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Administration Packet 2003 02-13-03
J 0 United City of Yorkville County Seat of Kendall County EST. 1836 800 Game Farm Road f9} Yorkville, Illinois 60560 Phone:630-553-4350 K., vv Fax:630-553-7575 k L E \\' AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, February 13, 2003 6:30 P.M. CITY CONFERENCE ROOM Presentation: None Old Business: 1. Minutes for Approval/Correction: 9/19/02, 11/14/02, and 12/12/02 2. Review Employee Manual 3. Review City Employee Nextel List/Usage - No update 4. Water Accounts - Update 5. Monthly Billing 6. Utility Bill Payment Assistance Update 7. Proposed New Entry Way Signs - new concept needed 8. Salary Survey Update 9. Review Development Coordinator's Fees 10. Project Planning Training & Cost of Software - no update 11. Visitor's Center 12. Budget Update New Business: 1. Beecher Community Building Room Divider 2. Park & Recreation Maintenance Plan & Standards 3. Program Supervision Job Description 4. Scholarship Guideline Requests 5. Goals and Objectives for Parks & Recreation 6. Annual Tax Abatement - Fox Industrial Bonds 7. Cost Estimate for City Hall/Police Department Build-out Additional Business: UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY,FEBRUARY 13,2003 Meeting called to order at 6:45 PM. Members present Others present: Mayor Arthur Prochaska,Jr. Finance Director Traci Pleckham Alderman Marty Munns City Administrator Tony Graff Alderwoman Rose Spears City Treasurer Robert Allen Park&Recreation Director Laura Brown OLD BUSINESS 1) Minutes for Approval/Correction Chairwoman Spears presented minutes from September 19th,November 14th and December 12th,2002. The December 12th minutes need adjournment time and the minute taker's name. These(3)minutes will be brought to the next meeting for approval,as there was not a quorum present to approve the minutes. 2) Review Employee Manual Administrator Graff stated his staff and all FOP have had the manual for three weeks. Department heads have been distributing copies to their staff asking for comments. The appendix will be cleaned up and scanned by Molly Batterson,with supplemental information received by Mr.Graff on February 13. "Yorkville"will be on top of the forms. Chairwoman Spears asked a question regarding page 2,item 3 under Department Heads,stating that the City Administrator,not the city council,will read all evaluation forms. Administrator Graff pointed out that this revision was changed based on information received from legal council and labor laws.He suggested the evaluations will now begin late February with completion scheduled by March 1st. This date is conducive to completion of on-time budgets,with merit raises better addressed with the new timeframe. Chairwoman Spears,in discussion of item 7, suggested the time consuming task of reading all recommendations. Administrator Graff suggested that in the past, changes suggested were getting channeled into committees and that follow-up processes were delayed. Mayor Prochaska suggested that this will be an efficient manner to have these items funneled in one direction,and ultimately, Mr.Graff stated he is responsible for interpretation of many of these items,that appeals would be taken first to the mayor and then to the committees,and finally city council. Bob Shaw will be able to receive information from one source,Administrator Graff. Chairwoman Spears addressed questions under Section 1.4.4-Part-Time. She believes the last sentence should read"a regular tour of 30 or more hours", before they are entitled to any benefits. Administrator Graff stated that the IMRF is at 20 hours and that it would be in effect only after 1000 hours in one year. Chairwoman Spears stated that employees have always been eligible for IMRF after 1000 hours but she understands the increase to 30 hours had been discussed prior to this meeting. Mr.Administrator Graff says anyone hired for more than 1000 must have council approval,and any benefits outlined,before he/she is hired and that there are part- time classifications that are seasonal or intermittent. The employee works less than 1000 hours and does not receive any benefits. Mayor Prochaska suggested anything over 20 hours per week or 1000 hours annually would be an exception. Chairwoman Spears suggested that this statement be approved by Dan Kramer in writing and brought to the committee members. Upon final agreement, the statement change reads: "Any requested exception to the definition to this paragraph requires mayor and city council approval". Chairwoman Spears questioned the 90 day notification and the hiring period of two years on page 6,item 2.4-Layoff,and,given the current economy,whether this time frames are too lengthy.Mayor Prochaska did not believe these extreme, and Alderman Munns stated that in 90 days an employee could secure another position. Administrator Graff stated that many of the city's budget dollars come in 2-3 months behind(eg.sales tax)and he believes the 90 days time period gives the city adequate time for budget adjustments, In Section 8.6, item"a", Chairwoman Spears suggested there may be problems in determining who is eligible and suggests thatcouncilapprovalbeneeded. Mayor Prochaska said any issue of education for a part-time employee would be covered under the exception agreed upon at this meeting, Section 1.4.4-Part-Time. Administrator Graff,with legal counselsuggested that thethepriorob approval of training be okayed before employee is able to attend. Department heads would determine eligibility depending on jdescriptions. Alderman Munns pointed out the language in"b" stating that the city"may pay", and that payment is nota 100%guarantee. Graff suggests we may want to write in"all training requests must be subject to anapproval process". Mayor Prochaska cautioned there are training sessions that do not allow enough time to go through a lengthy approval process. Alderman Munns and Park&Recreation Brown believe training and college level classes are two different issues. Chairwoman Spears suggested adding that the city wouldbefinanciallyobligatedtoanpre-approved degree program for a city employee. Alderman Munns questioned item"c",in thatthecoursesmustbepaidforupfront,then if not completed with a"C",the city has to pay 1/2back.Administrator Graff stated thatwhenemployeesinthepolicedepartmentsignedupatWaubonsee,the billing was deferred until completion of the course.There was a form signed by the employee stating that they would complete with a"C"or better,or be held responsible for paying the fee at Waubonsee. The problem is that there are schools now that are not willing to defer payment. Attorney Kramer suggested requiring the employee to sign an agreement stating that he/she will pay back 100%of the tuition by payroll deduction, if a their grade is not a"C"or better. Alderman Munns pointed out that the manual states a 50%payback. Chairwoman Spears concurred with Munns that employees would pay back 100%if the grade is not a"C" or better,and that the tuition can be deducted from a paycheck, if necessary. Mayor Preeheska cosseted a letter raf understanding be signed by the employee authorizing payroll deduction,and Mr. Graff suggested this form be an additional appendix. Chairwoman Spears suggested track changes be completed by Administrator Graff. Regarding the appendices,Administrator Graff suggested that the committee look at these, and in particular,the safety resolution, which needs to be updated. 3)Review City Employee Nextel List/Usage In discussion of the Nextel usage,Administrator Graff reported that the phone being used by the administrative assistant in the engineering department is now in the office after hours. The additional back-up phone for water main breaks and other usages, especially during the winter months,would be beneficial. There is an additional phone,used by meter readers,when they are not working also an additional office Nextel phone. 4)Water Accounts-Update Chairwoman Spears questioned what the next step is after sending notices and missed appointments.Finance Director Pleckham stated that a second notice is sent out to attempt to set an appointment with the customer. Administrator Graff pointed out that the city is collecting fees on the majority of these accounts,but if we are unable to get a reading,an estimate of water usage is used forbillingpurposes. Mayor Prochaska suggested a legal opinion,perhaps issuing a 1st notice,then a 2nd certified notice, and then a notice of service interruption,however, Ms. Pleckham suggested that we may not be able to interrupt legally,and reiterated the need for legal counsel. A legal mechanism is being suggested and perhaps a need to rewrite the ordinance. Attorney Kramer said that a special service area backup could be created. This addresses the multi-family dwelling issue,where there is one meter the city reads, andthelandlordwouldhaveindividualmetersforeachtenant. One bill is going to the landlord. At issue is the problem if the landlord, or a homeowners'association,becomes delinquent on payments,and the tenant/s, in turn,have made current payments to the landlord. A shut off would be unwarranted,as a judge would rule that the tenant had met the obligation to the landlord or association. The cityislegallyabletodoaspecialservicesareabackupatthetimeofannexationorzoning,so the city has just one property ownerbeingbilled, as is currently being established with Montabano,suggested by their attorney. The homeowners'association fee will include the water/YBSD fees payable to the city. The backup/charge back plan is advantageous for two reasons: 1)if the city must reinstall damaged meters,and 2)if any back billing is due the city,the back-up fees will be available for these expenses incurred by the city. In addition reports were produced showing new meters installed and also water billing revenue. Ms. Pleckham andAdministratorGraffdeterminedthecodesas: 1)COM=commercial,2)W=water, 3)S=sewer,4)RES=residential, 5)CL3=3 tenants, 6)GOV=government and 7)IND=industrial. 5)MonthlyBillingFinanceDirectorPleckham reported two options on the issue of monthly vs.bi-monthly billing: 1)splitting the YBSD billing opposite the water billing on a bi-monthly basis,or 2)reading water one month and estimating the next month. She spoke with a companythatwouldbeabletosplitthebilling(option 1),however,the cost was prohibitive at$515/8 hrs of spec-time,and additional set-up time to be billed. This would be a"first-time" for the vendor and it is Ms.Pleckham's opinion that once our system was specialized in this manner, it may be cause for unforeseen problems. Simplistically,the better option is to have monthly billing,with an estimate one month and a read the following month. Ms.Pleckham is asking for direction the committee would like to take on this. Mayor Prochaska pointed out that he had recommended to Ms.Pleckham that the amounts due the city and the amount for YBSD be separate on the billing statement. He recommended a sub-total for the city fees,with the addition of a separate line item for YBSD,and one grand total due. Ms. Pleckham stated there are 77 direct debit customers,and hopes a monthly billing cycle would increase this number. She did not know, in speaking with the software trainer,if we would be able to produce a subtotal,but said the least that could be done is to show a line separating the city and the YBSD billings. Our logo will be at the top of the bills,the YBSD billing can be in bold print, and,due to pricing,Ms.Pleckham is suggested the post card size for bills. It will be 4"x 6"printed side to side(versus up and down now)and it can also be printed in beige color for no additional charge or$30 more for pink. Alderman Munns suggested that pink may look like a shut off notice,but recommends a light blue or beige. Administrator Graff reported that Judy Dyon only receives 5-6 calls after approx. 350 late notices go out. Typically,she will take the late fee off and make a note on the account that this has been done. Administrator Graff feels that on a monthly basis,customers will be expecting a billing and payments may be more prompt. He asked the committee to make a decision for: 1)monthly billing with YBSD and city water services on one bill,or 2)make the YBSD billing one month and the city fees the next month. His recommendation is the first option,because option two,cost wise, is not feasible at this point. Administrator Graff stated Ralph Pfister,Yorkville-Bristol Sanitary District Director,had no issue with either billing proposal. Ms. Pleckham noted that tracking on past-due accounts, if the YBSD billing was separate,would be virtually impossible with two billing cycles.Alderman Munns proposed a monthly billing.Administrator Graff said that Fox Metro in Montgomery puts their charge on the water billing,and we need to consider this because Grand Reserve is building in Fox Metro. Chairwoman Spears recommended this go to COW,because a committee recommendation could not be made. Administrator Graff and Ms.Pleckham believed we will begin the new billing in July or August. The new software will be utilized beginning the end of April. The city ordinance will need to be changed so that monthly billing can begin. 6)Utility Bill Payment Assistance Update Administrator Graff stated that Judy Dyon received confirmation from Kendall County,and if we wish to incorporate a program that Kendall Co.would put this in their utility assistance program,for Yorkville residents only. We need to budget the amount and create criteria,either following state criteria for utility billing,or use the criteria that companies like NICOR uses. Also recommended was a need for criteria for emergency hardship assistance. We would need to look at the annual budget, communicating our specified assistance amount to Health and Human Services,so when our monies were depleted the agency would know. The question is if we want to begin an assistance program. Mr.Graff pointed out that other communities participate in assistance programs,stating that it is distributed by the county,but, initially,the money is granted by the city. Administrator Graff stated that Kendall County has a utility assistance program,and that the city could supplement the county program,and would consider this a grant program. Mayor Prochaska suggested we would require a report back from the county for the expenditures made in the assistance program. Mr.Graff stated monies can come from either taxpayers' monies or optional contributions. Alderman Munns'opinion is that he does not see it fitting for the city council to become involved in this social service issue. Mayor Prochaska believes that participating communities have a much larger revenue base than that of Yorkville and suggested should our revenue stream become significantly larger,that the city may be able to address supplementing utility customers. Mr.Graff suggested that at some time in the future that a representative from Kendall County speak to the committee concerning shortages in funding and that the county produce a report for the committee stating the needs of Yorkville residents. If there is a substantial number of residents who are needy, Mr. Graff will put out a memo together for the committee with statistics. 7)Proposed New Entry Way Sign Regarding the new entry way sign,Administrator Graff mentioned the mayor's name had been moved below the sign. The consensus was that the sign was too busy,perhaps not as many letter fonts were needed(suggesting three)and that this would make it easier to read. The fox at the top was well liked,and Mr.Graff suggested that it was removable, if a change was necessary in the future. brochure,and also has a protected volunteer who would be able to help with the project through September,and possibly longer. The worker,a former GE employee,whose job was eliminated,is currently volunteering 30 hours a week in public works,which assures him of compensation from GE. As the weather improves,he will be moved to the park district. The business(only) labels will be printed by Judy Dyon in the water department. It was determined by Administrator Graff that City Clerk Milschewski,will appoint a person to work with the Human Resource Commission during the nominating and street naming process, in completing all official documents. Chairwoman Spears asked that all correspondence from the city be kept in two binders,with one copy at city hall and another copy at the library. 12) Budget Update Finance Director Pleckham submitted all 2003-4 proposed budgets,with the exception of library and land cash fund. All changes were shaded. Administrator Graff pointed out that the city experienced a large carryover from Fox Industrial Park Bond revenue in the 2002-2003 budget,approximately$620,000. Without the T 1F revenue in the 202-2003 budget,the budget increase is 7%. The engineering department was added to the 2003-4 proposed budget. Major changes are the number of permits for new homes and the increase in municipal sales tax,primarily from Menards. Most importantly,stated Mayor Prochaska,is that we recognize that there will be a redistribution of dollars as new businesses open. Mr.Graff and Ms.Pleckham used the most current state budget redistribution of per capita dollars,obtained from the IML website. There is speculation that MFT may change to the downside. Most of the budget is relative to growth,as pointed out by Mr.Graff,and this is a bare bone operational budget,with no new hires included, and all supplemental dollars being requested by department heads will come from new dollars coming into the city. Mayor Prochaska insisted this budget be operational and be done satisfactorily,maintaining the present level of service to the city. Supplemental monies need to go into operations,not just solely supplementing capital expenditures. When new monies from plats,building and administrative fees are received from developers,these monies will be channeled into supplemental requests made by the department heads. The council may receive additional supplemental budgets with proposed spending as early as August,which will show when new dollars are received by the city,where these dollars will go. Mr.Graff will also present the additional administrative dollars needed,because of the increased workload at the city,to new developers when they initially begin the development and planning process. Administator Graff pointed out that budgeting was easier this year,given 5-year planning was in place,and that this year there were fewer dollars used in planning,but the plans are in place,and that the city needs to act on the plans. The revenue and enterprise funds are doing well,with identified sources for the radium and sewer projects,with earmarked funds for projects subject to approval by the city council. These revenues streams are objective and can be used,as mandated in the city ordinance. Mayor Prochaska stated the Fox Industrial TIF is very conservative and may need adjustment. It does not include any new EAV monies,and the city will be receiving figures from the county in the next week. Administrator Graff commented on the need for an additional committee,to deal specifically with city finances,as had been previously discussed. He feels the city needs an on-going process to implement new strategies,recommended by Finance Director Pleckham. With the increasingly large budget, Mr.Graff feels that the administrative committee alone will not be able to devote sufficient time to issues. Administrator Graff responded to City Treasurer Allen questions: 1)on page 21,the IEPA will be a loan program,for radium compliance; 2)page 20-the Woodworth Lift Station Loan is in conjunction with the annexation agreement with Heartland Circle and will be an alternate revenue bond,identified with future use of sewers,and not using tax dollars; 3) the Countryside interceptor loan is a carryover-the proposed 3 million is identified as sales tax revenue from Menards,and annexation of Moser,Bristol and Menards properties into the sanitary district,these dollars will be coming into the city. Also the Hydraulic interceptor fee was pointed out by Mr.Graff,with the annexation development fees from Wiseman Hughes agreement,signed Feb. 12,2003,and no loan is anticipated, with 3.3 million dollars dedicated to this project. Regarding city hall buildout,Administrator Graff is anticipating$320,000 from annexation agreements within 90 days and stated we have$93,000 in the buildout fund. The first phase buildout estimate is$534,000. We are$120,000 short on annexation dollars already committed. However,with additional Menards and Mosers up-front annexations dollars committed, the city is requesting the Suggested coloring was: 1)posts and lettering red borders with a natural back and posts,2)white lettering for the wording on the main signage(with the exception of Yorkville,which would be red),and: 3) "fox and settled" area will be painted in natural colors. Lighting was discussed and it was agreed upon that the landscaper will give the committee some ideas for ground or solaritonlightiresulng.ts City Treasurer Allen suggested to Chairwoman Spears that,given there is an upcoming election,that the committee wato proceed with the sign. This suggestion was tabled. 8)Salary SurveyUpdateFinanceDirectorPleckham explained that a salary survey had been conducted and that she has: 1)computed an average actual salary per each job title based on current ranges and 2)made computations for adjusted salary ranges for the next fiscal year,based on 3% cost of living increase. The city engineer ASCE supplemental survey report is based on the credentials for engineers,the levelofresponsibilitygiventheengineerinthejobdescription,and average pay given the midwest region. Administrator Graff pointed out that 25%of the agencies surveyed does not give us any indicator of population, so we would assume the population could be 25,000- 100,000. In looking at those that did respond, like St.Charles and Geneva,$73,875 was their average salary,so using this as norm, or-aff anti Ms.Pleelmtun used the 25%ASCE results in the Yorkville range schedule.Mr. Wywrot's salary,given this consideration,is 9%below average. The other department heads are 6-10%below the schedule.Mr. Graff suggested that staff wanted this information not to adjust salaries,but to adjust salary schedules,informing the committee and bringing the salaries into standards that are mart)eanforming to the norms.Alderman Munns suggested those employees with greater responsibilities showed a higher percentage of salary increase,which Administrator Graff believes is due to the need for educational and professional qualifications needed by applicants to address Yorkville's increasingly larger population issues. City Treasurer Allen and Alderman Munns expressed concerned that the salary jumps suggested were too substantial. Mr.Graff suggested that this information suggested a direction for the mayor to follow,and reiterated that a range was needed when a park and recreation director was hired. Justifications above and below the ranges(eg. education, experience,longevity on the job)are needed in hiring considerations. Ms.Pleckham stated that two job titles veered from were: 1)engineering,because of limited information available,and 2)park&rec director,because of the varying types of districts involved. Ms. Brown said that all those surveyed in park and recreation were towns,and not park districts with the exception of Oswego). To include information from the towns on their known annual budgets(in relationship to salaries paid),would produce much skewed information,based on many different interpretations of the term"annual budget"as pointed out by Administrator Graff.Ms.Plcckham pointed out that current ranges,and proposed ranges for the next fiscal year(with the exception of the executive director for parks and recreation)that all current salaries fall into ranges that are being suggested. Mr.Graff explained that once the average salary was determined,a low of 17%from the average,and a high of 13%from the average was calculated. Then a 3%COLA-was ealettlated,not knewtna what the council's determination would be. In a discussion of ranges and benefits;it was determined that, in the future,additional insurance benefits could be charged to the employees(eg. co-pay for insurance). A final determination for the COLA will be assigned,and a 3%increase was computed,based on prior council action. Mr. Graff recommended the department heads be given an opportunity to respond to these proposals,before going to COW. A determination was recommended to remove the adjusted salary schedule,revise the proposed adjusted 2002-2003 schedules,and have the city council make the COLA determination based on these figures. Discussed was the possibility of making a salary range a minimumofS15,000,as the 17- 13% split calculated some positions at a low average start range and too low at the cap,if salary was based on longevity on the job and expertise gained in those years.The changes will be brought to next month committee meeting. Mr. GraffalsowillputtogetheraspreadsheetwithbudgetinformationcompiledfromtheIllinoisCityManager's Association. 