the employee will be placed in the first available assignment according to the employee's seniority, where skill and ability to perform the work without additional training is equal. If, upon the expiration of a leave of absence, there is no work available for the employee or if the employee could have been laid off according to his seniority except for his leave, he shall go directly on layoff. d. Employees will maintain their employment status and previously accrued benefits while on approved paid leave. Except where otherwise noted, employees will continue to accrue benefits during the time they are on approved paid leave from City service. e. Unless otherwise stated or otherwise required by law, length of service shall not accrue for an employee who is on an approved non-paid leave status. Accumulated length of service shall remain in place during that leave and shall begin to accrue again when the employee returns to work on a pay status. Unless otherwise stated, an employee returning from leave will have his seniority continued after the period of the leave. Section 8 Employee Benefits All employees will be required to notify the employer of any changes in address or other personal information. Section 8.1 Health and Life Insurance Coverage a. All full-time and eligible part-time employees are covered under the City's health insurance plan. There may be a waiting period before new employees are eligible for coverage. After completion of the waiting period, insurance shall begin on the first day eligible as determined by the health insurance policy then in effect. The City agrees to pay the premium thereafter for employees and their dependents, except for $1/month participation by the employee and the City reserves the right to change the monthly participation fee. The City will make every effort to provide employees with a ninety (90) day written notice of any proposed change. b. The City shall provide life insurance for full-time and eligible part-time employees, in the amount of$50,000. Spouses will be insured at $5,000 and dependents at $2,000. C. Summary plan descriptions (SPD's), which explain coverage of your health and life insurance benefits in greater detail are available from the Accounting Clerk. The actual plan documents, which are available by making a written request to the Accounting Clerk, are the final authority in all matters relating to the benefits described in this Manual or in the summary plan description and will govern in the event of any conflict. 31 United City of Yorkville Employee Manual Final 02-10-04 Additionally, the City reserves the right to change insurance carriers, change health maintenance organizations, self-insure, and/or change or eliminate any benefits at any time with a ninety(90) day notice, when practical in accordance with applicable law. Section 8.2 Pension Participation Section 8.2.1 Eligibility All employees who work 1,000 hours or more per calendar year are covered by the Illinois Municipal Retirement Fund(I.M.R.F.) pension to which the City and employees shall contribute. Section 8.2.2 Military Service Credit (Appendix L) All employees who were in active participating status under IMRF on the date of June 14, 2001 shall be allowed service credit to employees who served in the armed forces of the United States for up to two (2) years of service, prior to their participation in the Illinois Municipal Retirement Fund Section 8.3 Vision and Dental Assistance Employees and dependents shall receive the following vision and dental assistance in total. The amounts listed below may be increased from time to time by resolution. Please check current records. Employee.........$300 per year Dependents......$250 per year per dependent Note: An employee may opt to utilize an eligible coverage for himself or herself and/or his or her dependents, for one or more individuals of his family. a. Bills must be paid by employee, and the employee will be reimbursed. Reimbursement requests must be submitted to the Department Head for approval. b. Employees may rollover remainder dental/vision funds for a time span of three (3) fiscal years to allow them to use the benefits cumulatively. (Appendix M) The maximum dollar amount an employee may keep accumulated is $3000. Section 8.4 Continuation of Medical Coverage An employee, who would otherwise lose group health insurance coverage because of a reduction in working hours or the termination of employment for reasons other than gross misconduct, is eligible to continue under the City's plan up to 18 months or for such other period time prescribed by law. The City will notify an employee of the time period for which continuation coverage may be provided. If an employee elects to continue coverage, he or she will be responsible for payment of the full premium, which amount may change from time to time. 32 United City of Yorkville Employee Manual Final 02-10-04 Section 8.5 Uniform Allowance The City shall provide uniforms for all full-time and eligible part-time employees, required to wear uniforms. Replacement shall be provided, as authorized by the Department Head. The specifics of uniform style shall be defined in Departmental Policy and approved by the City Council. Section 8.6 Education and Training a. The City shall pay all expenses including wages at "regular" pay, travel, and training fees for any full-time or approved part-time employees enrolling in "required" training courses. b. All requests by an employee for the enrollment to a college degree or certificate program must be submitted by the Department Head to the Mayor and City Council for approval. Then all courses related to the program shall be eligible for payment subject to budget approval. This provision shall be subject to change and does not entitle any employee the exclusive right to receive approval. Furthermore, the employee shall provide a grade or transcript to the Department Head upon the completion of each course. Any revisions or change requested by the employee to the approved program must be submitted to the Department Head for approval prior to the revision or change. C. The City may pay all expenses of an elective course. An elective course is one that may benefit the City by added knowledge, but is not directly related to City operations. d. The tuition and fees only(no books or materials) of an elective or required course will be paid through direct billing from the appropriate school. The employee will sign the payroll deduction form prior to the enrollment of the course stipulating to the following provisions will apply: if a grade of a C-average or better is attained upon the completion of the course the class will be considered complete and paid for by the City. If less than a C-average is attained, the employee will be required to pay back 100% of the tuition and fees to the City through a payroll deduction as stipulated within the payroll deduction sign off form or direct payment to the City. e. All Department Heads will complete the Off-Premises Training Hours Worked Agreement form(Appendix N) for all employees who attend training outside the Chicago Metropolitan area. f. If arrangements can be made with company or institutions that are more advantageous to the City, efforts will be made to benefit from those arrangements. Employees taking off- shift classes that are required shall be paid at their regular rate of pay, including mileage. g. When seminars are deemed in the best interest of the City by the Department Head and the appropriate City Council Committee, only Committee approval is needed to send an employee to the seminar and pay expenses incurred. However, if the seminar or conference is stated within the narrative of the budget this constitutes approval. 33 United City of Yorkville Employee Manual Final 02-10-04 In addition, all out-of-state travel for meetings/seminars/training/conferences that have numerous locations the Department Head must select the most cost effective destination. For any request that is not included within the narrative of the budget the Department Head must receive approval by the Mayor and the appropriate City Council Committee_ h. Educational stipends will be paid for education in their related field over that required for entry level of that position as follows for all full-time non-bargaining employees: Associate Degree or 60 Credit Hours 2% Bachelor's Degree 2% Master's Degree 2% This stipend is applicable only to one (1) degree beyond that necessary for entry level of that position except that all are eligible to earn up to the Bachelor Degree level as outlined above (one-time annual salary adjustment.) Section 8.7 Travel Expenses Meals and Lodging. Employee's lodging and meal expenses shall be covered as a maximum reimbursement per diem while traveling on City Business. A Department Head will submit a per diem request prior to the event with his/her signature to the Accounting Clerk for bill list issuance of a check of the receipts may be submitted after the event for reimbursement of the actual amount spent up to a maximum of$40 per day for meals. Per Diem will not be paid for a meal included with the price of registration of the event. The $40.00 per day allowance for meals will be broken down as follows: $10.00 for breakfast, $10.00 for lunch, and $20.00 for dinner. Lodging will be set at a standard/Government/conference rate not to exceed $150.00 per night and prior approval from the Department Head must be obtained for any and all increases to this amount for lodging. The Meals, Mileage and Lodging form must be submitted, but if the amounts are greater than the above, receipts must accompany the form and have the Department Head's approval. Section 8.8 Internal Revenue 457 Deferred Compensation Plan (Appendix O) The City offers for all full time employees to participate in an Internal Revenue Code 457 Deferred Compensation Plan, which creates the opportunity for financial benefits and favorable tax treatment on the part of its employees. The employee contacts the Human Resource Clerk to receive and complete the appropriate documents to enroll in the plan. Section 8.9 Employee Credit Union (Appendix P) The City offers for all employees to participate and become members of the Aurora Earthmovers Credit Union. The City will assist in any necessary or required deductions and payments to the Aurora Earthmovers Credit Union for any of the employees who become members. The employee contacts the Human Resource Clerk to receive and complete the appropriate documents to enroll in the plan. 34 United City of Yorkville Employee Manual Final 02-10-04 APPENDICES A. Employee Manual Acknowledgement Form B. Board of Fire and Police Commissioners—Ordinance#2001-40 C. Employment Background Check Wavier and Release of All Claims Form D. Equal Employment Policy—Resolution# 1993-18 E. Employee Assistance Program Resolution#1996-10 F. Drug Free Workplace Policy—Resolution# 1993-17 G. State Gift Ban Act—Ordinance#1999-12 H. Safety Policy Resolution#1997-08 I. Vehicle Policy- Approved 12/8/00 J. E-Mail, Voice mail, Computer and Office Equipment Acknowledgement Form K. Family Medical Leave Act Leave Request Form L. Illinois Municipal Retirement Fund Service Credit for Military Service - Resolution#2001-31 M. Accrual of Dental and Vision Benefits—Resolution#2001-23 N. Off-Premise Training Hours Worked Agreement O. Internal Revenue Code 457 Deferred Compensation Plan for Employees—Resolution#1994-16 P. Credit Union—Resolution#1996-02 Listing of Appendices APPENDIX A EMPLOYEE ACKNOWLEDGMENT FORM EMPLOYEE ACKNOWLEDGEMENT FORM I acknowledge having received a copy of the United City of Yorkville's Employee Manual and I agree to read and become familiar with its contents. I understand that this Manual is not an express or implied contract of employment and that it does not create any rights in the nature of an employment contract. Rather,this Manual is an overview of personnel policies related to my employment. Nothing shall restrict my right to terminate my employment at any time and nothing shall restrict the right of the City to terminate my employment at any time. I also understand that all the policies, rules, and regulations in the Manual may be changed from time to time. Employee Signature Employee's Printed Name Date of Acknowledgement Revision Date of Manual: APPENDIX B ORDINANCE#2001-40—BOARD OF FIRE AND POLICE COMMISSIONERS ORDINANCE#2001-40 AN ORDINANCE CREATING A BOARD OF FIRE AND POLICE COMMISSIONERS FOR THE UNITED CITY OF YORKVILLE. WHEREAS,based upon the results of the current Census taken in the fiscal year 2000-2001 confirmed by the Federal Government,the population of the United City of Yorkville now exceeds 5;000 inhabitants; and . WHEREAS, pursuant to 65 ILCS 5/10-2.1-1 et. seq. it is required pursuant to the Illinois Municipal Code that a Board of Fire and Police Corilmissioners be created for the purpose of regulating and providing the hiring, discipline, negotiation of contracts, and all matters relevant to a Municipal Police and/or Fire Department if such exists; and WHEREAS, the United City of Yorkville has a full-time Municipal Police Force, but does not have a Municipal Fire Department that will come under the jurisdiction of the Board of Fire and Police Commissioners; and WHEREAS,the City Council of the United City of Yorkville and the Mayor are required to appoint an initial Board of Fire and Police Commissioners, based upon the nomination of the Mayor, consent of the City Council, and qualification of office by execution of the appropriate Affidavit as .is required by Statute complying with the terms of qualification for said appointment; and WHEREAS, all statutory notices, time frame-, and other actions necessary for the creation and adoption of the Board of Fire and Police Commissioners have been taken by the United City of Yorkville; and the City Council and Mayor having reviewed the contents of this Ordinance and deeming it in the best interest of the United City of Yorkville to adopt and approve: NOW THEREFORE, upon motion duly made, seconded, and approved by a majority of those so voting the following action is hereby Ordained and enacted by the United City of Yorkville: SECTION 1: CREATION That a Board of Fire and Police Commissioners is hereby created to manage the affairs of the Municipal Police Department of the United City of Yorkville, to provide rule-making for the operation of said Department; to assume all duties of hiring, discipline, retirement regulation and the like for the successful operation of the United City of Yorkville Municipal Police Department. The Chief of Police will remain a position appointed by the Mayor with the advice and consent of the City Council and will not be hired or disciplined by the Board of Fire and Police Commissioners. SECTION 2: TERM The Mayor of the United City of Yorkville, with the consent of the City Council shall appoint three members to said Police Board within thirty days (30) of the passage of this Ordinance pursuant to section 5/10-2.1-2 of the Illinois Municipal Code. One member shall serve by appointment until the end of the current fiscal year of April 30, 2002 one appointed member shall serve until the conclusion of the next City Municipal fiscal year concluding on Apri130, 2003; and the third member shall be appointed for a term that shall cease on April 30, 2004. Thereafter at the next successive appointment for each respective office, the Commissioners so appointed shall be appointed for a three year term by the Mayor with the consent of the City Council. APPENDIX B ORDINANCE#2001-40—BOARD OF FIRE AND POLICE COMMISSIONERS SECTION 3: QUALIFICATIONS OF OFFICE Upon appointment as a Commissioner to the United City of Yorkville Board of Fire and Police Commissioners, the individuals so taking office shall execute an Affidavit under oath prior to taking office setting forth the following qualifications in order to serve as a Commissioner on the Board of Fire and Police Commissioners pursuant to the Illinois Municipal Code: A. Affiant has not been convicted of a felony under the laws of this State or any comparable laws of any other State or the United States. B. Affiant shall not be related either by blood or marriage up to the degree of first cousin to any elected official of the United City of Yorkville. C. Affiant is aware that no more than two members of the Board of Fire and Police Commissioner shall belong to the same political party existing in the Municipality at the time of the appointment as defined in Section 10-2 of the Illinois Election Code, or of any State or National Political Party. D. Affiant may not be employed by, or hold an appointed or elected office of the Municipality of the United City of Yorkville while serving as a member of the Board of Fire and Police Commissioners. E. Affiant must be a registered voter of the Municipality of the United City of Yorkville and have resided with the United City of Yorkville and qualified as an elector for at least one year prior to appointment as a Commissioner. F. Affiant shall not be interested directly or indirectly, in any contract, work or business of the Municipality or sale of any article of goods, services, or contract of any kind to or with the Municipality of The United City of Yorkville. G. Affiant may not be a purchaser, or seller of any real property to the Municipality or be involved in the purchase or sale of real estate for delinquent real estate taxes within The United City of Yorkville. SECTION 4: SAVINGS CLAUSE To the extent that this Ordinance is in conflict with any presently existing Ordinance or portion thereof, such prior conflicting Ordinance or part thereof is hereby repealed. The repeal of any Ordinance by this Ordinance shall not affect any right accrued or liability incurred under such repealed Ordinance. SECTION 5: SEVERABILITY Should any provision of this Ordinance be declared invalid by a court of competent jurisdiction,the remaining provisions will remain if full force and effect the same as if the invalid provision has not been a part of this Ordinance. SECTION 6: EFFECTIVE DATE, This Ordinance shall be in full force and effect July 12, 2001 from and after its passage and approval by the Mayor and City Council. APPENDIX B ORDINANCE#2001 40—BOARD OF FIRE AND POLICE COM IISSIONERS IN WITNESS WHEREOF,this Ordinance bas been macted this Jay of J 2001. tA MIKE ANDERSON JOSEPH BESCO VALERIE BURD PAUL JAMES IVI LARRY KOT MARTY MUNNS ROSE SPEARS. . RICHARD STICKA APPROVED py me,as Mayor of the United City of Yorkville.Kendall County,Illinois,this day Of T AD. 2001. YOR PASSED�th Ci Counc7 of the United City of YorkvMe,Kendall County.Illinois this vj l Day of A.D..2001. Atte CITY SERK Prepared by: Law Offices of Daniel J.Kramer 1107A S.Bridge Street Yorkville, Illinois 60560 630.5539500 APPENDIX B ORDINANCE#2001-40—BOARD OF FIRE AND POLICE COMMISSIONERS AFFIDAVIT OF PROSPECTIVE COMMISSIONER FOR UNITED CITY OF YORKVILLE BOARD OF FIRE AND POLICE COMMISSION NOW COMES the undersigned Affiant, being first duly sworn on oath, who in support of the Affiant's nomination as a Commissioner of the United City of Yorkville Fire and Police Commission does state as follows: A. I have not been convicted of a felony under the laws of this State or any comparable laws of any other State or the United States. B. I am not related either by blood or marriage up to the degree of first cousin to any elected official of the United City of Yorkville. C. I am a member of the following political parties: I acknowledge the requirement of Illinois Law that provides that no more than two members of the Board of Fire and Police Commissioner shall belong to the same political party existing in the Municipality at the time of the appointment as defined in Section 10-2 of the Illinois Election Code, or of any State or National Political Party. D. I am not employed by the United City of Yorkville. I do not hold an appointed or elected, office in the United City of Yorkville. I acknowledge that I cannot be employed by or hold appointed or elected office in the United City of Yorkville while serving as a member of the Board of Fire and Police Commissioners. E. I am a registered voter in the United City of Yorkville and have resided with the United City of Yorkville, qualified as an elector, for at least one year prior to my appointment as a Commissioner. F. I am not interested directly or indirectly, in any contract, work or business of the Municipality or sale of any article of goods, services, or contract of any kind to or with the United City of Yorkville. G. I am not a purchaser or seller of any real property to the United City of Yorkville and I am not involved in the purchase or sale of real estate for delinquent real estate taxes within the United City of Yorkville. 1 further hereby acknowledge and. confirm that the contents of the above Affidavit are true and correct and have fully disclosed any qualification that would prohibit me from acting as a Commissioner of the United City of Yorkville Board of Fire and Police Commissioners. Date: Affiant: APPENDIX B ORDINANCE#2001-40—BOARD OF FIRE AND POLICE COMMISSIONERS STATE OF ILLINOIS ) ) SS COUNTY OF KENDALL ) The Affiant, .being first duly swom on oath, deposes and states that he/she is the Affiant who signed the foregoing Affidavit; that he/she understands the contents thereof, and the same are true and correct. AFFIANT Subscribed and sworn to before me, NOTARY PUBLIC APPENDIX C CRIMINAL BACKGROUND CHECK WAIVER AND RELEASE OF ALL CLAIMS FORM CRIMINAL BACKGROUND CHECK WAIVER AND RELEASE OF ALL CLAIMS FORM Please read this form carefully and be aware that by agreeing to allow the United City of Yorkville to investigate your criminal background, you will be waiving and releasing all claims for damages you might sustain arising out of the criminal background check and review. I understand that a successful criminal background check is a condition of my employment or volunteerism with the City of Yorkville. I agree to waive and relinquish all claims I may have against the City of Yorkville and its officers, agents, servants, and employees, as a result of participating in the criminal background check. I do hereby fully release and discharge the City of Yorkville, its respective officers, agents, servants, and employees from any and all claims from damages which I may have or which may accrue to me on account of the results of any aspect of the criminal background check. I have read and fully understand this Waiver and Release of All Claims. Signature Date Printed Name ******************************************************************************** Please complete First Name Middle Name Last Name Maiden Last Name Date of Birth Sex Race Social Security Number Driver's License Number State APPENDIX D RESOLUTION#93-18 -EQUAL EMPLOYMENT POLICY RESOLUTION#93-18 UNITED CITY OF YORKVILLE EQUAL EMPLOYMENT POLICY NOW THAT IT BE RESOLVED THAT THE CITY OF YORKVILLE 1. Adopts the attached EQUAL EMPLOYMENT POLICY. 2. Authorizes the City Administrator to implement this policy and enforce its provisions. THE UNITED CITY OF.THE VILLAGE OF YORKVEUS. Approved ;hie day of . 