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Administrative Task Force Packet 2006 01-24-06 Cary United City of Yorkville 800 Game Farm Road EST �� is�s Yorkville, Illinois 60560 Telephone: 630-553-4350 �o Fax: 630-553-7575 AGENDA ADNIINISTRATIVE TASK FORCE Tuesday, January 24, 2006 6:00 p.m. City Council Chambers Committee Members: Chairman: Mayor Prochaska, Vice Chairman: Alderman Spears, Alderman James, Alderman Wolfer, Alderman Munns 1. Minutes for Approval/Correction: November 8, 2005 2. Council Newsletter 3. Day-to-Day Administrative Work 4. City Administrator's Annual Performance Appraisal Process 5. Set Next Meeting Date and Agenda 6. Additional Business Page 1 of 3 DRAFT UNITED CITY OF YORKVILLE ADMINISTRATIVE TASK FORCE MEETING TUESDAY,NOVEMBER 8,2005 6:00 PM Lower Level Conference Room—City Hall CITY OFFICIALS IN ATTENDANCE: Mayor Art Prochaska--Committee Chairman Rose Spears—Committee Vice Chairman Dean Wolfer—Alderman Marry Munns—Alderman Bart Olson—Deputy City Clerk& City Intern GUESTS: None The meeting was called to order at 6pm by Mayor Art Prochaska. 1. Minutes for ApprovaUCorrection Since this was the first meeting for this committee,there were no previous minutes. 2. Discuss Goals and Objectives of Committee One of the first priorities as established by Dr. Wood of NIU,was to have an ordinance in place for the City Administrator. It is not quite complete at this time. Intern Olson compiled the two main objectives of this committee: 1. Develop communication tool for the Administrator 2. Find ways to free up the Administrator's time Mayor Prochaska said that since there is no Administrator on board at this time,this committee should look at what issues should be addressed first and a timeline for those issues. Dr. Garbris' recommendations from a document dated September 151', suggested not changing priorities, but rather work on a mechanism for developing communication first. The Mayor suggested putting together ideas on what type of information the committee thinks that the Administrator should present to the Council on a regular basis. Alderman Munns said that if more communication had been shared with the Council over the past few months,the more beneficial it would have been to avoid conflicts. Page 2 of 3 Alderwoman Spears said she would like to have information regarding anything or any project occurring in the community, especially before it is printed in the newspapers or before citizens make phone calls about the given issue. The Mayor added that timely information is helpful for when reporters call for information. He said that Glory Spies should be informed when reporters call so that she can watch for stories to appear in the papers. He stressed the importance of a point person whether that is the Administrator or Ms. Spies. The future Community Development Director might also relieve some of the Administrator's time burden. At the present time though, the Administrator will need to condense the various pieces of information he receives from department heads and present that information to the Council. Currently, there is a department head meeting the same day as City Council meetings. •bi-monthly Alderman newsletter was suggested by the Mayor and Alderman Munns. •form for reporting this information would also be needed. Mayor Prochaska cautioned that some items could not be discussed publicly or at a department head meeting. He said those items should come from the Attorney. A separate, confidential document was suggested by Ms. Spears. It was suggested that the Police Chief could attach his confidential documents in the same manner. Mr. Olson asked if the Parks and Rec Dept. should also submit a report and Mr. Munns said he would like to receive that information as well. It is unknown at this time who would actually put the packages of information together. Ms. Spears suggested the person designated to assimilate the packages should be the one to receive the information initially, so that the Administrator does not become bogged down with this duty. The following reports would be requested: Police, Parks &Rec, Administration, Attorney, Library, Public Works and Finance. These groups already have a Director's report. According to Mayor Prochaska, the main idea is to disseminate the information to the Council. Ms. Spears questioned whether information would come from EDC. This is a corporation and not a City group. When the Community Development Director is on board, he/she would be getting a report from EDC. The frequency of a newsletter was then discussed. Alderwoman Spears suggested bi- monthly. Conciseness rather than too much detail, was preferred by Alderman Munns. Mayor Prochaska suggested a brief bullet point along with the resolution, i.e., "referred to Public Works/Administration, no action required". The committee hopes to have a format for this form by the next meeting and stressed that all departments must use this format so the information does not need re-typing. Page 3 of 3 Mayor Prochaska asked if the committee members had voice mail or email set up. He said this would be beneficial for urgent matters for all Council members. In summary, a form will be drafted for this newsletter information and the committee will work with the interim City Administrator also. The main goal is to get the Administration in the City structure "in synch"with the Council regarding communication and also draft new appraisal forms. The Mayor suggested that maybe Dr. Wood could attend one of these meetings for further direction on these issues. Another item to be considered at a future meeting, is the level of involvement the Community Development Director will have in the communication process once that person is hired. Freeing up time for the City Administrator will also be discussed at an upcoming meeting. Some jobs might also be re-assigned to current City staff members in order to free up an Administrator's time. A staffing analysis currently being done, might assist with any of those changes. 3. Set Next Meeting Date and Agenda The committee decided to meet at 6pm on January 17 just just before the C.O.W. meeting. 4. Additional Business Item#7 and#8 on the"Solutions to Process Issues"will be discussed next time and a review of Item#6 will be done also. The frequency of appraisals was suggested to be done twice a year in the first year of employment. The meeting adjourned at 6:45pm. Respectfully submitted by Marlys Young, Minute Taker United City of Yorkville J .e► County Seat of Kendall County 800 Game Farm Road ssr =� 1836 Yorkville, Illinois, 60560 y Telephone: 630-553-4350 ,pf IT 0 Fax: 630-553-7575 Website: www.yorkville.il.us Date: January 20, 2006 To: Mayor and City Council From: John H. Crois, Interim City Administrator Subject: Council Newsletter In the past, I have utilized a memo format for updating the Mayor and City Council. Attached is an example of the format and type of information provided. I will continue to work with Glory to determine if a different format would be appropriate. If you have any questions or suggestions,please contact me. 0 CIr United City of Yorkville J .A County Seat of Kendall County 800 Game Farm Road EMU. l 1$36 Yorkville, Illinois, 60560 Telephone: 630-553-4350 y Fax: 630-553-7575 Website: www.yorkville.il.us <CE �V Date: January 20, 2006 To: Mayor and City Council From: John H. Crois, Interim City Administrator Subject: Information Items 1. Good news relating to the dam renovation project. The City has been informed by the Illinois Department of Natural Resources that the IEPA has determined that there is no need for an additional public hearing. As of January 20,2006,the IDNR was waiting for a response as to when they would receive the IEPA sign off. Once that is received, IDNR can go out for bids on the project. 2. The last IML Legislative Bulletin highlighted House Bill 4319-Eliminate municipal jurisdiction for non-contiguous territory subject to annexation agreements. John Wyeth had pointed out an Illinois Supreme Court decision in The Village of Chatham v. Sangamon County that stated the Village had building and zoning jurisdiction over the subject unincorporated property that was located in the county and that was outside of and not contiguous with the village's corporate limits because the property was subject to an annexation agreement with the village. This House bill seems to be an attempt to remove the power affirmed by that decision. 3. Preliminary discussions have been held between IDOT and staff relating to the improvement of route 47 north of Cornelis Road. The developers will have to make temporary improvements to the entrances to their developments. When the total improvement is made these temporary improvements will be removed and replaced. Staff is investigating the feasibility of using the funds the developers would expend for the temporary improvements to fund the final road construction. This would allow construction of the permanent improvement earlier than the state would be able to construct the road.