9) Review Development Coordinator's Fees This was requested by Paul James. Anna Kurtzman submitted her hours,broke them out by activities. She accounted for 29.75hoursinonemonth,billable to the city of Yorkville. Feedback from those working with Ms.Kurtzman has been very favorable. Updateswillbesubmittedmonthlyforthiscommittee. 10) Project Planning Training&Cost of Software-no update 11) Visitor's Center Administrator Graff feels there will be adequate space,after building remodeling,for the brochure rack in the lobby. ChairwomanSpearsreportedthatWandaO'Hare will be asking for business addresses and labels for sponsorships in the three-fold brochures fortheliteraturerack. Park&Recreation Director Brown suggested using a marketing intern,without reimbursement,to assist in creating a upfront dollars at the time of passage.Bidding is anticipated to begin in mid-March,with the awarding of the project in April. There may be a delay of 30 days on the bidding so that public hearings may be completed before the bidding. Phase I cost is$650,000, which includes the parking lot and architecture fees. All phases will be bid on at one time,with the understanding that phases II and Ill need to be voted on by the council. Adding developments the entire project is$1,030,000,and with all the options,$1,100,000. Director Pleckham noted an administrative related a$9570 transfer from MFT to general fund needed to be added to the budget. The transfer out of MFT is already represented by all the inspections and engineering work done on the Industrial Fox project.It will be verified with Deb,our MFT auditor. The budget will be presented to COW on March 4th NEW BUSINESS 1) Beecher Community Building Room Divider Park and Recreations Director Laura Brown investigated two divider curtain options to address overcrowding in the Beecher Center: 1)pull across-non concealed curtains,or 2)Porter retractable automated(concealed)curtain,going into the ceiling. The ventilation system is mid-point,prohibiting a 50-50 split. Ms.Brown is suggesting a 2/3 - 1/3 split,using the retractable system. The Dailey room would contain offices,with cubicles and dividers for staff. Current offices would become programming/storage rooms,and this would free up the Perkins room,which is currently a storage area. Additionally,the Austin room would no longer be used exclusively by only one group,and breakaway tables would better accommodate differing types of activities for a variety of groups. Ms.Brown suggested she would meet with the Salvation Army regarding storage of the equipment,retaining their use of the center for the meals, and allowing them to block out the Perkins room for their activities. The recreation staff is also looking at contracting out other programs at churches and schools in the community. Park Board has agreed with the proposed structural changes,and wants to proceed now. There is land cash available,this being a structural change with a life span of more than three years. This is in compliance with land cash. This will be going to COW. 2) Park&Recreation Maintenance Plan &Standards Needed standards for the maintenance staff,and also allows for impact of new development on our overall park maintenance plan. Ms.Brown needed a measure to trigger new staff and operations,and prepared a task and time analysis. The summary gives us an overall acreage,factoring in those already annexed, - 119 acres total. Based on this acreage,cost for maintenance was figured per acre,using the current salaries and operations figures. This shows the impact on the department and a point at which additional staff would be needed,or 15 acres,not including specialty tasks. These summary plans allows Scott Sleezer to better time manage his staff,especially in the summer,showing his workers the time allotted for scheduled jobs. In addition,goals and scheduling issues are being addressed in the department.Mayor Prochaska says this gives the city a negotiating tool to use in communicating with developers,seeking monies for new staff and equipment before revenues. This will be going to COW on the 18`h. 3) Program Supervisor Job Description The revision was completed,and approved by the labor attorney. The status of the position,which had been non-exempt,would now be considered exempt. The functions of the position remain the same,but the status gives the employee more flexibility. It has been approved by the Park Board.This will be going to COW. 4) Scholarship Guidelines Requests Youth scholarship needs have been asked for in increasing numbers,so these guidelines were put together by Park&Recreation Director Laura Brown. The intent is to work with service clubs for sponsorship. Three reductions were issued,and approved by the park board. The variable is based on available funding,at which time a lottery could be established. With the 50-50 split as proposed,Ms.Brown has rarely,in other communities, found this program taken advantage of. Partial payments over a period of time are also being proposed. There is a maximum of two programs per child per season allowed under these guidelines. This will be on the agenda at COW. 5) Goals and Objectives for Parks and Recreation These 2002-2003 goals and objectives unify the park and recreation departments,and it had to be completed for the park and open space master plan. Included is: 1 ) the overall mission statement; 2) three main objectives and 3)departmental goals,repeated in each of the departments. These can change as missions and objectives changes. All administration,recreation and park goals are the same,the difference being in how they are achieved. These goals were reflected in staff evaluations Ms.Brown just completed, tying these goals to job performance. These have been accepted by the Park Board,and will go the COW. 6) Annual Tax Abatement-Fox Industrial Bonds Our bond ordinance states that in the event the revenue stream we are realizing is not there,we can levy taxes for repayment of the bond. However,if the tax levy is not abated, then the property owners will get an increase in the tax levy for the repayment of the bond. February 28th is the deadline for filing of the abatement ordinance. Finance Director Pleckham stated that Dan Kramer has prepared a draft of a sample ordinance,which will be presented at the COW. 7) Cost Estimate for City Hall/Police Department Buildout This item was discussed in old business, section 12,Budget Update. ADDITIONAL BUSINESS City Treasurer Allen asked Ms.Pleckham about a timetable for the trust in agency. The resolution is being drafted by Dan Kramer's office. The correct dollar figures will be given to the auditors. Administrator Graff stated Dan Kramer will be putting documents together for the working cash and south sewer funds. Administrator Graff mentioned the Yorkville census cost of $85,000,with a timetable of 4 months, scheduled this summer. Certification at Secretary of State's office is generally within 90 days of completion. Conservatively,initial per capita dollars would be coming in until January. Mr. Graff estimates the population growth at 1800-2000. Census dollars are allocated in the 2002-2003 budget. The contract with Department of U.S. Census will be signed in about 30-45 days,and then go directly to the COW. Meeting adjourned at 10:30 PM. Respectfully submitted, Annette Williams Page 1 of 7 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING DRAFTTHURSDAY, SEPTEMBER 19,2002 Meeting called to order at 6:30PM. Members Present: Others Present: Mayor Arthur Prochaska Finance Director Traci Pleckham Alderman Richard Sticka Chief of Police Harold Martin Alderwoman Valerie Burd Sue Voss Alderwoman Rose Spears Mark S. Bushhouse, Williams Architects Alderman Marty Munns (7:05PM) Ken Koch(Park Board) OLD BUSINESS Minutes for Approval/Correction The minutes from the July 11, 2002 meeting were reviewed. Corrections were noted on page 2, line 10 and line 20. Mr. Guerard is incorrectly referred to and should be corrected to state Mr. McCanna. Also on page 2, the second line from the bottom, the word"may" should be corrected to "pay". On page 3, the first line under Review Employee Salary Survey should be corrected from"City Director"to "City Administrator". On page 5, in the second and third lines from the top "PD" should be corrected to "FPT&W". Also on page 5,the first line under NICOR Municipal Utility Tax Update the second "that" should be deleted and in the sixth line of that paragraph after "taxed" should read "taxed the utility tax". Williams Architect's Contract for City Hall/Police Department Mr. Bushhouse of Williams Architects went over the highlights of the draft contract that Williams Architects submitted: Services Full design, construction document, bidding and construction administration for Williams and their structural, mechanical and electrical and plumbing engineering. They will be hired to design of all the building phases of work, even if the project is bid out and built over a longer period of time. They will not provide cost estimating nor be responsible to keep the project on budget. If the bids come in over budget they will be paid additional fees to redesign. They will provide one bidding phase within their basic services. They will not work on the site work, leaving this to the City Engineer. The City will be responsible for phone or security systems and decorating. Fees They proposed an 11.6% fee based on all trade costs which are estimated at $600,000.00. Based on this estimate their fee is around $70,000.00. The fee will not be affected buy the use of general contractor or construction manager. If the project takes longer than the eight months they estimate,they will provide additional services on an hourly basis. They will invoice the City for reimbursables times a 1.15 multiplier. Options If the City chooses to end services once the construction documents are completed, the fee will be reduced to 8.7% or approximately $52,000.00. Any additional services will be billed hourly. Page 2 of 7 If the City chooses to end services once the bidding phase is completed,the fee would be reduced to 9.3%or approximately $55,800.00. If requested, they will provide cost estimating work by retaining the services of Williams Development and their engineers to estimate and track the construction costs. They then will be responsible to keep the project on budget. The fee for this service is $18,000.00. The Committee discussed specific items in the contract: Page 2 article 1.1.2.5 City Board should be changed to City Council Page 13 article 1.4.2.7 (continued from page 12)the cost for additional plans is $5,000.00—this applies if the project is bid in stages over a period of time. Page 15 article 1.5.1 second paragraph—compensation for rejected alternatives—this covers design options that are requested by the City to be included in the design even though they are probably not in the budget. If after the bids are received, the options are shelved, the architect will still be compensated for their additional work. Page 16, items d, e, f, and g. These items are additional and can be requested at an additional cost. They are not necessary to the project. Page 16 article 1.5.3 —the fee for changes in service will be charged to the City at 15%over the contractors cost for changes. As the draft was just received earlier in the day, it was decided to have staff review it and bring the matter to the Committee of the Whole (COW) on October 1, 2002. NEW BUSINESS Aurora Tourism —Renewal of Contract Chairwoman Spears distributed copies of the state statutes regarding hotel taxes and the complete copy of the intergovernmental agreement with the Aurora Area Convention& Visitors Bureau (AACVB). She stated that she received this information from the City Attorney and as the contract did not need to be renewed until December 15, 2002 there was time for the Committee to review the information she provided them. Chairwoman Spears noted that the City asked for a term shorter than five years for the contract and they were told that all the municipalities involved would have to agree to this. Sue Voss from the AACVB stated that after she informed the City of this option, the executive board decided that they would not consider anything shorter than five years. She stated that the only thing that could change the executive committee's minds would be if the City of Aurora wanted a shorter contract and they have not indicated this. Alderman Sticka clarified with Ms. Voss that it was "take a five year contract or leave it" and she agreed. Ms. Voss went on to discuss Oswego not renewing the contract. She stated that they feel that their economic development corporation can supplement the villages marketing fund with grant funds. However, Ms. Voss pointed out that the grants are most often given to projects that have a cooperate spirit. She gave the regional bike map and glove box guide as examples of projects that were developed with grants because of the partnership of communities. She stated that there are several "pockets"of money that the City could go after. The group discussed grants available such as the Marketing Partnership Grant (funds to promote activities in the area), the Private Sector Grant (available for hosting a major event) and the Tourism Attraction Program(TAP) Grant (used for "bricks and mortar"tourism projects). Alderman Sticka asked how the City could measure the quality of the job the AACVB has done for them. Ms. Voss stated that the numbers for the economic impact for Kendall County indicated an increase. She also noted that every two years, the AACVB has a conversion study done. The University of Illinois is sent the names of those who have requested information from the AACVB and they survey them. The last study was done in 11. Page 3 of 7 2000 and the study showed that 34%of the people who requested information actually did visit the site that the information was for. This year's survey will also include website inquiries. The group discussed Freeman's Canoe coupons. Fifty thousand booklets with the coupon were printed but only two coupons were used for Freeman's. Ms. Voss noted that it didn't cost the City or Freeman's anything for the advertising. The group discussed the fact that Yorkville needs to develop an attraction,partnering with Oswego,the AACVB not advertising Yorkville' Riverfront Festival, proof-reading the literature the AACVB creates and workshops and/or programs. The Committee further discussed the term of the contract. Alderwoman Spears referred to page 1, item 1 of the amendment to the original contract (extending the contract from 1992 to 1997) which indicates that North Aurora only agreed to extend their contract from 1992 to 1995—a three year term. They were reinstated after that. Ms. Voss stated that she was not aware of this and that North Aurora has been involved with the contract for fifteen years. Alderman Sticka stated that he did not feel the AACVB did a good job representing Yorkville and he felt that Yorkville should be able to have a shorter contract. If AACVB improves their representation of the City, the contract would be extended. He felt that a five-year contract was a reward. Chairperson Spears agreed with Alderman Sticka and felt that the contract should be renewed for one year at this time. Alderman Munns also felt that the contract should be shorter than five-years. Alderwoman Burd supported the five-year contract. Mayor Prochaska felt that the City need to research if there is a value for the future to continue contributing $15,000.00/year to AACVB. It was decided to do further research and bring this back to the next Administration Committee meeting. ADDITIONAL OLD BUSINESS Business Registration Fee Alderman Munns stated that the Yorkville Economic Development Corporation has been involved with other projects and was unable to get the information regarding this together. Mayor Prochaska noted that the reason behind registering business is to help in verifying that the City is collecting the sales tax due it. This item will be brought back to the Committee in October. Cleaning Offices—Professional Service Chairwoman Spears reported that comments have been made that the City offices are not as clean as they should be. She stated that the service is not upto standards foraprofessional business. The person performing the cleaning is only contracted for twenty (20) hours a week and can only allocate a limited number of hours because of other commitments. Chairperson Spears felt that with the allotted time, the cleaning person did not have enough time to do a good job. She stated that she asked City Administrator Graff if he could get quotes on cleaning services for comparison sake. This item will be brought back to the Committee next month after the quotes are received. Deputy Clerk& City Secretary Job Descriptions Finance Director Traci Pleckham noted that there was a minor revision to the job description for Deputy Clerk and the labor attorney has reviewed both descriptions. Chairperson Spears noted that item 3 of the City Secretary description should be corrected to read the "United City of Yorkville". The purpose of the descriptions was to split out two separate positions. Mayor Prochaska noted that the Deputy Clerk was a stipend position for the City Secretary. If this is not being changed, the Deputy Clerk should be described as a stipend position. The job description presented eliminates the stipend position. He asked Ms. Pleckham to investigate how the positions should work. Page 4 of 7 If everything is in order after Ms. Pleckham discusses this with the labor attorney, this item will be sent to the October 1, 2002 COW meeting. Update on Priority Lists Ms. Pleckham reported that she is collecting information for budget or funding issues for the mid-year budget adjustments list. She stated that she had received information from the Director of Public Works, the Police Chief and the City Administrator. Mayor Prochaska asked Ken Koch, Park Board member, if the Parks Department had put information together. He stated that they did not have a list. The Mayor suggested that the new Director of Parks & Recreation should work on this. This item will return to Administration Committee in October. GASB 34 Project Implementation Proposal Ms. Pleckham reported that this item it on the Priority List. The Committee reviewed a September 10, 2002 proposal from FPT&W(consultants, technology advisors and CPA's) regarding the implementation of the GASB 34 project. The cost of the implementation will be $42,380.00 to $55,640.00 and is not included in the budget. Mayor Prochaska stated that he would like to investigate if there was a way to offset the cost until after the first of the year. This item was sent to the October 1, 2002 COW meeting pending funding. Building Code Ordinances Chairwoman Spears reported that she spoke with Building Inspector Bill Dettmer and he explained that he met with 20+ builders and 20+ electrical contractors to inform them of the changes in the Building Code Ordinances. He stated that only two builders had problems with the changes. Mr. Graff told Chairperson Spears that the changes in the code have to be published and this probably won't go into effect until the first of 2003. Mayor Prochaska noted that the state also has to be notified of the changes 30 days prior to the changes coming before the Council for consideration. This item was sent to the October 1, 2002 COW meeting. Address Park Board's Request for Salary Adjustment—Superintendent of Recreation Chairperson Spears noted that this item is coming back to the Committee again. Alderman James, liaison to the Park Board, reported that the Park Board would like to know the status of Ms. Swithin's requested for an increase in pay. Chairperson Spears stated that Ms. Swithin's salary was going to be based on the salary survey. She distributed a letter from Ms. Swithin which states her reasons for requesting the salary adjustment. Chairperson Spears asked the Committee to review this information. She also recommended that all the city positions be reviewed at one time and adjustments be made if necessary. She noted that Ken Koch requested that Ms. Swithin be informed of the Committee's decision. Also noted was that Ms. Swithin had received a full increase (COLA and merit) and according to the salary survey, her current salary is higher than average. Mayor Prochaska advised Chairperson Spears to notify Ms. Swithin of the Committee's policy. The Committee discussed equity in like job description and increases for all employees due them rather than singling out specific positions. Chairperson Spears stated that this would come back to the Committee in November. Page 5 of 7 ADDITIONAL NEW BUSINESS Siren Fee Resolution Police Chief Martin reported that he and Administrator Graff discussed costs and have developed a set rate of 75.00/acre to be charged to developments for weather warning sirens. He clarified that these were weather warning sirens used in the event of a tornado not lightening sirens. He stated that he spoke with Fulton Contractors and they have a siren that cost $38,000.00 that will cover three to four times the area of the current sirens however there is no battery backup for it. He felt that the siren should have the battery backup in the event power is lost in a storm. He reported that engineering had developed maps for the Moser property so that he could get an idea of the number of sirens needed. A circle of siren coverage takes care of approximately 525 acres so the Moser property would need a minimum of four sirens taking into consideration the shape of the property and the overlays of the sirens. He stated that charging a flat rate to all developers should offset the initial cost of the sirens. The resolution states that the fee is payable upon annexation and fmal plat so that the sirens can be installed before any building begins. The Committee agreed that the siren should have a battery backup. Chief Martin stated that he would have City Attorney Kramer review the changes to the resolution. This item was sent to the October 1, 2002 COW meeting. Assist 2002 — First Time Homebuyer Down Payment Assistance Program Ms. Pleckham distributed information from Stern Brothers & Co. regarding the program. They reported that after two months of the 2002 program being available, eight families have secured loans totaling more than 975,000.00. The year before $3.4 million in loans was secured. Resolution Establishing Who Can Accept Election Petitions Chairperson Spears reported that City Clerk Jackie Milschewski learned at the Illinois Municipal League (IML) that someone should be designated to accept election petition in her absence or as a backup. Clerk Milschewski suggested in a September 17, 2002 memo that Deputy Clerk Liz D'Anna should be considered her backup. The Committee discussed that they thought this was part of the Deputy Clerk's job and that this should be included in the new job description. Mayor Prochaska thought that Clerk Milschewski had a good suggestion