1993. MAY R CITY CLERK UNITED CITY OF YORKVILLE EQUAL EMPLOYMENT POLICY It is the policy of the City of Yorkville to promote nondiscriminatory practices in its hiring and its contractual undertakings. It is the policy of the City to conform with all aspects of Federal Civil Rights legislation including the Equal Employment Opportunity Act (42 U.S.C. § 2000), and all State Civil Rights Legislation. No person shall, on the grounds of race, sex, religion, color, national origin, age, or handicap be excluded from participation in or be subjected to discrimination in any program or activity funded, in whole or in part,by Federal funds. The City Administrator shall oversee civil rights compliance. APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM RESOLUTION#1996-10 (APPROVED APRIL 25, 1996) RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO MERCY CENTER EMPLOYEE ASSISTANCE PROGRAM CONTRACT AGREEMENT WITH THE UNITED CITY OF THE VILLAGE OF YORKVILLE WHEREAS, MERCY CENTER HEALTH CARE SERVICES, offers an Occupational Health Services Employee Assistance Program; and WHEREAS,this program is to provide assistance to Employers and their Employees to assist, counsel and support Employees who have personal problems that mayor may not effect their job performance; and WHEREAS,the Mayor and the City Council of THE UNITED CITY OF THE VILLAGE OF YORKVILLE after reviewing such an Occupational Services Program believe it is in the best interest of the Employees of THE UNITED CITY OF THE VILLAGE OF YORKVILLE and the Citizens of the VILLAGE OF YORKVILLE that the CITY OF YORKVILLE enter into such an Agreement; and WHEREAS,the City Council and the Mayor believe that such a program will serve the best interest of the community in that it will allow Employees of the CITY OF YORKVILLE to meet the services that they need to assist them and to adjust to these problems and maintain a good work record and be able to more fully address the job duties with THE UNITED CITY OF THE VILLAGE OF YORKVILLE; and WHEREAS, this Program provides for a financial benefit in that it provides reduced rates then those of an individual who would seek such services on their own, and therefore is a savings to the CITY OF YORKVILLE overall; and WHEREAS, allowing Employees to seek help for problems through this program will greatly assist the City in maintaining a high level of Employee moral and also maintaining a level of benefits to keep the Employees at a maximum level of service to THE CITY OF YORKVILLE: NOW THEREFORE THAT IT IS RESOL VED BY THE UNITED CITY OF THE VILLAGE OF YORKVILLE that the Mayor is authorized to enter into the Employee Assistance Program Contract Agreement between the UNITED CITY OF THE VILLAGE OF YORKVILLE and MERCY CENTER FOR HEALTH CARE SERVICES. Said Agreement is attached hereto as Exhibit "A". YOR . ATTEST: 1 P Law Offices of Daniel J_. Krat:ier 1107A South Bridge St Yorkville, Blinois 60560 708.553.9500 APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM OCCUPATIONAL HEALTH SERVICES EMPLOYEE ASSISTANCE PROGRAM (EXHIBIT A TO RESOLUTOIN#19%-10) This Agreement between Mercy Center for Health Care Services, an Illinois not for profit corporation, ("Mercy Center")the City of Yorkville ("Employer") is effective the 1 st day of May, 1996. 1. The goal of this Agreement is to establish an Employee Assistance Program(EAP) for the benefit of the Employer and its employees by establishing and implementing an employee approved mechanism to assist, counsel and support employees who have personal problems that may, or may not, affect their job performance. 2. The basic elements of an EAP include: a) identifying the Employee Assistance Liaison b) assisting the Employer in the development of a written EAP policy and promotional plan c) approval of the EAP policy by management d) supervisor training e) notification to and orientation of employees and their families, and f) establishing a reporting mechanism Mercy Center will assist Employer in the development and implementation of the EAP as requested by the Employer. The actual scope of Mercy Center's services to be performed under this Agreement is set forth in Exhibit A attached hereto. 3. For all services rendered by Mercy Center,Employer agrees to pay Mercy Center the fees set forth in the Schedule of Fees attached hereto as Exhibit B.Unless otherwise stated in Exhibit B, Employer agrees to pay Mercy Center's fee on a quarterly basis, beginning the first of the month following supervisor training. Invoices for amounts due Mercy Center more than thirty(3 0) days past due shall bear interest at the rate of twelve(12)percent per annum until paid. 4. A Mercy Center staff member will be designated as the Employee Assistance Director, for the Employer's EAP. The employee's initial contact will be with the Director or appropriate designee, who will determine the nature and extent of the employee's problem and develop an intervention plan. In cases where short term counseling is indicated, i.e. , one (1)to three (3) counseling sessions,the Director or designee will provide the needed counseling at Mercy Center on an outpatient basis. 6. Employer acknowledges and understands that alcohol and drug abuse information disclosed to the Employer is protected by federal confidentiality rules(42 CFR Part 2) and that federal rules prohibit the Employer from making any further disclosure of this information, unless further disclosure is expressly permitted by the person to whom it pertains. The federal rules restrict any use of the information to criminally investigate or prosecute any alcohol or drug abuse patient. APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM 7. The parties recognize that this Agreement at all times is to be subject to applicable state, local and federal laws and regulations. This Agreement shall be subject to amendments in such laws and regulations and to new legislation. Any provisions of law that invalidate, or otherwise are inconsistent with the terms of this Agreement, or that would cause one or both of the parties to be in violation of the law, shall be deemed to have superseded the terms of this Agreement,provided,however,that the parties shall exercise their best efforts to accommodate the term and intent of this Agreement to the greatest extent possible consistent with the requirements of law. 8. Unless terminated earlier,this Agreement shall remain in effect for a period of one (1) year from the date hereof. After the expiration of the first three(3)months of this Agreement, either party may terminate this Agreement upon sixty(60) days prior written notice to the other parry. 9. This Agreement contains the entire understanding of the parties and supersedes all prior written or oral representations,negotiations, communications, understandings or agreements concerning the subject matter hereof. 10. The terms of this Agreement may be amended, modified, or cancelled only through written instrument signed by both parties. 11. This Agreement shall be governed and interpreted under the laws of the State of Illinois. 12. This Agreement may not be assigned or subcontracted in whole or in part by either party. OCCUPATIONAL HEALTH SERVICES EMPLOYEE ASSISTANCE PROGRAM EXHIBIT A WITNESSETH WHEREAS, Mercy Center is a hospital in the business of providing a wide range of medical and health care services, including, but not limited to,the assessment, counseling, treatment and referral of patients; WHEREAS, Mercy Center has developed an Employee Assistance Program("EAP") designed to assist corporations in handling the social, behavioral and other life problems of employees; and WHEREAS, Employer desires to implement the EAP for the benefit of its employees. NOW, THEREFORE, for and in consideration of the premises and covenants contained herein,the parties agree to develop and implement the EAP to the Employer's place of business in accordance with the following terms and conditions: I. DEFINITIONS A. The EAP The EAP is a program whereby Employer-makes available to its employees and family members professional and confidential assessment and referral of social, behavioral and other life problems. The specific services provided pursuant to the EAP are further described in paragraph 2.13 of this Agreement. APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM B. Employee Employees include all full-time employees of the Employer, who are compiled at Employer's principal place of business as stated above, from the first day of employment. C. Family Member Family members include employee's spouse and children residing in the employee's household. D. Covered Persons Covered persons include employees and family members. E. EAP Director The EAP Director shall be an employee of Mercy Center, designated to carry out the assessment, consultation and referral responsibility of Mercy Center,pursuant to this Agreement. The Director shall be experienced in employee assistance counseling and have medical and psychiatric consultation available. F. Service Provider A Service Provider shall be any physician, or other individual,health care provider, agency, institution, or organization to whom the EAP Director or EAP Director's designee refers an employee or family member for diagnosis and treatment. II. RESPONSIBILITIES OF MERCY CENTER Upon execution of this Agreement, Mercy Center will assist Employer in developing and implementing the EAP at Employer's place of business. Specifically, Mercy Center will provide, subject to the approval of Employer,the following services: A. EAP Development 1. Policy Statement. Mercy Center will prepare a written statement describing the EAP, employee and family member eligibility and procedures for utilization of the program. 2. Supervisor's Manual. Mercy Center will develop a supervisor's manual, which assists Employer's supervisory personnel in recognizing and understanding employee social, behavioral and other mental health related problems and instructs the supervisor in the proper use of the EAP. B. EAP Marketing 1. Employee Letters. Mercy Center will prepare a letter for distribution by Employer to each employee introducing and describing the EAP. 2. Letters to Family Members. Mercy Center will prepare a letter to be distributed by the Employer to the family members of each employee introducing and describing the EAP. APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM 3. Literature As mutually agreed between the parties, Mercy Center will provide employer with EAP brochures,posters and wallet cards. The employer will be responsible for distribution of these materials. C. Education Mercy Center will prepare and conduct the following education seminars at Employer's place of business. All seminars shall be scheduled at such times as are mutually agreed upon by the parties. 1. A two hour management-supervisor training session will be presented and include: a) Introduction to the"Broad Brush II EAP concept b) Documented job performance c) How to use EAP for consultation d) How to refer employees to EAP 2. The Policy and Employee Assistance Program will be presented to the employees. This will be done by 30 minute employee orientation sessions. D. EAP Services 1. Assessment/Consultation/Referrals a) Appointments for EAP services can be made by calling(708) 892- 2809. A message will be taken and the EAP Director,or, appropriate designee,will respond to the call. Scheduling of appointments and other business calls are expected during normal business hours. The EAP is available for emergency situations, 24 hours per day, seven days per week. Depending upon the level of urgency, the EAP will facilitate crisis intervention or schedule an in-person interview the next business day. b) The EAP Director or designee provides assessment,referral, and short term counseling to covered persons and, as deemed appropriate,makes referrals to appropriate service providers for further assessment and disposition. c) EAP sessions shall be conducted on a voluntary basis only. Covered persons may seek EAP services by contacting the EAP directly, or an employee designated by Employer to coordinate the EAP. Employees advised of and encouraged to participate in the EAP, due to a job performance issue, shall be encouraged to notify his/her supervisor of participation in the program,authorize the release of employment records to the EAP Director and authorize the EAP Director to discuss the employee's situation with the Employer. d) The EAP Director or designee will follow up with the covered person after referral to a service provider, so as to encourage use of the service provider and offer additional referrals, should the covered person so desire and, if authorized by the covered person, APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM follow up and coordinate the covered person's treatment and progress with the service provider and Employer. However, it is understood that Mercy Center's assessment, evaluation and consultation obligations terminate upon referral of a covered person to a service provider, does not extend to the provision of services by a service provider and that it is the responsibility of each covered person to obtain service provider services and follow prescribed treatment. e) It is understood that service providers will be selected by the EAP Director and that Mercy Center programs, departments and staff members may be selected as service providers if the EAP Director determines, in his/her sole discretion that said service providers would be appropriate for a particular situation. Statistical review will identify service provider utilization. 2. Referral Resources. Mercy Center shall maintain current information regarding multi-treatment services and resources. These include professional services related to chemical addiction, psychiatric illness, marital or relationship issues, stress, grief, family, financial and legal problems. 3. Employer Benefit Plans. Mercy Center will become familiar with Employer's medical and disability benefit plans so as to provide covered persons with basic and preliminary information regarding the extent, nature and cost of referral treatment and reimbursement benefits available. In conjunction with this service, Mercy Center will obtain utilization guidelines from any health maintenance organization to which Employer belongs and to the extent possible, establish working relationships with each organization to which Employer belongs and to the extent possible, establish working relationships with each organization providing or administering Employer medical and disability benefits. E. Other Services 1. Health Education and Wellness Consistent with the Mercy Center holistic philosophy of health care, Mercy Center will offer employees two hours of health education and wellness programs per twelve month period of this Agreement. Additional hours of health education and wellness programs may be purchased at Mercy Center's then current fees for conducting said program. 2. Management Reports Mercy Center will provide quarterly and annual reports. Said reports will aggregate total assessments, consultations and referral sources. Mercy Center will provide no individually identifiable employee or family member information or aggregate statistics from which Mercy Center believes individually identifiable information may be derived. APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM III. RESPONSIBILITIES OF EMPLOYER A. Employer shall print and distribute to covered persons,the employee and family member letters and other information concerning the availability and purposes of the EAP. Employer shall not distribute or otherwise convey these materials to any individual or entity except as provided in this Agreement nor distribute any written materials which refer to Mercy Center, unless prepared by Mercy Center, or prepared by Employer with the written approval of Mercy Center. B. Employer will provide Mercy Center current information regarding the Employer's medical and disability plans and keep Mercy Center apprised of any changes to said plans. C. Employer will require its management and supervisory personnel to attend the appropriate EAP education seminars. D. In accordance with the Policy Statement and Supervisor's Manual,Employer shall encourage covered persons to utilize the EAP assessment and referral services. E. Employer shall implement the EAP in conjunction with its own personnel policies and procedures,offering EAP services to its employees on a voluntary basis and as part of, but not as substitute for,Employer's disciplinary procedures. F. Employer shall utilize Mercy Center as its sole provider of EAP services during the term of this Agreement. IV. OWNERSHIP AND CONFIDENTIALITY OF EAP RECORDS All information obtained and records created as a result of any communication between covered persons and Mercy Center shall remain confidential and the sole property of Mercy Center. Said information and records shall be released only with the appropriate written consent of the individual covered person as otherwise authorized by law. V. RELATIONSHIP OF THE PARTIES Mercy Center and Employer shall remain independent contractors and Mercy Center's responsibilities to Employer are expressly limited to those set forth in this Agreement. This Agreement shall not be deemed to establish any relationship of employment between Mercy Center and covered persons. No service provider to whom Mercy Center refers a covered person shall be deemed to be an agent or employee of Mercy Center by reason of this Agreement. Each service provider shall establish its own independent relationship with Employer, employee or family member . APPENDIX E RESOLUTION#1996-10-EMPLOYEE ASSISTANCE PROGRAM VI. INSURANCE AND INDEMNIFICATION A. Mercy Center for Health Care Services is a not for profit Illinois Corporation and is self-insured. Employees in the performance of their jobs are covered under the hospital insurance. B. Each party to this agreement shall indemnify and hold harmless, its officers, directors, employees, and agents from and against any and all liability, damage, expense, loss, cost, claim, cause of action, suit or judgment, including the cost thereof and attorney's fees, which they or any of them may suffer, incur or sustain, or for which any of them may become liable as a result of any act or omission, or alleged act or omission of Employer, its officers, directors, employees and agents EXHIBIT B I. FEES A. In consideration for the services provided by Mercy Center pursuant to this Agreement, Employer shall pay Mercy Center$25.00 per employee per each 12 month term of this Agreement. Initial payment shall be made upon completion of training and quarterly thereafter B. For purposes of paragraph 1.A.,the total number of employees shall be the total number of employees on the payroll of Employer on the effective date of this Agreement,which number Employer represents equals 41. Employer shall notify Mercy Center each time its total number of employees increase by ten percent (10%)or more, and shall pay Mercy Center an additional fee for each additional employee at a prorated fee of$25.00 per employee per 12 month term. Upon request, Employer shall furnish Mercy Center with satisfactory evidence of the total number of such employees employed by Employer upon the signing of this Agreement, at the beginning of each renewal term and upon the reasonable request of Mercy Center, said requests not to exceed three(3)per year. C. It is expressly understood and agreed that the charges stated herein are exclusively for the services of Mercy Center provided pursuant to this Agreement.Fees and charges for services provided by a service provider, including Mercy Center as a service provider,will be as established between the covered person or Employer and the service provider. APPENDIX F UNITED CITY OF YORKVILLE DRUG-FREE WORKPLACE POLICY DRUG-FREE WORKPLACE POLICY Illegal drugs and the abuse of legal drugs in the workplace are a significant danger. They impair safety and health,promote crime, lower productivity and quality and undermine public confidence in the work City employees undertake. The City prohibits drug and alcohol impairment and the illegal use of drugs in the workplace. Under the federal and state Drug-Free Workplace Acts, 41 USC 701, et seq.,and ill. Rev. Stat. 1992, ch. 127,par. 132.311 et seq., in order for the City to be considered a"reasonable source" for the award of federal or state grants, it is appropriate to adopt the following policy: A. Any location in which City business is conducted,whether at this or any other site, is declared to be a drug-free workplace. All employees are absolutely prohibited from unlawfully manufacturing, distributing, dispensing,possessing or unlawfully using controlled substances or alcohol, as defined in the federal and state Drug-Free Workplace Acts, in the workplace. B. Employees are expected and required to report to work on time in appropriate physical and mental condition to perform duties of their jobs. C. Employees have the right to know the dangers of drug abuse in the workplace,the City's policy about them and what help is available to combat drugs problems. Employees needing assistance in overcoming drug abuse problems are encouraged to seek professional assessment,treatment support and aftercare at appropriate outside agencies. Conscientious efforts to seek such help will not jeopardize any employees'job nor will it be noted in any personnel record. However,referral to such programs in no way exempts an employee from discipline for less than acceptable job performance. D. As a condition of employment, each employee shall: 1. Agree in writing to abide by the terms of the Center's policy respecting a drug and alcohol-free workplace; and 2. Agree, as required by law,to inform his or her supervisor of his or her conviction of any criminal drug or alcohol Statute,for a violation occurring on or off City premises, while conducting City business, no later than five (5) days after such a conviction. A conviction means a finding of guilt (including a plea of"no 10 contendere") or the imposition of a sentence by a Judge or jury in any federal or state court, and/or a finding of Court supervision. E. An employee who violates the terms of this policy may be subject to disciplinary action including suspension and/or termination. 1. The city shall take prompt disciplinary action with respect to any employee who violates this policy. In any event,the City shall take disciplinary action APPENDIX F UNITED CITY OF YORKVILLE DRUG-FREE WORKPLACE POLICY with an employee convicted of a drug offense in the workplace no later than thirty(30) days after receiving notice of the conviction. 2. Should the city be a current participant in a federal education program in which the center is the prime grantee and a direct receiver of federal funds, the City shall notify the appropriate federal agency from which the City receives grant monies of the employee conviction within ten(10) days after receiving notice of the conviction. 