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COW Minutes 1999 02-04-99 CITY OF YORKVILLE COMMITTEE OF THE WHOLE FEBRUARY 4, 1999 MEMBERS PRESENT: Art Prochaska, Bob Johnson, Richard Sticks, Cindy Green, Larry Kot, Jeff Spang, Valerie Burd, Rose Ann Spears, Mike Anderson, Richard Scheffrahn,Tom Sowinski, Jim Nanninga, Dan Kramer, Joseph Wywrot, Harold Martin. Guests: See attached list Hunting Ban/Fox River, update-Lt. Harold Martin from the Yorkville Police Department gave an update to the banning of hunting along the Fox River. City of Yorkville property to the middle of the river can be controlled. Anything beyond the middle of the river, unless the other side of the river is annexed into the City of Yorkville, it can only be handled by the DNR and they would have to be contacted. Congressman Cross,Atty. Kramer and Atty. Kleronamos have said that they would contact the DNR in order to get this process taken care of. Alderman Kot felt that with the issue of resident safety, it is very important to initiate dialog with the DNR. Ms. Jeanie Cook has been working with Congressman Cross. The general consensus was to make the contact with the DNR and soon. This is to be reported on at the next C.O.W. meeting on February 18. Fox Highlands Intergovernmental Agreement with YBSD-At this time there is nothing new to report. Are currently waiting for YBSD to OK the letter of credit. This will be presented at the next C.O.W. on February 18. Deuchier Engineering Study-There is a study currently being proposed to determine the feasibility of future growth in the North East quadrant of Yorkville. The study will help determine what would be best for the city with regards to future development. This item is to be placed on the February 11 council agenda. The November Building Report is to be placed on the February 11 council agenda for approval. Development to North, proposed study-There is a proposed study for future development to the north of the City of Yorkville. This would help determine sewer and water needs for the future. Various size issues and what it would take to develop sewer and water for this area. It was suggested that contact be made with some of the landowners to see what their opinions are and what they would be interested in the services that the City can provide. It is important to determine where the City wants to go and what the city expects in the future. This item is to proceed to EDO and then report back to C.O.W. Municipal Building Bid Update-The architect will need to re-draw the plans with the appropriate changes made to the building. The information would be sent for bids from March 15 to April 15. It would leave a full month for the information to be picked and the bids to be then placed with the City. Economic Development Co-op-The Steering committee is looking at different options. They would like to bring together various business and taxpaying entities. This Co-op would be representing the best interest of the community for the betterment of the community. People were genuinely excited about getting growth and expansion into the community. The City would be a member of the Economic Development Co-op. This group would be a good mix of all persons in the community. They would be able to give suggestions, ideas and concerns right from the heart of the community. It was suggested that all make a three year commitment. The first year would be for setting up the program. The second would be to set up the ideas and programs within. The third year would be the implementation and the action of the programs. Police Department, full time clerk job-There is a full time clerk position created for the police department and a job description is attached. This position will be posted for all current City of Yorkville personnel to look at. Someone will be placed in this position, but not likely before the '99-'00 fiscal budget. This item to be placed on the 2-11 council agenda. Piano Boundary Meeting has been set for February 13 at 10:00 AM in the Plano City Hall. MFT Resolution to be tabled to the February 18 C.OW Additional Business: There has been some interest in the lots for sate on Bridge St. It was suggested by Atty. Kramer that these lots be advertised for sale. Respectfully by Cindy Green Office Supervisor- Position Description Department: Police Reports To: Department Head or Designee Status: Full-Time Positions Supervised: Police Clerk Position Description Overview ']'his position is responsible for a wide variety of complex secretarial duties and some administrative functions. This position also involves considerable independent judgment in daily work activities. An Office Supervisor may also supervise and evaluate the work of other clerical staff in the work area. Essential Job Functions I . Compose and prepare both routine and technical correspondence, reports and documents; arrange and schedule appointments and coordinate same with other Departments; route incoming telephone messages and mail, prepare outgoing mail and process a wide range of routine administrative matters without supervision. 2. Organize, execute and oversee departmental activities and projects in accordance with departmental goals. �. Coordinate work flow, determine priorities, distribute work, and assure tasks are completed properly. 4. Explain, advise and assist the public and other city departments on city or department projects, rules, regulations, goals and/or objectives, both in person and over the telephone, as well as select documents pertinent to specific requests and forward the same in response. 5. Create, review and maintain accurate departmental and/or city records including permits, inspection forms, licenses, plans, proposals, meeting notes, meeting agendas, police incident reports, etc. 6. In the absence of the Department Head or designee, oversee the effective administrative functions of the department office per department needs. 7. Adhere to all departmental and city safety policies. Additional Job Functions 1 . Supervise and evaluate co-workers with emphasis on delegating work and meeting department goals. ?. Develop and maintain knowledge of city procedures, events and activities. 3. Create and organize methods and procedures to improve work efficiency and productivity. 4. Take dictation and transcribe through transcription equipment. >. Perform other duties as required or assigned. 1 Basic Requirements - Knowledge, Skills and Abilities " l. Knowledge of business English, grammatical construction, spelling, punctuation, arithmetic and possess an excellent vocabulary. 2. Knowledge of WordPerfect, QuatroPro, basic desk top publishing and other software programs. 3. Considerable knowledge of legal, administrative, operational and procedural regulations and practices applicable to the organization or assignment and/or the ability to learn them quickly. 4. Independent writing and proofreading skills. 5. Strong interpersonal skills to interact with elected and appointed officials, employees, other agencies and the public and supervisory skills including ability to direct work and assume responsibility. 6. Ability to operate a variety of office equipment including a typewriter, word processor, personal computer, facsimile machine and transcribing equipment rapidly and accurately. 7. Ability to type a minimum of sixty-five (65) words per minute. 8. Ability to develop work methods and procedures with initiative and good judgement and to use resourcefulness and tact in meeting new challenges. 9. Ability to maintain strict confidentiality. 10. Ability to assemble, organize and communicate, statistical, financial and factual information derived from a variety of sources. Basic Requirements - Experience and Education 1 . Minimum of two (2) years secretarial experience in a progressively responsible and difficult nature. 2. High School Degree supplemented by courses in typing and business subjects, preferably supplemented by at least 60 hours credit of college level courses in business administration or public administration and/or related subjects. 3. Any equivalent combination of experience and education that provides the required knowledge, skills and abilities. 4. Must have no prior criminal history. Must have successfully completed a background investigation with findings of good character and no felony convictions. CITY OF YORKVILLE COMMITTEE OF THE WHOLE Date Guests Present: (please print) i L ' 1 ; , ,- =