and the matter should be reviewed by Attorney Kramer and if needed, he could draft a resolution. This item was sent to the October 1, 2002 COW meeting pending Attorney Kramer's review. Land Cash Proposal Ms. Pleckham stated that originally the County did the Land Cash valuation however they can't do this anymore. The Committee discussed a proposal received from Thompson Appraisals who can perform the service. The proposal was reviewed by Attorney Kramer and he found it acceptable. The cost for the service is in the budget and is under $5,000.00 so a bid is not required. The Committee discussed if Thompson was the only appraiser available. Ms. Pleckham stated that may be others however this firm has been handling this for other cities and is very experienced. The consensus of the Committee was to use Thompson Appraisals. This item was sent to the October 1, 2002 COW. Video/Alarm System at the City Building Chief Martin reported that Sergeant Ron Diederich contacted four companies regarding a video/alarm system for City Hall. He has recommended the lowest bid from Thomas Alarm Systems of Yorkville. Chief Martin also reported that Administrator Graff reviewed the information and was happy with the bid process and the Page 6 of 7 recommendation. The Committee discussed the bids and felt that a camera in the Council Chambers should be added. They were also pleased that a Yorkville company was being used. Funds for the system are in the budget. This item was sent to the October 1, 2002 COW. Human Resource Procedures Chairwoman Spears reported that this item was brought up by Alderman Munns regarding the City's policies regarding hiring, interviewing, applications, benefits and exit interviews. They discussed an incident that occurred regarding an applicant and a member of the City staff. The employee took away an application that the individual was filling out because a position was filled (City Collector). The Committee discussed the inappropriateness of the action, the proper way to handle taking applications and how long applications should be retained. Chief Martin stated that the labor attorney has directed that if there is no position available no applications should be taken. They also discussed telephone manners and customer service training needed by the staff Chairwoman Spears stated that it was suggested that the Committee go over all the procedures when they review the Employee Manual. She felt this was a lot to accomplish at once and suggested the manual be reviewed first and then review procedures. This was agreed to and Chairwoman Spears stated that she asked the labor attorney if the Committee could get it several weeks in advance of a meeting so that the members have time to review it. She hoped that the manual would be done soon. The review of human resource procedures would be discussed again at the November Committee meeting. Sterling Codifiers, Inc. —Review/Update City of Yorkville Code Book Chairwoman Spears reported that she was looking through the code book compiled by Sterling Codifiers, Inc. and found that the name of the City is incorrect in the beginning of the book. Mayor Prochaska noted that the codifiers do not update the whole book but only the sections updated by new ordinances. He stated that they were probably unaware of the City's name change. He suggested that staff contact Sterling to see what a general update would cost. Chairperson Spears also pointed out section 1-6-5, item a, which states that if there is a special City Council meeting called, the council members receive an extra $35.00/meeting. She asked to clarify this. Mayor Prochaska stated that anytime a special City Council meeting is called this applies. Town Meetings were questioned and he stated he was not sure if that was considered a"special" meeting of the Council. Mayor Prochaska noted that he spoke with someone from Sterling at the IML conference and she stated that there is software which would enable the code book to be on the City's website. He asked if someone could research this and Ms. Pleckham said she would. Ordinance Establishing the Office of Executive Director of Parks & Recreation Ms. Pleckham reported that the ordinance for this job position was modeled after the one for Finance Director in an effort to keep the ordinances for positions similar. They discussed how"at will' employees are covered. The ordinance that specifies that at will positions are appointed yearly also needs to be updated to add the Executive Director's position. The ordinance still has to be reviewed by Attorney Kramer. This item was sent to the October 1, 2002 COW pending legal review. Page 7 of 7 ADDITIONAL BUSINESS Tourism Coordinator Alderwoman Burd asked that if the Council renews the AACVB contract the Committee consider developing a position that would coordinate with them to help market Yorkville. Mayor Prochaska noted that Oswego has a Development Coordinator and he would like to investigate this position to see if Yorkville needs this. He also suggested a PR person. He stated that he would like research done on these positions so they could be included in the next budget. City Name Mayor Prochaska stated that he was not sure if the City is recognized as the Untied City of Yorkville. He has noticed that mail addressed to the City either comes addressed to the City of Yorkville, the United City of Yorkville or the United City of the Village of Yorkville. He felt this should be verified that the United City of Yorkville is recorded as the correct name. Injured Girl Chief Martin reported that an eleven-year-old girl who was injured in an accident on September 14, 2002 came to the Police Department with a thank you card. She sustained a black eye, abrasions, etc. Her sixteen-year-old sister is still in critical condition. None of the individuals involved in the accident was wearing seat belts. Park Board Meeting Notes Chairperson Spears noted that on page 3 of the most recent Park Board meeting notes referred to the children of Board members and City employees receiving discounts for Recreation programs. Park Board President Chris Rollins objected to the practice. Ms. Swithin stated that this has been an unwritten practice and asked for a policy in writing to address this. A motion was made by Bill Wedge that until a policy is written, it will no longer be the practice to extend discounts to board members or City employees for the use of facilities and/or programs. Chairperson Spears pointed out that they are going to write a policy for something that is illegal. She stated that Attorney Kramer stated that a policy should not be written for something that is illegal. Mayor Prochaska suggested that Attorney Kramer notify the Park Board regarding this and include a copy of the statute covering this. There was no further additional business. Meeting adjourned at 9:20 P.M. Minutes taken by Cindy Green. Minutes transcribed by Jackie Milschewski, City Clerk UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING DRAFTTHURSDAY,NOVEMBER 14,2002 6:30 P.M. In Attendance: Mayor Art Prochaska Alderwoman Valerie BurdChief Harold Martin Alderwoman Rose Spears City Finance Director Traci Pleckham Guests: Greg Freeman of Freeman's Sports Sue Vos of the Aurora Area CUB Laura Brown Yorkville Park and Recreation OLD BUSINESS: REVIEW OF REVISED AURORA TOURISM 3-YEAR CONTRACT(FROM 9/19 ADMIN) Alderwoman Rose Spears stated that regarding the contract terms with Aurora Tourism,whatever the committee decides would be pending with subject to Attorney Dan Kramer's review. This item is a 5-year contract with the option to op out after a 3-year period. If the City should decide not to continue after the 3 -year period then they would need to give a 60 day notice. Alderwoman Rose Spears reported that she had spoken with the North Aurora. Their hotel properties sent correspondence to them and they recommended staying on with Aurora Tourism. Alderwoman Spears had checked with the 2 Yorkville hotel owners. She did not have any luck with Lydia's Hotel owners. She had also spoken with Mr.Patel of the Super 8 Motel. Mr. Patel said he does not feel like his business is getting any benefits from the City's participation with the Aurora Convention Visitors Bureau and it is not worth the tax dollars that are collected by the City. He finally stated that he is definitely not in favor of a new contract. Sue Vos of the Aurora Area CUB asked Alderwoman Spears to check with the proper owner/manager to verify that because she felt that they do receive benefits because they own multiple hotels. Business owner Greg Freeman of Freeman Sports commented that there was a misunderstanding with the coupon's which the state had given out. He said that the coupons do not work well with his business,but that the Aurora Tourism does a lot of good for his business. Alderwoman Valerie Burd felt that it would be a beneficial to the City to renew the contract. She said it would be unfortunate for the City not to participate because we do not have the resources to market Yorkville as effectively as the Aurora Tourism Bureau. Mrs. Vos stated that the Aurora Convention Visitors Bureau would be issuing a new a Value Card to Aurora Hotels. Included on the back of the card will be special values offered and that a few Yorkville businesses will be listed as participants. This item will go to COW on December 19, 2002. SALARY SURVEY UPDATE This item was tabled. REVIEW CITY EMPLOYEE NEXTEL/CELL PHONE USE (FROM 10/10 ADMIN) Alderwoman Spears stated that there was a problem with the information that they had received. The committee was to receive an itemized list of minutes and of times the calls were being made. Instead they received only a summary of the minutes. City Finance Director Traci Pleckham stated that they do have the detailed information but that they would display it for the office to view. There were certain numbers on the list they did not want to be on the record. Mayor Prochaska suggested for the committee to put a policy together indicating specifically how phones will be used for all city employees both full and part-time. He also said it would be difficult to determine if there are employees making personal calls,but that it should also be indicated in the policy. Alderman Marty Munns suggested also to state in the policy that if there are any personal calls that are made with the City phones then the City should be reimbursed by the individual(s). Mrs. Pleckham stated that Public Works now has the employee's sign off on any overages on their plan and they do pay for it. She said that she received a memo from Kim stating that the City will be going with a Government National Plan which will save the City$5,000 annually. Alderwoman Valerie Burd pointed out that only when employees go over the minute limit is when it would need to be tracked. Alderwoman Spears suggested that certain departments could benefit from having 2—way phones. Mayor Prochaska mentioned having the spare phones to be used as 2-way phones. He added that it might be a good policy to have at least one phone in the building at all times and then the other phone(s)could be used by employees that might need them while out on the field. Mayor Prochaska suggested having the committee write down their ideas and concerns on the subject and send them to City Administrator Tony Graff to review and get language on. That way it would ensure everyone's concerns are addressed. Alderwoman Spears added that she felt that not everyone who is employed by the City should have access to a Nextel provided by the City. Laura Brown of Yorkville Parks and Recreations stated that the best possible thing would be to set the standard of what positions needs phones and what kinds of phones they would need. It should be up to the Department heads to determine that and submit the information to the committee for review. This item will come back next month with anticipation of reviewing information received from the Department heads regarding the phones. STATUS OF EMPLOYEE MANUAL This item was tabled. STATUS OF CORRECTED STATE OF ILLINOIS OFFICIAL WEB PAGE Alderwoman Spears stated that while reviewing the States official web page she discovered that the page was actually unofficial. Mrs. Brown suggested sending an e-mail to the webmaster and ask them to link to the correct official website. The webmaster would then do the research and e-mail back answering whether or not it can be linked. Alderwoman Spears suggested handing this item over to Mr. Graff for his review. NEW BUSINESS: 2003/2204 TAX Levy Mrs.Pleckham pointed out an error on the first page. The homeowner's tax amount should be changed to 7 instead of$24. Mayor Prochaska stated that after reviewing this item with other Department heads they found no reassurance of general properties assessments stayed at 1.6%CPI based upon resale and improvements. See attached. Mayor Prochaska suggested going with Options 1 based upon their review. This item will go to COW on December 19, 2002. SPONSORSHIP PROPOSAL FOR PARK BROCHURE& CITY NEWSLETTER(LAURA BROWN) Mrs.Brown brought samples of other newsletters. She stated that the committee can set the perimeters of the front and back covers of the newsletter and that there is limited space for advertising. She mentioned that there are other Park Districts that only use the back cover ads. Alderwoman Spears stated she would like to see that The United City of Yorkville letterhead stay on the newsletter. Alderwoman Burd stated she wouldn't like to see ads go into the City newspaper. Alderman Munns added he wouldn't want it overpowered with ads. Alderwoman Spears suggested having only local businesses participate. Alderwoman Burd stated she would like to keep the newsletter personal. Mayor Prochaska voiced concern on getting people to read the newsletter. He suggested trying to find a way to get people to read it without adding too much advertisement.He felt it should be dedicated to stories and issues about Yorkville. He suggested keeping ads on the back cover with a limit of 5 ads. Alderwoman Spears asked that if it is passed by committee if there be anyone in house that would know how to put the letter together. Mrs. Brown said that she had spoken with Deputy Clerk Liz D'Ana and they would do the newsletter together. Alderwoman Spears asked about costs of the newsletter. Mrs. Brown said the budget on the current newsletter is$700. The new newsletter pages would go down from 12 to 8 that would come to savings of 500. Two or three ads could easily pay for the whole piece. This item will go to COW on December 19, 2002. ADMINISTRATOR'S ASSISTANT JOB DESCRIPTION(TONY) Alderwoman Spears stated that this item has been changed and revised. Changes made are as follows: 1.The Administrator's Assistant will now evaluate part-time Administrative Staff person. 2.Item 5 will include acting liaison to Chamber and downtown striations and the City Attorney. 3.Preparation and disbursement of Agendas and packets was taken out, it now goes to the City Clerk. 4.The duty to act as liaison to the Administrator and the City Attorney's office was also taken out. This item will go to COW on December 19, 2002. ASSIST 2003—FIRST TIME HOMBUYER DOWN PAYMENT ASSISTANCE PROGRAM TRACIO Alderwoman Spears stated that this item was reviewed. She mentioned that it consisted of charts and breakdowns of information and the progress of this program. She commented that it is helping people in the community. This item will go to COW on December 19,2002. PUBLIC SAFETY REQUEST TO HIRE NEW OFFICER IN JANUARY(HAROLD) Alderwoman Spears stated that the Public Safety Committee has passed this item. Chief Harold Martin stated that there would be enough money in the budget to hire a new police officer in January.He said that the costs are approximately$17,000,which also includes benefits. It would be 6—7 months before the policeman would actually be out working the streets and depends on if they would be full-time or part-time. They will go to the list to choose who will be hired. This item will go to COW on December 19,2002. WATER METER POLICIES (RICHARD/ROSE) Alderwoman Spears stated that Alderman Sticka brought to attention that there were no water meters in the model homes of certain subdivisions. He said that people that were using the homes were using water for coffee and bathroom use. Alderman Sticka asked if there were a policy for this and how to prevent it. Alderwoman Spears said that there is a list with problems associated with the water meters.These problems need to be addressed. See attached. Finance Director Traci Pleckham mentioned that they are in the process of estimating bills. Mayor Prochaska said that many items on the list have been taken care of by Public Works and that Public Works Director Eric Dhuse is aware of the problems. The Mayor suggested checking with Mr.Dhuse to get an update on the list. Alderwoman Spears stated that Judy Dyon of Public Works has put packets together for Building and Zoning and she has not received much response from them.This would include a form that would let the City know the date of occupancy and names of the new home-owners.Mrs.Dyon is still doing some research on the matter. Mayor Prochaska mentioned that regarding billing for the water that it should start with the developer before there is occupancy.Usually at the time of the sale they do a read of the meter then and that should get charged back to the builder for any use before that time, after that it goes on the list for a regular reading. Alderwoman Spears stated that on new construction the builder pays only for the water usage,but on a model home the builder also has to pay the Sanitary District. She said that Mrs.Dyon recommended that in order to ensure this before occupancy,that building and zoning issue permits. Mayor Prochaska stated that that gets done at final plumbing inspection.He suggested that if they do find a model home or home that is under construction that has disconnected the meter, then they should jack up the fine. That would hopefully make it undesirable for builders to want to do that. Alderwoman Spears felt the best way to deal with it is to review the old policy and update it. Alderwoman Spears also made mention of problem with the Bristol/Yorkville Sanitary District and residents being charged for watering their lawns. Mayor Prochaska said he had asked the Sanitary District about that and they said that it regards the graduated billing for the debt service. Alderwoman Spears said that she had discussed with Mr.Graff about the possibility of hiring more staff for Public Works. These item will come back to the next Administration meeting on December 12,2002. UTILITY BILL PAYMENT ASSISTANCE(JUDY/HRC) This item was in regards to a memo submitted by Mrs.Dyon. She recommended that the City set up a separate program for public assistance for those residents who need help paying their utilities. Mayor Prochaska suggested having a meeting with Mrs.Dyon and Attorney Dan Kramer to work out the issues of the aid to those who need help paying their utilities. This item will come back to the next Administration meeting on December 12, 2002. PROPOSED CONTRACT FOR WEB DEVELOPMENT AND TECHNOLOGY SERVICES Mrs. Pleckham stated that City is in need of someone who could do the service of troubleshooting. Though there is a computer tech person we are not as integrated as well as we should be and there needs to be someone who can check it regularly. Mrs.Pleckham stated that there is money in the budget for this under computer requirements. This item will go to COW on December 19,2002. ADDITIONAL BUSINESS: Mrs. Pleckham stated that Mr. Graff has the 6-month budget review in the budget. Committee agreed to send this item the December 19,2002 COW. Meeting adjourned at 8:45 p.m. Minutes by Theresa Brady. UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING DRAFTTHURSDAY,DECEMBER 12,2002 6:30 P.M. In Attendance: Mayor Art Prochaska (until 7:30) Alderwoman Rose Spears Alderwoman Valerie Burd City Administrator Tony Graff(until 8:00) Finance Director Traci Pleckham Alderman Paul James OLD BUSINESS: Minutes for Approval/Correction. The minutes were approved with corrections. Status of Employee Manual—No Update Mr. Graff stated that they had received the verbiage for the military leave.He said that the law had changed recently and it will be added to the Employee Manual. He said they are waiting for corrections from other Department Heads,then it will go on to Staff meeting. After that drafts will be sent out to the committees. This item will come back to the next Administration meeting on January 9, 2003. Nextel Plan Update Alderwoman Rose Spears stated that there a two-way radio that the committee requested would not be available on the new plan. Mr. Graff and Kim King both submitted memo's regarding the Nextel Rate Plan. See attached.It described what plans the City currently has. Chairperson Spears mentioned that the City would receive a 10%discount on the new plan. She said that the other committees have been asked to submit a list of all employees that have phones and what department they are under. The Department Heads have also been asked to submit an explanation of why they are recommending the employee(s)to have a phone, and why they are recommending a particular plan. There was a concern raised that if an employee is at home and has their phone on and has made themselves available for work related calls,would it be policy to pay them. Mr. Graff stated that he checked with the Labor Attorney about that and he said that as long as it is incidental use and the employee is not asked to stay at home to be reached then there is no obligation. If the employee is at home and available then it is fine,they are not under any obligation to stay at home to be on call. It would be more of a convenience to call the individual to ask where to find certain items or things related to that. Mayor Prochaska voiced his opinion saying that as long as there is no incurring costs to the employee then it should not be an issue. If there were costs associated with a call to the employee then there would be an issue of reimbursement. The Mayor felt that it is an issue that should be discussed with Attorney Dan Kramer. Mr. Graff said that he would address this issue at the next Department meeting. These items will come back to the next Administration meeting on January 9, 2002. Water Meter Policies Mr. Graff stated that regarding the review of Judy's memo;they are down to 25 accounts that they are still working on.He said that YMS School has a meter that is stuck and has a low flow. It is located where there is still a direct line and can only be reached by turning the boilers down and turn the whole school off. There has always been a high use of water at the middle school more so than the high school. There are plans with Brian DeBolt to have the problem fixed either on Spring Break or when school lets out. Finance Director Traci Pleckham stated that with the new accounting software coming into play she found out what the options were regarding billing and payments. She said that the City could go to monthly billing and the staff would read every other month like they are now doing, and estimate the off months. She said that they could also look to see what it would cost to separate YBSD from the water bill. They could run YBS bill on the odd months and run the water bills by monthly. It would entail some programming from the software-company and they could give the rates and also read prior months water usage. The software-company could write up a program to do that. Mrs. Pleckham stated that there is an option to make the bill on a one-page billing. It would need to be folded unless a machine was purchased to do that. She said that the postage would be more expensive for the one-page as well.There would also be the option of a postcard type with better paper stock with color. She felt to go with the option of the postcard it would be more convenient. She will come back next month with the estimates on what it would cost particularly if they want to program the YBSD separate