3. The City may require an employee who violates the terms of this policy to satisfactorily participate in a drug or alcohol abuse assistance or rehabilitation program. ACKNOWLEDGEMENT OF POLICY I acknowledge receiving the City of Yorkville's Drug-Free Work Place Policy and I have read and understand its terms. Printed Name Signature Date APPENDIX G ORDINANCE#1999-12—PROHIBITING SOLICITATION AND ACCEPTANCE OF GIFTS ORDINANCE#1999-12 (REVISED JUNE 9, 1999) AN ORDINANCE OF THE UNITED CITY OF YORKVILLE,KENDALL COUNTY, ILLINOIS,PROHIBITING THE SOLICITATION AND ACCEPTANCE OF GIFTS AND ADOPTING THE STATE GIFT BAN ACT (5 ILCS 425/1 ET.SEQ.; P.A.90-737) WHEREAS,the General Assembly has enacted the State Gift Ban Act (P.A. 90- 737; House Bill 672; 5 ILCS 425/1 et seq.),which became effective on January 1, 1999; and WHEREAS, Section 83 of the Act(5 ILCS 425/83)provides in pertinent part: Within 6 months after the effective date of this Act,units of local government, home rule units, and school districts shall prohibit the solicitation and acceptance of gifts, and shall enforce those prohibitions, in a manner substantially in accordance with the requirements of this Act and shall adopt provisions no less restrictive than the provisions of this Act. WHEREAS, in preparing to meet the mandatory July 1, 1999, deadline, imposed by the Act,the Mayor and City Council of the United City of Yorkville have determined that the Act contains several procedural and substantive defects and several ambiguities and inconsistencies which make compliance with the dictates of Section 83 of the Act difficult and perhaps impossible; and WHEREAS, while the Illinois Municipal League has requested the General Assembly to amend and clarify the Act so Illinois municipalities may have clear guidance in bringing themselves into compliance With the Act, it has become apparent that a legislative response will not be provided prior to the deadline imposed by Section 83; and WHEREAS,the corporate authorities of the United City of Yorkville, Kendall County, Illinois; in an effort to comply with the action required by Section 83, hereby pass and approve this Ordinance to bring the United City of Yorkville, Kendall County in compliance with the dictates of the Act; and WHEREAS,the corporate authorities of the United City of Yorkville strongly encourage the General Assembly to take immediate action to clarify the procedural and substantive provisions of the Act so elected and appointed officials and the employees of Illinois Municipalities will have clear and unequivocal ethical procedures and rules that will control their conduct. NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS, AS FOLLOWS: SECTION 1: The Code of Ordinance of the United City of Yorkville are hereby amended with the addition of the following provisions: 1. State Gift Ban Act Sec. A-101. Adoption of Act. a. The State Gift Ban Act(5 ILCS 425 —) is hereby adopted as required by Section 83 of the Act (5 ILCS 425/83). b. The solicitation or the acceptance of gifts prohibited to be solicited or accepted under the Act is prohibited by any elected or appointed official or any employee of the City. APPENDIX G ORDINANCE#1999-12—PROHIBITING SOLICITATION AND ACCEPTANCE OF GIFTS Sec. A-102. Ethics Officer. To the extent authorized by law and to the extent required by Section 35 of the Act(5 ILCS 425/35),the Kendall County States Attorney is appointed to serve as the "ethics officer" for the City,pursuant to the consent given by the Kendall County States Attorney to serve in that capacity. The ethics officer's duties shall be as provided in Section 35. Sec. A-103. State Legislative Ethics Commission: Complaints. All complaints for violations of the Act and this Ordinance shall be filed with the State legislative ethics commission(created by Section 45 (a)(6)of the Act). Sec. A-104. Future Amendments to State Gift Ban Act. Any amendment to the State Gift Ban Act(5 ILCD 425/1 et seq.)that becomes effective after the passage of this Ordinance shall be incorporated into this Ordinance by reference and shall be applicable to the solicitation and acceptance of gifts. However, any amendment that makes its provisions optional for adoption by municipalities shall not be incorporated into this Ordinance by reference without formal action by the corporate authorities of the City. Sec. A-105. Future Declaration of Unconstitutionality of State Gift Ban Act. (a) If the Illinois Supreme Court declares that State Gift Ban Act(5 ILCS 425/1 et seq.) unconstitutional in its entirety,then this Ordinance shall be repealed as of the date that the Supreme Court's decision becomes final and not subject to any further appeals or rehearings. The Ordinance shall be deemed repealed without further action by the corporate authorities of the City if the Act is found unconstitutional by the Illinois Supreme Court. (b) If the Illinois Supreme Court declares part of the State Gift Ban Act (5 ILCS 425/1 et seq.)unconstitutional but upholds the constitutionality of the remainder of the Act or does not address the remainder of the Act,then the remainder of the Act as adopted by this Ordinance shall remain in full force and effect; however,that part of this Ordinance relating to the part of the Act found unconstitutional shall be deemed repealed without further action by the corporate authorities of the City. SECTION 2: This Ordinance shall be in effect upon its passage, approval and publication as provided by law. APPENDIX G ORDINANCE#1999-12-PROHIBITING SOLICITATION AND ACCEPTANCE OF GIFTS PASSED.this 'a'�` day o 1999. 1-11.03 1.•x•1°�� APPROVED this `a` day o ; 1999 MAYOR PUBLISHED in g et form this day of , 1999, . C CLERK f illy -3- APPENDIX H RESOLUTION#97-8—APPROVED SAFETY POLICY/APPOINTING SAFETY DIRECTOR RESOLUTION#97-8 RESOLUTION APPROVING THE UNITED CITY OF YORKVILLE SAFETY POLICY, AUTHORIZING THE MAYOR TO SIGN THE POLICY STATEMENT AND APPOINTING A SAFETY DIRECTOR WHEREAS,the Mayor and the City Council of the UNITED CITY OF YORKVILLE, deem it to be in the best interest of the City and the Community to adopt a Safety Policy for the City employees;and WHEREAS,the Safety Policy is beneficial to the employees of the City; and WHEREAS, a Safety Director is necessary to implement the Policy. NOW THEREFORE BE IT RESOL VED by the UNITED CITY OF YORKVILLE: 1. The United City of Yorkville Safety Policy dated March 12, 1997, attached hereto and made a part hereof, is hereby approved and adopted. 2. The Mayor is authorized to sign the Safety Policy Statement. 3. The Mayor shall appoint a Safety Director for the Safety Policy with the approval of the City Council each year at the time of appointment of all other City appointed positions. The Safety Director is granted authority to implement and enforce the provisions of the Policy pursuant to the guidelines set out in the policy. 4. The Safety Policy is hereby made an addendum and part of the City Employee Manual. 5. Any Safety Committee required by the Safety Policy to be made up of department heads, shall be appointed by the Mayor with the approval of the City Council. These appointments shall be made yearly at the time the Mayor makes his regular City appointments. APPENDIX H RESOLUTION#97-8-APPROVED SAFETY POLICY/APPOINTING SAFETY DIRECTOR PASSED APPROVED this dig of . I . ATTEST: CITYCLERK LAW Offia ofDadd L Xmw 1107A S.sndgo S#, Yock Ant,ML 60mo APPENDIX H RESOLUTION#97-8—APPROVED SAFETY POLICY/APPOINTING SAFETY DIRECTOR UNITED CITY OF YORKVILLE SAFETY POLICY Prepared by J. T. Johnson Director of Public Works for the UNITED CITY OF YORKVILLE,ILLINOIS 111 West Fox Street, Suite 3,Yorkville,Illinois,60560 March 12, 1997 UNITED CITY OF YORKVILLE SAFETY POLICY STATEMENT It is the policy of the City of Yorkville to plan safety, loss control, and operating efficiency in all aspects of our operations. We will afford every incentive, both moral and financial within budgetary constraints,to minimize the hazards that adversely affect the safety of our personnel, the security of our property, and the well-being of members of the public, exposed to our operations and personnel. In response to these incentives, we will promote achieving as high a degree of safety and loss control as possible. Our plan includes measures that are designed to eliminate, reduce, or control the various hazards and exposures which cause incidents to occur. This includes training of our personnel at all levels of responsibility in necessary safety and loss control practices. Responsibility for accident prevention and loss control will be delegated to each person in the organization the same as he or she is delegated responsibility otherwise as part of their job function. Management will expect all employees to have a positive attitude about safety and loss control. We feel that our goal of high safety awareness and reduction of losses is an honorable one. Therefore, we sincerely solicit the collective support of everyone in our organization to achieve this goal. The Mayor and City Council of the United City of Yorkville fully supports this organization's Safety Awareness and Loss Control Program. Mayor Robert mill,ison L71 7 APPENDIX H RESOLUTION#97-8—APPROVED SAFETY POLICY/APPOINTING SAFETY DIRECTOR EMPLOYEE SAFETY RESPONSIBILITY TO ALL EMPLOYEES: As a member of our organization you automatically accept a moral obligation to your fellow employees and an economic obligation to the organization to see that operations under your care, custody, and control are carried out in an efficient and safe manner. Along with other responsibilities, safety consciousness must always exist in your thinking and planning. Because of this obligation, you must not only prevent obvious unsafe acts on your part but you must anticipate potential hazards and alert other employees if any work performed is perceived to be unsafe, to the best of your ability. After an accident occurs, it is too late to prevent it. All employees must recognize that working in an unsafe manner is counter productive. Most important, each employee is encouraged to demonstrate leadership ability by setting a good example. DEPARTMENT HEAD RESPONSIBILITY As with the Safety Executive Manager, The Department Heads'primary role is leadership. These individuals are ultimately responsible for the Loss Control performance of their individual departments. Therefore the Department Heads'must develop in their supervisors and employees a high degree of performance in loss control work. They should: • Set performance standards for the various work areas, stressing safety and loss control awareness. • Evaluate supervisors according to performance standards. • Assist members of the Accident Review/Safety committee to uphold a high degree of safety. • Assist on accident investigations of serious accidents. • Conduct periodic (quarterly)tours of department facilities for adequate safety practices. SUPERVISORY RESPONSIBILUTIES Each Supervisor shall have the full authority to maintain a safe and healthful working condition within his or her jurisdiction. Whether it be in the field, in the shop, or in the office,personnel problems and hazards vary from department to department, it is expected all supervisors will work at all times to control injuries. They should: • Assume full responsibility for safety and healthful working conditions for his or her employees while they are under his or her jurisdiction. APPENDIX H RESOLUTION#97-8—APPROVED SAFETY POLICY/APPOINTING SAFETY DIRECTOR • Insure that all management policies and procedures herein are fully implemented for maximum efficiency of each job. • Take the initiative in recommending correction of deficiencies noted in facilities, work procedures, employee job knowledge, or attitudes that adversely affects loss control efforts. • Insure that each employee is fully trained for the job he/she is assigned to do,that he/she is familiar with published department work rules, and certifies in writing that he/she understands compliance is necessary. • Takes affirmative action upon safety suggestions and continuously demonstrates concern over the entire safety program and sets a good example by working safely himself. • Observes working conditions and methods to prevent the development of unsafe working practices. • Investigates thoroughly the causes of all accidents and takes corrective action. • Insures all accidents are properly reported,regardless of the extent of injury or property damage. • Instructs all employees regarding disciplinary policies for violation of safety rules and insures .impartial positive enforcement. • Supports the Safety Committee in the promotion of the Committee's activities. DUTIES OF THE SAFETY DIRECTOR The Safety Director should be management's representative in all safety activities and develop, implement, and administrate the complete Safety Awareness/Loss Control Program in accordance with management's policies. The duties include,but are not limited to,the following guidelines: • Provide the leadership and stimulation necessary to assure and maintain full employee interest and participation. • Become familiar with all job operations to assure and maintain full employee interest and participation. • Organize a safety committee composed of department heads. The Safety Director should be a permanent member of this committee. • Encourage and coordinate the safety training activities for all departments. • Establishes the procedures for the completion and handling of all accident reports and follow-up. • Organizes a self-survey schedule for all departments. • Cooperates and assists the City of Yorkville's chosen Safety Awareness/Loss Control Consultant on all survey tours and service calls. • Reviews and selects applicable safety materials for display or distribution. • Advises management on the development and progress of the Loss Control Program. APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY UNITED CITY OF YORKVILLE VEHICLE POLICY ADOPTED 02-10-2004 I. SCOPE A. To describe the policies and procedures pertaining to vehicle use. This policy will be adopted to maintain a consistent and legal operating system for all United City of Yorkville vehicles. The Mayor, City Administrator and Police Chief, will oversee each Department Head's enforcement of this policy and its procedures. Department Heads will supervise the procedures within their own departments. II. POLICY A. The vehicles will be used and maintained under the terms of this policy as written. Responsibility and control of the vehicles will remain with each Department Head in the United City of Yorkville. . B. The purpose of this policy is to make it absolutely clear to all employees that the United City of Yorkville is very concerned about motor vehicle safety and proper care of city equipment. The United City of Yorkville vehicles are to be used only for transporting equipment, employees and city affiliated personnel while conducting city business. III. CRITERIA A. An employee, a person whom receives a payroll check from the United City of Yorkville, when authorized by a Department Head, may operate a city vehicle. Department Heads shall provide a monthly report, to the Administration Committee on vehicle usage. B. City Affiliated Personnel, City Council, Board Members, and Mayor, (when authorized by a Dept. Head), may operate a city vehicle to conduct city business. A City vehicle (any vehicle owned or leased by the United City of Yorkville) will be operated only by an authorized person who possesses a valid Illinois State Drivers License of proper classification for the vehicle being-driven/operated, vehicle insurance, and a good driving record. A copy of the driver's license must be placed in the employee's personnel file. C. Current Employee Driving Standard. Employees who currently drive a city vehicle or their own vehicle on city business must maintain a valid driver's license, vehicle insurance and with a good driving record. The city recognizes that drivers who consistently violate state motor vehicle codes expose themselves and the community to potential bodily injury and/or property damage. D. The following identifies High Risk drivers. Employee drivers would be considered HIGH RISK if they have had any of the following: 1 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY 1. Two or more moving violations within a 12-month period. 2. One moving violation and one.preventable accident while driving a city vehicle within a 12 month period. 3. Any combination of moving violations or preventable accidents while driving a city vehicle within a 24 month period totaling more than three. Employees designated as high risk will be required to participate in a driver improvement course recommended by the Yorkville Police Department and are subject to being excluded from driving a city vehicle. IV. PROCEDURES INDEX BY DEPARTMENT A. General Procedures For All Departments 1. All Employees will receive, understand and abide by the rules and regulations of this policy. 2. City vehicles are to be used for conducting City business only. Personnel assigned as "on call" are authorized 24-hour use of their assigned vehicles to increase command presence in the field, allow for immediate communications capabilities and/or enhance the overall operation. 3. City vehicles authorized for 24-hour use are to be used for commuting to and from work or when performing official City duties. They are not to be used for personal purpose (other than de minimis personal or approved medical), nor for the transportation of anyone other than City employees or people working with or for the City in an official capacity. 4. Only City employees and affiliated personnel are to be transported in City vehicles, unless their presence is necessary for City business. 5. Drivers must be thoroughly familiar with and follow all State and Federal regulations governing the particular type of motor vehicle they are operating. 6. The use of seat belts in all vehicles for any individual present in a City vehicle. Any individual utilizing a City vehicle must use a seat belt. 7. Headlights will be turned on whenever windshield wipers are needed. 8. Vehicles should be kept neat inside and outside and every precaution must be taken to prevent debris from being blown or falling off trucks or from being discarded by vehicle occupants. Vehicle windows shall be closed and doors locked when not in use. 9. All damage to vehicles must be reported to the Department Head immediately. 10. Employees who are involved in a traffic accident with a City vehicle or while operating their personal vehicle on City business, must report the accident to their Department Head as soon as possible after the incident, but no later than 24 hours after the incident. Furthermore, the local police department must be contacted to request a police report to be made anytime the accident involves collision, property damage, and/or personal injury. 11. It is the driver's responsibility to see that the vehicle is inspected for oil and gas and report any mechanical failures to the Department Head. The driver will follow any 2 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY additional instructions given by the Department Head as to cleaning and gas. A Vehicle Service Record should be completed showing any service done on the vehicle. 12. Department Heads are to provide to the administration Committee a monthly report on vehicle usage. 13. Engines are to be warmed up in the winter before driving the vehicle. 14. First aid kits and fire extinguishers must be kept in each vehicle and can be found behind or under the seat, or in the trunk of each vehicle. Let a Department Head know when refills are needed. 15. At no time shall anyone drive any City vehicle while intoxicated or under the influence of any illegal drug(s) or alcohol. 16. Abuse of vehicle privileges may result in disciplinary action. B. Administration 1. Employees given the privilege of use of the City owned vehicle to and from his/her residence will complete a Vehicle Agreement Form to be kept in their personnel file. 2. Employee will conform to any I.R.S. rulings with regard to use of vehicles for to/from commute. 3. Any employee assigned a vehicle for use during business hours will comply with all general procedures. Any emergency exceptions must be approved by the Mayor. a. The assigned vehicle will be parked at the employee's work location during off hours. b. The employee will abide with all other provisions of this policy. c. Any long term use exception would require City Council approval. C. Recreation Department 1. No Recreation Department vehicles are to be used for personal use. All vehicles will be kept at Recreation facilities over night, unless special permission is obtained from the Park Board. 2. Vehicles will be washed as designated on assignment schedules. All vehicles will be maintained according to the manufacturers' recommendations, and monitored by supervisors and/or Directors. 3. A mileage form is available in the recreation vehicle and will be completed by the driver for each trip. A vehicle use form will be completed for each trip that entails a full day. Employees must obtain permission for day trips from the Director two weeks in advance, if possible. Any Park Board member, Council member and/or City employee must also give two weeks notification prior to the date needed, to avoid scheduling conflicts with the departments. D. Parks Department 1. Parks Department employees are required to have a minimum of a "Class C" Commercial Drivers License as established by the State of Illinois Standards for 3 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY Drivers License requirements. A copy of this license must be placed in the employee's personnel file. 2. Parks Department employees shall abide by the Drug/Alcohol Abuse Policy for Commercial Licensed Drivers as adopted and revised from time to time. 3. Under certain emergency situations Department Heads may grant the use of a City- owned vehicle to employees to drive to their residence in order to expedite their return to the City work force to work on the ongoing emergency (i.e.: severe snow storm). E. Public Works Department 1. Public Works employees are required to have a minimum of a "Class C" Commercial Drivers License as established by the State of Illinois Standards for Drivers License requirements. A copy of this license must be placed in the employee's personnel file. 2. Public Works employees shall abide by the Drug/Alcohol Abuse Policy for Commercial Licensed Drivers as adopted and revised from time to time. 3. Under certain emergency situations Department Heads may grant the use of a City owned vehicle to employees to drive to their residence in order to expedite their return to the City work force to work on the ongoing emergency (i.e.: severe snow storm). F. Police Department 1. Policy. To comply with State law and court defined constitutional limits of reasonableness which govern the operation of police vehicles. 2. Purpose. To insure that department personnel operate authorized emergency vehicles with due regard for their own safety and the lives and property of every citizen. 3. Definitions a. Emergency: when a police officer reasonably believes that there is imminent probability of death, personal injury or loss or destruction of property occurring, and the immediate action of that officer may avert or reduce the seriousness of the situation. b. Due Regard: that a reasonable careful police officer, performing similar duties and under similar circumstances, would act in the same manner. C. Motorized Pursuits: an active attempt to stop a moving motor vehicle that is resisting apprehension by: 1.) Maintaining or increasing speed, and/or 2.) Ignoring an officer's signal to stop, and/or 3.) Taking such evasive actions or maneuvers so as to prevent apprehension. d. High-Speed Pursuit: motorized pursuit at speeds that exceed the legal speed limit. e. Police Vehicle: any department-owned motor vehicle, in authorized use, or any vehicle authorized by the chief of police or his designated subordinate 4 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY for use by a department member acting in the lawful capacity of police officer. f. Deadly Force: any force likely to cause death or great bodily harm. g. Reasonable Belief: what an ordinary and prudent person, in the same or similar circumstances would believe, based on his/her knowledge of the facts as they existed at the same time of the event. 4. Operation of Emergency Vehicles a. Police officers responsibility 1.) All sworn officers shall be familiar with and shall comply with all sections of the state laws which apply to the operation of emergency vehicles. 2.) The special privileges accorded by law to emergency vehicles are only effective when the vehicle is readily identifiable as an emergency vehicle. 3.) Unmarked police vehicles shall not be operated as an emergency vehicle unless equipped with and utilizing a flashing red light and an audible siren. 4.) Police officers assigned to emergency calls shall monitor their police radios and shall acknowledge all communications conveyed to them by the communications officer or supervisor in charge. b. Assigned officer(s) shall respond to emergency calls rapidly but with a due regard for the safety of life and property. 1.) Use of emergency lights: emergency lights shall be activated when responding to emergency calls to avoid conflicts which may occur at intersections, in heavy traffic, or in areas of restricted view. 2.) Use of siren: the siren shall be activated to avoid conflicts which may occur at intersections, in heavy traffic, or in areas of restricted view. 3.) Speed: authorized vehicles shall not be operated at a speed that may cause loss of control of the vehicle or endanger life or property. Speed shall be reduced when approaching intersections and other area of conflicts. 