and the water bill monthly or bi-monthly billing. Mr. Graff suggested having the YBSD on the postcard also to show the bill is coming from the Yorkville Bristol Sanitary District,but that the payment would be made to the United City of Yorkville. This way it would be a totally separate bill. Chairperson Spears asked if there is a resident who would not pay their YBSD bill,would the City charge YBSD to have Public Works go to the residents house to shut off their water.Mr. Graff said that if the City were to go to the resident's house to shut off water for the YBSD,then they would charge them for that call.Mr. Graff said that he would speak with Ralph Fister of YBSD and explain what they are looking at for the new billing plan. Mrs. Pleckham said she would bring estimates of what the new programming costs would be to the next meeting. This item will come back to the next Administration meeting on January 9,2003. Utility Bill Payment Assistance—Referred to Human Resource Committee Mr. Graff stated that Judy talked with Social Services about a Utility Bill Payment Assistance Program. If the City were to give money towards the program Social Services would manage the money for the City. The Social Services would also choose who would qualify for the program. No dollars would be expended through the program without approval from the committee. There are plans to meet with the Human Resource Committee in December so that they might look over the process.Mr. Graff said he spoke with Attorney Dan Kramer about the program and he suggested asking the YBSD to also participate. Mr. Graff said that he would speak to the YBSD on Monday night about the program. Chairperson Spears stated that they would need to come up with broader criteria for the program. She suggested speaking with Mr. Fister and with Attorney Kramer about that and thought it would be a good idea to get something in writing. She added that Judy could also get something from the County.Mr. Graff said that he could speak with them and bring the information back next month. This item will come back to the next Administration meeting on January 9,2003. Accounting Software Installation Schedule—Update Mrs. Pleckham said that she and Kim King had met with MSI on Monday to discuss the schedule. She said that they are looking to implement generalizing the accounts payable systems in February. They will begin training in January.Payroll will begin in March and running in April for April's billing cycle.The tracking system will be working in February. It will track inventory, streets, sewer,water, and anything else to do with the City. Any new Capital purchases will be put on the system, anything else until now will be added sometime in June. Mrs. Pleckham and Mrs. King will begin training for the system in January, and then Judy will begin training in February. The secretaries will be trained on the cash register in January. There are also plans to install the register at the Police Department. The secretaries there will also be trained on the register. Mrs.Pleckham stated that the plans are looking good and installation for the system will begin on Thursday. An update will be brought to the next Administration meeting on January 9, 2003. NEW BUSINESS: Consent Agendas Mayor Prochaska stated that a consent agenda is being considered so meetings can be streamlined. The items considered for this agenda might include building reports and water reports, items that do not need a lot of discussion. There would be an option for aldermen to request for any item to be pulled off the agenda at the beginning of the meeting. The item then would go on the regular report,with the opportunity for aldermen to ask questions if they have any.From there the City Clerk would decide where the item would best placed. Mayor Prochaska suggested starting a consent agenda in January. The committee consented. This item will go COW on December, 2002. Proposed Entry Way Signs Mr. Graff reported that the company Plainfield that will be making the sign received the Mayors design and is modifying it. He said that would have the design in by Wednesday. Mayor Prochaska said that they received estimates from another sign design-company in Wisconsin but their numbers came in$300 higher. He also said he would like to see the design have more detail and with a natural wood with a red background. The costs could rim around$2,800. Mr. Graff stated that the signs are usually placed around the corridors of the city. This would currently include several locations:Rt. 34 on both sides:Rt. 47 on both sides: 1 on Rt. 71 with the possibility of adding another one at the other end of Rt. 71 and possibly one on Rt. 30. Mayor Prochaska felt that with the natural wood background, it could save on having to repaint it. Mr. Graff said that they usually need painting every 2 years. Mayor Prochaska suggested that they could have a symbol at the top of the sign and the establishment or settlement on the bottom. It was also suggested that a fox be added to the sign. Mayor Prochaska stated that he is opting to go with settled because the United City of Yorkville was actually formed in 1957,but the village of Yorkville was established in 1836. This item will come back to the next Administration meeting on January 9,2003. Proposed Planning&Zoning Coordinator Mrs. Pleckham stated that though the applicant for the Planning&Zoning Coordinator was qualified for the position, they would be able to utilize her services but not yet hire her as a full-time City employee. She can however bill the services out. This would provide us with a guide as to how many hours she's actually using for the City and this particular function. Chairperson Spears asked how many hours would she be using.Mrs.Pleckham said she was unsure right now. Mrs. Pleckham referred to the contract agreement. See attached. Chairperson Spears pointed out the position would be locked in on a 3 months notice. She added that it might not be a good idea to have the position stated like that, in case they were to hire them on a full-time basis. She felt that since the City is paying so much for Planning and Zoning people then maybe it is time they hired their own. She suggested getting a spreadsheet of how much the City has paid this past year or a comparison of the past two years. Alderman Paul James said that they would not be able to hire one person with the multiple disciplines. Chairperson Spears felt it should be something to at least consider. The spreadsheets could at least give a comparison. Mrs. Spears said that she would look into that. She also felt that the current way works well because the people hired are experts. It also allows the City to monitor their hours,weekly and monthly. If there is an issue with the way the contract is written then maybe it can be negotiated. This item will come back to the next Administration meeting on January 9, 2003. Computer Hardware—regarding Accounting Software Mr. Graff reported that the City would need to upgrade to the Microsoft server MT. It would involve integrating with RecTrac. That would enable us to track the dollars that are coming and going.He said that they did get in all the other bids,but they could have their local vendor give the costs that way they would not have to go to the RFP again. If he comes in under what the RFP's came in before then it will be okay. If the bid comes in higher then Attorney Dan Kramer recommends going for the RFP.Mr.Graff said that they should allow the vendor to come in with his price, if it is low then we can go with them and take it to COW. Chairperson Spears asked what the price might be.Mr. Graff said that the hardware and server could run around$7,000 plus another$7,000 for environmental software,depending on how many users there are. He said the RFP's generally run from$25,0000 -$30,000. Mr. Graff stated that they want to hold off integrating the whole city onto a wide area network on the Microsoft MT,because NIU came in and talked to them about a proposal to do a study and that NIU would do this as a practical project for their students.The City would pay for the Government Studies but it would be very low. One thing that they will be looking at doing is developing a technology plan for the City. A decision would need to be made if they would want the vendor to come in with the costs of the server and to get the city on to a wide-area network. Chairperson Spears stated that she would feel more comfortable with an RSP because she wouldn't want anyone coming back and questioning the plan.Mr. Graff said that they could and that there is no rush to do this. The payroll software that's coming in will work on the Nobel system with no problem. Chairperson Spears added that she would like to see it get to our current vendor that is doing all of this then include the other ones. This item will come back to the next Administration meeting on January 9, 2003. Agreement between United City of Yorkville Parks and Recreation Department and Youth Baseball/Softball Assoc. Mr. Graff said that Laura Brown from Park and Rec. asked that regarding the contract with the youth baseball, what would it cost to have the City do all of the maintenance of the fields. The youth baseball used to do the maintenance on the fields and the school does the maintenance on the school time and the City does the maintenance when everything is over.Mr. Graff had a list that Mrs.Brown had created with a checklist, man-hours,and anything else that might be involved if the City took over the field. The issue is that it came to about$27,000 in costs. The Recreation Board thought it viable to enter into this type of agreement with the Youth Baseball. If the Youth Baseball did this then they would not have to increase their fees. Alderman Paul James asked if the Youth Baseball had an estimate of what they earned. Mr. Graff said that last year the Youth Baseball collected about$36,000,but lost about$2,000. He thought that it cost them about$15,000 in maintenance fees. Alderman James asked if it would be possible to purchase any of the maintenance equipment from the Youth Baseball. Mr. Graff said that some of the equipment was borrowed from the City.He thought that they would have to buy a new drag liner. Alderwoman Spears asked if the City was paying the proposed$27,000. Mr. Graff said that Mrs. Brown mentioned there is verbage about a donation in the contract. Attorney Kramer has the information on this but has not sent a memo as of yet.There should be word back on this some time in March. The School District will take care of the field this season. The contract will be up for re-newel in the summer. Laura Brown and Bob Williams of the School District will be having a joint meeting with Brian DeBolt and Dr. Engler about all facilities. They are looking to pass something by March. Alderwoman Spears pointed out some corrections to be made in the draft. She asked Mr. Graff to point out these items to Attorney Kramer. Mr. Graff pointed out that ultimately the City is reliable for organized play on the fields. The City is responsible for all the facilities. The City is insured for these types of things. This item will go to the next COW,after the committee has heard back from Attorney Kramer. United City of Yorkville Employee Manual Draft Copy — 01-28-03 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) 3.3 Drug-Free Workplace Policy 3.3.1 Workplace Policy (Appendix G) United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 3.11 On-the-Job Safety/Reporting of Accidents (Appendix H) 3.12 Threats, Violence and Weapons 3.12.1 Prohibited Conduct 3.12.2 Reporting Procedures 3.12.3 Investigation and Responsive Action 3.12.4 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 4.6 Personal Use of Telephones ii United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 7.10 Family and Medical Leave 7.10.1 General Statement iii United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 0) 8.9 Employee Credit Union (Appendix P) iv United City of Yorkville Employee Manual Draft Copy — 01-28-03 Section 1 Introduction Section 1.1 Purpose and Disclaimer This Manual describes the current personnel policies that apply to you as a member of the United City of Yorkville ("City") workforce. This Manual is designed only to introduce you 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 your right to terminate your employment at any time with or without notice or cause, and nothing shall restrict the right of the City to terminate your 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 you are a Department Head, where provisions discuss an employee's relationship with his Department Head, you may assume that the City Administrator has that relationship vis-à-vis yourself If you are the City Administrator, where provisions discuss an employee's relationship with his Department Head, you may assume the Mayor has that relationship vis-à-vis yourself If you have any questions regarding how this Manual applies to you because of your position with the City, contact your immediate supervisor. 1 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 only through the adoption of the City's Annual Budget, Pay Plan, confirmation of the Mayor's appointment, or by the adoption of ordinances and resolutions as deemed necessary by the Council. 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 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 the City Administrator by March 1s` 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 non-sworn personnel to their appropriate committees when such job openings are deemed necessary and subject to adoption by the Mayor and City Council. 6.Department Heads shall submit for approval any promotion, demotion, and discharge of non- sworn personnel in their respective department, with the City Council and Mayor having authority for final dispensation of all non-sworn employees. 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 City Administrator shall prepare the request to the Mayor for City Council approval. 8.Department Heads shall administer the personnel policies and procedures including the performance evaluation and the employee grievance procedures. 2 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 Head shall maintain a record of such absences to be made available to the Mayor upon request. 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 ineligible for benefit packages listed in this manual, and may not work more than 1,000 hours per year. Exception: Employees who work a regular tour of 21 or more hours during one week, subject to Mayor and City Council approval only.) 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. 3 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 Conflict 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, 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, national origin, age, physical or mental disability, marital status, or any other status protected by law. 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 non-sworn personnel: a.The Department Head of each department shall recommend in writing to the appropriate Committee, all appointments for their respective departments. The Mayor is the appointing authority, with the concurrence of the City Council. 4 United City of Yorkville Employee Manual Draft Copy -- 01-28-03 b.When a full-time job vacancy occurs, as deemed necessary by the Mayor or City Council, the Department Head shall submit in writing, a job announcement, stating the title, salary range,job description, manner of application, and closing date for application. The announcement shall be submitted to the Mayor to be assigned to the appropriate committee before being posted or advertised. c.After reviewing applicant qualifications, and/or holding personal interviews, the Department Head shall recommend the applicant deemed best suited for employment with the City. The Department Head will conduct a background check (Appendix C) as a condition of the employment offer in concurrence with a recommendation being submitted to the Mayor for appointment with concurrence by the City Council. d.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. e.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. Section 2.2.3 Standardized forms Personnel evaluation, absenteeism, grievances, and other job performance records shall be standardized, and will apply to all non-sworn 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 non-sworn employees. The evaluation periods are to be treated as an integral part of the selection 5 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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. These evaluations, by the Department Head, shall be submitted to the City Administrator. 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. Sworn employees are subject to the probationary period established by the Board of Fire and Police Commissioners. Section 2.4 Layoff 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 non-sworn employees. Sworn employees are subject to the jurisdiction of the Board of Fire and Police Commissioners. 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. b. No person shall, on the grounds of race, color, religion, sex, national origin, age, disability, martial status, 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 6 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 we avoid harassment. If you feel that you have experienced or witnessed harassment, you are to notify the City Administrator, your department head or supervisor, or City Attorney or any of the individuals listed below: 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. If you feel you have been retaliated against, you are to notify the City Administrator, your Department Head or Supervisor or City Attorney or the previously listed contact persons. 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 7 United City of Yorkville Employee Manual Draft Copy — 01-28-03 500 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 safety, is required, however, to consult with his or her doctor or pharmacist about the medication's effect on the employee's ability to perform his or her job safely, and to immediately disclose to his or her supervisor any medication-related work restrictions. Employees should not, however, disclose the type of drugs that have been prescribed or the underlying medical conditions, impairments or disabilities unless specifically directed to do so by their doctor or asked to do so by the City. 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 perfomuance. 8 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 lo 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 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 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. 9 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 peiniitted 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. 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. 10 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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. 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. Desks, lockers and other storage devices may be provided for your convenience, but remains the sole property of the City. Accordingly, any agent or representative of the City can inspect them, as well as any articles found within them, at any time, with or without prior notice. The City also reserves the right to conduct searches and inspections of employees, employees'personal effects or City-provided vehicles, equipment, materials, such as boxes, thermoses, purses, briefcases, desks, computer files, computers, computer disk, cabinets, file drawers, or packages without notice. If you refuse to submit to a search or are found in possession of prohibited articles, you will be subject to disciplinary action, up to and including dismissal. The City is not responsible for loss of or damage to personal property on the job. 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. 11 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 Department standard operating procedures (SOP's). 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 fo ni 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 3.12.1 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. 12 United City of Yorkville Employee Manual Draft Copy — 01-28-03 No employee or third party, except for authorized law enforcement personnel, is permitted to bring weapons or firearms onto City property (including City vehicles). 3.12.2 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. 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, in addition to the reports set forth above, be reported to law enforcement by calling 911. 3.12.3 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. 3.12.4 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. 13 United City of Yorkville Employee Manual Draft Copy — 01-28-03 Section 3.14 Nepotism 3.14.1 Spouse/Relatives of Department Heads/Elected Officials a.The employment of 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. b.This policy is intended to comply with the requirements of all applicable federal, state, and local laws. The City Administrator and Mayor are responsible for the coordination, administration and implementation of the provisions of this policy. 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 City Administrator and Mayor are responsible for the coordination, administration and implementation of the provisions of this policy. Prior to the application of this policy regarding employment or transfer decisions with respect to spouses, supervisors must contact the City Administrator to ensure compliance with applicable federal, state and local laws. 14 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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. Only those employees authorized by the Department Head, City Administrator, or Mayor. 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), and use of city vehicles are encouraged, if available. Any out of pocket expenses such as parking, tolls, 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, computers, and copy machines for private purposes is strictly 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 interested 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 you use this equipment for personal purposes you do so at your own risk. Further, you are not permitted to use a code, access a file or retrieve any stored communication unless authorized to do so or unless you have received prior clearance from an authorized supervisor. All pass codes are property of the City. You may not use a pass code that has not been issued to you or that is unknown to the City. If you violate this policy, you may be subject to disciplinary action, up to and including dismissal. 15 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 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, we have developed the following rules. If you have any questions, contact the City Administrator. 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 are entered or received through your City computer including all e- mail messages are and will remain City property. None of those data or messages may be used for any purpose not related to City business, nor may they 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 entering, leaving or stored in the e-mail system. 16 United City of Yorkville Employee Manual Draft Copy 01-28-03 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. 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, you 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 may pay for any non- 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, and 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 City. Reasons for disciplinary action may include, but are not limited to, the following: a. Incompetence, negligence, inefficiency, or failure or inability to perform your assigned duties. 17 United City of Yorkville Employee Manual Draft Copy — 01-28-03 b. Abusiveness in your attitude or language, or in your 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 your 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. 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 supervisor, Department Head, or Mayor. 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 non-sworn 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. These procedures shall be available to sworn employees where practicable and to the extent they do not conflict with the administration any collective bargaining agreement provisions. 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. 18 r United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 to the employee to 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 include copies of any performance based warnings in the employee's personnel file. Employees shall be given the opportunity to sign warnings. Therefore, 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. 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 non-sworn 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. Remember sworn employees are subject to the requirements of the Board of Fire and Police Commissioners Act. A non-sworn 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 Mayor and City Council is taken, the employee shall be suspended with pay. The Mayor shall approve every discharge with concurrence by the City Council. 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. It is helpful to view discharge as an ultimate mean 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 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 shall be placed in the employee's file. 19 United City of Yorkville Employee Manual Draft Copy — 01-28-03 Third Violation. The employee shall be suspended up to ten (10) days without pay upon approval by the City Administrator. The Mayor and City Council shall approve any suspension recommended by the City Administrator that is more than ten (10) days without pay. 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. Employee shall be given suspension more than three days up to thirty days or discharged, observing the procedures in this manual for processing an involuntary termination. 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 Department Head, he may submit in writing within fifteen calendar days, his grievance to both the Department Head and the City Administrator for review by the City Administrator. When a decision is reached regarding the resolution of the problem a letter or memo shall be sent back to the Department Head and to the employee within thirty days. In the event the employee is not satisfied with the resolution proposed by the City Administrator, the Employee may request within twenty-one days an independent review by the Mayor. Any action taken by the Mayor will be final. 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 Public Works Department maintenance employees normally begin their workday at 7:00 a.m. and end at 3.30 p.m., Monday through Friday, unless properly notified by Department Head. Lunch breaks are '/2 hour (unpaid) and shall be determined by their Department Head. Lunch breaks for the City Offices shall be 1/2 one hour (unpaid) and scheduled not to disrupt office hours. 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 perfoilu 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 6.1.2 Work Schedule The workweek 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 the City services are not disrupted. 20 United City of Yorkville Employee Manual Draft Copy — 01-28-03 Section 6.2 Shift Changes Non-sworn 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. No checks shall be distributed to individuals. 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. 21 United City of Yorkville Employee Manual Draft Copy — 01-28-03 Section 6.6 Overtime Pay a.Overtime pay shall be considered that time worked in more than their normal scheduled workday or forty (40) hours per week. Overtime pay shall be paid at the rate of one and one-halftimes 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 is earned at the rate of 11/4 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 22 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 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 City. 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. 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 adequate services. Once the vacation request is approved the employee has reserved his right to his vacation leave, however, all leaves are subject to review and/or cancellations for major emergency or extreme circumstances, which causes a personnel shortage. Eight (8) hours of vacation time may be taken in single days with the approval of the Department Head. 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 23 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 non-sworn, full-time employees. b.All non-sworn 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. 24 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 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 15. 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. 25 iUnited City of Yorkville Employee Manual Draft Copy - 01-28-03 Section 7.4 Reporting of Absences All Department Heads shall keep an accurate account of any absences taken by their employees. Getting 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 supervisor one (1) hour before the start of the workday. 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. 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 you need to take leave for uniformed or military service, you should submit a copy of your orders along with your request for leave as soon as you become aware of the need for leave. Please contact City Administrator for further details about your 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. 26 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 supervisor and report to work when they are excused from jury service,temporarily or finally. Any payment received from jury duty shall be given to the City in lieu of receiving leave with pay. Section 7.9 Unpaid Discretionary Leave Employees may obtain a leave of absence. Discretion is of the City Council. Such leave shall be unpaid and shall not be used to gain employment elsewhere. Section 7.10 Family and Medical Leave 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. 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. 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 your own serious health condition which renders you unable to perform the functions of your 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. 7.10.4 Leave is Unpaid a.FMLA leave is unpaid leave. If you request Child Care or Family Medical Leave, any accrued paid vacation and personal time must first be substituted and used for unpaid FMLA leave. If you request Employee Medical Leave, any accrued paid vacation, 27 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 extent 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. 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. 7.10.5 Notice of Leave If your need for FMLA leave is foreseeable, you 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, you are expected to notify the City as soon as practicable, generally within one to two business days of learning of your need for leave. A request must be made in writing on the City's forms Appendix K), available in personnel. 7.10.6 Medical Certification If you are requesting Employee Medical or Family Medical Leave you and the relevant health care provider must supply appropriate medical certification. The City will supply you 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. 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. 28 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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. 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. 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. 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 you work per workweek or workday) if medically necessary. If FMLA leave is unpaid, the City will reduce your salary based on the amount of time actually worked. In addition, while you are on intermittent or reduced schedule FMLA leave, the city may temporarily transfer you to an available alternative position that better accommodates your recurring leave and which has equivalent pay and benefits. 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. 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. 29 United City of Yorkville Employee Manual Draft Copy -01-28-03 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 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. Section 8 Employee Benefits 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. 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. 30 United City of Yorkville Employee Manual Draft Copy — 01-28-03 Section 8.2 Pension Participation 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. 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. 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. 31 United City of Yorkville Employee Manual Draft Copy — 01-28-03 Section 8.6 Education and Training a.The City shall pay all expenses including wages at "regular" pay, travel, and tuition for any full-time or eligible part-time employees enrolling in "required" courses. b.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. c.Tuition of an elective or required course will be paid through direct billing from the appropriate school. At the completion of the class, if C-average or better is attained, the class will be considered complete. If less than a C-average is attained, the employee will be required to pay back 50% of the tuition. d.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. e.If arrangements can be made with company or institution 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. f.When seminars deemed in the best interest of the City by the Department Head and the appropriate 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. g.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 4% Master's Degree 4% 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, 32 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 0) 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. 33 United City of Yorkville Employee Manual Draft Copy — 01-28-03 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 Development Coordinator Monthly Report United City of Yorkville January 2003 Summary Page Grand Menards Kylyn's Montablano County Admin. Total Reserve Ridge Review Correspondence 0.00 0.25 2.50 2.00 0.00 9.50 14.25 Tracking 1.50 0.00 5.00 1.00 0.00 1.00 8.50 Reports 0.50 1.00 0.00 0.00 0.00 2.00 3.50 Meetings 0.50 1.00 0.00 0.00 0.00 2.00 3.50 1 Total 2.50 2.25 7.50 3.00 0.00 14.50 29.75 Printed: 2/5/2003 Development Coordinator Monthly Report United City of Yorkville January 2003 Daily Totals Dayof Grand K I n sCountyyDateMenardsyMontalbano Admin. 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M A!................... i V ..................W. ........ ...Rf.i i iii::is i i::i;:Y.i,.;;{Y:::i::i:::K/:tT.......- ::;....::i;::i S :::„:„:::iii:{:K:$::::.....*:.....::::: i::i:::::::::i:::::1:1:E'7. ::::::::i:::::::i::i::::....x.1.. ..................7.L:ioF.Rt7::::i::i::ii:{:i::::{::{:::::i:.1:7I.1L''.S'7.4'7:j::i:::::i::::........ i:': •:.iiiiiii'iiiiii:::i::isii:ii:v:_•ii:Lb:<viii}iiii'iii:4: iiiiiiii :vi:•iii:•'i:•i}i;_:!4iiiiiiiiiiiiiiiiiii}iii::iiiiiiiiiiiiiiiii iiiiii:oiii'i iiW:•::vv:•:isiiii:viii}ii:< i:•iiii:v:•ii: i:: •iiiiiiiiiiiiiii Monday 1/6/2003 1.50 0.00 0.00 0.00 0.00 0.00 1.50 Tuesday 1/7/2003 0.00 0.00 0.00 0.00 0.00 2.00 2.00 Wednesday 1/8/2003 0.00 0.00 3.25 0.00 0.00 0.00 3.25 Thursday 1/9/2003 0.00 0.00 5.00 0.00 0.00 0.25 5.25 Friday 1/1'0/ 3.' 2003 3.00 0.'00 0.00 0.00 0.00 0.00 3.00Friday :..: : i; ; i.i i.:.::.. ::.. • ; .i.: ..i .i . . i :: ..:• . ; i . . ... .:. ........ 1iio { µ > 5ti , es 1 ? 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WNY M .:::.:::> niM::*::: Y . .: . :: i Monday 1/13/2003 2.25 0.00 0.00 0.00 1.25 0.25 3.75 Tuesday 1/14/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Wednesday 1/15/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Thursday 1/16/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 F ridaY.............. 1/17/2003.................2.50 ................0.00 0.00 0.00 0.00 ................0.00 .:.:...:.::.:. 2..500i.::'i::; .:;:.:: .i i::i;::;;::;::::isi.i :.i::::ii:::::i:;:: ii>:: ii•..................:. .:.:..::.................................. ......i:?y 1 0ti::ii;: ii iii:::::::::: ::::::::t:`.::.::::J::.:: y:i:::::::::.:::::::::::::::::::::.::: •i:.:.i:.:.i:'.::.i':.>'.ii.ii:. i:.:.::.::.. is.;{y,..i::;.:+.:ci:;•i;•ii•:.i:.i•.i:'rii:.i:.i:;•i:;•i:.::. i:.i.::,:µ,:/::::::: :::::::::.':.:::::.:::: :::.i:::ii:nymi L:v::::i::::ii}::::}::::i*,:F:::i si:::i::::::::\:iii::::i::}:'M:i :i::iii::::}:vi::ii:::: Y11 :::i.::i:::::::::i:::is:i:i <, :i::i::ii::i.......N :.::i:i:::i::i::i i::i::i::i:/:•:[e l::MlF :i:::::::::;':::is:::: t l::: :ii::i........Monday 1/20/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Tuesday 1/21/2003 0.00 0.00 0.00 2.00 0.00 0.25 2.25 Wednesday 1/22/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Thursday 1/23/2003 0.00 0.00 0.00 1.00 0.00 1.50 2.50 Friday 1/24/2003 0.00 1.00 0.00 0.00 0.00 0.001.003:0 i:'::i;:i<>:<:>>::;:ii:i:i:::.:.i iii:.is.iiii:Fi:::::::i;:>::>::>:: ?: : ilii::> ;::: i;:; :;:;i;:`i::::ii'::>::>::>::>::>::>::>:<:>;;:>.;:::a:;•i<:,><:«:<:<:::::::>::>:::::.i:.:oi is:..iiii:iii.iiii;ii::iiiiiii:iiiiiiiiii: i.i::a.:i:;•.::;•>::<.>:.: ii:iii::iii::i;:: :::.:.:: ::::............................ y ::::::::::::::::::::::: :::::::::.::::::::::::.::::::::::::::. :::: :::::::::. : :::::::::::::::: : :::::::::::::::. :::N.:«..,< ::iii<:iii:<: ::::::.:::::::.::::::::::,.:::.:.Monday 1/27/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Tuesday 1/28/2003 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Wednesday 1/29/2003 0.00 0.25 0.25 0.00 0.00 0.00 0.50 Thursday 1/30/2003 0.00 0.00 0.00 1.00 0.00 0.25 1.25 Friday 1/31/2003 2.00 0.00 0.00 0.00 0.00 0.25 2.25 Totals 11.75 1.25 8.50 4.00 1.25 Development Coordinator Monthly Report United City of Yorkville January 2003 Grand Reserve Day of Correspondence Daily Tracking Reports Meetings Notes/Comments Week I Date written/oral Totals Review 12/20 stormwater memo. Thursday 1/2/2003 0.50 0.50 Incorporated info into issues report. Friday 1/3/2003 0.00 Sa:tuida 114/2003 ii iiiiiiiiii::<:<::>::>::::ii!iii::>::>::::::::::>::>::::>::::>:::>::>::<:>:::::: >::_:<:»::::::>:gi i::is::ii::"`::i::i:iiiii:is ia::$:::i::::i : ii ii:::::iii:ii:is:::ii::::iil ' ' ii::;:ist::::::::::ii:i'i: i::::::i::::::::i:::::iii: i:i i isi::iiiii:i:is iii::::i:i`iii:::::::iii::: :i:::i::;:i:i:::::: Monday 1/6/2003 1.50 1.50 Committee review of issues Tuesday 1/7/2003 0.00 Wednesday 1/8/2003 0.00 Thursday 1/9/2003 0.00 3.00 3.00 Tony, M. Schoppe, Art, John-prepare Friday 1/10/2003 for Plan Commission Satu ay. ...... 1111/200 0: i '': is i ::::i:::::isii:::is ::i ::isi::i is i:r::i:::::i:i::':i :::::i:ii?:iii: i:::::isi:i:i iiii::::::::::_iiig i::::si i `i is i li::i i !i :: i 3inig i Y _i:: 1.00 1.25 2.25 Track 1/10 & 1/13 meetings (Land use, Monday 1/13/2003 parks), Parks meeting Tuesday 1/14/2003 0.00 Wednesday 1/15/2003 0.00 Thursday 1/16/2003 0.00 Friday 1/17/2003 2.50 2.50 Start discussions regarding AA Ntgi: <:;;:.>:::: i i; ;1i4 LT.J2 ` ii[iIRINI i `i si iii `i i i i i i`> i i i 2 gi i i s ii[i i i i ig i `i 2 2 i i`i i iii iii ' i` iitd:';>::>>> .........X11 Monday 1/20/2003 0.00 Tuesday 1/21/2003 0.00 Wednesday 1/22/2003 0.00 Thursday 1/23/2003 0.00 Friday 1/24/2003 0.00 6:`00J[[i iii iii i`i` :` ii >i `i ? ii iii ai i i i `iii ii `< iii*i**:v%' i`i i isis2x,i*ii i i2i i isii * i'i 2i i i [i iit '.i i i Monday 1/27/2003 0.00 Tuesday 1/28/2003 0.00 Wednesday 1/29/2003 0.00 Thursday 1/30/2003 0.00 Attended park mtg, coordinated multiple Friday 1/31/2003 0.5 1.5 2.00 meetings for next couple of weeks. Printed: 2/5/2003 Development Coordinator Monthly Report United City of Yorkville January 2003 Menards Day of Correspondence Daily Date Tracking Reports Meetings Notes/Comments Week 1 ... written/oral 1 Totals Thursday 1/2/2003 0.00 Friday 1/3/2003[ ... 0 00 Monday 1/6/2003 0.00 Tuesday 1/7/2003 0.00 Wednesday 1/8/2003 0.00 Thursday 1/9/2003 0.00 Friday 1/10/2003 Monday 1/13/2003 0.00 Tuesday 1/14/2003 0.00 Wednesday 1/15/2003 0.00 Thursday 1/16/2003 0.00 Friday 1/17/2003 0.00 SigiiagYg t#."12th ........ iia"><> >'>:..... . Monday 1/20/2003 0.00 Tuesday 1/21/2003 0.00 Wednesday 1/22/2003 0.00 Thursday 1/23/2003 0.00 Reviewed draft AA, compared with mtg 1 Friday 1/24/2003 1.00 notes0 Monday 1/27/2003 0.00 Tuesday 1/28/2003 0.00 Contacted M. Schoppe, L. Brown, Holly Wednesday 1/29/2003 0.25 0'25 re: annexation agreement review Thursday 1/30/2003 0.00 Friday 1/31/2003 0.00 Printed: 2/5/2003 Development Coordinator Monthly Report United City of Yorkville January 2003 Kylyn's Ridge Day of 1 CorrespondenceDailyDateTrackingReportsMeetings Notes/Comments written/oralTotalsWeek j 0.00 Friday ay ....... 1/3/2003 0.00 i:iiiM l 200 :f:f:::f:'::f:::: :::: ::z>``::::: :'::::,::`::::::f:3::::f: :::::::f::ff::::::::::f:: ::z z'::: ` f ::fff:::: ;ff :::::::::::: f:: :' :::" "::::::::::::::f:::::ff:f:::::ff::::f: Monday 1/6/2003 0.00 Tuesday 1/7/20030.00 Obtained copy of agreement, created 3.25 tracking report, reviewed existing plat Wednesday 1/8/2003 0.25 3.00 against terms of agreement Thursday 1/9/2003 2.00 2.00 1.00 5.00 Friday 1/10/2003 0.00 5.Iu ay "W11/ Monday 1/13/2003 0.00 Tuesday 1/14/2003 0.00 Wednesday 1/15/20030.00 _ Thursday 1/16/2003 0.00 Friday 1/17/2003 0.00 Monday 1/20/2003 0.00 Tuesday 1/21/2003 0.00 Wednesday 1/22/2003 0.00 Thursday 1/23/2003' 0.00 Friday 1/24/2003 0.00 125/2028... .... r:::::::::>::::>::::>:::::::::::::::::::::::::::::::::s>::::::>::::>::: :>:::<::<::::::::>:><::»<>:»':: >:>:»::::>::::: Monday 1/27/2003 0.00 Tuesday 1/28/2003 0.00 Review J. Wywrot memo/noted follow-up Wednesday 1/29/2003 0.25 0'25 steps Thursday _ 1/30/2003 0.00 Friday 1/31/2003 0.00 Printed: 2/5/2003 Development Coordinator Monthly Report United City of Yorkville January 2003 Montalbano Day of 1 Correspondence DailyDateTracking1ReportsMeetings Notes/Comments Week written/oralTotals gip.}ry1 . slat €1 3 Thursday 1/2/2003 fi I 0.00 r Friday 1/3/2003 11 0.00 1( 3` Monday 1/6/2003 0.00 Tuesday 1/7/2003 0.00 Wednesday 1/8/2003 0.00 Thursday 1/9/2003 0.00 Friday 1/10/2003 0.00 Sat €day ........I711/2X3 0:40i :'iiinii'111 £ iii::' ::'::> > > : :::: ii>:: iii :>: i isis> >< ?> <:':iii iiiii >:is:> : '< i;:;::ii: : :<; : : liili :ili' > :' 1/13/2003Monday 0.00 Tuesday 1/14/2003 0.00 Wednesday 1/15/2003 0.00 Thursday 1/16/2003 0.00 Friday 1/17/20030.00 t 1118/. i.11;.::/ t;.:::::>>:'< ::::'::: i i:>:>::: ?"'i':::'»::><> '':>»ii:>:<>"::::i''`:'::><'<'>::>::'i'z':::::<<::::ig»>'i':::::>i`'_: >:i isi:?<:<Ji:: }:`:i::::>:i i :::::: :>: is>:: ii iI:. »: : >:::iii'is::>:i ?>>i:'>::::::':I i:::ii Monday 1/20/2003 0.00 Tuesday 1/21/2003 1.00 1.00 2.00 Review plans against decree Wednesday 1/22/2003 0.00 Thursday 1/23/2003 1.00 1.00 Friday 1/24/2003 0.00 Sat ' 1512. 28 ESiiritia .::. :::• 11I. 20i 5 M onday 27/2003 0.00 Tuesday 1/28/2003 0.00 Wednesday 1/29/2003 0.00 Thursday 1/30/2003 1.00 1.00 Drafted review memo Friday 1/31/2003 0.00 Printed: 2/5/2003 Development Coordinator Monthly Report United City of Yorkville January 2003 County Review Day ofI CorrespondenceDailyDateTrackingetgRsMeinsl Notes/Comments Week written/oral 1 eport 1 Totals Thursday1 1/2/ 20031 I 1.. 0 00Friday1/3/20031 0 00 Monday 1/6/2003 0.00 Tuesday 1/7/2003 0.00 Wednesday 1/8/2003 0.00 Thursday 1/9/2003 0.00 Friday 1/10/2003 0.00 1.25 1.25 Deere Crossing w/Tony, Mike S. &Jerry Monday 1/13/2003 D. Tuesday 1/14/2003 0.00 Wednesday 1/15/2003 0.00 Thursday 1/16/2003 0.00 Friday 1/17/2003 0.00 Situ€may.. 1/1B12 3 Monday 1/20/2003 0.00 Tuesday 1/21/2003 0.00 Wednesday 1/22/2003 0.00 Thursday 1/23/2003 0.00 Friday 1/24/2003 0.00 Satu'thy 11223 Via. 1.f2#?3 .::....... ..... ..... ..... Monday 1/27/2003 0.00 Tuesday 1/28/2003 0.00 Wednesday 1/29/2003 0.00 Thursday 1/30/2003 0.00 Friday 1/31/2003 0.00 Printed: 2/5/2003 Development Coordinator Monthly Report United City of Yorkville January 2003 Administration Daily Notes/Comments Correspondence Tracking ReportsMeetingsDayof1DateI Friday 0.00 adjust forms Tuesday 1/7/2003 0. 252`0O 0.25 1.50 a000rdinD n og|y 8arb m Wednesday 1/8/2003 0.00 Thursday 1/9/2003 0.25 0.35 Create tracking sheet for Kylyn's Ridge Friday1/10/2883 UOO oReview0.25 TrackingGranMonday Tuesday 1/14/2003 0.00 Wednesday 1/15/2003 8.00 Thursday 1/16/2003 0.00 1/17/2003 0.00Friday 0.00Monday1/20/2003 Tuesday 1/21/2003 0.25 O.25 Set upK1ontu|banusheet Wednesday 1/22/2003 O 0U Thursday 1/23/2003 1.50 1.50 Assisted living Friday1/24/200 3 OUO 0.00Monday1/27/2003 Tuesday 1/28/2003 0.00 Wednesday 1/29/2003 0.00 Thursday 1/30/2003 0.25 D 25 SetupFab. Shoe Friday 1/31/2803 0.25 O 25 Phntoapodu Printed: 2/5/2003 ROUTING SLIP To: DATE: 2-44;1 0 Mayor 0 Joe 10 Harold Eric CI Laura Mackie 0 Mike Schoppe 0 Council: From: Tony Graff FYI 72 Action Needed: 1 / 7:3?; 7/ 14", Z /4,4.: I .=•) ,f,. 7 0 See me YDRKviLLE FrSt PARKS d REGREAT1ON Yorkville Parks&Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdep( aol.com Administrative Office 301 e Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To: Art Prochaska, Mayor Administration Committee, City Council From: Park Board, Laura J Brown, Executive Director Date: January 14, 2003 Cc: Tony Graff, City Administrator Re: Beecher Community Center Room Divider To authorize the Executive Director to pursue budgeting land cash expenditures for fiscal year 2002-2003 for the purpose of improving the office, storage and programming space at Beecher Community Center. This would be included in the final budget for the upcoming fiscal year. 1 YORKVILLE it R PARKS A RECREATION Yorkville Parks & Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdepa,,aol.com Administrative Office 301 e Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To:Park and Recreation Board From: Laura J. Brown, Executive Director Date: January 2, 2003 Cc: Tony Graff, Art Prochaska Re:Beecher Community Building Staff have been formulating ways to re-configure or change the structure of the Beecher Community Building to provide some additional office space for the staff and maximize the program and storage areas. With the additional program staff, the current office arrangement does not allow for multiple work and meeting areas, as well the current storage areas are limited for office and recreation equipment. The following are the options for changes in the existing office and program areas: 1.RE-CONFIGURE THE CURRENT BUILDING / OFFICE SPACE Purchase a room divider for Perkins allowing for multi-users and groups of different sizes (quotes attached) Re-locate the staff office in Dailey Room with the use of portable dividers cubicles Expand the use and flexibility of the Austin Room by utilizing folding tables and purchasing carpeting the room. Convert the current office space into a programming store room Three different types of dividers were quoted. Two options, (Recreation Concepts and Park and Recreation Supply) provide quotes for a manual slide curtain. This type of curtain is suspended from the ceiling of the room, and are retractable to one side of the room. There will be a 5 foot bunch curtain when the curtain is pushed to one side. Both prices do not include installation. The third option from Porter Athletic Inc. is a automatic powered retractable curtain suspended from the ceiling. When activated this curtain will retract to the ceiling. The Porter price includes installation of the curtain, but would require the electrical power switch to be installed by an electrician for an additional charge. This curtain is similar to the curtain installed at the high school. EXPENSE $17,400 Room Divider $10,000 (Porter divider allows for remote retraction into the ceiling) Cubicles $1,000 (used cubicles obtained from re-sale company) Carpeting $4,500 (high use quality) Additional shelves $1,200 Set up expenses (computer and phone lines) $700 In addition the following examined the use of the current rooms and the impact on the re-configuring of the areas. The Salvation Army area will need to be adapted to allow use of the Perkins area for food serving between the hours of 11:00 am and 1:00 pm. With the carpeting in the Austin room we would want to prevent spills or damage from daily food being served. In addition, the tables currently being used in Austin would be replaced with the folding tables from Dailey to allow for more flexibility of use in the room. Rooms Day Current Proposed Dailey M-F 9 am-9 pm 0 12 hrs) Sa 9 am - 5pm 0 8 hrs) Su 1:00 pm-6:00 (5hrs) 0 Perkins M-F 9 am-9 pm (12hrs) 9 am-9 pm (12hrs) A) Sa 9 am - 5pm 9 am - 5pm 8 hrs) 8 hrs) Su 1:00 pm-6:00 (5hrs) 1:00 pm-6:00 (5hrs) Perkins M-F 0 2pm -9 pm (7hrs) B) Sa 0 9 am - 5pm (8 hrs) Su 0 1:00 pm-6:00 (5hrs) Austin M-F 2pm - 9pm 9 am - 9pm (12hrs) 7 hrs) Sa 9 am - 5pm 9 am - 5pm 8 hrs) 8 hrs) Su 1:00 pm-6:00 (5hrs) 1:00 pm-6:00 (5hrs) Totals 70 hours 70 hours 2. CONSTRUCT /EXPAND THE CURRENT BUILDING BY ADDING AN ADDITION. (Office, and storeroom space). Office space 24'x33 Store room space 20' x 20' A second solution may be the expansion and construction of the current Beecher Building. This option will leave the current room set up in place and add an additional office and store room area for the staff offices. There are concerns regarding the cost of construction and time frame for completion. Additional costs would included; Reconnecting lights, telephone, computer, office machines relocated, desk, cubicles EXPENSE $71,360 80.00 sq foot $63,360 Set up expense $8,000 3. INVESTIGATE THE POSSIBILITY OF BUILDING A RECREATION CENTER. 