4.) Spotlight: spotlights on the police vehicle shall not be used as a means for clearing traffic nor shall they be directed at windshields of oncoming traffic. Spotlights shall not\be used in lieu of authorized emergency lights. C. Special considerations 1.) Upon approaching the immediate area of criminal activity, an officer may avoid announcing his/her arrival by turning off .emergency equipment and headlights at night, but only when such maneuvers can be employed without endangering persons or property. 2.) Although adverse reaction may result from the use of sirens at night in residential areas, the safety of the officer and the public is not abridged by the time of day and far outweigh any inconvenience which may occur. 5 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY d. Supervisor's responsibility: The on duty supervisor shall monitor and coordinate the assignment and response to emergency calls. 1.) Supervisors shall evaluate circumstances given which would justify an emergency call assignment, assist communications officers in evaluating such circumstances, and shall intervene when assignments given by the communications officer do not correspond to the circumstances. 2.) Supervisors shall monitor officer response to emergency calls to ensure compliance with department policy, officer and public safety, and efficient department response to emergency scenes. 5. Pursuit Driving a. Department Position 1.) Law violators shall be pursued and apprehended whenever feasible under existing circumstances. A pursuit shall be terminated whenever the risks of the officer's safety of others, outweigh the danger to the community if the suspect is not apprehended. 2.) Officers shall weigh the seriousness of the violator's suspected crime against the potential for death or injury and the duration and the overall distance that may be traveled if the pursuit continues. 3.) When attempting to stop an offender who has not begun to flee, the police officer should try everything within his/her authority, keeping in mind his/her personal safety, to apprehend the suspect without resorting to a high-speed chase. This would include the use of the public address system and/or the spotlight or waiting until the subject parks or stops at traffic light before activating the light and/or siren. b. Officers responsibility: the decision to begin, responsibility for continuation and the method of pursuit rest primarily, but not solely with the individual officer(s) involved. Although the law does not prevent officers from exceeding the posted speed limit while engaged in pursuit, it does hold officers criminally and civilly responsible for their actions. 1.) Only police vehicles equipped with audio and visual emergency equipment shall enter into pursuit. It is the officer's duty to be reasonably sure his/her police vehicle is mechanically sound before entering into a pursuit. 2.) The pursuing officer has the responsibility to terminate a pursuit at any time, if in the officer's judgment, the risks outweigh the seriousness of the offense or if anyone's life is being unduly, threatened by the act undertaken. The officer may terminate pursuit without threat of any imposition of discipline or censure. 3.) The following should be considered. a.) Is the pursuit undertaken with due regard for third parties? b.) Does the seriousness of the crime warrant the pursuit? c.) What is the likelihood of apprehension? d.) What are the roadway,traffic, and pedestrian conditions? e.) What are the weather conditions? 6 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY f.) What is the geographical location, (residential, business, commercial, school, etc.)? C. State Law permits police officer who engages in a pursuit to, based upon the reasonableness of their actions, exceed the speed limit and disregard other traffic regulations. d. Emergency lights and siren shall be activated during the pursuit to ensure utmost safety to the officer and all others. e. When approaching an intersection where signal lights or stop signs control the flow of traffic,the officer shall: 1.) Decelerate and be prepared to apply brakes, stopping if necessary. 2.) Enter the intersection only when safe to precede and at a reduced rate of speed so as to make cross traffic aware of the officer's presence. 3.) Resume pursuit speed only when safe to do so. 4.) Emergency lights and siren requests right-of-way and does not afford absolute right to disregard traffic signals or devices (red lights, stop signs, etc. ) f. Officers who become engaged in a pursuit shall notify communications of the following, as soon as it is practical to do so: 1.) Suspect vehicle license plate number. 2.) Starting location and direction of travel. 3.) Vehicle, driver and occupant(s) description. 4.) Nature and severity of the offense warranting the pursuit. 5.) Known possession of weapons and their types. 6.) Continuing updates of direction. 7.) Request for additional units and their positioning. g. Officers shall not cause intentional contact between their vehicle and the vehicle being pursued nor shall they maneuver along side or in front of their vehicle being pursued or into any position or potential collision with a pursued vehicle. h. Officers shall not attempt to stop a fleeing vehicle by shooting at it. i. Officers shall not continue pursuit into another jurisdiction without advising communications. 1.) Whenever possible, the Illinois State Police Emergency Network (ISPERN) shall be used during the pursuit. j. Officers shall not pursue a fleeing vehicle that leaves the roadway without permission from a duty supervisor. k. Assisting officer(s): all other members of the department shall refrain from entering an ongoing pursuit unless directly assigned by communications or a duty supervisor. 1.) Officers involved in a pursuit shall not attempt to converge upon or pass the primary pursuit unit unless requested to do so by the primary pursuit unit. 2.) Caravanning behind the pursued vehicle is discouraged. Whenever possible assisting units should try and parallel the pursued unit on a side street. 7 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY 3.) Officers should exercise discretion in radio usage so that the radio airway can be kept open for the primary pursuit unit. 1. Supervisor responsibility: the on duty supervisor upon being advised of or becoming aware of a pursuit shall be responsible for the following: 1.) The number of personnel assigned to the pursuit, allowing for proper police coverage throughout the remained of the city. 2.) Monitoring the pursuit's beginning and continuing locations. 3.) Ordering termination of the pursuit to prevent risk and to ensure the safety of others, the public and the violator(s). Termination of a pursuit may be based upon, but is not limited to any of the following: a.) The severity of the offense(s) and the possible ultimate use of deadly force. b.) The length of pursuit time. c.) The roadway and weather conditions. d.) The time of day. e.) The geographical location (residential, business, commercial, school, etc.) f) The probable destination. 4.) Intervening and changing any incorrect assignment or misuse of police personnel involved in the pursuit. m. Reporting procedures and post-pursuit analysis 1.) Officers involved in the pursuit shall prepare the required police reports and citations. 2.) Additionally, the post-pursuit analysis form (Appendix A) shall be completed by the officer issuing the citations and attach it to the appropriate reports or case file. 3.) During report preparations, special care shall be given to the legal requirements listed in the Illinois Vehicle Code (Chapter 95 1/2), Section 11-205b which sets forth the parameters within which emergency and pursuit driving can take place. 4.) Officers shall adequately report all elements and facts of the pursuit, .making sure to document a description of the emergency vehicle, the nature and severity of the emergency or violation and all due caution afforded to unintended third parties or property. n. Roadblocks 1.) Under certain circumstances,the blocking or barricading of roadways by means of police vehicles, barriers or obstacles may become necessary. Since there are legal consequences and inherent dangers associated with this course of action, roadblocks must be undertaken with due regard for the safety of third parities as well as the fleeing motorist. 2.) Moving roadblocks are strictly prohibited. 3.) The on duty supervisor shall be responsible to authorize and control all types of roadblocks. 8 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY o. Pursuit Roadblocks: 1.) Fixed roadblocks shall be used as a last resort to apprehend a fleeing motorist who is wanted for a violent felony and who constitutes an immediate, serious threat to the safety of officers and third parties. o High visibility shall be maintained. o Roadblocks shall be well lighted by means of interior and exterior lights, road flares and other available lighting equipment. o Spotlights shall be used to illuminate the area but shall not be used to blind the vision of oncoming drivers. o Placement shall: (1) Be on a flat, straight roadway, whenever possible. (2.) Allow all approaching vehicles ample time to stop safely. (3.) Be sure that public endangerment is limited by avoiding, if possible, certain areas (schools, gas stations, blind hills, busy intersections etc.) o All personnel shall be clear of the roadblock and blocking vehicles by maintaining a safe distance. o When a roadblock is initiated, a safety lane or escape route shall be provided. p. Traffic checkpoint roadblocks shall: 1.) Control traffic in and out of major crime scenes. 2.) Control access in and out of the scene of a major disaster or emergencies. 3.) Not be employed as means of general or specific traffic enforcement unless authorized by the chief of police. 4.) Afford consideration for traffic speed at the roadblock, sight stopping distance and maintaining orderly traffic flow. 5.) Be staffed with sufficient manpower to properly check traffic without causing undue congestion. 6.) Provide that detained subjects shall be removed from the flow of traffic. q. Road hazard roadblocks -marked and semi-marked vehicles only. r. All officer shall take immediate action to set up a roadblock and shall notify a duty supervisor via communications, in the event that a roadblock must be set up to protect the public from potential hazard (flooding, traffic accidents, power lines down, etc.) S. The duty supervisor shall assess each situation as soon as possible and control the function and duration of the roadblock, consistent with the hazard involved. t. The roadblock shall be removed only by authority of the duty supervisor, upon notification by the officer that it is safe to do so. 6. Assistance to Foreign Police Agencies Assistance to foreign police agencies involved in a pursuit or conducting a roadblock shall be authorized through a duty supervisor under the provisions of Sections 3 and 4 of this order. 9 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY Approved by: Date: zo?1, 6/V LK4ayor Attest: Date: City Clerk 10 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY Department Name: Employee Name: Vehicle Number: UNITED CITY OF YORKVILLE,ILLINOIS VEHICLE AGREEMENT FORM This agreement describes the conditions and terms under which an employee of the United City of Yorkville is permitted the use of a City-owned vehicle for City business only. Full Name: Department Name: Residential Address: Home Phone Number: Work Phone Number: Driver's License Number: Social Security Number: The following information pertains to the City owned vehicle assigned to the above employee for official City business only. CITY VEHICLE NUMBER: MAKE: MODEL: YEAR: VEHICLE IDENTIFICATION NUMBER(VIN): ODOMETER READING: ROUND- TRIP COMMUTE MILES: I have read in full and understand the terms and conditions contained within this Vehicle Agreement(attached) and,by my signature below, I agree to said terms and conditions. Signature Date 11 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY UNITED CITY OF YORKVII.,LE MILEAGE REPORT FORM (Please keep form in vehicle) *Push in trip button to reset trip mileage before and after use Driver Date Activity Miles T..'-- T_�._ A _I'__'.__ L.f_1__ Driver D LG tILAIVILy iwiiw Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles Driver Date Activity Miles 12 APPENDIX I REVISED 2/10/04 UNITED CITY OF YORKVILLE VEHICLE POLICY UNITED CITY OF YORKVILLE VEHICLE USE FORM *Push in trip button to reset trip mileage before and after use Driver's Name: Driver's Signature: Date(s) Department: Vehicle Use (Activity) Total Mileage: Inspection of Vehicle Before Trip: Inspection of Vehicle After Trip: Damage: Mechanical Difficulty: Oil/Fuel on Departure: FULL 3/4 '/2 I/4 EMPTY Oil/Fuel on Return: FULL 3/4 '/s '/4 EMPTY 13 APPENDIX r E-MAIL,VOICE MAIL, COMPUTER,AND OFFICE EQUIPMENT POLICY E-MAIL,VOICE-MAIL, COMPUTER,AND OFFICE EQUIPMENT POLICY ACKNOWLEDGMENT FORM I understand that all computers and electronic communication systems and all information transmitted by, received from, or stored in these systems are the property of the City. I also understand that these systems as well as all other office equipment are to be used solely for job- related purposes and not for personal purposes, and that I have no expectation of privacy in connection with the use of this equipment or with the transmission, receipt, or storage of information in this equipment. I agree not to use a code, access a file, or retrieve any stored communication unless authorized. I acknowledge and consent to the City monitoring my use of this equipment at any time at its discretion. Such monitoring may include, but is not limited to, printing up and reading all E-mail, computer data files or voice mail entering, leaving, or stored in these systems. Name of Employee(Please Print) Employee's Signature Date Name of Management Witness(Please Print) Signature of Witness Date APPENDIX K UNITED CITY OF YORKVILLE EMPLOYEE FAMILY AND MEDICAL LEAVE REQUEST UNITED CITY OF YORKVILLE EMPLOYEE FAMILY AND MEDICAL LEAVE REQUEST Date: To: Department: From: Department: I would like to notify you of my need to take family/medical leave due to: Leave to begin on: and to continue until on or about: Signed: (Employee Signature) (a) Unless otherwise stated or otherwise required by law, length of service shall not accrue for an employee who is on an approved non-paid leave status. Accumulated length of service shall remain in place during that leave and shall begin to accrue again when the employee returns to work on a pay status. Unless otherwise stated, an employee returning from leave will have his seniority continued after the period of leave. (b) Time spent on extended, unpaid leaves of absence may not be counted as creditable service for pension purposes. Further, if an employee goes on an approved, unpaid leave of absence for a period in excess of thirty (30) calendar days and wishes to continue to be covered by the City's health or life insurance, he or she will be responsible for payment of the total monthly insurance premiums unless otherwise provided by law. (c) It is the policy of the City-NOT to request the City Council to grant IMRF Pension Credit and Death and Disability Protection Leave Authorization for an employee going on unpaid discretionary leave of absence. (d) Upon return,the City will place the employee in his or her previous assignment, if vacant; if not vacant; the employee will be placed in the first available assignment according to the employee's seniority, where skill and ability to perform the work without additional training is equal. If, upon the expiration of the leave of absence, there is no work available for the employee or if the employee could have been laid off according to his seniority except for his leave, he or she shall go directly on layoff. (e) Employees will maintain their employment status and previously accrued benefits while on approved paid leave. Except where otherwise noted, employees will continue to accrue benefits during the time they are on approved paid leave from City service. Employer Response to Employee U.S. Department of Labor Request for Family or Medical Leave Employment Standards Administration (Optional Lbe Form—See 28 CFR§825.3!}!) Wage and Hour Divider (Family and Medical Lem Act of 1993) Date: OMB No.:1215-0181 Expire a:07131/03 T ' . (fyllpbYll'l�) From, (Name or APPqMWo fmploy-RW--fafrrd) Subject: REQUEST FOR FAMILY/MEDICAL LEAVE On ,you notified us of your need to take famAy/medical leave due to: P&W ❑ The birth of a'child,or the placement of a child with you for adoption or foster care;or ❑ A serious health condition that makes you unable to perform the essential functions for your job:or ❑ A serious health.condition affecting your ❑ spouse, ❑ child, ❑ parent,for which you are needed to provide care. You notified us that you need this leave beginning on and that you expel . leave to continue until on or about (DOW. Except as explained below,you have a fight under the FMLA for up to 12 weeks of unpaid leave in a 12-month period for the reasons-listed.above. Also, your health benefits must be maintained during any period of unpaid leave under the same conditions as K you continued to work, and you must•be reinstated to the same or an equivalent job with the same pay,benefits,and terms and condition of employment on your return from Ism. If you do not return to work following FMLA-leave for a reason other than:(1)the continuation,recurrence,or onset of a serious health condition which would entitle you to FMLA leave; or (2) other circumstances beyond you control,you may be required to reimburse us for our share of hesM Insurance premiums paid on your bow during your FMLA Ism. This is to inform your that:(j*a q*rgp ws emn;.sw worm�dJ 1. You are ❑ eligible ❑not eligible for leave under the FMLA. 2. The requested leave ❑will ❑will not. be counted against you annual FMLA leave entitlement 3. You ❑ will ❑ will not be required to famish medical certification of a serious health condition. If required, you must furnish certification by misw deft) (must be at least 15 days after you are notified of this requirement),or we may delay the commencement of your leave unto,the certification is submitted. 4. You may sled to substifiute accrued paid leave for unpaid FMLA leave.We ❑will ❑will not require that you substitute accrued paid leave for unpaid FMLA leave. if paid leave w40 be used,the following conditions will apply:X vfa" farm WF4J81 Pm.June IM7 S.(a)If you normally pay a portion of the premiums for your health insurance,these payments will continue during FM ve the period of LA leave.Arrangements for payment ha been discussed with you,and it is agreed that you will make premium payments as follows:(Set kdh dates,e.g.,Me 1M of each month,or Pay Periods, etc. that specitkaffy cotw lire apraefrfent w8h the employee.) (b)You have a ndnim.um 30-day(or,h1ditste bnger-Perms if applicable)grace period In which to make premium payments.If payment Is not made timely,your group health insurance may be cancelled,provided we notify you in writing at least 15 days bore the date that your Health coverage will lapse,or,at our option,we may pay your share of the premiums during FMLA leave,and recover these payments from you upon your return to work.We' will ❑ ❑will not pay your share of health insurance premiums while you are on leave, (c) we ❑ will ❑ wui not do the same with.other benetits (e.g.. life Insurance. disability insurance, etc.) while you are on FMLA leave.If we do pay your premiums for other bensills,when you return from leave you ❑will ❑ wlu not be expected to reimburse us for the payments made on your behalf. B. You ❑ will ❑ will not be required to present a fltnessda-duty.certificate prior to being restored to empkormenL If such certification Is required but not received, your return to work may ba delayed until certification is providrd. 7.(a)You ❑are 13 we not a'key employee as described in 1 825.217 of the FMLA regulations. If you we a 'key employer:'restoration to employment may be denied fallowing FMLA Ism on the grounds that such restoration will cause substantial and grievous economic injury to us as discussed in g 825219. (b)we ❑have 'E3, have not determined that restoring you to employment at the conclusion of FMI.A leave will cause substantial and grievous economic harm to us. (Explain(a)enamor(b)below. See§825.279 of the FPAA reguladona) 8. While on leave,you ❑will❑ will not be required to furnish us with periodic reports every (kXNC@s irUervel ofPertodic MPoft,as appropriate for the parfkularift"altos ion) of your status and indent to rehrn to work(see§825.309 of the FA&A/eguisdons).If the circumstances of your leave change and you are able to return to work earlier than the date indicated on the reverse side of thIntenis rm,you work.I 13 will not be required to notify us at least two work days prior to the date you to report to 9. You ❑will ❑will not .be required to famish r cation relating to a serious health condition.