120 square foot x 24,000 — 48,000 square feet = $2.8 million - $5.75 million set up expenses $20,000 The final option would require a referendum and 18 months to 24 months construction. Conclusion: Staff feel the short tem solution for the current office problems would be option 1 with the reconfiguration of the office space and program rooms for an expense of $17,400. This would allow for some temporary flexibility in the current space without impacting the program area. In addition, if a more permanent solution was obtained through construction, the proposed office space could be reverted back into program area. Recommendation: To authorize the Executive Director to pursue budgeting land cash expenditures for fiscal year e e= - s s ' for the purpose of improving the office, storage and programming space at Beecher Community Center. This would be included in the final budget for the upcominq fiscal year. A S 0 Z` C CITY OFYORKVILLE BID INFORMATION FORM LUST BE TYPED OR PRINTED LEGIBLY) DATE: 19DEPARTMENT:?0--(\(--- k R -Eu-e'Y` REQUESTED BY: 1.0..E-‘10- `4' -'\--) ' VENDORR #1 VENDOR #2 VENDOR #3 NAME: ?R`2k 'k \G nC-NAME: qeC. Cor\ttk,\-S 1 ryI-} keC - NAME: COY l-e- LLC) ADDRESS: (•0• s O X Z© \ ADDRESS:C_c, ADDRESS: r•O, P c 25O5 C;fn-eQc1. 'T._t... O1.-6 Csw-ec o IL. (DO 54 3, 2,,,0cr 6.'J e...v Lc oi5-5 NAME/TITLE 1`-k- F--¢_ .NAME/TITLE Kev-N Sc. "(/ NAME/TITLE OF PERSON Sc--\-•`('m / OF PERSON OF PERSON QUOTING BID: CZOIoIr QUOTING BID: r - t/ QUOTING BID: V. `/ i \„Ow HOW LONG HOW LONG HOW LONG IS BID FIRM? 3o 6cL.,15 IS BID FIRM? 30 ck CSISBIDFIRM? 30 oc cl BID OBTAINED: PHONE BID OBTAINED: PHONE BID OBTAINED: PHONE WRITTEN N WRITTEN )(( WRITTEN x CATALOG CATALOG CATALOG COMMENTS: COMMENTS: CjLtcDC C.-5-1-‘,"4-0-COMMENTS: W1 VI" \YIS.-a,4- 1-- u dt \, y V\cAr\-e----' GLA_0 \01 •)1,\_cm e_ l/..` Gt- c_, Does N‘6-t" \1.1 ..Lc 'e— N S i W1 W i o N r\I 07- S v IN C LLA-O .-ice , Siec-l^(Cc_. 1rko6k- v VENDOR SELECTED: Po'1-& -N,\, C IF NOT LOW BIDDER, STATE JUSTIFICATION IN "COMMENTS" SECTIOF` USE REVERSE SIDE FOR DETAILED EXPLANATION) AMOUNT REQUESTED VENDOR# 1 VENDOR #2 VENDOR#3 UNIT OF UNIT TOTAL UNIT TOTAL UNIT TOTAL QUANTITY MEASURE DESCRIPTION OF ITEM(S) PRICE PRICE PRICE PRICE PRICE PRICE 1 MODt( Zo Ccxv he l \ Cuor In rJ' 9, 300 c1•30C) • I nti\IA mol 0 g- `-- i.1 S.T4A-U_A-- 10k., 13-e s L ac q 0,Lk aki iJ I G 4 Z 4P I GuYzTi 41 Nprrc,4LA.:Prrc—e— 171S91 17/6.60 TOTAL PRICE I°I`1Z,° 6' 171e. / q'3C/C3 DELIVER TO: DEPARTMENT HEAD cSIG ill ' ` C WHITE:EMPLOYEE • - YELLOW: DEPARTMENT HEAD PINK: FINANCE PDR ERIssue all Contracts and/or Purchase Orders To: Porter Athletic Equipment Company•2500 S. 25th Avenue PO Box 2500• Broadview, IL 60153-2500 QUOTATION Phone: 708.338.2000 Fax: 708.338.2060 To: Yorkville Park and Rec. Dept.Quotation #: 908 Game Farm Road Date: 12/12/02 Yorkville, IL 60560 Page: Re: Attn: Laura Brown WE ARE PLEASED TO QUOTE THE FOLLOWING: A.) Furnish, deliver, and install (1/3 Room Divider) 1 Model 2080 Center Roll Gym Divider curtain with: Internal Drive Motor Heavy Duty Vinyl Total Cost $9,300.00 B.) Furnish, deliver, and install 1 Model 2080 center Roll Gym Divider curtain Internal Drive Motor Heavy Duty Vinyl Total Cost $10,500.00 Prices quoted are valid if an order is received by us on or before for immediate release and for shipment within the shipping estimate as quoted. Hold for Release orders must be reviewed with factory in order to obtain protection. TERMS AND CONDITIONS APPLICABLE TO THIS QUOTATION: 1. All materials quoted herein shall be of standard manufacture according to the latest printed specifications at time of shipment unless otherwise mentioned. 2. Standard Porter Athletic Equipment Co.payment terms are Net 30. On orders require multiple shipments or installation services,progress payments are required. 3. Receiving,unloading and placing equipment in gym by G.C.or owner. 4. All conduit,wiring,boxes,etc.for hook-up of electric winches by G.C.or owner. 5. Liquidating damages not accepted. Signature:a• Dave Dillo NOV-22-02 FRI 01 :35 PM RECREATION CONCEPTS FAX NO. 16305543750 P. 02/03 PROPOSAL Akt. 4 As Acting Agents For Douglas Reereotion Ooaeepb. lac.• P.O. Boa 380 Omega. II 60543• Phone: OS0/5543800 Toll frees 800/9424068 Fon: 650/554-1750 Email: teacon@anet-chi.co. Uebritc: recreotionconeepkr.com TO: YorkvilleParks&Recreation Dept. DATE:11/22/02 Address: Beecher Community Building SALES REP:KF YorkvilGe;IL 60560 QUOTE#: 020083JLR Aim-: Laura;Brown Phone:#: 630/553-4341' Fax#: 830/553-4347 Email: l TOTAL QUANTITY MODEL# a ITEM DESCRIPTION I UNIT PRICE COST 1568 29520'. 118FR FOREST GREEN CUSTOM VINYL 0.94 i $1,473.92 2 PANELS: 16'X 49' 125 34728 ^:CABLE 1/.4'.7 x 7 GAC 0-31 38.75 2 i 34724 ITURNBUCKLE 12"X 12"JAW&EYE ^~ V_ 23.13 46.26 2 34730 `. lEYE BOLT 6"LONG 12"X 13 3.75 7.50 8 34725: ;CABLE CLAMP 1/4" 0.31 1 2.48 100 ! 32670. SNAP 3"STEEL"C"BLACK 0.45 45.00 I"`AVAILABILITY OF OTHER COLORS MAY:VARY H y THE PARTS THAT ARE LISTED ARE WHAT IS RECOMMENDED 1 FOR THE INSTALLATION OF THE CURTAINS. ESTIMATED-SHIPPING COST: I $105.00 TERMS:NET,30 with approvedPProed crecirt PRICES INCLUDE DELIVERY BUT NOT INSTALLATION. SHIPMENT AFTER RECEIPT OF ORDER:Lead time is approx. 7-10 business days QUOTATION EXPIRES: : NINETY DAYS Accepted by: Submitted by TAX EXEMPT#: Please make sure your Purchase Order is made out to Douglas,do Recreation Concepts, Inc. Thank you. 020083}Ir.xls Page 1 of::1 Dec 03 02 03: 23a PARS 6303651947 p• 2 MATERIAL BID Douglas Industries, Inc. REPRESENTATIVE: Park And Recreation Supply,Inc. P.O. Box 201, Geneva, lllinois 60134 630/365-1944 FAX: 630/365-1947 DATE: December 2, 2002 PROJECT:City of Yorkville TERMS AND CONDITIONS: Net 30 days to government agencies. For all others, terms will be negotiated, MATERIAL: Gym Divider with Track System 0 `! BESTEEL Track: 49' (no curves) Includes all necessary hardware Total Delivered Price 1,042 .00 r . - Curtain 18' high x 49' long OPTION 1) 10' high of 18 oz solid vinyl, 8' high of white vinyl scrim mesh Total Delivered Price $ 810.00 OPTION 2) 18' high)all 18 oz solid vinyl Total Delivered Price $ 950.00 3 Dotes IQ C CC -- t1 This bid is valid for 30 days and cannot be extended without expressed written confirmation from the manufacturer. No retentions allowed.YorkvilleDoug.doc Ai+asiimelq+J p BEECHER COMMUNITY BUILDING YORKVILLE, ILLINOIS r F. 214w6' 1 1:1".-m."-"." 1 S C amt_ 0 PERKINS ROOM W 1 I E STORAGEa KITCHENIIxi OFFICE IJ? LJIE] I LOBBY oFFicr . i _ a 1J A 11 LOBBY HALL OP6a EUT RY I JAR]TOR I 1 s 1 j i"" DAILY ROOM AUSTIN ROOM f 3 D'IfN ) MLN eoume r 1 I It • 3ix3 i° I agYni S Z I v-) (0 '3 UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT DRAFT PARKS DEPARTMENT MAINTENANCE PLAN & STANDARDS Goals Provide areas and facilities that are functional and enable visitors to enjoy an optimal recreation experience. Provide safe and healthful areas and facilities for visitors, employees and other users. Provide clean, attractive and aesthetically pleasing area and facilities. Reduce and minimize risk through safe preventative maintenance. Promote the protection of the environment and ecological surroundings. Purpose Scheduling— Identifying recurring and non-recurring workload Monitor work function and data collection Evaluate project assignment for correct personnel assignments Provide detail accounting of all overtime Preview future weekly and monthly schedules Establish qualitative standards—level of maintenance standards Determine frequency of maintenance Determine personnel standards & levels Determine growth impacts for maintenance Determine cost impacts for maintenance for current and expansions OVERALL CLASSIFICATION OF MAINTENANCE Housekeeping— mopping floors, cleaning restrooms, emptying waste cans, cleaning office areas, replacing soap, toilet papers and other consumables Routine Maintenance— Mowing grass, blowing, lining athletic fields, weeding and watering, Stripping and waxing floors, changing filters, sharpening mower blades, changing Light bulbs, and similar recurring and predictable maintenance activities Preventative Maintenance- (includes periodic inspections to minimize breakdowns) — Heating, ventilation and HVAC systems, pumps, and fans, equipment engines, Program Support—setting up rooms, installing program specific requests, lining fields, Set-up and tear down after events, transport large equipment items, etc. Scheduled Improvements— replacing roof, re-surfacing of parking lots, painting rooms buildings, re-painting of equipment, large equipment repairs, Emergency Repairs —generally the result of vandalism, neglect, accidents, weather damage and types of unpredictable occurrences. Other— items that do not fit in one of the identified classifications. PARK MAINTENANCE STANDARDS — BALLFIELDS, PLAYGROUNDS, TRAILS, OPEN SPACE TURF CARE Cut grass once every five working days, (subject to weather and growing season). Reseed when bare spots are present Practice weed control when weeds present a visible problem cover 5% of the turf surface. Some preventative products may be utilized. Weekly Area blowing of leaves, cuttings, etc. around buildings, walkways, trails, parking lots. Fertilizer is applied only when turf vigor seems low. Perform low-level application on a one per year basis, unless warranted by conditions. Aerate turf areas of playable surfaces twice annually. Aerate other areas when turf quality indicates, or in anticipation of an application of fertilizer. Ball field turf areas only - Watering— In spring apply water as needed to meet the I" per week requirement Gradually reduce the frequency and increase the amount, so that by summer, more water is being applied at one time and the soil is given a chance to dry. General filling in of holes or problem turf areas. Un-use or open space areas — use weed control measures only when 35% of the area are weed infested or general turf quality is low in 15% or more of the surface area. BALLFIELDS PLAY SURFACE(INFIELD) Pre-season maintenance Turning - moistened the surface to allow for good penetration. Using a nail drag to loosen the soil (2" depth). Followed by mat drag to break up soil clumps and level the surface. Roll infield to level high and low spots Eliminate the lip build up at grass edges —edging should be performed at least twice a year. Add surface mix to balance field Daily I weekly maintenance —as indicated by use. Holes at the batter's box, pitcher's mound and the bases are filled, tamped and hand-raked each day before play. Add surface mix to low areas or drainage problem areas. Fine drag and Top dressing the field should be maintained minimum once per week (more frequent as indicated by schedule). Maintain cupped baselines and edges as fields are prepared Surface water the infield to maintain soft soil composition Weed Control Practice weed control when weeds are present Alignment and inspection of bases and pitcher plate. LITTER CONTROL AT A MINIMUM — pick up two (2) to three (3) times per week. High use areas or high season (peak season) events may warrant daily service. PRUNING, PLANTING, BEAUTIFICATION Planting and beautification measures (including mulching) should be completed seasonally (Spring and Fall). Fertilizer should be applied a minimum of twice between planting seasons. Pruning when required for health or reasonable appearance of the plants or trees. With most trees and shrubs species, this would not be more frequent than once every two to three years. DISEASE AND INSECT CONTROL Perform only on an epidemic or serious complaint basis. Control measures may be put into effect when health or survival of the plant material is threatened or where the public's comfort is concerned. Monitor areas of standing water for potential problems. SNOW REMOVAL Remove snow on park roads, and parking lots following a snowfall that warrants. EQUIPMENT& LIGHTING Weekly inspections completed during the peak seasons (Spring, Summer, Fall). Replace or repair fixtures or equipment when a weekly inspection identifies the problem. Or when identified problems indicate a safety problem. Overall appearance maintenance should be perform early Spring and late Fall Seasons. SURFACE Clean and adjust high use areas two to three time per week. Report or replace surface materials when appearance has noticeably deteriorated. Monitor drainage areas for potential collection problems. BUILDING MAINTENANCE STANDARDS Rest rooms Everyday maintenance would include cleaning the commodes, and sink, wipe down light fixtures. Floors baseboard are to swept and wet mopped. Replace toilet paper and hand towels. Spot clean walls. Replace light fixtures and room fresheners as needed. Floors Daily all floors dry and wet mop. Daily spot clean as needed Seasonally the floors should be stripped and re-waxed. Carpet cleaning quarterly Windows Monthly wipe down windows inside. Seasonal wash windows outside Replace / repair windows as needed Counter tops Daily Wipe down counter tops Litter/ Trash Daily remove trash from waste baskets and clean bins (inside and out). Walk-ways Daily walk-ways and entrance areas should be cleaned and free of obstruction. Heating/Air conditioning Quarterly inspection and maintenance of HVAC Plumbing Annual inspection of plumbing Equipment (chairs, tables) Daily Wipe down chairs and tables. Monthly inspect tables and chairs, check nuts and bolts. Lighting & Electrical Monthly clean fluorescent fixtures & electronic ballasts. Bulb replacement as needed. Task Categories 10 Athletic Field Maintenance 20 Walk, Road and Trail maintenance 30 Court Games (basketball, Tennis) 40 Play Area Maintenance & Inspections (Playgrounds, skate park) 50 Picnic & Shelter Area Maintenance 60 Miscellaneous Facility/ Building Maintenance 70 Turf Maintenance 80 Tree, Shrub and Beautification Maintenance 90 Open green space & water-way maintenance (non-turf) 100 Vehicle and Equipment maintenance 200 Cross Department support (Public Works, Engineering, Admin, Police) 300 Administration and training 400 Time Off(Vacation, Sick Leave, Compensation time, Holiday) FREQUENCY & QUALITATIVE STANDARDS 10 Athletic Field Maintenance 10- (00-19) Ball Fields Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X I 0-0I Backstops &fencing - check and repair, replace X X I 0-02 Benches and bleachers—check repair, replace * X X 10-03 Bench and bleacher pads repair * X X 10-04 Infield and outfield—repair and reconstruct * X X 10-05 Infield—fine drag, line and rake * X I 0-06 Infield—add surface mix and deep grade X X 10-07 Infield—repair bases, batters box and pitchers mound * X X 10-08 Baseline cup— repair baseline cup edge, re-cut edge * X X 10-09 Bases and plates—check repair and replace * X 10-I 0 Electrical systems—check and repair X 10-I I Outfields— re-seed,aerate, repair, fertilize * X X 10-12 Outfields—cutting, spot repair X 10-13 Baseball fields - Other INDICATES BELOW MAINTENANCE STANDARD I0 Athletic Field Maintenance 10— (20-39) Soccer Fields Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 10-20 Soccer fields—lining and general maintenance * X X I 0-21 Soccer fields—repair, re-grade and reconstruct X I 0-22 Soccer fields—aerate, over seed, water, fertilizing * X X 10-23 Soccer fields—cutting, spot weed control X I 0-24 Soccer goals—New goal installation * X 10-25 Soccer goal- removal X X 10-26 Soccer goals—minor repair,and construct X X I 0-27 Soccer goals—re-painting X 10-28 Soccer - Other X X I 0-29 Turf cutting and string trimming X X X 10-30 Garbage Collection INDICATES BELOW MAINTENANCE STANDARD 20 Walkways, Road/parking lots and Trail maintenance 20-(0 I-I 9)Trails, parking lots and roadways,Walkways Daily Weekly Monthly Seasonal Annual As ID Item/ Task needed X 20-01 Surface-check and repair trail surface * X 20-02 Surface—Seal Black top surface X 20-03 Surface— new installation X 20-04 Surface— paint lines * X 20-05 Signage—installation of new signs X 20-06 Signage— repair of signs X 20-07 Signage— removal of signs X 20-08 Edge—maintain buffer edge for trail * X X 20-09 Sight line— removal of tree or bush obstructions X 20-10 Other— installation of parking or roadway pylons X 20-I I Litter control/trash pick up * X 20-12 Gravel installation 20-13 Other INDICATES BELOW MAINTENANCE STANDARD 30 Court Games (basketball, Tennis) 30-(01-19)Basketball courts Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 30-01 Surface—Check and repair surface X 30-02 Surface—Seal black top surface X 30-03 Surface— new installation X 30-04 Surface—paint court lines X 30-05 Hoop—repair hoop X 30-06 Hoop/backboard—replace hoop/backboard X 30-07 Hoop—installation of new standard & hoop X 30-08 Net— replace netting X 30-09 Net— installation of new netting X 30-10 Standard— repair, painting X 30-I I Lights 30-12 Other 30-(20-39)Tennis courts Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 30-20 Surface—check and repair surface X 30-21 Surface—Seal/ paint surface X 30-22 Surface—new installation X 30-23 Surface—paint court lines X 30-24 Net—repair X X 30-25 Net—replace X 30-26 Net—installation of new net X 30-27 Fencing—check and repair X 30-28 Fencing—replacement X 30-29 Fencing—installation of new X 30-30 Other 40 Playground and play Area Maintenance & Inspections 40-(0 I-39)Playground& play area/ skate Park Daily Weekly Monthly Seasonal Annual As ID Item/ Task needed X 40- Site Inspections—complete visual site 01 Inspections completed * X 40- Surface- repair or replace surface materials 02 * X 40- Surface-installation of new or additional 03 surface materials X 40- Surface-removal of surface materials 04 X 40- Surface - Other 05 X 40- Drainage— repair drainage areas 06 X 40- Drainage—grade or re-grade drainage 07 areas X 40- Equipment—safety inspections completed 08 * X 40- Equipment— minor equipment repairs 09 X 40- Equipment— installation of new equipment 10 X 40- Equipment—removal of equipment II X 40- Equipment- re-painting of equipment 12 X 40- Equipment— other 13 X 40- Litter control/trash 14 X 40- Other 15 INDICATES BELOW MAINTENANCE STANDARD 50 Picnic & Shelter Area Maintenance 50-(0 I-10) Picnic Area and Shelter Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 50-0I Site Inspections—complete visual site Inspections completed * X 50-02 Re-painting of shelter * X 50-03 Roofing& rafters repairs * X 50-04 Trash bins repaired or replaced * X 50-05 Trash and litter control X 50-06 New construction of shelter X 50-07 Installation of picnic tables X 50-08 Repair of picnic tables X 50-09 Electric repair X 50-10 Other INDICATES BELOW MAINTENANCE STANDARD 60 Miscellaneous Facility /Building Maintenance 60— (01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 60-01 Painting of exterior X 60-02 General maintenance X 60-03 Repair of windows or doors X 60-04 Electrical X 60-05 Sewer X X 60-06 Heating X X 60-07 Air conditioner X 60-08 Plumbing X 60-09 Miscellaneous repairs X 60-10 Equipment repair X 60-11 Painting interior X 60-12 Other 70 Turf Maintenance 70 (01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 70-01 Grass cutting (once every 5 working days) X X 70-02 Reseeding/ over seeding * X X 70-03 Spot treatment of bare spots * X X 70-04 Weed control X 70-05 Fertilize - contractor X 70-06 Aerate turf areas * X X X 70-07 Watering X 70-08 Spot Sod X 70-09 New Seeding X 70-10 Pesticide - contractor 70-11 Rolling * 70-12 Other INDICATES BELOW MAINTENANCE STANDARD 80 Tree, Shrub and Beautification Maintenance 80 (01-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 80-01 New planting * X 80-02 Trimming * X X 80-03 Pruning * X 80-04 Removal * X 80-05 Fertilize - Contractor X X X 80-06 Watering * X X 80-07 Weed control * X 80-08 Mulching/ Edging * X 80-09 Pesticide - Contractor X 80-10 Other INDICATES BELOW MAINTENANCE STANDARD 90 Open green space &water-way maintenance (non-turf) 90 — (0I-20) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X X 90-01 Burns * X 90-02 Cut out X 90-03 Shore line maintenance * X 90-04 Repair X X 90-05 Drainage and wash out areas * X X 90-06 Restoration plantings * X 90-07 String trimming 90-08 Blowing 90-09 Other INDICATES BELOW MAINTENANCE STANDARD 100 Vehicle and Equipment maintenance Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 100 General maintenance X 101 Emergency Repair X 102 Schedule routine repairs X 103 Sharpening X X 104 Part Replacements X 105 Other 200 Cross Department Support (Public Works, Engineering, Admin, Police) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 200 City wide events (decorations, etc) X 201 Street support X 202 Water support X 203 Sewer Support X 204 Police support X 205 Non—city departments X 206 Administration X 207 City Council X 208 Other 300 Administration and training Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 300 In house orientation/trainings X 301 In house workshop X 302 Off site Local trainings X 303 Off site Regional trainings X 304 Off site State conferences X 305 Staff meetings X 306 City-wide meetings X 307 Educational 400 Time Off(Vacation, Sick Leave, Compensation time, Holiday) Daily Weekly Monthly Seasonal Annual As ID Item/Task needed X 400 Vacation X 401 Sick Leave X 402 Holiday X 403 Compensation Time X 404 Over time 405 Other Personnel standards Man HOURS Daily Weekly Monthly Seasonal Annual Below Item/Task current level 2646 * 10 Athletic Field Maintenance Ball Field & Soccer 383 * 20 Walk, Road and Trail maintenance 0 30 Court Games (basketball, Tennis 986 * 40 Play Area Maintenance & Inspections Playgrounds, skate park) 176 * 50 Picnic & Shelter Area Maintenance 174 60 Miscellaneous Facility/ Building Maintenance 2080 * 70 Turf Maintenance 1312 * 80 Tree, Shrub and Beautification Maintenance 384 90 Open green space &water-way maintenance (non-turf) 840 100 Vehicle and Equipment maintenance 1777 200 Cross Department support (Public Works, Engineering, Admin, Police) 1564 300 Administration and training 1638 400 Time Off (Vacation, Sick Leave, Compensation time, Holiday) Includes Accrual Time 13960 TOTAL Average of personal hours impacts monthly Item/Task Jan Feb Marc April May June July Aug Sept Oct Nov Dec h Athletic Field Maintenance 865 865 865 865 I 32 132 I 32 Ball Field&Soccer Walk, Road and Trail 40 40 61 61 61 40 40 40 maintenance Court Games (basketball,0 0 0 0 0 0 0 0 0 0 0 0 Tennis Play Area Maintenance& 123 123 123 123 123 123 123 123 Inspections (Playgrounds, skate park) Picnic&Shelter Area 22 22 22 22 22 22 22 22 Maintenance Miscellaneous Facility/ 15 15 15 15 15 15 15 15 15 15 15 15 Building Maintenance Turf Maintenance 430 206 206 246 246 430 318 Tree, Shrub and Beautification 98 263 291 123 123 123 154 Maintenance Open green space &water- 184 120 way maintenance (non-turf) Vehicle and Equipment 29 95 85 95 85 95 85 95 39 29 maintenance Cross Department support 417 417 209 25 25 25 25 208 417 Public Works, Engineering, Admin, Police) Administration and training 130 130 130 130 130 130 130 130 130 130 130 130 Time Off(Vacation, Sick 60 60 60 60 60 60 60 60 60 60 60 60 Leave, Compensation time, Holiday) Includes Accrual Time 622 622 627 1998 1769 1868 1755 1032 1265 1114 637 651 TOTAL = 13,960 hours The average of personal hours is based on current personal and support from Public Works in the peak season for specific responsibilities. Administration Training and Time off indicates an average based on the accrual time possible. CURRENT INVENTORY OF CURRENT PARKS Acreage Inventory includes general turf, trees, shrub areas, walkways, park trails, and athletic fields. Gross Acreage of current City owned Parks is 47.3 acres New Park locations with development in progress for FY 2003-2004 (some open of these areas are be maintained as open areas) Canonball Estates, Rivers Edge, Sunflower, Fox Hills, The Highlands. Windett Ridge, Heartland Circle, Country Hills, Kylyns Ridge, West Hydraulic - 67.2 acres In addition to the park areas there is approximately 5 additional acres that Parks Department maintains with turf care and general outside maintenance (City Hall, Library, Public works, etc) TOTAL ACREAGES 119.5 Additionally to the gross acreage of City maintained areas the following is the current inventory of athletic fields, playgrounds and park amenities. 4 Basketball Courts 0 Tennis Courts (School Owned) 19 Picnic Shelters, benches &tables I Fountain 6 Buildings (City & Recreation) 8 Playgrounds / Play areas 3 Bike Racks 3 Fence Areas 9 Garbage cans 2 Flag Poles 2 Planters / Gardens 2 Parking Lots I Monument Wall 2 Ponds (area surrounding is maintained) 6 Ball Fields 6 Backstop fencing 6 Home Run Fence Score Board 12 Player benches 2 Dug Outs 10 Soccer Fields & Pair of Goals Soccer Shed Skate Park Sand Volleyball Court Open greenway/ water way/ creek corridors / currently not maintained SUMMARY In order to maintain the current level of parks, open areas, and overall maintenance, we need to define the expense associated with maintaining per acre of property. Following is based on 2003-2004 fiscal budget for Parks. Salaries (Full time, Part time, Overtime and benefits) 252,639 Current For FY 03-04 / 4 full time and 4 part time Contractual 7,500 Sub total 260,139 TOTAL ACREAGES 119.5 = $2,176.90 per acre General Equipment 6,750 TOTAL ACREAGES 119.5 = $56.49 per acre Capital Expenses for repair, and replacements 77,450 TOTAL ACREAGES 1 19.5 = $648.12 per acre Infra-structure & Operational supplies 55,150 TOTAL ACREAGES 119.5 = 461.50 per acre In using the break downs above, a conclusion could be drawn for every 15-20 acres of new park development would require a new full time staff/ maintenance level I, and an additional 1000 in general equipment, $10,000 in Capital Equipment, and $6,500 in operational supplies The variable for this summary will be the impact of specialty equipment and replacement equipment. An example of impact with new would be as follows: MPI Neighborhood Parks 76.1 acres Regional Park 56.0 acres TOTAL 132.1 The annual impact for this new development would be 6.6 additional staff (4 full time and 4 part time) $7,457 for general equipment, $85,552 for Capital Equipment, $60,918 for Operational and infra-structure supplies. YORKVILLE fwr PARKS& RECREATION Yorkville Parks&Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: rvoricrecciepac;lccm Administrative Office 301 e Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To: Park and Recreation Board From: Laura J Brown, Executive Director Date: January 27, 2003 Cc: Tony Graff, City Administrator Art Prochaska, Mayor Re: Recreation—Program Supervisor Job Description The attached is the suggested revision of the Program Supervisor's job description and correspondence with the labor attorney, approving the changes. Furthermore these changes will result in the status of the position from non-exempt to exempt status. Suggested motion: Recommend approval of the changes of the Program Supervisor job description as presented and recommended by the United City of Yorkville's labor attorney, Robert Smith, Jr. AND to recommend the status change of this position to exempt status. Approval Process Park and Recreation Board 2- - Administration Committee City Council 1 programsupervis.desc.FINAL 6-25-02 Yorkville Parks&Recreation Department Program Supervisor Job Description rt 4 Department:Recreation 2 it, Reports to: Superintendent of Recreation Status:Full Time;-nen-- Positions Supervised: Instructors/Volunteers/Coaches Position Description Overview Under the supervision of the Superintendent of Recreation, the Program Supervisor is responsible in assisting with the organization, operation and supervision of all recreation facilities, programs, participants and seasonal/contractual instructors,volunteers and coaches under their jurisdiction. The Program Supervisor shall represent the recreation department at meetings and in other situations, as assigned in the absence of the Superintendent of Recreation, as it relates to recreation. Essential Job Functions 1. Assist with the planning and organization of recreation programs and special events. 2. Create and maintain the seasonal quarterly catalog for programs and events. 3. Managing security procedures; opening and closing of all facilities; including shared facilites with Yorkville School District 115 and other organizations as needed. 4. programs and special events, including recruitment of seasonal staff, inventory and purchasing of recreation equipment. 5. Assist in the moving, lifting, coordination and inventory of facility and program equipment. 6. Directly supervise and monitor recreation programs and events during daily, after school hours, evenings and weekends. 7. recreation instructors, volunteers and coaches during activities, programs and special events. 8. Provide instructor payment reports, pre/post reports, pertaining to programs, facilities and instructor evaluation. 1 programsupervis.desc.FINAL 6-25-02 9. Assist in registration for programs and rental of facilities when needed, maintaining confidentiality of personal information received from patrons. 10. Oversee the recording of data pertaining to recreation programs and opereation for quarterly reporting. 11. Coritac an u instructors/coaches and referees quarterly for activities and league events. 12. Assist in the preparation of the annual "activity calendar" pertaining to hours and usage of the Yorkville School District's facilities and other organizations as needed. 13. Create and oversee a Volunteer Recongnition Program including recruitment and awards given on an annual basis. 14 May regularly be required to lift and/or move up to 10 pounds; frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. 15. Perform other duties and functions as directed by the Superintendent of Recreation. 16. Basic Requirements - Knowledge, Skills, and Abilities 1. Must posses the knowledge and ability to organize and supervise coaches, instructors, and volunteers as it relates to recreation curriculum. 2. Will have the ability to resolve problems and mediate when necessary. 3. Will have strong adminstrative skills, experience in training and supervision. 4. Must establish and maintain good relationships with community, school district and administration. 5. Work record, references shows reliability, inititative, tact and productivity. 6. Will have the ability to calculate utilizing basic math skills. 7. Will have the ability to administer and supervise computer programming, networking and overall telecommunications. 8. Has the ability to schedule and implement duties in a effective and efficient manner. 9. Possess good communication and writing skills, trustworthiness, and a will to work. 2 programsupervis.desc.FINAL 6-25-02 10. Will have working knowledge of the park and recreation system. 11. Must maintain a valid driver's license and abide by the Park and Recreation Board vehicle policy and the City of Yorkville's vehicle policy. 12. Must comply with all rules, policies, regulations and procedures related to the City of Yorkville's employee manual. Minimum Preferred Experience and Education Bachelor's degree in Recreation Programming, Physical Education, Leisure Services or other related field from a college or university. experience) preferred. 2. Must have expeience in computer skills; data entry, registration software, publisher software and word processing, RecTrac preferred. 3. Must have outstanding communication skills, must be highly organized and motivated. 4. Must have successfully completed a background investigation with findings of good character and no felony convictions. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 3 programsupervis.desc.FINAL 6-25-02 Yorkville Parks &Recreation Department Program Supervisor Job Description Department:Recreation Reports to: Superintendent of Recreation Status:Full Time; non-exempt Positions Supervised: Instructors/Volunteers/Coaches Position Description Overview Under the supervision of the Superintendent of Recreation, the Program Supervisor is responsible in assisting with the organization, operation and supervision of all recreation facilities, programs, participants and seasonal/contractual instructors, volunteers and coaches under their jurisdiction. The Program Supervisor shall represent the recreation department at meetings and in other situations, as assigned in the absence of the Superintendent of Recreation, as it relates to recreation. Essential Job Functions 1. Assist with the planning and organization of recreation programs and special events. 2. Create and maintain the seasonal quarterly catalog for programs and events. 3. Manage security procedures; opening and closing of all facilities; including shared facilites with Yorkville School District 115 and other organizations as needed. 4. Assist in the coordinating of programs and special events, including recruitment of seasonal staff, inventory and purchasing of recreation equipment. 5. Assist in the moving, lifting, coordination and inventory of facility and program equipment. 6. Directly supervise and monitor recreation programs and events during daily, after school hours, evenings and weekends. 7. Supervise and evaluate recreation instructors, volunteers and coaches during activities, programs and special events. 8. Provide instructor payment reports, pre/post reports, pertaining to programs, facilities and instructor evaluation. 1 programsupervis.desc.FINAL 6-25-02 9. Assist in registration for programs and rental of facilities when needed, maintaining confidentiality of personal information received from patrons. 10. Oversee the recording of data pertaining to recreation programs and opereations for quarterly reporting. 11. Contact and schedule instructors/coaches and referees quarterly for activities and league events. 12. Assist in the preparation of the annual "activity calendar" pertaining to hours and usage of the Yorkville School District's facilities and other organizations as needed. 13. Create and oversee a Volunteer Recongnition Program including recruitment and awards given on an annual basis. 14. May regularly be required to lift and/or move up to 10 pounds; frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. 15. Perform other duties and functions as directed by the Superintendent of Recreation. Basic Requirements - Knowledge, Skills, and Abilities 1. Must posses the knowledge and ability to organize and supervise coaches, instructors, and volunteers as it relates to recreation curriculum. 2. Will have the ability to resolve problems and mediate when necessary. 3. Will have strong adminstrative skills, experience in training and supervision. 4. Must establish and maintain good relationships with community, school district and administration. 5. Work record, references shows reliability, inititative, tact and productivity. 6. Will have the ability to calculate utilizing basic math skills. 7. Will have the ability to administer and supervise computer programming, networking and overall telecommunications. 8. Has the ability to schedule and implement duties in a effective and efficient manner. 9. Possess good communication and writing skills, trustworthiness, and a will to work. 10. Will have working knowledge of the park and recreation system. 2 programsupervis.desc.FINAL 6-25-02 11. Must maintain a valid driver's license and abide by the Park and Recreation Board vehicle policy and the City of Yorkville's vehicle policy. 12. Must comply with all rules, policies, regulations and procedures related to the City of Yorkville's employee manual. Minimum Preferred Experience and Education 1. Bachelor's degree in Recreation Programming, Physical Education, Leisure Services or other related field from a college or university. Advanced education and recreation experience preferred, CPRP preferred. 2. Must have expeience in computer skills; data entry, registration software, publisher software and word processing, RecTrac preferred. 3. Must have outstanding communication skills, must be highly organized and motivated. 4. Must have successfully completed a background investigation with findings of good character and no felony convictions. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 3 Page 1 of 1 Subj:Recreation Department Program Supervisor Date:1/27/2003 10:55:36 AM Central Standard Time From: rsrithJseyfarth-corn To: ihnsp(d.aol corn, yrkva,dr;=,nr201@aol con Sent from the Internet(Deb its) Laura and Tony, This will confirm my telephone conversation with Laura earlier today and our review of Laura's changes to the Program Supervisor's job description. It is my understanding that the incumbent employee has a degree in recreation; hires, supervises and evaluates coaches and part-time employees; and manages facilities, including shared resources with the school district. The job description will reflect that an advanced degree is required, as opposed to preferred. In our view,given her duties, the City would have a strong argument that the Program Supervisor is exempt as either a professional or administrative employee. Please call if you have any further questions. Bob Robert J. Smith, Jr. Seyfarth Shaw 55 E. Monroe, Suite 4200 Chicago, IL 60603 Direct Dial: (312) 269-8890 Fax: (312)269-8869 Email: rsmith@seyfarth.com The information contained in this transmission is attorney privileged and/or confidential information intended for the use of the individual or entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication is strictly prohibited. Monday, January 27, 2003 America Online: LBNSP t) r 7) Z11 frIr d u) tiSettled 1834 Z 1 4' f...- r'.c...":-:4i-:,1 0-) l'i,;?`-."-•';-'-',1 7..ii: 1, Al$,:-",'-;.,1 Jsi-,i,1 THE UVITED CITY 0 F 4r.,--;•;',:,:;. 4 0 i.q,--'..4-:.--;.c‘ 4. f:-:..;,i 3,Ul A character counts community" Arthur F. Prochaska .Ir., Mayor 1-. N I)cri II3 0 0 N UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT Guidelines for requesting a scholarship The scholarship request process is intended to include participants / families who need financial assistance in order to take part in the United City of Yorkville Park and Recreation Department recreation and leisure programs only. All the funds for scholarships are obtained through donations received from local community groups, individuals or businesses. Each year the amount available may fluctuate based on the amounts received. Scholarships are only available for residents of the City of Yorkville. (There may be some arrangements with other community partners or special programs funded through grants, which includes participants outside the United City of Yorkville, call in advance to inquire about the arrangement of the programs you are interested in). The UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT awards scholarships to participants/families who have completed the SCHOLARSHIP APPLICATION PRIOR to the start date of the program. All scholarships are awarded based on the date received. Scholarships will not be awarded after the program start date without the approval of the Executive Director. GENERAL SCHOLARSHIPS A scholarship request is made per season for a maximum of 2 programs, and for 50% of the program fee. Other arrangements for payment schedules or partial payment programs can be arranged if needed. All payments must be made at the conclusion of the program season, in order to be eligible for the next registration session. General program scholarships are not available for vacation or overnight weekend trips. For all scholarship requests, staff may require additional information to support the scholarship application before an award is made. All program conduct guidelines must be adhered to while participating with the programs. UNITED CITY OF YORKVILLE PARK AND RECREATION DEPARTMENT Scholarship Application Fill out completely: Participant Name: Address: City: State Zip code Home Phone: Email: Parent or Guardian's Name: Participant or Guardian's place of employment: Work Phone: Annual household Income: of people supported by this income Does participant receive: Public Aid ( ) DCFS ( ) Green Card # Social Security ( ) Unemployment ( ) Please explain any extenuating circumstances to consider Programs for which you are requesting scholarships. Limit of 2 programs or special events per season. Vacation and weekend trips are not eligible for scholarships. If a scholarship is not awarded, I would like to make partial payments Yes ( ) No ( ) Program Scholarship Program Name Number Fee Amount Requested limit 50%) The information I have provided is true and correct. I further understand that there are limited available funds, and not every scholarship request will be granted. 1 understand that I may be identified as a recipient of scholarship funds for fund- raising purposes only. Signature Date: United City of Yorkville Goals 2002 - 03 Park and Recreation Department MISSION: TO ACT IN UNISON WITH THE UNITED CITY OF YORKVILLE GOALS AND TO ENHANCE THE RECREATION OPPORTUNITIES FOR THE RESIDENTS. a'ca • i;;)]#(I to tilt'` t7('4'(I (/;)J .1cs J r+; f?/ thc t E',til(i(;'l;I. To maintain quality and diversity of core services in response to resident needs To promote a continuum of services in response to individual and partnership needs for a successful and quality recreation experience To promote Park and Recreation services and offerings to the community by developing new ways to disseminate information with the intent to promote, educate and recruit To develop, fund and implement a comprehensive staff enrichment program P is i,'s fide",' ). cte `7(i;f('(' lbisic;i. To promote the identification of new and innovative services in response to the growing trends and needs of the residents To promote and expand the resources, referrals, and networking of community partners for individuals and families Acquire and preserve open space and high quality natural areas to meet existing and future recreation needs. tlil t' [ non('l(li _kO,soltiv ' and c(illit(I_)/y To provide responsible financial procedures and information Establish programs to secure donations, sponsorship and contributions To maintain community partnership to avoid the duplication of services and the best use of tax payer dollars 1.2.1 Department goals Departmental Goals 2002-2003 Administrative Services To provide quality customer service Maintain registration information Process registrations in a timely To maintain the quality and divers0:i of core and accurate manner s :4:-?s in response to ccn. u ileneeds Maintain the office procedures manual and departmental policies Maintain all forms of registrations fax, mail in) Continue to update the registration software for quality and accurate information Engage in joint use efforts with other community members to effectively and efficiently meet the recreation needs of the residents To provided complete registration information to instructors and staff To maintain & complete system Too r o;e r . back-ups a COHb; uuM s ices in response o individuala, andpartners i. needs for a successful To maintain accurate information and r; iaiity recreation experience regarding billing and receivables To annually update technology needs To provide continuing education through IPRA and other To develop. fund and implement a comprehensive professional organizations staff enrichment program Encourage computer training of staff (Windows NT, Access, Excel ) Maintain training as staff needs are identified. Cross train all personnel in parallel positions Identify and implement latest technological advancements to assist with the efficient operations of the department Be responsive to diverse cultural needs for registrations tet f ,. ,, „£ Updatetechnologyopromotetheidentification >f new and innovative services n response to the growng trends and opportunities to make needs t toe residents registration easier for all To utilize suggestion box and consumer input forum to obtain resident opinions To develop "target market" focus groups as needed To host public meetings for new development areas Maintain accurate and To promote and expand the resources referrals. update community and aria networking of community partners fc:r professional mailing listingsi'?d vtauals and families Maintain seasonal mailing information for dissemination of the brochure Sponsor and participate in community projects Acquire and or/ encourage acquisition of land in accordance to the Parks and Open Space Master Plan. Utilize innovative iilr and K es `` open space acquisition techniques, duality natural areas to meet exist a,,f f,,tt.ir when appropriate to recreation needs acquire open space / conservation easements, covenants, and land trusts to secure open space. Acquire land which protects wildlife and fragile ecosystems and provide a variety of recreational uses Be responsive to diverse To promote Park, and Pecreatlon Services anCI cultural needs for offerings €o the co mn un ty by developing new registrations ways to disseminate information with the ; tent Updatetechnologytopromoteeducateandrecrutopportunitiestomake registration easier for all To develop and implement E i, vOga comprehensiveprogramFSt9 ear;ti, r r t r for corporate sponsorship To investigate sponsorship programs for special events and targeted programs To develop a program for advertising sponsorship To conduct daily deposit summaries To utilize Rectrac for balance summaries To develop written policies for To provide Es,pons!hie ?inancIaI procedures and fiscal control information To develop a capital replacement schedule To develop annual forecasting To develop quarterly inspections for fiscal procedures and control To establish a written policy on fee development Departmental Goals 2002-2003 Recreation Department To provide quality customer service To seasonally evaluate program trends and interest To seasonally conduct program 4{ rnatrt,. r, q 4ty ,r ivsfr coreevaluation to obtain feedback information for improvement SerViCeS in response to concumer needs To utilize program locations accessible for the general public Seasonally evaluate program times and dates for consumer needs To recruit, hire, and train instructors to meet the needs of the consumers. To seasonally establish joint agreements with partners whose mission is inline with identified recreation desires. To evaluate types of recreation services available. To evaluate the goals of each To promote a continuum of services in to program for development of individual and partnership needs for essful personal experiences. and quality recreation experience To obtain instructor and participant input and evaluations each season. To incorporate the findings of the community survey for recreation services and identified needs. Seasonally evaluate program trends, offerings and successful implementation statistics To implement identified program expansion areas To offer programs that are comparable to other communities To identify training needs To develop a volunteer recognition program ter< To recruit, hire and trainstaffTodeveop. f ,d ate implement a con pre hensIve that achieve the goals of the staff enrichment program programs. To expand staff development opportunities for full time and part time staff. To seasonally recognize the accomplishment of program instructors through a recognition program. To seasonally enhance the program offering to meet the expressed needs and interest. T o o 1,!y.,.: fnntn tion he,', - a !ve To incorporate the identified t, o the o nng t 1 needs of the Parks and Open 0 o` _ '..