(Explain below. ff necessary, induaHng the interval between oerHAeadons as prescribed in§825308 of the FMLA . regulations.) TNaaapdorW tree ram may t»uad to ud*mard"r'PbYw ragrdrsmar>b to P�ft fit—�B FULA ban Wth VAUmt rtotcs dat>>ttna expectations and dit"— of the—Pbyae an0 MY mr>sagtatr>rba d a fSk" b moat then obUps0 w tze CRR ers.M 1.) Nor:Po wn are not nwArad oo ri�pm to to aatadlar of wbnnown unma it dhplaya a ctarw>ty Vold ONG aw"ntarbw. Public Burden Statement We SmUnWs dpi R VM take an awr99e of 5 mlmrtea to conWW rids Wke"an of btamstlon,�>0 an trip ft WAVAV kwAWWM. sprdWta alt ng dab souraaa,9sawft and mabMahft rip data rtasdad,and aanpimm and nNawtnp rip amoaSon d Irdprnp- d you. haw any ao wwft now"thN bwdan simple w any cow at> d of uo r, u,, t d vdjo[ ffibrt, mdu*v su998stlans fw rednft OW burden.son -dWn to rip Adtdnldatw,Wage and Nam bNhbn.napwbmd of kabw. Roan 5-3507.200 coranhow AVWWO,N.W... Weft mt-0•C=10. DO NOT SEND THE COMPLETED FORM TO THE OFFICE SHOWN ABOVE APPENDIX L RESOLUTION#2001-31 —CREDIT FOR MILITARY SERVICE IN IMRF RESOLUTION#2001-31 RESOLUTION TO ALLOW SERVICE CREDIT FOR MILITARY SERVICE IN THE ILLINOIS MUNICIPAL RETIREMENT FUND WHEREAS, Article 7 of the Illinois Pension Code (40 ILES 5/7-139) provides that the governing body of a governmental unit may elect to allow service credit in the Illinois Municipal Retirement Fund to members who served in the am led forces of the United States for all periods of such service prior to their participation in IIVIRF OR whose participation was interrupted by military leave but did not return to IMRF participation within 90 days of discharge; and WHEREAS, such allowance of service credit cannot be limited to a specific RvIRF member and applies to all employees who were in active participating status under IMRF on the date this resolution was adopted; THEREFORE, BE IT RESOL VED that the City Council of the UNITED CITY OF YORKVILLE elects to allow service credit to members who served in the armed forces of the United States for up to two years of service, prior to their participation in the Illinois Municipal Retirement Fund, THEREFORE, BE IT FURTHER RESOL VED that the City Clerk shall be directed to file a certified copy of this resolution with the Board of Trustees of the Illinois Municipal Retirement Fund and that this resolution shall remain in full force and effect until modified or rescinded and notice of such modification or recision has been filed with the Board of Trustees of the Illinois MAYO �PASSED by the City Council of the United City of Yorkville,Kendall County,Illinois this ] Day of A.D.204. Atte . � , CI Y CLERK CERTIFICATION xe -jr4.the Clerk of the United City of Yorkville,of the County of Kendall State of Illinois,do hereby certify that I am the keeper of it's books and records and that the foregoing is a true and correct cop f k2selution duly adopted by it's city Council at a meeting duly convened and held on the day of June,2001 Seal . City Clerk, United City of Yorkville APPENDIX M RESOLUTION#01-23 —ACCRUAL OF DENTAL AND VISION BENEFITS RESOLUTION#01-23 RESOLUTION PERMITTING ACCRUAL OF DENTAL AND VISION BENEFITS WHEREAS,the United City of Yorkville provides certain health insurance benefits for its employees; and WHEREAS,the United City of Yorkville provides to its employees and their families reimbursement for dental of One Hundred Fifty Dollars and 00/100 ($150.00)for the employee, One Hundred Twenty-Five Dollars and 00/100 ($125.00)for the spouse, and One Hundred Twenty-Five Dollars and 00/100 ($125.00)for each dependent; and reimbursement for vision of One Hundred Fifty Dollars and 00/100($150.00)for the employee, One Hundred Twenty-Five Dollars and 00/Loo ($125.00)for the spouse, and One Hundred Twenty-Five Dollars and 00/100 ($125.00)for each dependent, for expenses that ordinarily must be expended by the employee each City fiscal year to be eligible for reimbursement; and WHEREAS, the Mayor and City Council deem it to be in the best interest of the City to provide for City employees to accrue and carry over any unused reimbursement for dental and vision expenses for its work force for a total period of three(3)fiscal years and to allow them to use the benefits cumulatively: NOW THEREFORE BE IT RESOL VED BY THE UNITED CITY OF YORKVILLE, upon motion duly made, seconded, and approved by a majority of those Alderman voting, that City employees are hereby permitted to accrue and carry over any unused amounts for dental and vision expenses for a total period of three(3)fiscal years and that the employees shall be permitted to use said benefits cumulatively. PAUL JAMES MARTy MUNNS RICHARD snCKA MDM ANDERSON VALERIE BURR ROSE SPEARS LARRY KOT JOSEPH-BESCO APPROVED byme, Mayor of the United Cityof Yorkville.Kendall County,Illinois,this. , day of A.D.204-1, MAYOR PASSD by te Council of he United City ofYo*viU Kendall County,Illinois this Pte' � of A.D.20j , Attest• Prepared by: Law Offices of Daniel J.Kramer 1107A s._BMp Street Yodcvill%Illinois 60560 630.553.9500 APPENDIX N UNITED CITY OF YORKVILLE OFF-PREMISES TRAINING HOURS WORKED UNITED CITY OF YORKVILLE OFF-PREMISES TRAINING HOURS WORKED AGREEMENT You are enrolling in (name of program) sponsored by (name of agency) This training program will be conducted on (date) (or from to ) and held at (location) This is a (length) training program. A. You will be compensated at your regular rate of pay for the following activities: 1. Classroom hours. 2. Travel time for training or courses outside the Chicago Metropolitan Area (Six County Region): a. As a driver. b. As a passenger if trip is all in one day. C. As a passenger if trip is overnight for travel during normal work hours. Hours of worked allowed: (To be initialed) Employee Acknowledgement: I have read this agreement, understand its contents and agree to comply with its stipulations. Employee Name, Typewritten Employee Signature Date Signature of supervisor receiving signed agreement Date APPENDIX O RESOLUTION#1994-16—INTERNAL REVENUE CODE 457 DEFERRED COMPENSATION RESOLUTION#1994-16 RESOLUTION AUTHORIZING INTERNAL REVENUE CODE 457 DEFERRED COMPENSATION PLAN FOR EMPLOYEES OF THE UNITED CITY OF THE VILLAGE OF YORKVILLE. WHEREAS,the Mayor and City Council, on behalf of the employees of the United City of the Village of Yorkville, wish to create the opportunity for their employees to participate in an Internal Revenue Code 457 Deferred Compensation Plan; and WHEREAS, the participation in said plan by the employees of the United City of the Village of Yorkville creates no new liabilities or financial obligations on behalf of the City of Yorkville, but rather creates the opportunity for financial benefit and favorable tax treatment on the part of its employees; and WHEREAS,the City Council has considered the plans being offered by First of America for said Deferred Compensation Program; and WHEREAS, First of America Bank is currently acting as Plan Supervisor for a Deferred Compensation Plan through First of America Brokerage; and WHEREAS, it is the desire of First of America Brokerage to offer to the employees of the City of Yorkville this service with either or both the Kemper and Parkstone Variable Annuities; and WHEREAS, by authorization of the Deferred Compensation Plan, all regulatory, administrative, and fiduciary responsibilities are hereby assumed by First of America Brokerage on behalf of the City of Yorkville; and WHEREAS, First of America Brokerage as Plan Supervisor agrees to hold harmless and indemnify the City of Yorkville, its appointed and elected officers and participating employees from any loss resulting from First of America Brokerage of its agent's failure to perform its duties and services pursuant to the Deferred Compensation Program: NOW THEREFORE, THE UNITED CITY OF THE VILLAGE OF YORKVILLE, UPON MOTION DULY MADE, SECONDED, AND APPROVED BY A MAJORITY OF THOSE ALDERMEN VOTING ON SAID ISSUE,DOES HEREBY RESOL VE TO APPROVE THE DEFERRED COMPENSATION PLAN OFFERED BY FJRST OF AMERICA BROKERAGE AS A VIABLE PLAN FOR ALL ELIGIBLE UNITED CITY OF THE VILLAGE OF YORKVILLE EMPLOYEES, Passed and-Appwved this day of Avrvvt�.- 1994. r ATTEST: Clerk APPENDIX P RESOLUTION#96-2—AURORA EARTHMOVERS CREDIT UNION RESOLUTION#96-2 RESOLUTION AUTHORIZING EMPLOYEES OF THE UNITED CITY OF THE VILLAGE OF YORKVILLE TO BE MEMBERS OF THE AURORA EARTHMOVERS CREDIT UNION NOW BE IT RESOLVED BY THE UNITED CITY OF THE VILLAGE OF YORKVILLE THAT: 1. That all employees of the UNITED CITY OF THE VILLAGE OF YORKVILLE are authorized to become members of the Aurora Earthmovers Credit Union. 2. That the UNITED CITY OF THE VILLAGE OF YORKVILLE will assist in any necessary or required payroll deductions and payments to the Aurora Earthmovers Credit Union for any of the employees who become members. 3. That the UNITED CITY OF THE VILLAGE OF YORKVILLE will execute any necessary documents to assist the employees of the UNITED CITY OF THE VILLAGE OF YORKVILLE becoming members of the Aurora Earthmovers Credit Union. PASSED AND.APPROVED clue o dsy of ATTEST: . . 011h 0 CTTY.:CLERK Amendments to Employee Manual Resolution 2005-04 Resolution Amending Tuition Reimbursement Policy Resolution 2005-31 Resolution Amending United City of Yorkville Employee Manual Regarding Prohibited Employment of Certain Spouses and Relatives Resolution 2006-06 Resolution Amending United City of Yorkville Employee Manual Regarding Revised Tuition Reimbursement Policy Resolution 2007-42 Resolution Amending United City of Yorkville Employee Manual (Regarding an Annual Driver's License Audit) Resolution 2007-48 Resolution Amending United City of Yorkville Employee Manual (Regarding Compensation Time) Resolution 2007-52 Resolution Amending United City of Yorkville Employee Manual (Regarding Drug and Alcohol Testing) Resolution 2008-30 Resolution Amending United City of Yorkville Employee Manual Regarding Revised Tuition Reimbursement Policy Resolution 2009-52 Resolution Amending United City of Yorkville Employee Manual Regarding Reduction in Work Force Resolution 2010-11 Resolution Amending United City of Yorkville Employee Manual Regarding Unused Sick Leave STATE OF ILLINOIS ) )SS COUNTY OF KENDALL ) RESOLUTION NO: 2005- C�LA _ RESOLUTION AMENDING TUITION REIMBURSEMENT POLICY WHEREAS,the Mayor and City Council deem it prudent and in the best interest of the United City of Yorkville to amend Section 8.6 of the Employee Manual regarding Tuition Reimbursement; and WHEREAS,the purpose of the amendment is to improve the policy including adding a City right to repayment and to assist full-time employees in advancing their educational qualifications; WHEREAS, after extensive study and review, the City Staff, Mayor and City Council amends the policy regarding Tuition Reimbursement by substituting Section 8.6(d) for the previous Section 8.6(d) and adding new Section 8.6(i), both of which are attached hereto as Exhibit "A"; NOW THEREFORE BE IT RESOLVED BY THE UNITED CITY OF YORKVILLE, upon motion duly made, seconded, and approved by a majority of those Aldermen voting, that the City hereby adopts the United City of Yorkville Tuition Reimbursement Policy attached hereto as Exhibit "A". PAUL JAMES MARTY MUNNS RICHARD STICKA WANDA OHARE �t VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO Page 1 of 2 APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 25th day of January, 2005. LIZ Mayor PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois this 25th day of January, 2005. Clerk Prepared by: City Clerk's Office United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 630/553-4350 Fax: 630-553-7575 Page 2 of 2 ,QED c/Ty United City of Yorkville ET 1836 Tuition Reimbursement Policy — 1/4/2005 e �.. E Additions to Existing Employee Manual Section 8.6b— Full-time employees wishing to advance their educational qualifications may be reimbursed the cost of tuition for successful completion of college level courses which are relative to their work assignments and/or career development that benefits the City. Employees Wiled-to may apply for reimbursement for college degree or certificate after one year of service as a full time employee. All requests by an employee for the enrollment to a college degree or certificate program must be submitted to the Department Head two months before budget approval (Feb. I"). Then all courses related to the program shall be eligible for payment subject to budget approval and available funds. Furthermore, the employee shall provide a grade or transcript to the Department Head upon the completion of each course. Any revisions or change requested by the employee to the approved program must be submitted to the Department Head for approval prior to the revision or change. Section 8.6d— The tuition and fees only(no books or materials) of an elective or required course will be paid through direct billing from the appropriate school,pending the completion of a consent form for repayment. The employee will sign the payroll deduction form prior to the enrollment of the course stipulating to the following provisions will apply: if a grade of a"C" average or better is attained upon the completion of the course the class will be considered complete and paid for by the City. If less than a"C" average is attained, the employee will be required to pay back 100% of the tuition and fees to the City through a payroll deduction as stipulated within the payroll deduction sign off form or direct repayment to the City. New Section(8.6i)— If an employee voluntarily leaves the City within two years of completing a course reimbursed under this policy, a percentage amount of reimbursed expenses must be repaid to the City according to the following schedule: a) 0-6 months of completion of course— 100% b) 7-12 months of completion of course—75% c) 13-18 months of completion of course—50% d) 19-24 months of completion of course—25% STATE OF ILLINOIS ) ss COUNTY OF KENDALL ) RESOLUTION No. 2005-� RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL REGARDING PROHIBITED EMPOYMENT OF CERTAIN SPOUSES AND RELATIVES Whereas the United City of Yorkville has taken up, discussed and considered amending the City Employee Manual(Approved by Resolution 04-02, dated 2/10/04) specifically in regard to prohibiting the hiring of certain persons related to specific elected officials, officers and employees of the City; and, Whereas the Mayor and Aldermen have discussed that it may be prudent to amend Section 3.14 by adding the provision depicted on the attached Exhibit "A". NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND ALDERMEN OF THE UNITED CITY OF YORKVILLE,upon Motion duly made, seconded and approved by a majority of those so voting,that Section 3.14 of the City Employee Manual is hereby amended by adding Section 3.14.1,as depicted on the attached Exhibit "A", and renumbering current Section 3.14.1 as new Section 3.14.2 and renumbering current Section 3.14.2 as new section 3.14.3. WANDA OHARE JOSEPH BESCO VALERIE BURD PAUL JAMES DEAN WOLFER MARTY MUNNS ROSE SPEARS JASON LESLIE Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this Day of ,A.D. 2005. MAYOR Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this a�'k day of , A.D. 2005. ATTEST: N'-2� CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 1't FINAL 05-24-05 Amendment to United City of Yorkville Employee Manual Section 3.14 Nepotism Section 3.14.1 Prohibition on employing the Spouse/Relatives of Department Heads/Elected Officials/Paid Appointed Officers(Anti-Nepotism) a. It shall be the policy of the City that it shall not employ the spouse or a relative of the following Department Heads, Elected Officials,*or Paid Appointed Officers: Mayor, Aldermen, Clerk, Treasurer, City Administrator, Chief of Police, Executive Director of Parks and Recreation,Finance Director, City Engineer, Director of Public Works, Building and Zoning Officer, City Attorney. For this purpose, a relative is deemed to mean a spouse,parents, grandparents, children or grandchildren, siblings, aunts,uncles, in-laws, and step relatives within the same categories. . b. This policy restricting the employment of certain spouses and relatives shall not apply to any prohibited relationships existing on the date of passage of this provision. (Section 3.14.1 and Section 3.14.2 shall be renumbered as 3.14.2 and 3.14.3, respectively.) STATE OF ILLINOIS ) )ss COUNTY OF KENDALL ) RESOLU'T'ION NO. 2006- 03c, RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL REGARDING REVISED TUITION REIMBURSEMENT POLICY WHEREAS,the United City of Yorkville has approved an Employee Manual dated 2-10-04,by Resolution No. 04-02 dated February 10,2004; and WHEREAS,the City Council of the United City of Yorkville has considered amending said Employee Manual, and has discussed said proposed amendments; and WHEREAS, the amendments that the Council now desires to make in the employee manual are set forth on the attached Exhibit"A"which is incorporated herein, specifically that Sections 8.6b and 8.6d as forth in Exhibit"A" shall be substituted for the currently existing sections 8.6band 8.6d, and that Section 8.6h shall be deleted in its entirety as also set forth in Exhibit"A"; and NOW THEREFORE,upon Motion duly made, seconded and approved by the majority of those members of the City Council voting,the Employee Manual of the United City of Yorkville is hereby amended as set forth on Exhibit"A" attached hereto and incorporated herein specifically that Sections 8.6b and 8.6d as forth in Exhibit"A" shall be substituted for the currently existing sections 8.6band 8.6d, and that Section 8.6h shall be deleted in its entirety as also set forth in Exhibit"A" WANDA OHARE � JOSEPH BESCO VALERIE BURD � PAUL JAMES DEAN WOLFER � MARTY MUNNS ROSE SPEARS � JASON LESLIE Approved by me, as Mayor of the United City of Yorkville,Kendall County, Illinois,this_;4-k Day ,A . 2006. MAYOR i Passed by the City Council of the United City of Yorkville,Kendall County, Illinois this -c-, day , A.D. 2006. ATTEST: CITY CLERK Prepared by: John Justin Wyeth City Attorney United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 a c►rr United City of Yorkville Approved 1/24/06 Tuition Reimbursement Policy K2 =_;1B3B ' 0 ALE Additions to Existing Employee Manual Section 8.6b— All requests by an employee for the enrollment to a college degree program or certificate programs must be submitted by the Department Head to the City Administrator for approval. Any requests for a degree program beyond one level above what is explicitly stated in the minimum requirements for each position's job description must be submitted to the Mayor and City Council for approval. The City recognizes four(4) levels of degree programs described as follows: 1)high school, 2) 64 credit hours of college coursework, 3)bachelor's degree, and 4) master's degree. Then all courses related to the program shall be eligible for payment subject to budget approval. This provision shall be subject to change and does not entitle any employee the exclusive right to receive approval and/or be eligible for payment. Furthermore, the employee shall provide a grade or transcript to the Department Head upon the completion of each course. Any revisions or change requested by the employee to the approved program must be submitted to the Department Head for approval prior to the revision or change. Section 8.6d- The tuition and fees only(no books or materials) of an elective or required course will be paid through direct billing from the appropriate school,pending the completion of a consent form for repayment. Tuition rates will be paid for at an amount not to exceed the current per-hour rate charged at the University of Illinois as is designated at the time of class approval. The employee will sign the payroll deduction form prior to the enrollment of the course stipulating to the following provisions will apply: if a grade of a C-average or better is attained upon the completion of the course the class will be considered complete and paid for by the City. If less than a C-average is attained,the employee will be required to pay back 100% of the tuition and fees to the City through a payroll deduction as stipulated within the payroll deduction sign off form or direct payment to the City. UNITED CITY OF YORKVILLE RESOLUTION NO. 0700?- �{o� RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL BE IT RESOLVED by the United City of Yorkville as follows: Section 1. Appendix I,III Criteria,A.of the United City of Yorkville Employee Manual is hereby amended by adding the following underlined words: Appendix I.III Criteria,A. A. An employee, a person whom receives a payroll check from the United City of Yorkville, when authorized by a Department Head, who holds a valid drivers license, may operate a city vehicle. Employees will be subjected to an annual audit of their driver's license status via the Secretary of State at the start of the annual fiscal year. Any employee whose driver's license is revoked or suspended while employed with the city is required to notify their department head within 24 hours of the incident. Those individuals whose job description includes a valid drivers' license requirement and fail to meet that requirement may be relieved of their duties with out pay at the discretion of the City Administrator. Department Heads shall provide a monthly vehicle usage report to the Administration Committee. Section 2. Effect. Nothing herein shall be deemed or construed as modifying Section 1.1 of the Employee Manual. 1 Section 3. Effective Date. This Ordinance shall be in full force and effect after its passage and approval, and shall apply to all employees of the United City of Yorkville to which the Employee Manual is applicable. Section 4. Severability.All rules,regulations and resolutions, or parts of same in conflict herewith are hereby repealed insofar as they do so conflict. ROBYN SUTCLIFF _ / _ JOSEPH BESCO ARDEN JOE PLOCHER_—X WALTER WERDERICH _ GARY GOLINSKI _ MARTY MUNNS _ ROSE SPEARS JASON LESLIE T Approved by me, as , /Mayor of the United City of Yorkville,Kendall County, Illinois,this cN Day of 'J Ctk-Y ,A.D. 2007. t MAYOR Passed by the City Council of the United City of Yorkville,Kendall County, Illinois this <941 Day of (��-�� ,A.D. 2007. ATTEST: DEPT-IV CITY RK C/53198.1 2 f% UNITED CITY OF YORKVILLE RESOLUTION NO. a�00-7 — qeF RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL BE IT RESOLVED by the United City of Yorkville as follows: Section 1. That Section 6.7, Compensation Time, of the United City of Yorkville Employee Manual is hereby amended by adding the following underlined words and deleting the following overstricken words: Section 6.7 Compensation Time a. The City encourages the use of compensatory time, provided the net result is a saving of wage expenditures. b. Compensation time for non-exempt employees is earned at the rate of 1.5 hours for each hour of overtime worked. c. All non-exempt, full-time employees (at their discretion and with their Department Head's approval), shall be allowed to take compensation time. This is in lieu of any overtime hours worked for which an employee waives overtime pay. An employee is allowed to use compensation time by the hour and/or day provided compensation time is earned and overtime is waived before requesting compensation time. Sworn full-time employees may take compensation time,as outlined in their police collective bargaining agreement. d. There is a cap of 240120 hours of compensatory time that may be accrued for all non-exempt employees. The City reserves the right to require employees to use compensatory time or to "cash out" accrued hours except forty(40)hours at any time with a thirty(30) day written notice to their Department Head. e. Upon termination of employment,the employee will receive cash compensation for any accrued comp time remaining. f. The City will honor an employee's request to use comp time within a reasonable period of time following the proper request, so long as the use of the camp time will not"unduly disrupt" the City's operations. g. Employees with compensation time accrued prior to August 28, 2007 which is eater than 120 hours shall be allowed two calendar years to use compensation 1 time in excess of 120 hours Any compensation time remaining in excess of 120 hours shall be Qaid-out at the end of said two year grace period. h. During the two-year grace period in which employees are allowed to use compensation time in excess of 120 hours, employees may not accrue compensation time in excess of 120 hours and all overtime hours worked during this period will be paid out as overtime. i. Any employee having a status change from non-exempt to exempt status shall be allowed one calendar year from the date of status change to use accrued compensation time Any such compensation time remaining shall be paid-out at the end of said one year grace period. Section 2. Effective Date. This Resolution shall be in full force and effect after its passage and approval, and shall apply to all employees of the United City of Yorkville to which the Employee Manual is applicable. Section 3. Severability. All rules,regulations and resolutions, or parts of same in conflict herewith are hereby repealed insofar as they do so conflict. ROBYN SUTCLIFF �j - JOSEPH BESCO _ ARDEN JOE PLOCHER r-_ WALTER WERDERICH GARY GOLINSKI f MARTY MUNNS – - ROSE SPEARS � JASON LESLIE _ Approved by me, as Mayor of the United City of Yorkville,Kendall County, Illinois,this c5?$_Day of -AU 67 ,A.D. 2007. A 1 A'00 MAYOR 2 Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this G�O Day of �(/U 6 Mt— ,A.D. 2007. ATTEST: , �GpIC 7-// CITY RK C/54309.1 3 UNITED CITY OF YORKVILLE RESOLUTION NO. o?007- 5a RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL BE IT RESOLVED by the United City of Yorkville as follows: Section 1. Section 3.4 of the United City ofYorkville Employee Manual is hereby amended by adding the following underlined words: Section 3.4 Drug and Alcohol Testing A. It is the policy of the City that all j ob applicants will undergo screening for the presence of alcohol (post-offer only) and illegal drugs as a condition for employment. Applicants will be required to voluntarily submit to a drug/alcohol test at a laboratory chosen by the City,at the City's cost. Applicants will also be required to sign a consent agreement provided by the City that will release the City from liability. Applicants in covered safety sensitive positions. shall be tested in accordance with Department of Transportation(D.O.T.)regulations and results shall be measured based on D.O.T. standards. Any applicant with a positive test results will be denied employment (and the offer will be rescinded). The City will not discriminate against applicants for employment because of past abuse of drugs or alcohol where the applicant has since been rehabilitated. B. It is also the policy of the City to conduct drug/alcohol testing where it has a reasonable suspicion that an employee maybe under the influence of alcohol,illegal drugs (including lawful drugs that are used contrary to prescription) or other controlled substances. In addition, any employee who was involved in an accident which resulted in personal injury to any person requiring medical treatment or which caused damage to a piece of equipment or property shall be tested for alcohol,illegal drugs, or other controlled substances. Further, employees employed in safety sensitive positions are subject to periodic or random testing in accordance with D.O.T. regulations and results shall be measured based on D.O.T. standards, all in addition to any more restrictive testing and discipline provisions of this policy. Refusal to submit to testing when requested and/or tampering with a test sample,will result in disciplinary action, up to and including termination of employment. 1 Section 2. Effective Date. This Resolution shall be in full force and effect after its passage and approval, and shall apply to all employees of the United City of Yorkville to which the Employee Manual is applicable. Section 3. Severability.All rules,regulations and resolutions, or parts of same in conflict herewith are hereby repealed insofar as they do so conflict;provided however, nothing herein shall be deemed or construed as modifying Section 1.1 of the Employee Manual and this should not be construed as a guarantee or promise of employment for a specific term. Like all City personnel policies, the details of this policy are subject to review periodically and maybe revised by authorized representatives with or without prior notice. ROBYN SUTCLIFF _ JOSEPH BESCO V ARDEN JOE PLOCHER_)_ WALTER WERDERICH GARY GOLINSKI V, MARTY MUNNS ROSE SPEARS I— JASON LESLIE Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this d 5'tb Day of SEPT EM bEF- -3ws— - MAYOR Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this a5-6 Day of SEPT E.M QF-2 ,A.D. 2007. ATTEST: bEP7'y CITY &RK 2 0 Co.o United City of Yorkville Memo J '" 800 Game Farm Road ESL ` 1836 Yorkville, Illinois 60560 .4 -�` Telephone: 630-553-4350 Q Fax: 630-553-7575 f LE V%e PRE-EMPLOYMENT AGREEMENT PLEASE READ CAREFULLY I freely and voluntarily agree to submit to a drug and/or alcohol test as part of my application for employment (after an offer of employment has been extended to me). I understand that either refusal to submit to the test, tampering with the test sample and/or failure to qualify according to the minimum standards established by the testing company for this screen will disqualify me from further consideration for employment(and any offer of employment will be considered withdrawn). I further understand that, if I am hired by the City of Yorkville, I may again be required to submit to a drug and/or alcohol (when job related and based on business need) test, in accordance with the standards set forth within the City of Yorkville employee manual. I understand that refusal to take a requested drug and/or alcohol test (where applicable), tampering with a test sample and/or failure to meet the minimum standards set for the test may result in immediate disciplinary action, up to and including termination of employment. I have read in full and understand the above statements and conditions of employment. I also acknowledge and understand that there is nothing in this Agreement or the drug/alcohol testing policy in the employee handbook that creates a guarantee or promise of employment for any specific term. Applicant's Signature Date Witness Signature Date STATE OF ILLINOIS ) ss. COUNTY OF KENDALL ) Resolution No. 2008- RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL REGARDING REVISED TUITION REIlVIBURSEMENT POLICY WHEREAS, the United City of Yorkville has approved an Employee Manual dated February 10, 2004,by Resolution No. 04-02 dated February 10, 2004, and amended July 24, 2006; and, WHEREAS, the City Council of the United City of Yorkville has further considered amending said Employee Manual, and has discussed said proposed amendment. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the Employee Manual of the United City of Yorkville is hereby amended by deleting Sections 8.6b and 8.6d thereof and replacing it with Sections 8.6b and 8.6d in the form attached hereto as Exhibit A. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, thisc2a day of A.D. 2008. ROBYN SUTCLIFF JOSEPH BESCO V ARDEN JOE PLOCHER _ WALLY WERDERICH GARY GOLINSKI _ MARTY MUNNS _ ROSE SPEARS _ BOB ALLEN �/ APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this c2a day of J u Ly ,A.D. 2008. Mayor Attest: bE par1/ City Clerk ExhibitA Section 8.6b All requests by an employee for the enrollment to a college degree program or certificate program which must be job related must be submitted by the Department Head to the City Administrator for approval. The City recognizes four (4) leaves of degree programs described as follows: (i) high school; (ii) 64 credit hours of college course work; (iii) bachelor's degree; and, (iv) master's degree. Then all courses related to the program shall be eligible for payment subject to budget approval. This provision shall be subject to change and does not entitle any employee the exclusive right to receive approval and/or be eligible for payment. Furthermore, the employee shall provide a grade or transcript to the Department Head upon the completion of each course. Any revision or change requested by the employee to the approved program must be submitted to the Department Head for approval prior to the revision or change. Section 8.6d The tuition and fees only(no books or materials) of an elective or required course will be paid through direct billing from the appropriate school, pending the completion of a consent form for repayment. Tuition rates will be paid for at an amount not to exceed the current per-hour rate charged at the University of Illinois as is designated at the time of class approval. The employee will sign the payroll deduction form prior to the enrollment of the course stipulating that the following provisions will apply: if a grade of a C-average or better is attained upon the completion of the course, the class will be considered complete and paid for by the City. If less than a C-average is attained,the employee will be required to pay back 100% of the tuition and fees to the City through a payroll deduction as stipulated within the payroll deduction sign off form or direct payment to the City. STATE OF ILLINOIS ) ss. COUNTY OF KENDALL ) Resolution No. 2009- a RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL REGARDING REDUCTION IN WORK FORCE WHEREAS, the United City of Yorkville has approved an Employee Manual dated February 10, 2004, by Resolution No. 04-02 which has been amended from time to time; and, WHEREAS, the City Council of the United City of Yorkville has further considered amending said Employee Manual, and has discussed said proposed amendment. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the Employee Manual of the United City of Yorkville is hereby amended by deleting Section 2.4 thereof and replacing it with Section 2.4 in the form attached hereto as Exhibit A. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this c2q day of 1J0✓C"e>E,1',- , A.D. 2009. --� I ? - DEPI,t.-ry CITY CLERK ROBYN SUTCLIFF DIANE TEELING ARDEN JOE PLOCHER _�_ WALLY WERDERICH GARY GOLINSKI MARTY MUNNS \/ ROSE SPEARS GEORGE GILSON, JR. APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this J/ day of LbECEM 8ER_ ,A.D. 2009. 1�um� MAYOR Exhibit "A" It may become necessary to require an employee's involuntary separation from City service without pay, due to lack of work or funds. The required number of employees may be laid off in the order of their relative length and quality of service. However, careful consideration shall be given to maintaining a work force reflecting the needs of the community. The City expressly reserves the right to make layoffs in any order. Employees shall be notified in writing at least fourteen (14) days before their separation, or in lieu of notice a minimum of two (2) weeks severance pay shall be granted to the employee. Additional severance packages maybe given at the discretion of the Mayor with the advice of the City Council. Reasons for selecting the employees to be separated shall be documented and maintained on file to support action taken. In the event of a layoff, employees laid off shall be placed on a preferential hiring list for a period of no less than two (2) years. Re-hiring shall be in reverse order of separation,providing that the employee laid off has the skills and ability for the job to be filled. No employee may be reduced in rank, pay, or title for any reason other than disciplinary reasons. Reduction of rank, pay, or title requires 2/3 vote of the City Council for all employees. STATE OF ILLINOIS ) ss. COUNTY OF KENDALL ) Resolution No. 2010-�� RESOLUTION AMENDING UNITED CITY OF YORKVILLE EMPLOYEE MANUAL REGARDING UNUSED SICK LEAVE WHEREAS, the United City of Yorkville has approved an Employee Manual dated February 10, 2004, by Resolution No. 04-02 which has been amended from time to time; and, WHEREAS, the City Council of the United City of Yorkville has further considered amending said Employee Manual, and has discussed said proposed amendment. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the Employee Manual of the United City of Yorkville is hereby amended by deleting Section 7.3.4 thereof and replacing it with Section 7.3.4 in the form attached hereto as Exhibit A. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this_ate_day of , A.D. 2010. �CL K ROBYN SUTCLIFF � DIANE TEELING ARDEN JOE PLOCHER WALLY WERDERICH GARY GOLINSKI —�1 MARTY MUNNS ROSE SPEARS � GEORGE GILSON, JR. APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this -)71 day of ,A.D. 2010. MAYOR Exhibit "A" On May 15th of each year, an employee who has used less than the sick leave he has accumulated in the immediately preceding fiscal year(May 1 through April 30) will be asked if he wishes to sell back the accrued sick leave earned in that fiscal year at a rate equivalent to fifty(50%) percent of his regular rate of pay as determined on April 30th for each sick hour sold back. The number of sick leave hours for which an employee elects cash compensation shall be deducted from such employee's accumulated sick leave. Employees electing to sell back their sick leave will be paid to them by June 15th An employee who is eligible upon separation to collect a retirement pension under IMRF or the Police Pension Fund, who leaves the City's employment(Through retirement, a reduction in workforce, or voluntary resignation) and has been employed by the City for more than ten (10) years shall be paid for all unused sick leave at fifty(50%)percent of his regular rate of pay for all accumulated and unused sick leave up to 960 hours. For fiscal year 2010/2011, the City shall not offer to nor buy back sick leave due to budget constraints. C/py Reviewed By: Jam : 0 Legal El Agenda Item Number ° Finance ❑ NB #5 EST. , 1836 Engineer ❑ City Administrator 0 4 y Human Resources El Tracking Number �� Community Development ❑ Kendall County ADM 2011-41 <LE Public Works ❑ Agenda Item Summary Memo Title: Amusement Tax Meeting and Date: Administration—August 18, 2011 Synopsis: See attached memo. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Alderwoman Spears Name Department Agenda Item Notes: O� Memorandum If To: EST. , 1836 From: Bart Olson, City Administrator 4 y CC: � CW p Date: August 12, 2011 � ` Subject: Amusement tax LE Background This item was requested by Alderwoman Spears at the July 26, 2011 City Council meeting. This item was last discussed by the City Council on October 26, 2010. The discussion at that meeting was to repeal the 3% amusement tax in total, which failed by a 5-4 vote. Staff recommendation—executive summary Staff strongly recommends leaving the amusement tax in place as the businesses that provide amusements have a unique good or service that do not generate sales taxes, and often the amusements are a greater burden on City resources than other businesses. Also, the largest majority of amusement taxes come from Raging Waves, which itself has a customer base that is primarily non-Yorkville residents—which means that most of the amusement tax is being paid by non-residents. Finally, the City no longer receives a portion of the admissions tax, which means the amusement tax is the only revenue other than property tax being received by the City from Raging Waves. Recap, amusement tax ordinance The ordinance imposes a 3% amusement tax on all amusement and amusement devices in the City. The ordinance defines amusement devices as "all mechanical devices of entertainment and games of skill or amusement...including: video games, arcade games, billiards and pool tables, pinball games, virtual reality games and computerized games." In short, amusement devices are arcade games and other arcade-like devices. Amusements are defined as "all participatory, spectator, exhibitive diversions and entertainments...including: theatrical, dramatic, musical or spectacular performance; motion picture show; flower, poultry or animal show; carnival; amusement park rides; animal acts; circuses, rodeos, athletic contests and sports or games...". In short, amusements are anything that can be rented to take to a party, and any ticket you would pay to see a movie, play, or sporting event. The ordinance requires the amusement to be collected from the user of the amusement, not from the business profiting from the amusement. The business must only collect the tax and remit it to the City every month, with provisions to delay payment if the amount of amusement tax collect is minimal. The amusement tax does not apply to non-profit and governmental entities. Budgetary impact of repeal of the amusement tax The yearly budgetary impact of repealing the amusement tax is $134,000 in FY 13 and likely to increase substantially each year going forward. Most of the amusement tax will be generated by Raging Waves, which has had significant increases in the amount of tickets sold each year, and of which more than 50% of their revenues are derived from people from outside of Yorkville. With Raging Waves potential growth in the future, the impact of repeal of the amusement tax could be two to three times the current amount. Finally, with the partial repeal of the admissions tax for Raging Waves (done at City Council on July 26t), a repeal of the amusement tax would leave no City tax revenue from ticket sales at Raging Waves. From a larger perspective, it is doubtful the City will be able to afford Route 47 construction and River Road bridge construction if the amusement tax is repealed. Cost of service vs. taxes generated by the use Some of the more unique amusements in the City create issues for staff that are much more time intensive than other businesses. For example, Raging Waves is one of the largest tourist attractions in the immediate area. On any given day, there are close to 1,000 cars and 3,000 visitors to the park. While Raging Waves has been particularly good at providing security on their property, there are impacts on City services associated with the crowds that are far beyond most other businesses in the City. Another smaller example is Parfection Park. Due to its use, we take more complaints about the business than most other businesses in that area. In the past year alone, we have had dozens of conversations with the management at the facility, the owner, and the surrounding residents about various issues at the Park. While the business owner has been diligent in reducing those complaints, it still takes staff time to resolve the complaints—and without the amusement tax, there is no revenue generated in the facility other than property tax. While both Raging Waves and Parfection Park pay property taxes to the City, the ratio of services provided to taxes received is much higher than other businesses in the City(if the amusement tax is factored out of the comparison). Again, the amusements that are taxed under the amusement tax do not have sales taxes put upon them. So, if the amusement tax is repealed those uses will generate no tax revenue for the City. Ordinance No. 2010- AN ORDINANCE AMENDING THE CODE OF ORDINANCES OF THE UNITED CITY OF YORKVILLE,KENDALL COUNTY,ILLINOIS, PROVIDING FOR AN AMUSEMENT TAX BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1. Title 3,Article 4 of the United City of Yorkville Code of Ordinances is hereby amended by adding Article D, as follows: ARTICLE D. AMUSEMENT TAX 3-4D-1: DEFINITIONS: I As used in this Article, the following terms have the following meanings: "Amusement devices"means any and all mechanical devices of entertainment and games of skill or amusement operated for gain or for profit, including, but not necessarily limited to, the following: video games, other arcade games, billiards and pool tables, pinball games, virtual reality games, and computerized games. "Amusements" means any and all participatory, spectator and exhibitive diversions and entertainments, including but not limited to the following activities: any theatrical, dramatic, musical or spectacular performance; motion picture show; flower, poultry or animal show; carnival; amusement park rides; animal acts; circuses; rodeos; athletic contests; sports or games, including boxing, wrestling, tennis, racquetball, handball, golf, skating, dancing, swimming, racing or riding animals or vehicles, baseball, basketballs, softball, football, hockey, track and field games, soccer, rugby; billiards and pool games; video movies and video games; computer games; and pinball games, arcade games and all other mechanical devices of entertainment and games of skill or diversion. Instructional activity, even if the subject matter of the instruction might be considered an amusement, shall not be considered an amusement for purposes of this Article. "Gross payment" means all fees or charges paid in the form of fees or charges for admission to any place of amusement and/or for use or rental of any facility, device or equipment for the purpose of witnessing, participating in, or utilizing any amusement, regardless of whether such fees or charges are characterized as admission fees, membership fees, use charges, rental or service charges, excluding golf cart rentals. Gross payments shall be exclusive of any tax imposed by the United States Government, the state of Illinois, or any other governmental unit. A fee or charge which entitles the patrons in any amusement or place of amusement operated within the corporate limits of the City to bona fide services in addition to or unrelated to the witnessing or participating in the amusement shall not be subject to the tax provided for in this Article, except however: i 1. Where a fee or charge is comprised of identifiable components, packages or tiers, the tax provided for in this Article shall be imposed on payments of any such components, packages or tiers which provide solely for admission to any place of amusement and/or for the use or rental of any facility, device or equipment for the purpose of witnessing, utilizing or participating in any amusement; 2. Where payment of a single fee or charge for admission to any place of amusement and/or for the use or rental of any facility, device or equipment for the purpose of witnessing or participating in any amusement also entitles the patron of the amusement or place of amusement to the incidental use of parking, restaurant, bar, refreshment, locker room, changing room, washroom and/or shower facilities or services, the tax provided for in this Article shall be imposed on the payment of such fee or charge, provided the predominant activity_,of such facility is an amusement. "Instructional activity" means any activity, the primary objective and characteristic of which is instruction in the skills, rules and other aspects of the particular activity, and participation in the activity is ancillary to the instruction. "Person" means and includes any individual, firm, partnership, association, joint stock company,joint venture corporation,unless exempted from application of this Article. "Physical fitness activities" means activities that are traditionally pursued for purposes of health benefits, physical rehabilitation and self-improvement, and not primarily for amusement, including, but not necessarily limited to, running (with or without a treadmill), bicycling (stationary or otherwise), weightlifting and body building, aerobic, agility and other workout activities, dieting and nutritional programming, personal training activities, yoga, martial arts and similar activities. "Place of amusement" means any premises or facility that offers amusements, including amusement devices, for gain or profit by a person who is not otherwise exempt under the terms of this Article, and provided that the predominant activity of such premises or facility is an amusement. A premises or facility that predominantly offers physical fitness activities shall not be considered a place of amusement. "Video games" means video tape or video disc copy of a home entertainment game generally offered for paid use other than for outright sale to customers. "Video movie" means video tape or video disc copy of a motion picture film, television show, or similar exhibition, generally offered for paid use other than for outright sale to customers. 3-4D-2 TAX IMPOSED: A. A tax is imposed on patrons of amusements or places of amusement within the corporate limits of the City in an amount equal to 3% of the gross payments made in the form of fees or charges for admission to any facility and/or the use or rental of any facility, device or equipment for the purpose of witnessing or participating in any amusement, irrespective of whether such fees or charges are characterized 2 I as admission fees, membership fees, service or use charges or rent. Gross payments, as defined in this Article, shall be exclusive of any tax imposed by the United States government, the state of Illinois, or any other governmental unit. B. The tax shall be imposed on the privilege of witnessing or participating in all amusements or places of amusement as a business for profit, irrespective of whether such amusement or place of amusement is available generally to the public or requires a membership as a precondition to admission to participation in or observation of the amusement or place of amusement. C. The ultimate incidents of and liability for payment of such tax shall be borne by the person who seeks participation in, witnessing of, admission to, any amusement or place of amusement. Such persons shall be referred to in this Article as "patrons." 3-4D-3 TIME OF PAYMENT: I A. The tax levied in this Article shall be paid in addition to any and all other taxes and charges. It shall be the duty of the owner, manager, or operator of every amusement or place of amusement in the City to act as a trustee for and on account of the City, and to secure such tax from the patron and pay over to the City Administrator or designee such tax under procedures prescribed by the City Administrator or as otherwise provided in this Article. B. Every person required to collect the tax shall secure such tax from the patron at the time of admission, participation fee, rental or other charge is made for the amusement or place of amusement. The amount due for the tax shall be stated separately on any and all invoices, receipts, or other statements or documents, if any, which are generated at the time of the payment of the fee or charge. C. The tax collected pursuant to this Article by every owner, manager, or operator of all amusements or places of amusements shall be due and payable on the fifteenth day of the month following the preceding calendar month during which the gross payments were received. The tax collected shall be paid to the City Administrator or designee on forms provided by the City. D. In the event the amusement tax liability for any month is less than two hundred dollars ($200.00), the tax for that month shall be paid with the next monthly payment. The tax report forms shall be delivered to the City Administrator at the time taxes are paid. E. Interest shall accumulate and become due upon the tax collected or to be collected at the rate of one percent (1%) per month commencing as of the first day of the month following the month in which the tax was due, and shall accrue until such time as the tax and interest are paid. i 3 3-4D-4 BOOKS AND RECORDS: A. Duty to Maintain Records. Each person required to collect the tax provided for in this Article shall, either personally or through authorized agents, maintain complete books and records covering the operation of the amusement or place of amusement, indicating in such records all payments made for the privilege of witnessing,participating or utilizing the amusement or place of amusement. Such books and records shall be maintained on the premises wherein any amusement or place of amusement is operated and shall be subject to inspection by the City Administrator or his or her authorized agents at all reasonable times. B. Such books and records which are required to be maintained under the terms of this Article shall be kept for at least a period of three years and made available for inspection by the City Administrator or designee. 3-4D-5 EXEMPTIONS: I The tax imposed shall not apply to or be imposed upon the privilege of witnessing or participating in those amusements and places of amusement the proceeds of which inure exclusively to the benefit of religious, charitable, or educational institutions or organizations, or not-for-profit entities, provided no part of the net earnings are retained or retainable by an owner or person having an ownership interest, public and private preschools and elementary and secondary schools, and activities conducted or sponsored by the City. 3-4D-6 REPORTS: On or before the fifteenth day of each month, each person liable for the collection of the tax shall file with the City Administrator or designee a written report in such form as the City Administrator may from time to time provide, stating the gross payments collected during the preceding month in the form of fees or charges, and the tax collected pursuant to this Article. 3-4D-7 ADMINISTRATION AND ENFORCEMENT: A. The City Administrator or designee shall be the administration and enforcement officer of the tax imposed on behalf of the City. It shall be the responsibility and duty of the City Administrator or designee to collect all amounts due the City from persons responsible for collection of the tax under this Article. B. The City Administrator or designee may enter the premises of any person owning, managing or operating any place of amusement or place where an amusement is located for the purposes of inspection and examination of its books and records for the proper administration of this Article, and for the enforcement of the collection of the tax imposed. C. It is unlawful for any person to prevent, hinder or interfere with the City j Administrator or designee in the discharge of the duties under this section. 4 Further, the City Administrator is authorized to enter into any intergovernmental agreement with other government agencies, as approved by the City Council, for inspection reports regarding places of amusement or places where amusements are located for the determination of compliance under this Article. D. Whenever any person fails to pay or collect any taxes provided in this Article or fails to comply with any other provision of this Article, the City is authorized to enforce the provisions of this Article through Administrative Adjudication proceedings (Title 1, Chapter 14 of the City Code), or to initiate legal action to enforce the payment and collection of the tax or other compliance with this Article in any court of competent jurisdiction. 3-4D-8 DISPOSITION OF PROCEEDS OF TAX: I All proceeds resulting from the imposition, payment, and collection of the tax under this Article, including interest and penalties, shall paid into the treasury of the City and shall be credited to and deposited in the general fund of the City. Section 2. All ordinances or parts of ordinances conflicting with any of the provisions of this Ordinance shall be and the same are hereby repealed. Section 3. If any Section, subsection, sentence, clause, phrase or portion of this Ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of the remaining portions hereof. Section 4. This Ordinance shall be in full force and effect beginning on October 1, 2010 as provided by law. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this as day of '-) U t'iG ,A.D. 2010. ERK ROBYN SUTCLIFF DIANE TEELING GARY GOLINSKI n ARDEN JOSEPH PLOCHER� WALTER WERDERICH Yl MARTY MUNNS ROSE ANN SPEARS n GEORGE GILSON JR. Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this �J day of U uA-V 2010. MAYOR 5 C/py Reviewed By: Jam : 0 Legal El Agenda Item Number ° Finance ❑ NB #6 EST. , 1836 Engineer ❑ City Administrator 0 4 y Human Resources El Tracking Number �� Community Development ❑ Kendall County ADM 2011-42 <LE Public Works ❑ Agenda Item Summary Memo Title: Training and Conferences - Discussion Meeting and Date: Administration—August 18, 2011 Synopsis: See attached memo. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: .��0 Co.y o Memorandum " To: Administration Committee EST. �Z 1836 From: Bart Olson, City Administrator .4 ` CC: O C u p Date: August 12, 2011 CountY Seat Subject: Training and Conferences �AL Executive Summary Staff is asking for reaffirmation from the Administration Committee that professional development opportunities which are budgeted for FY 12 may be completed, and presentation of a potential option for the IML conference. Staff professional development As part of the FY 12 budget approval, there was money appropriated in each department for training and conferences. Some of the training and conferences will meet requirements for job certifications and professional standards, and others will be for general education and training as items come up. Before expenses for airline tickets, hotel rooms, management seminars, etc. show up on the bill list, staff wanted to reaffirm the City Council's commitment to professional development for staff. In many cases, City staff has not attended professional conferences and seminars for the past four years. While we will always make every attempt to stay current on best practices and procedures through other methods, there is no quicker way to educate an employee by sending them to a national or state conference and immersing them in professional development seminars for a continuous 48 or 72 hours. Examples of professional development opportunities we are asking the City Council to reaffirm are: 1) Example of requirement for mandatory certification a. Illinois Parks and Recreation Association State Conference for Superintendent of Recreation Tim Evans and Recreation Coordinator Shay Rosborough. b. Held in Chicago each year, this is the largest Parks and Recreation conference held in the Midwest. Both Tim and Shay have a CPRP certification(required by their job description) that obligates them a certain amount of professional development each year. They can both satisfy an entire year's worth of professional development standards over a 3 day period. Tim and Scott Sleezer attended this conference last year. c. Cost- $600 per person 2) Example of requirement for non-mandatory certification a. International City/County Management Conference for City Administrator Bart Olson b. Held in locations around the country and this year in Milwaukee, this is the largest city management conference in the country. I have a"credential manager candidate" certification through ICMA, which is the industry standard for city managers. The CM-candidate certification is not required by my job description— it is something I voluntarily undertook to demonstrate my commitment to an ongoing education. The City benefits from this certification through me, both in knowledge I obtain and by showing residents that we are committed to run a professional and efficient organization. The four day conference can satisfy an entire year's worth of professional development. Since it is being held in Milwaukee, it is cheaper for me to attend this year than in following years (I can drive to Milwaukee). The last time I attended the ICMA national conference was in 2007, when it was in Pittsburgh. Attendance at the ICMA annual conference is discussed in my employment contract, as long as expenses are budgeted each year. c. Cost - $1450 ($650 for fees, $800 for hotel) 3) Examples of general training, not tied to certifications a. Payroll seminar for Accounting Clerks i. Discuss the latest reporting requirements in the payroll field from new 1099 reporting requirements, Health Care Reform impact on payroll reporting, etc. ii. Cost - $75 b. Advanced Governmental Accounting Seminar for Finance Director i. Explore the ramifications of recently enacted GASB pronouncements, discuss GASB's future pronouncements, learn how to implement GASB 44 economic condition reporting, etc. ii. Cost - $250 (two-days) c. Document retention policy seminar for Clerk's Office i. Discuss the latest best practices for document retention, review of new Illinois laws, review of new technology. ii. Cost - $200 (per person) Non-staff professional development The IML conference is professional development for elected officials. While the City Council removed funding for the IML Conference, I believe that we could get the costs of registration for each elected official covered through a donation to the City. Travel and lodging costs would have to be borne by each individual. Specific seminars at the IML Conference that I would recommend as beneficial to each elected official are: 1) Municipal participation in environmental clean-up and remediation a. Applicable in our downtown TIF 2) Repositioning and negotiating land-use issues 3) Pension reform—are more reforms coming? 4) New life for trouble subdivisions a. Attorney Orr and Attorney Binninger are speaking on this panel! 5) Effective performance measurements for local government 6) Privatization, shared services, and mutual aid agreements 7) Hitting the target: How to develop and implement a successful retail recruitment strategy for your community 8) Preventing Violence Against Public Officials: Stop the Insanity Before it Begins! 9) Strategies, Practices & Technologies of Electronic Government 10)Managing Critical Performance and Employment Issues With High Level Municipal Employees (PART 1 and 2) 11)The Nuts and Bolts of Community Surveying 12)Home Rule vs. Non-Home Rule: The Pros and Cons of Each 13)Best Practices and Budgeting Techniques for the "New Normal" C/py Reviewed By: Jam : 0 Legal El Agenda Item Number ° Finance ❑ NB #7 EST. , 1836 Engineer ❑ City Administrator 0 4 y Human Resources El Tracking Number �� Community Development ❑ Kendall County ADM 2011-43 <LE ��' Public Works ❑ Agenda Item Summary Memo Title: City services survey Meeting and Date: Administration—August 18, 2011 Synopsis: See attached memo. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: Co.y o Memorandum '"' To: Administration Committee EST. �Z 1836 From: Bart Olson, City Administrator .4 ` CC: O C u p Date: August 12, 2011 CountY Seat Subject: Citizen service survey �At Executive Summary A proposal to complete an online, comprehensive survey of residents about all components of the City and its services, for less than $500 in hard costs and a few dozen hours of staff time. Background Over the past several months, different committees have discussed gathering public input on different City topics. Just last month, at both Administration and Public Works committee meetings, the committee members suggested that a survey be conducted in the near future. During the brief discussion at the Administration Committee about how to conduct the survey, the committee members ruled out a mailed survey, due to cost and administrative difficulty. The last time a comprehensive survey was conducted by the City was in 2007/2008, for Parks and Recreation services. At that time, the City paid Northern Illinois University$10,000 to do create the survey and then execute the survey through mail and telephone. Structure of the survey There are several online survey websites that would fit our needs. Staff will do further research to pick a particular vendor—but all can be done for less than $500 in subscription costs. With a web survey, we are able to assign each water billing customer a random password, which will allow the customer to log into the survey website and conduct the survey. This guarantees we are only hearing from each household once. Specific arrangements at the Library and City Hall could be made for those without internet access, by printing on the utility bill hours of computer availability at both locations. Ouestions on the survey By studying surveys completed in other cities, and by doing online research on proper question phrasing, I am confident we can create a survey which yields reliable, valid data. However, I do not have an estimate for when a survey could be completed, until we have a better idea of the types of topics we want to include within the survey. Survey topics the staff came up with in a brainstorming session (and prior to any detailed analysis of survey questions in other cities) are: 1) Priority for expenses related to algaeside in City-controlled detention basins? 2) What was the resident's feedback on our building permit turnaround? A contractor's feedback? 3) What was the resident's feedback on the ease of use for permit forms? A contractor's feedback? 4) How easy are our development applications to use? 5) How do residents view the ease of use of our variance process? 6) How do residents rate our current parks maintenance standards? How do residents rate our past parks maintenance standards? 7) How do residents rate our quality and quantity of recreation programming? What classes are we missing? 8) Do residents support additional funds to be spent on enforcement of weed complaints? 9) Would residents use electronic services? a. recreation programming registration? b. Utility billing service expansion(online accounts,usage, payment) c. Online FOIA database? d. Online ordinances and resolution database? 10)How often do residents use our website compared to other press outlets? Do they like our website design? 11)If you are a REC Center member, how important is the location of the REC Center? If we were to change locations, would you still use the REC Center? 12)Special Events a. Hometown Days quality? b. Holiday Under the Stars? c. Music Under the Stars? d. National Night Out e. 5k runs 13)Should the City fund construction of a Kennedy Road bike trail, if we have a grant and that road will connect us to the Chicago trail system? 14)What are the biggest issues with unfinished subdivisions? 15)If you have an SSA, how has your interaction with the City's SSA administrators been? Staff? 16)Rate the services of the staff of different departments you have had contact with: a. Admin b. Finance c. City Hall Front desk d. Clerk's Office e. Public Works i. Streets ii. Water iii. Sewer f. Police i. Front desk staff ii. Officers iii. Supervisors g. Planning h. Building and Zoning 17)How do residents like our current service level for snow plowing? a. Would they support additional funding for more responsive service? b. Would they be ok with a lower service level, if funds could be moved elsewhere? c. Should we start plowing immediately as soon as it snows, and keep plowing until we have dry pavement? d. Only start after 2"of snow? 18)Foreclosures—have you been impacted by foreclosures in the neighborhood? 19)Have you used the REC Center in the past six months? a. Are you a member? b. Are you using it in another capacity? 20)How often do you use parks? 21)How often do you use recreation programming? 22)What is your perception of crime in the City? a. In your neighborhood? 23)Any questions that align with City Council goals from year-to-year 24)Feeling of interconnectedness between satellite subdivisions? a. I.E. Do the residents of Bristol Bay feel like they are a part of the "Yorkville community"? 25)How satisfied are you with your current Homeowner's Association? 26)What issues have you had with your HOA, that you feel the City should assist with(even if there is no authority for us to do so)? 27)What is your perception of naturalized detention basins? 28)What is your perception of the local roads? a. Neighborhood roads? b. State routes? c. County roads? 29)All facets of the City's garbage service 30)Would residents be ok with digital billboard signs in Yorkville? 31)What is the residents' current perception of the quantity of snipe signs and temporary signs in the City? 32)Do you support higher impact fees, which generate more money for local services from those coming into the community, but ultimately make it more expensive to buy a house here (slower growth), or lower impact fees which means less money for services, a cheaper to buy a house, and higher growth(and more cost to provide services)? 33)Have you been to the Marge Cline Whitewater park? Have you used it? 34)Questions about preferred businesses to recruit 35)Questions about Library services 36)Should there be an overnight parking ban on all City streets (surveyed before, passed and then repealed) 37)Should the City allow urban chickens? C/T y Reviewed By: A 0 Legal ❑ Agenda Item Number Finance El OB #1 EST. 1Z 1836 Engineer ❑ City Administrator CiVI ` Human Resources ❑ Tracking Number °°°lfg �0 Community Development F]C °°"ty Police ❑ ADM 2011-34 LE ��'� Public Works ❑ Agenda Item Summary Memo Title: Home rule - discussion Meeting and Date: Administration—August 18, 2011 Synopsis: Carry-over discussion from last month's meeting. No new information is being provided. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: C/T y Reviewed By: A 0 Legal ❑ Agenda Item Number Finance El OB #2 EST. 1Z 1836 Engineer ❑ City Administrator CiVI ` Human Resources ❑ Tracking Number °°°lfg �0 Community Development F]C °°"ty Police ❑ ADM 2011-36 LE ��'� Public Works ❑ Agenda Item Summary Memo Title: Library Impact Fee Ordinance Meeting and Date: Administration—August 18, 2011 Synopsis: Discussion of changing the Library Impact Fee for greater flexibility in use. Discussion last meeting included a potential reduction in the impact fee. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: C/T y Reviewed By: A 0 Legal ❑ Agenda Item Number Finance El OB #3 EST. 1Z 1836 Engineer ❑ City Administrator CiVI ` Human Resources ❑ Tracking Number °°°lfg �0 Community Development F]C °°"ty Police ❑ PW 2011-39 LE ��'� Public Works ❑ Agenda Item Summary Memo Title: Residential Solid Waste Franchise Agreement Meeting and Date: Administration—August 18, 2011 Synopsis: Discussion on the City's residential solid waste franchise agreement. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: The next step in this process is the creation of an RFP, which must be approved by City Council prior to being sent to vendors. The draft RFP will either be presented at the meeting, or will be available for next month's meeting. This agenda item was left on the agenda in case anyone had received new feedback from residents about the service, or if any of the aldermen had questions about the RFP or the service. c/Ty Reviewed By: J� O� Legal El Agenda Item Number a Finance ❑ OB #4 EST. , 1836 Engineer ❑ City Administrator 0 Human Resources ❑ Tracking Number Community Development F1 da K°n1G°""ty Police ❑ ADM 2011-24 ALE Public Works ❑ Agenda Item Summary Memo Title: Procedural ordinance Meeting and Date: Administration—August 18, 2011 Synopsis: Discussion on the creation of the City's procedural ordinance. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Direction Submitted by: Bart Olson Administration Name Department Agenda Item Notes: .��0 Co.y o Memorandum To: Administration Committee EST. �Z 1836 From: Bart Olson, City Administrator .4 ` CC: O C u p Date: August 12, 2011 Count�Y Seat Subject: Procedural Ordinance This item was last discussed at the May Administration Committee meeting. At that meeting, the Committee asked staff to take certain components of the City's repealed governing ordinance and recommend them for inclusion in a new procedural ordinance. A copy of the City's repealed governing ordinance is attached for your reference. The sections that staff is recommending for inclusion, and that have been directed to be added by City Council are listed below. Pending committee direction, the items will be formatted into an ordinance for a future committee meeting, or presentation to City Council. 1) City Council meetings: a. City Council Meetings shall be regularly scheduled to convene on the 2nd and 4" Tuesday's of each month at 7:00 p.m. in the City Hall Council Chambers. b. City Council Meetings shall be generally conducted according to the agenda template attached hereto(most recent template will be attached). c. No ordinance or resolution shall be voted on at a City Council meeting unless the item to be voted on has been presented in its final form to the Corporate Authorities at least four days prior to the vote. d. No application presented during a public hearing shall be voted on during the same City Council meeting in which that public hearing is held. e. City Council meeting agenda items may be added by the Mayor, consent of three (3) aldermen, or direction from a committee. f. The Mayor shall preside over City Council meeting as the Chairman, unless the Mayor is unavailable, at which time the Mayor-Pro-Tem shall preside. g. The City Council shall appoint the Mayor Pro Tem, by majority at the first City Council meeting each May. 2) Committees: a. The Mayor shall be a non-voting member of all standing committees. b. The Mayor shall select committee rosters from time-to-time, as he deems necessary. c. The Mayor shall select committee chairmen and vice-chairmen. d. Any alderman may add any agenda item to any committee agenda. e. Committees may select liaisons to other organizations and boards by any means they deem necessary, provided that the other organizations by-laws may govern the selection of the liaison. i. Or should the chairman have sole authority to select liaisons? £ The four committees shall be: i. Public Works ii. Public Safety iii. Administration iv. Economic Development g. Each committee shall be presided over by its chairman, or in the absence of the chairman, the vice-chairman. h. Committee meetings may be cancelled by the Chairman of the committee if there is a not a quorum of the members present, or there are no agendas which require action by a committee. i. When moving items from the committee agenda to a City Council agenda, the committee shall make a recommendation whether that item should be on consent agenda or the committee's report. If on the committee's report, the committee shall make a recommendation whether the item is up for first reading, or is on the City Council agenda for action. i STATE OF ILLINOIS ) ss. COUNTY OF KENDALL ) Ordinance No. 2010-3k<�, _ AN ORDINANCE AMENDING AND RESTATING THE GOVERNING ORDINANCE OF THE MAYOR AND CITY COUNCIL OF THE UNITED CITY OF YORKVILLE,KENDALL COUNTY,ILLINOIS WHEREAS, the City Council of the United City of Yorkville first passed a Governing Ordinance, on June 27, 2006 as Ordinance 2006-58, subsequently passed amendments to the Governing Ordinance, on November 14, 2006 as Ordinance 2006- 133, on June 26, 2007 as Ordinance 2007-49, July 10, 2007 as Ordinance 2007-50, July 24, 2007 as Ordinance 2007-53, on January 22, 2008 as Ordinance 2008-02, on April 22, 2008 as Ordinance 2008-27, on June 24, 2008, as Ordinance 2008-58A, on September 23, 2008, as Ordinance 2008-84, on March 24, 2009 as Ordinance 2009-16, on May 12, 2009 as Ordinance 2009-27, and on January 12, 2010 as Ordinance 2010-06, and intends to amend said Ordinance and restate it in its entirety, by this Ordinance rendering this as the full text of the Governing Ordinance of the United City of Yorkville; and, WHEREAS, the City Council of the United City of Yorkville, in accordance with Illinois Compiled State Statutes, has the right to determine procedures for organizing and conducting all meetings of the City Council acknowledging that the City is bound by certain state and federal laws as well as legal precedents which cannot be supplanted by City Ordinance; and, 1 WHEREAS, in keeping with this right, the City Council has adopted Roberts Rules of Order to outline the procedure to be followed during meetings and to regulate the actions of Council members and the public in attendance at such meetings; and, WHEREAS, the Council has determined that, to further ensure the orderly flow of information presented at its meetings and to protect the integrity of all in attendance at I such meetings, it requires an additional written policy to clarify and amend Roberts Rules; and WHEREAS, the Council has undertaken to compile a list of ethical standards for City elected officials which the Council wishes to be included in its written policy; and, I WHEREAS, the Council also has determined that it is in the best interests of all I members of the City Council and the residents of the United City of Yorkville that said policy should include guidelines that clarify the duties and rights of aldermen and the mayor as elected officials of the United City of Yorkville; and, WHEREAS, the Council also requires said policy to officially establish standing committees of the Council and to outline procedures for the organization of said committees, including the selection of membership and chairmen of said committees, so that membership and chairmanship shall be unbiased and non-partisan, and offer all aldermen an equal opportunity to understand City business. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, that the following shall constitute the Governing Ordinance for the United City of Yorkville: 2 Governing Ordinance,United City of Yorkville Addressing: Ethical Standards—Elected Officials' Duties and Responsibilities, Meeting Standards and Committee Structure I. 1 Ethical Standards—Elected Officials of the United City of Yorkville: A. Shall obey the Constitution and laws of the United States, of the State of Illinois, and the United City of Yorkville. B. Shall be dedicated to the concepts of effective and democratic local government. C. Shall strive to be trustworthy and to act with integrity and moral courage on behalf of one's constituents, so as to maintain public confidence in City government and in the performance of the public trust. D. Shall make impartial decisions, free of bribes, unlawful gifts, narrow special interests, or financial or other personal interests. E. Shall not invest or hold any investment, directly or indirectly, in any financial business, commercial or other private transaction that creates a conflict with official duties. F. Shall extend equal opportunities and due process to all parties in matters under consideration. G. Shall recognize that the chief function of local government is at all times to serve the best interests of the residents of the United City of Yorkville. H. Shall work to keep the community informed on municipal affairs, encourage communication between residents and municipal officers; emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service. I. Shall work to assure that government is conducted openly, efficiently, equitably, and honorably in a manner that permits residents to make informed judgments and hold City officials accountable. J. Shall show respect for persons, confidences and information designated as "confidential". K. Shall, when representing the City, act and dress in a manner appropriate for the function. L. Shall refrain from using city computers, the city server, etc. for political purposes. Elected officials are subject to the same rules of behavior that apply to Council 3 i meetings, including refraining from making personal attacks against their fellow Council members, or defaming them in any way. The server and computers are to be used to disseminate information, not political propaganda. II. Duties and Rights of Elected Officials: Aldermen A. Shall, through their council votes, create the public policy that governs the United City of Yorkville, and provide oversight for the executive branch. B. Shall have the right to expect that the mayor and city's staff will provide them with clear and unbiased information to help them in their decision-making process. C. May, at their discretion, hold ward meetings in their ward, or devise other ways to better understand the wishes of their constituents. This is not meant to preclude aldermen from taking a city-wide view of the impact of an item under discussion, but to underline that aldermen are empowered to act on behalf of their constituents, and should be apprised of all items that are brought to the City that in any way pertain to their Ward. It is recommended that as a courtesy the Alderman holding the meeting should contact the other alderman in the ward, in advance, about the meeting. D. Shall refrain from giving direction to any city employee. Policy is created by the entire City Council. If any alderman wishes to address any problems he or she sees occurring in the city, this problem may be brought to the attention of the mayor, the city administrator, department directors, or taken to the council as a whole for action. Requests for information are not to be considered as "giving direction." Mayor A. Shall perform all the duties which are prescribed by law, including ordinances, and shall take care that the laws and ordinances are faithfully executed. Shall from time to time and annually, give the corporate authorities information concerning the affairs of the municipality and may recommend for their consideration measures that the mayor believes expedient. (65 ILCS 5/3.1-35-10) B. Shall be a non-voting member of all standing committees. C. Shall make appointments to fill vacancies, with the advice and consent of the Council. 4 I I III. III Meeting Standards Applicable to City Council Meetings Generally A. City Council Meetings shall be regularly scheduled to convene on the 2nd and 4th Tuesday's of each month at 7:00 p.m. in the City Hall Council Chambers. B. City Council Meetings shall be generally conducted,according to the agenda template attached hereto. C. The Mayor, or any 3 Aldermen, may call a special meeting by submitting the request in the form of a Notice, and an Agenda for the meeting, in writing to the City Clerk. The Clerk shall as soon as possible 1) deliver a copy of the Notice and Agenda to each Elected Official, 2) post the Notice and Agenda at City Hall, and 3) send a copy of the Notice and Agenda to all registered news media. No special meeting shall be called for a date less than 48 hours after the Notice and agenda have been submitted to the City Clerk. The Clerk shall submit a Certification of Notice as evidence of providing the notices set out above, including all Copies of Publication to the City Council, and said Certification of Notice shall be inserted into the record of the Special Meeting. (5 ILCS 120/2.02) D. Except during the time allotted for public discussion and comment, no person, other than a member of the council, or an officer, employee, independent contractor, or other person recognized by the presiding officer, shall address the Council, except with the consent of two of the members present. E. No ordinance or resolution shall be voted on at a City Council meeting unless the item to be voted on has been presented in its final form to the Corporate Authorities at least four days prior to the vote. F. No application presented during a public hearing shall be voted on during the same City Council meeting in which that public hearing is held. G. All attendees at every city council meeting shall put their cell phones, pagers, PDA's or similar devices on silent mode prior to all such meetings, and shall not communicate on such devices during any such meetings. Elected officials, and department heads may excuse themselves from a meeting in order to communicate on such devices. H. The standards concerning order of speaking and time limits set by this Governing Ordinance shall apply to all items, including motions, resolutions, ordinances or action items wherein a vote may be taken. 5 i III I I Aldermen A. Shall have the right to place an item on any committee meeting agenda for discussion. Shall have the right to place an item on any Council meeting agenda with the consent of three (3) aldermen. Shall have the right to vote to suspend the rules of order (regarding the order of discussion) to provide for an open discussion. i B. Shall,before speaking at a meeting, first be recognized by the presiding officer, and shall address all remarks to the presiding officer, without a response from the presiding officer. C. May not move to end debate before every alderman who wishes to speak to an agenda item has had the opportunity to do so. A motion to end debate, or "call the question" shall require a two-thirds vote. (Roberts Rules (RONR (10th Edition)page 189, Section 16) D. May appeal a ruling by the Mayor to the Council as a whole. A majority vote can overturn the Mayor's ruling. (Roberts Rules (RONR (10th Edition) page 247, Section 24) E. May, by a two-thirds majority vote, expel a fellow alderman from a meeting for cause,but may not do so for the same cause a second time. (65 ILCS 3.1-40-15) F. May, upon the request of any two aldermen present, defer a report of a committee to the next regular meeting of the Council. G. Shall, during a meeting, have the option to be the first and last speaker on an item if he or she has placed the item on the Council agenda. H. Shall, after being appointed as a liaison to another city organization, be responsible for keeping all Council members informed of that organization's significant activities. . I. Shall limit their remarks to the question under debate. To this end, aldermen must never attack or make any allusion to the motives of aldermen. (RONR (10th Edition) page 41, line 31) J. May, before voting, participate in a special meeting to review nominees that the mayor appoints when the appointment is either to fill a vacancy in an elective or appointed office that requires the advice and consent of the City Council. 6 K. Shall elect from one of the Aldermen as Mayor Pro Tern pursuant to the Mayor Pro Tem Policy of the United City of Yorkville, attached hereto. Mayor A. Shall preside at every regular Council meeting fulfilling the normal and customary functions of the chairman of the meeting; in his absence the elected mayor-pro-tem shall preside. At ad hoc committee meetings of the Council, the chairman of the committee shall preside. B. Shall preserve order and decorum, may speak to points of order in preference to aldermen, and shall decide all questions of order, subject to appeal. In the case of disorderly conduct, the mayor shall have the power to request that the Council Chambers be cleared. C. Shall appoint the City Attorney to be parliamentarian of the Council. D. May, without relinquishing the chair, voice his opinion on items before the City Council. The mayor shall, immediately after stating the item under discussion, ask the alderman who has requested an item to be placed on the agenda if he or she wishes to introduce the item or the applicable Committee Chairman if no particular alderman has requested that the item be placed upon the agenda. The mayor shall recognize this alderman as the last one to speak to the item if the alderman requests to do so. E. Shall recognize each alderman wishing to speak to an agenda item in turn, ' rotating different sides of the question,pro and con, as much as possible. He shall give preference first to an alderman who has placed the item under discussion on the Council's agenda. F. Shall insure that any information he makes available to aldermen on an agenda item is given to all aldermen in the same timely fashion, so that all aldermen can make informed decisions. It is the mayor's responsibility to insure that any item brought to the mayor's attention that pertains to a project or problem in a City Ward should be brought immediately to the attention of that Ward's two aldermen. G. Shall not vote on any ordinance, resolution or motion except: i. When the vote of the alderman has resulted in a tie; ii. When one-half of the aldermen elected have voted in favor of an ordinance, resolution or motion even though there is not tie; and iii. When a vote greater than a majority of the corporate authorities is required. (65 ILCS 5/3.1-40-30) IV. 7 i The Standing Committees of the City Council: I. Shall include the Public Works, Public Safety, Administration, and Economic Development Committees. II. The Public Works, Public Safety, Administration, and Economic Development Committees shall include four members (one from each ward) of the City Council, including the Mayor. The Mayor is a non-voting member of each committee. III. Shall be presided over by its chairman, who will conduct the business of the meeting. In the absence of the chairman, the vice-chairman shall conduct the business of the meeting. Chairman and vice-chairman shall serve two year appointments. Chairs, vice-chairs, and committee rosters shall be filled through the following process: A. For the Public Works, Public Safety, Administration, and Economic Development committees: after each election, the four committee chairmanships shall be vacated. The four vice-chairmen shall each select a committee to chair, with the most senior alderman having the first selection and progressing to the next most senior alderman, and so on. After the chairmanships have been selected, the four non-chaired aldermen shall each select a committee to vice-chair, with the most senior alderman having the first selection, and progressing to the next most senior alderman, and so on. In the same order in which chairmanships and vice- chairmanships are selected, the committee rosters shall be filled (committee chairs pick second committee first, vice chairman pick second committee after the chairman pick their committee). i. Should an incumbent alderman be defeated in an election, the incoming alderman shall be placed in the group of four "non- chaired" alderman that will select a vice-chair role in a committee. Subsequently, the most senior alderman of the "non-chaired" group shall be allowed to retain a committee chair for a consecutive year, but will select last in the group of aldermen who are selecting the committee chairs for the upcoming term. In the event there is more than one incumbent alderman allowed to serve consecutive committee chairs, those aldermen shall select committee chairs in order according to seniority, but after the group of alderman who have not served-consecutive committee chairs have selected. ii. Should there be a vacancy in the office of an alderperson, the alderperson appointed to such vacancy shall take the committee position held by his or her predecessor; provided, however, if the 8 position of said predecessor was that of committee chair, the vice chair of the committee shall assume the office of "acting chair" and the new alderperson shall become the vice-chair. The acting chair shall complete the term of the chair which was vacated and retain eligibility for a committee chairmanship for the next succeeding term. IV. Shall control the movement of items from committee agendas to City Council agendas. Items may not move out of committee but for a vote of approval by a majority of the quorum present. When passing items out of committee, where the committee reasonably believes that if the items are approved by the City Council, the impacts of that approval could significantly impact many residents, the item should first be listed on the City Council agenda under the committee report section and listed as being for first reading. The City Council at its discretion may waive a first reading if they deem it desirable. Items for first reading are intended to give notice to the public that a substantial change is being contemplated and the City Council will be taking input and considering the item at their next scheduled City Council meeting. For items forwarded to the City Council which are not expected to have as significant an impact should be recommended for placement on the consent agenda. Items for first reading do not literally have to be read into the record at the city council meeting, placement on agenda is sufficient. When an item is listed for first reading the chairman should explain the item being proposed and that the City Council is seeking input from the public to aid them in the decision making process. i V. Shall have the sole power to assign liaisons to those city organizations that fall under that committee's specific area of business listed in the City Council agenda as follows: Public Works: Park Board, YBSD Economic Development: Kendall County Plan Commission, Plan Commission, Yorkville Econ. Dev. Corp. I, Public Safety: Human Resources Commission, School District Administration: Library Y. Cancellation of a Meeting: A. Regularly scheduled City Council Meetings or Special Meetings called by the Mayor may be cancelled by the Mayor if advised that a quorum shall not be in 9 attendance or there is not a quorum of the members present at the regularly scheduled meeting. B. Special Meetings called by three (3) aldermen may be cancelled by two (2) of the three (3) aldermen that called the meeting if there is not a quorum of the members present or for any other reason. C. Committee Meetings may be cancelled by the Chairman of the committee if there is not a quorum of the members present. D. Cancellation of any of the meetings referenced in this Section requires notice by the person canceling the meeting to the City Clerk, all scheduled attendees, and all news media that has filed an annual request with the City Clerk. E. Lack of a quorum for any meeting prohibits proceeding with the meeting, but permits discussion solely of agenda items so long as no prior notice of cancellation has been issued. This Ordinance shall be in full force and effect upon its passage, approval, and publication as provided by law. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, this k?, day o 2010. i ROBYN SUTCLIFF DIANE TEELING GARY GOLINSKI ARDEN JOE PLOCHER WALLY WERDERICH MARTY MUNNS ROSE SPEARS � GEORGE GILSON, JR. Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this I Q day of J u L-V 2010. U J Mayor Attest: CftXf 1 10 A ciry i United City of Yorkville 800 Game Farm Road EST. 1 ,ess Yorkville, Illinois 60560 o ji Telephone: 630-553-4350 ot, Kam., '„ `,�� Fax: 630-553-7575 <C E AGENDA CITY COUNCIL MEETING CITY COUNCIL CHAMBERS 7:00 p.m. Date Call to Order: Pledge of Allegiance: Roll Call by Clerk: WARD I WARD II WARD III WARD IV Wally Werderich Gary Golinski Marty Munns Rose Ann Spears George Gilson, Jr. Arden Joe Plocher Robyn Sutcliff Diane Teeling Establishment of Quorum: introduction of Guests: Amendments to Agenda: Committee Meeting Dates: Public Works Committee Meeting: Economic Development Committee: Administration Committee Meeting: Public Safety Committee Meeting: Presentations: City Council Meeting Agenda Date Page 2 Public Hearings: Citizen Comments: Consent Agenda: I Plan Commission/ Zoning Board of Appeals: Minutes for Approval (Corrections and Additions): Minutes of City Council— Bill payments for approval from the current Bill List (Corrections and Additions): i Checks total these amounts: $ (vendors) $ (payroll period ending) $ (total) Reports: Mayor's Report: City Council Report: City Attorney's Report: City Clerk's Report: City Treasurer's Report: City Administrator's Report: Finance Director's Report: City Engineer's Report: Director of Public Works Report: Chief of Police Report: Director of Parks &Recreation Report: Community Development Director Report: Community Relations Officer: i Community& Liaison Report: City Council Meeting Agenda Date Page 3 Committee Reports: Public Works Committee Report: Economic Development Committee Report: Public Safety Committee Report: Administration Committee Report: Additional Business: Executive Session: Adjournment: COMMITTEES, MEMBERS AND RESPONSIBILITIES --------------------------------------- 1PUBLIC WORKS; -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- ;ommittee Departments Liaisons Chairman: Alderman Plocher Public Works Park Board Vice-Chairman: Alderman Gilson Engineering YBSD Committee: Alderman Munns Parks and Recreation Committee: Alderman Teeling ------------ CONOMICDEVELOPMENT] ------------------------------------------------------------------------------------------------------------------------------------------- Committee Departments Liaisons Chairman: Alderman Golinski Community Development Plan Commission Vice-Chairman: Alderman Spears Building Safety and Zoning Yorkville Econ. Dev. Corp. Committee: Alderman Werderich Kendall Co. Plan Commission Committee: Alderman Sutcliff -------------------------------------- IPUBLIC SAFETY] - ---------C----A Committee Departments Liaisons Chairman: Alderman Werderich Police Human Resource Comm. Vice-Chairman: Alderman Munns School District -ommittee: Alderman Spears ommittee: Alderman Plocher City Council Meeting Agenda Date Page 4 COMMITTEES, MEMBERS AND RESPONSIBILITIES (con't) �ADMINISTRATION1 --------- Committee Departments Liaisons Chairman: Alderman Sutcliff Finance Library Vice-Chairman: Alderman Teeling Administration Committee: Alderman Gilson Committee: Alderman Golinski i i 4 F United City of Yorkville Mayor Pro Tem Policy — Approved 2/22/05 EST -::1836 .�L <CE MAYOR PRO TEM. (A) There is created the office of Mayor Pro Tem for the City. (B) In the event of a temporary absence, or a disability causing the Mayor of the City to be incapacitated from the performance of his duties,but which by law does not create a vacancy in the office of Mayor, the Council of Alderpersons shall elect one of its members to act as Mayor Pro Tem. The Mayor Pro Tem, during the absence or disability of the Mayor, shall perform the duties and possess all the rights and powers of the Mayor. (C) The selection of a Mayor Pro Tem shall be made on an annual basis at the first City Council meeting in May. The Council of Alderpersons shall vote to elect one of its members Mayor Pro Tem. No member may be elected as Mayor Pro Tem for two consecutive years. However,the Mayor Pro Tem shall not act as Mayor Pro Tem unless and until the Mayor is temporarily absent or is disabled to an extent so as to incapacitate him from the performance of his duties. (D) In the event the Mayor fails to attend a meeting of the City Council,the Mayor Pro Tem shall act as a temporary chairman for the meeting of the City Council, and while so s6rving as temporary chairman, shall have only the power of a presiding officer and a right to vote in his capacity as Alderperson on any ordinance,resolution, or motion. Statutory reference: Mayor pro tem, see ILCS Ch. 65, Act 5 § 3.1-35-35 i i