-, Space Master Plan. To incorporate the identified needs and interest from the Community Survey. To monitor trends and deficits with the community and evaluate the competitions offerings. To identify partners within the To pro- rote and expand the resourcesreferrals community and to maintain a and networking of community partners for relationship quarterly. individuals and farniGes To foster with joint projects where appropriate Identify areas and programs for uses of open space and natural Acquire and preserve open space and high areas quality natural areas to meet existing and To promote areas for passive gator e ,ecreation needs recreation To advocate for the preservation of historical and conservation To create a speakers bureau to foster awareness about Park and Recreation Services. To seasonally foster the promote Par; and - e ir,n r,;development of feature stories of to the co, rev ,;op; g nev,, successes and accomplishments vs to disseminate . ;to ;c_ with tri, „lent, To assist with the development omote educate and of a Web page To investigate on-line registration and links To foster cooperation with key community contacts (EDC, Chambers, Welcome wagons, etc) To develop recreation programs that foster partnership and awareness for the community. To secure sponsors for programs and special events when appropriate To research and obtain program Establish programs to secure donations grants sponsorship and contributions To foster donations and contributes to offset program expenses To seasonally monitor fiscal expenditures and revenue trends To quarterly conduct fiscal summaries and recreation report projections. To provide reap nsIbl : financial oced e> and To comply with policy and procedures established for fiscal stewardship. To identify areas of financial savings through sponsorship. To maintain all employment practices for payroll and program expense tracking. To promote volunteerism To identify new cost saving ideas. Departmental Goals 2002-2003 Park Department To provide quality customer service Continue to incorporate safety standards and ADA requirements in Tu taro the quality} and d ve.s* of core all areas of park development and seyifiri. os in response to consurner ileeds management To implement the maintenance standards for existing facilities and open space To recommend improvements for existing recreation areas To provide input for new amenities Conduct preventative maintenance for all equipment To implement maintenance agreements with community partners utilizing City facilities To develop a network of professionals to share and foster the exchange of information promote a continuum of so _ in response to Engage in joint support with other n ;ividi_ai and partnership o successfuljurisdictions for the most effective and quality recreation experio ;cry and efficient use of equipment and manpower To develop a volunteer maintenance program for service groups, churches and neighborhood groups To develop, fund and implement a comprehensive To implement a program of cross staff enrichment program training for all full time staff To identify areas for staff development To recruit, hire and train staff that meet the needs of the department and amenities To seasonally recognize the accomplishments of staff To plan facilities and parks which can be flexible and efficient in accommodating a variety of uses and needs To utilize construction techniques To promote the ci ;ratification of ,)ew and materials for quality and ser ices resoonse to the growing tie efficiency needs of the r-ewside its To evaluate and recommend changes for existing facilities and parks To proactively monitor the trends in the community for improvements To implement the maintenance standards To identify partners within the community and to maintain a To promote and expand the resources. referrals. relationship quarterly. and networking of community partners for To foster with joint projects individuals and families where appropriate To develop a standard for maintaining and preserving areas of conservation and historical in nature A `' '"n'e and preserve open space and high To seasonally conduct duality natural areas to meet ex,sh ng and preservation maintenance future recreation needs_ To assist with the designing for recreation areas with the focus of open space preservation Identify areas where the ecosystem and wildlife are fragile and in need of preservation Involve the residents in and maintenance and care of open lrf` nom, o l; i of?l t i ;':.t`,' by (moi=\ e1y rland and park space v''0vS t ss } n cte nfori atton wV-. Utilize equipment and supplies ecc if that preserve the natural areas Design signage throughout the park system to promote awareness Continue to promote the tree Estabh.sn p oureors TO secure don donation program sponsorship000 sic;=-,t? t-otLOfl Develop other areas to foster donation and preservation To monitor fiscal expenditures To comply with policy and procedures established for fiscal To provide responsible financial procedures and stewardship information To identify areas of financial savings and cost cutting To promote volunteerism To develop a standard for maintaining and preserving areas of conservation and Acquire historical in nature and preserve open space and high a To seasonally conduct duality natural areas to meet exjs inf, and preservation maintenance future recreation needs.To assist with the designing for recreation areas with the focus of open space preservation Identify areas where the ecosystem and wildlife are fragile and in need of preservation Involve the residents in nro`i ote Park afld Pec' e at; ion ei,nce_ _0d maintenance and care of open offerings to the commui i'y by developing r ,v.land and park space ways~s to drssermnatF information with the intent t;v Utilize equipment and supplies C. note edii to and recruit that preserve the natural areas Design signage throughout the park system to promote awareness Continue to promote the tree Establish programs to secure donetnns donation program sponsorship and contributions Develop other areas to foster donation and preservation To monitor fiscal expenditures To comply with policy and procedures established for fiscal To provide responsible financial procedures and stewardship information To identify areas of financial savings and cost cutting To promote volunteerism PUBLIC FINANCE CONSULTANTS SINCE 1954 Ig SPEER FINANCIAL, INC. KEVIN W.NIL-CANNA DAVID E PHILLIPS LARRY P BURGER DANIEL D.FORBES BARBARA L.CHEVALIER PREMDE/ SR'ICI.F REVIE)SNT VICE PRF4FCLNI V O..NRES71DE:tiT VECF HRES[i)f7.'T February 3, 2003 Ms. Traci Pleckham Finance Director City of Yorkville 800 Game Farm Road Yorkville, IL 60560 RE: DONT FORGET ANNUAL ABATEMENT OF ALTERNATE BONDS! 625,000 Series 2002, Last Maturity December 1, 2012 Dear Traci: Here is a reminder about the annual abatement of the 2000 property tax levy (collected in 2001) for your general obligation "altemate bonds." The enabling legislation intends that such debt be paid from the pledged revenue or revenues, and that the property tax levy filed for your altemate bonds never be extended. Each county has its own deadline for acceptance for an abatement ordinance prior to closing its tax books and sending out tax bills. In Cook County this tends to be later than for other counties due to the use of an estimated first installment bill. For counties other than Cook, the deadline could be as early as February or March. If you have not yet adopted and filed a 2000 abatement ordinance for your alternate bonds with your County Clerk, please contact that office to determine their deadline, and file the abatement ordinance soon, in compliance with your original bond ordinance and financial plan. SUITE 41(X)•ONE NORTH LASALLE STREET•CHICAGO.ILLINOIS 60602•(312)346-37(8)•FAX(312)346-8833 SUITE 608•531 COMMERCIAL STREET•WATERLOO.IOWA 50701 •(319)291-2077•FAX(319)291-8628 2 - Enclosed is a sample form of abatement ordinance for your convenience. There is no one required format and your local attorney may have other forms. An abatement ordinance resolution is needed for each alternate bond issued. If you have questions, please call Speer Financial, your local attorney, or your bond counsel. David F. Phillips Senior Vice President DFP/vs. Enclosure cc: Anton Graff, Administrator SAMPLE*** ORDINANCE NO. AN ORDINANCE abating the tax heretofore levied for the year 2002 to pay debt service on $General Obligation Bonds Alternate Revenue Source), Series of the County, Illinois. Name of Issuer County(ies) WHEREAS, THE the "Board/Council") of the Collective name of elected officials County, Illinois (the "Issuer"), by Name of Issuer County(ies) ordinance adopted on the day of the "Ordinance"), did provide Month Year for the issue of$General Obligation Bonds (Alternate Revenue Source), Dollar Amount Series the "Bonds"), and the levy of a direct annual tax sufficient to pay principal and interest on the Bonds; and WHEREAS, will have Pledged Revenues (as defined in the Ordinance) Name of Issuer available for the purpose of paying the debt service due on the Bonds during the next succeeding bond year; and WHEREAS, it is necessary and in the best interests of the that Name of Issuer the tax heretofore levied for the year 2002 to pay such debt service on the Bonds be abated: NOW, THEREFORE, Be It and It is Hereby Ordained by the Collective name of elected officials of the County, Illinois, as follows: Name of Issuer County(ies) Section 1. Abatement of Tax. The tax heretofore levied for the year 2002 in the Ordinance is hereby abated in its entirety. Section 2. Filing of Ordinance. Forthwith upon the adoption of this ordinance, the of the shall file a certified copy hereof with the County Secretary/Clerk Collective name of elected officials Clerk of County, Illinois, and it shall be the duty of said County Clerk(s) County(ies) to abate said tax levied for the year 2002 in accordance with the provisions hereof. Section 3. Effective Date. This ordinance shall be in full force and effect forthwith upon its adoption. Adopted 2002. UNITED CITY OF YORKVILLE 1WILLIAMS LLIAMS EXISTING REMODELING & BUILD-OUT REVISED: January 23,2003 ARCHITECT 14 . I PROJECT NUMBER 2002-009uLE0- a 4?Ar s ` t,.s x•^ 1 ; 11 fr14a5-4,',,t, Iv,.; Vis,, e s1 •,;''', ,. ),. „-xY x.11 Yi£n .1 r f: ... M , : ir ... ,T z1° wi :),„ x . ;4'; M.:-+4zs;:. t`14.. Design Construction CM's OH&NE& Owner TOTAL Direct Cost from Escalation Subtotal Trade CM's GenCondWORKAREADetailedEstimateContingencyCostContingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-OUT (1] $ 294,570 $ 14,730 $ - $ 309,300 $ 24,740 ' $ 30,000 13,920 $ 377,960 $ 43,840 $ 51,800 I $ 473,600 1,720 $ 53,050 $ 6,150 $ 13,000PHASEII-FIRST FLOOR REMODELING 1) $ 36,450 $ 1,820 $ 38,270 I 72,2003,060 $ 10,000 11 PHASE III.COUNCIL CHAMBERS ADDITION $ 131,980 $ 6,600 $ 138,580 $ 11,090 $ 40,000 $ 6,240 $ 195,910 $ 22,730 ' $ 17,500 $ 236,140 1 PARKING LOT BY OWNER j $ fir x~g y 2 ,,.:-. do x e.. , ,7,;, .,. Civf1iH uFt i _.,,.... .. .. .... . ...<._ + ;,., ., ,,., .....,., i ,.,....:... .. .,,, . .s.. t x. , 2. a;it" r'TM x #('' z. ,n ..t t'.1.k.o1tair..es.,, ,_ , ,ate,,? r s ,rr s , . ._,,- ^k+._.,. .,_ e.is ,. i dF,:as._F rH_.... e v ?s.y3i.fxs. > .„.,;',3,4,,,„1.,,/,4;, .,. 1:,, .¢.,: .,,. yr1 d,u ;111,,,;'‘.4.iI•, 1 . ,>,,1 g„. ib• u . ,a . „ ' , it,v * .k : ''''k'' j.r r eis pa( „ . x, 4,.., aa . l-r « . `. ma . .< . r ca 2i P14 4a«v- , ;?..1,,,141:4:,,,.11, 44';IL. 1i'i.,C'.,e'r, Design Construction CM's OH&NE& Escalation CM's Gen Cond Owner TOTAL WORKAREA Direct Cost from Contingency Subtotal Trade Contin•enc Profit Consultant Fees Detailed Estimate 5.0° 0.0% Cost Total Hard Cost Miscellaneous DELIVERED 8.0% 0.0% 4.5% 11.6% Expenses [3] COST 2,-- 428,170 $ 3,270 $ 13,010 1 $ 44,450 PT $-- 3,910 180 r ALTERNATE 2- MILLWORK IN RECEPTION 200 $ 4,110 $330 $5,160 AREA[ALLOWANCE] 1,190 $ 25,040 $ 2,000ALTERNATE1• LIGHT WELL [2 23,850 4,620 $540 i $ 12,530 $ 1,450 I $ 13,980890 $ 50010,610, 560 ALTERNATE 3-CANOPIES OVER STAIRS 530 $ 11,140 ALTERNATE4-FRONT STOOP PATCHING I $ 80 $ - $1,640 130 , $70 I $ 1,840 ! $210 $2,050 82,290 $ 6,580-- - . TALTERNATE5- REPLACE VINYL SIDING - 3,700 $ 102,570 r$ 11,900 $ 11,450 $ 125,920 38,670 $ 1,930 $ 40,600 $ 3,250 $ 10,000370 $ ALTERNATE 6-REPLACE SIDING WITH WITH CE BRICK 1 CEMENT FIBER SIDING 10,000 $ 1,830 $ 55,680 $ 6,460 $ 6,220 I$ 68,360 CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/21/03, 1] CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 2] SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 3] OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT,SECURITY EQUIPMENT, Q4,,,'° c'l UNITED CITY OF YORKVILLE m WILLIAMS LLIAMS tsr EXISTING REMODELING & BUILD-OUT REVISED: January 23,2003 I ' d ARCH[1F CTS IIII y`E' PROJECT NUMBER 2002-009 Idµ . a .,;„ I x a , „s a yr r i t X w, . Jf.:, j C. w epr i?.: fix.. f, ._..' .._,; ..,...v M., 4',,,3'4 7'''''...,.. _ u5: 4J',[ x:4',4.si : 'ilji ,.,..,,._-.-. ,M.. g %d.` ?1,, .,axe. ..., Design Construction CM's OH&AIE& Owner TOTAL Direct Cost from Escalation Subtotal Trade CM's GenCondWORKAREADetailedEstimateContingencyCostContingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-OUT [1] $ 294,570 $ 14,730 $_ 309,300 $ 24,740 $ 30 000 3.7,_ ____ 473,60013,920 $ 377,960 $ 43,840 $ 51,800 PHASE II-FIRST FLOOR REMODELING [1] $ 36,4501 $ 1,820 $ - $ 38,270 $ 3,060 1 $ 10,000 $ 1,720 I $ 53,050 $ 6,150 $ 13,000 1 $ 72,200 PHASE III-COUNCIL CHAMBERS ADDITION 1 $ 131,980 $ 6,600 . $ - $ 138,580 '. $ 11,090 $ 40,000 '... $ 6,240 $ 195,910 I $ 22,730 $ 17,500 $ 236,140 PARKING LOT BY OWNER I $ t Nh.r:, Y . . .>.-. . :re:,k. : g#:11S41' 7p; L;p#3.,oof k`' "3E X33„ C 4S€ s 3 ._I.,;.;, r er::, , .,... .I e ,u,e. . ..a xv . : YFrx14 , ,:..2.)sa., .,x.. x< :_ It, ..! i ' t fc ::::::::::.t...,.. c:, r,` . z.,.,. a,:.:,, t' 1 a,..,. p iflt" a a. .[s , „«Cc e. ,.. ., s :. ,. .: .3 s ,x t x,alx ,. x zrij.E.`., ,.,"'`< ,z.- Design Construction CM's OH 8 AIE 8 Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contin•enc Subtotal Trade Contin.enc Profit Consultant Fees Detailed Estimate Cost Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0.0% 4.5% 11.6% Expenses [3] COST rALTERNATE1- LIGHT WELL [2] 23,850 $ 1,190 $ 25,040 $ 2,000 $ 1,130 $ 28,170 $ 3,270 13,010 $ 44,450 ALTERNATE 2-MILLWORK IN RECEPTION 5$ AREA[ALLOWANCE) y SII $ 5,1603,910 ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ 11,140 $890 $ 500 200 $ 4,110 $330 $ 180 $ 4,620 $540 12,530 $ 1,450 $ 13,980 1,560ALTERNATE4-FRONT STOOP PATCHING 80 $ 1,640 $ 130 $ 70 $ 1,$40 $210 $2,050 ALTERNATES.REPLACE VINYL SIDING -- - - +----- - _._ ._ _..1 WITH FACE BRICK 82,290 . $ 6,580 $ 10,000 $ 3,700 $ 102,570 $ 11,900 $ 11,450 $ 125,92078,370 $ 3,920 ALTERNATE S-REPLACE SIDING WITH CEMENT FIBER SIDING 38,670 $ 1,930 $ - $ 40,600 $ 3,250 $ 10,000_, $ 1,830 $ 55,680 1 $ 6,460 11 $ 6,220 $ 68,360 CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1121103. 1] CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 121 SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 3] OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT,SECURITY EQUIPMENT, En Cfr` UNITED CITY OF YORKVILLE 4:40"9* WILLlAMS LLIAMS EXISTING REMODELING & BUILD-OUT REVISED: January23,2003 ARCH]7FC-[-]" iy" '' PROJECT NUMBER 2002-009 1,LE I. t1 YTE S r .. r ri ail a, ., x3,.,, r ;.,r...:.,4J,w.u.,. ..t_.rrz,. .u, .<,.;R x,.i;?,:r, £,„..,is.. _.,„w.,..- .,. .. ... ...z w b..., ,.,..,3 a fi4. 3<'; '. Design Construction CM's OH&A/E& Owner TOTAL Direct Cost from Escalation Subtotal Trade CM's GenCondWORKAREADetailedEstimateContingencyCostContingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-OUT [1] $ 294,570 $ 14,730 $ - $ 309,300 1 $ 24,740 ! $ 30,000 $ 13,920 1 $ 377,960 $ 43,840 1 $ 51,800 ,' $ 473,600 PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 $ 1,820 1 $ 3$,270 $ 3,060 $ 10,000 1 $ 1,720 $ 53,050 $ 6,150 1 $ 13,000 $ 72,200 T PHASE III-COUNCIL CHAMBERS ADDITION I I I, t1 131,980 1 $ 6,600 $ - $ 138,580 1 $ 11,090 $ 40,000 1 $ 6,240 I $ 195,910 $ 22,730 1 $ 17,500 $ 236,140 PARKING LOT BY OWNER 1 $ II $ 1 $ 9 _.x.e ... i.. >.., M..:. 5,, <..:,.> ..K,?.. > C' R: Y a. "d; w'"' "h••_ x• ,::z v,1 _ . .,,,.,:,,.., Lit iiiiiani f, rY,°, ",r: y; 1y '^n"t i-'41;::,:,..4"-r. .L.„ t' _ >-r;; a;; 3rrsx g ! 1 .k 4 1F P"`ss2.,,-?.,.'.13's . = J ..,,.., .., ,, G..i e a .,.e. a. L. ...-x5., . ... ms`s ,>•:- ,.,t#. '^" a1'.; e':4 r w._. ....,,x>;.. ,,,,.«. .. .18 fi;.. , ,. .. ,, r -... n„ . ,,,, ,, ,,, ,,,,,, , Y,'--,2--V.:'-',,',"';',f,,, :. ,,.. r , 7.,5'. r u:!:-,:'', ( 3,;, . ,£ :,...>R x r5 :,3 n,.,t, 4+,,r..,. ,.a.Ma,;.f<, ,.: . . -.-;n4,,,i..,,;'t 3:<„.d,„,,7.t>txk,:fi.n.`] ,'."++atF`r`a'.. Xca'w,!;y"r"'z a,k" roa-r....d*o`„,Vi;+"0.<«+' ;C,s, i»t.,3„ ,.'a,. ,r.{,2ro:.a`s,,,3.,,,]+T,..... Design Construction CM's OH&A/E& Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contin•enc Subtotal Trade Contin.enc Cost Profit Consultant Fees Detailed Estimate Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0.0% 4.5% 11.6% Expenses [3] COST ALTERNATE 1-LIGHT WELL [2] 23,850 $ --- 1,190 -$ --_ - _ $ _-- 25,040-, I - 3270 13,010 44,45002, 00 $ 1,130 $ 28,170 ALTERNATE 2-MILLWORK IN RECEPTION 1 AREA[ALLOWANCE] _-- 180 $ 4 620 $540 $ 5,1603,910 $ 200 $ 4,110 I $330 ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ - 1 $ 11,140 ! $890 ' $1 $500 $ 12,530 $ 1,450 $13,980 ALTERNATE 4-FRONT STOOP PATCHING $ 1,560 1 $ 80 $ - $1,640 $ 130 1 $ 70 $ 1,840 $210 $2,050 78,370 t$ 3,920 I $ 82,290{ $ 6,580 9-_ 1 $ ALTERNATE 5 REPLACE VINYL SIDING ALTERNATEWI FTH NT 6-R IT $ 38,670 $ 1,930 40,600 $ 3,250 55,680 6,220 $ 125,92010,000 $ 3,700 $ 102,570 $ 11,900 $ 11 450 6-REPLACE SIDING WITH i CEMENT FIBER SIDING 10,000 1 $ 1,830 6,480 68,360 CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/21/03. 11) CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 21 SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 3] OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT,SECURITY EQUIPMENT, 0°,c',, 8 UNITED CITY OF YORKVILLE s < : r' m WILLIAMS WILLIAMS EXISTING REMODELING & BUILD-OUT REVISED: January 23,2003 d ARCHITECTS C s„ PROJECT NUMBER 2002-009 V tivw. :. ii x!g';; a -w F ax...,» . TA4:., k .w , r. . ''.; _ T x ....1,&„1„1,;,r,.......",* , Mme` ..: ti T R ,..,,.... ,. ,... Design Construction CM's OH 8 A/E& Owner TOTAL WORK AREA Direct Cost from Detailed Estimate Contingency Escalation Subtotal Trade CM's Gen Cond Cost Contingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-OUT [1] $ 294,570 $ 14,730 $ - $ 309,300 1 $ 24,740 $ 30,000 $ 13,920 , $ 377,960 1 $ 43,840 $ 51,800 I $ 473,600 PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 1,820 $ - $ 38,270 1 $ 3,060 I $ 10,000 $ 1,720 11 $ 53,050 $ 6,150 41 $ 13,000 $ 72200 PHASE III-COUNCIL CHAMBERS ADDITION $ 131,980 138,580 I $ 11,090 $ 40,000 $ 6,240 L_ I 11 6,600 195,910 $ 22,730 $ 17,500 $ 236,140 11 PARKING LOT BY OWNER 1 $ S 1"x, _.. -4p4.,:.- . a,, : , w $ ikm,-. :', 11-.1.I:.,< { .% r , .'.111:'r,., 1.7'.'11,14004 k ` y , 4,1.,-1,1 h 1 ut 11 { 1 . Y+t , "$" 4 ;- r a ' Vitt i k1'..": ' ' % N . nm; 'nG' f T.. 1. r-I.z, u> r , a,,-..i,. t"., , :,ss 2 . y,..of hc„m=m!" :" do: 1 : ,* :- a.,>a3 ..e xu, „wCmaBr M Design Construction CM's OH 8 A/E 8 Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contin.enc Subtotal Trade Contin enc Profit Consultant Fees Detailed Estimate 5.0% Cost Total Hard Cost Miscellaneous DELIVERED o 0.0% 8.0% 0.0% 4.5% 11.6% Expenses [3] COST ALTERNATE 1-LIGHT WELL [2] 23,850 $ 1,190 $ 25,040 I $ 2,000 $ 1 $ 1,130 $ 28,170 1 $ 3,270 I $ 13,010 $ 44,450 ALTERNATE 2-MILLWORK IN RECEPTION --- 1 t AREA[ALLOWANCE] 3,910 $ 200 $ 4,110 $330 $ -- - i$ 180 L_- .-- 1,$ 5,1604,620 I $540 $ ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ - $ 11,140 I $890 $ 500 1 $ 12,530 $ 1,450 I $ 1 $ 13,980 ALTERNATE 4- FRONT STOOP PATCHING 1 $ 1,560 $ 80 $1,640 $ 130 $70 ' $ 1,840 T$ 210 I$ 1 $ 2,050 ALTERNATE5- ACE 11,900 $ 11,450ALT5-REPLACE VINYL SIDING 6,580783 38,670 $ 1,930 $ 40,600 $ 3,250 $ 10,000 11 $ 1,830 $ 155,6801$ 6,460 $ 6220 $ 125,920 WITH FACE BRICK ALTERNATE 6-REPLACE SIDING WITHI $ 68,360 CEMENT FIBER SIDING CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/21/03. 1] CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 12] SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 3] OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT,SECURITY EQUIPMENT, 4,' D c'r, UNITED CITY OF YORKVILLE WILLIAMS LLJAMS EXISTING REMODELING & BUILD-OUT REVISED: January 23, 2003FrrrJ ARCHITECTS,_ PROJECT NUMBER 2002-009 a ',;[ 1.,_„.", '['["['• c[ r s .;: l' . _ ,c"" ip.. r.'ia;; :'1”.r 14, Design Construction CM's OH&NE& Owner TOTAL Direct Cost from Escalation Subtotal Trade CM's Gen Cond WORK AREA Detailed Estimate Contingency Cost Contingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-oUT [1] $ 294,570 $ 14,730 $ - $ 309,300 $ 24,740 $ 30,000 j $ 13,920 $ 377,960 $ 43,840 $ 51,800 j $ 473,600 PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 $ 1,820 $ - $ 38,270 $ 3,060 $ 10,000 $ 1,720 $ 53,050 1 $ 6,150 1 $ 13,000 , $ 72,200 PHASE1l II-COUNCIL CHAMBERS ADDITION ! $ 131,980 $ 6,600 $ 138,580 195,910 $ 22,730 $ 17,500 j$ 11,090 $ 40,000 $ 6,240 236,140 PARKING LOT BY OWNER 1 $ 1 $ rillfitP. >,. a..'« 4 e f. mx.'. a ° "6 n "- z K ,, ,- ,s , , ; .s, ". r•. <, r ,` ) . : s; 'n v3: Fes ..&'>u : r. . n 1.. .,7 .. mC'1;141,x e-e-,-...:.,, r. .f.., n._. ..d:...... 6, > ......a......:.. .....,>.....,..._ .. r..:?,7: ),H.<<.<,..t ,['t,'W. tl... ,. N ,w..>., (..'p. ; . ., , ;.:. f yy. .. f° ` , ro xv i eidi., 1'`. ,...:} J, fl^ PeS n".ii.,k+,t1 it e Y . e. , .. E.r . [ .. ,, ,•i? er,_» 1. r•,.L:? ' Et _ .., 1";>0...r.';!1.',wx .r. ,h: , ?x 4 p f N 9IPw . .3t d' 3,4,,,t,,,,',$,:. aft ,r.,":77. , 11" A,, . >_ ...,w, c.x--2,. 3 F- „ rs.a ,. ., ,.«.' l« , .e . ' a : 'h - *, 4hifay .v , na ,. ti ,,,„ 1r.[P, s., &az v7%" Design Construction CM's OH&NE& Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contingency Subtotal Trade Contin enc Profit Consultant Fees Detailed Estimate Cost Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0,0% 4.5% 11.6% Expenses [3] COST I_ __ T G-- _. 1-- 1--- - -- ALTERNATE 1-LIGHT WELL [2] 23,910 $ 1,190 200 25,040 $ 2,000 $ 1,130 13,010 44,450 ALTERNATE 2-MILLWORK IN RECEPTION 24 120 j 3,270 AREA[ALLOWANCE] 4,110 $330 $ 180 $ 4,620 $540 $ 5,160 ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 11,140 $$ 530 12,530 $ 1,450 $13,980890 $ 500 78,370 $ 3, 920t 10,000 $ 3 700 1 $ 102,570 $ 210 $ 2,050 I 6,580 ' 3, 5 J _ 20 ALTERNATE 4 FRONT STOOP PATCHING $ 1,560 $ 80 122,050 1,640 $ 130 $ 70 1,840 ALTERNATE 5 REPLACE VINYL SIDING WITH FACE BRICK 11900 11,82,290 $ 3,250 $ 10,000 68,360ALTERNATE6-REPLACE SIDING WITH ', $ 38,670 : $ 1,930 i 40,600 Ij 1,830 $ 55,680 : $ 6,460 $ 6,220 CEMENT FIBER SIDINGL i - _ CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/21/03. 1] CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 21 SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 3] OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT,SECURITY EQUIPMENT, E,O CI?, UNITED CITY OF YORKVILLE o WILLIAMS w;ILLIAMS IN r//y " °..x EXISTING REMODELING & BUILD-OUT REVISED: January 23,2003 ARCHITECTS kiwi II PROJECT NUMBER 2002-009 LE N` 1.e yy. S 7^ Y ,,„::, t ',. r I C, s a',- x r,yr 8',3 '., 4z 7.,,.^; s,.0 , „,i'?,.,.. LaY^.F. _ ..,„,.i',: ..A_s... .., .,IS ."s,::r.t.l« « .:.zaz..,.5.,. G'..k" ,K ,,.,,.. „'ia t9, ...,, „_ ., ,._ , .-w i.'!2.M . ..._.. " ti ,, „ „'M s„,• ., Design Construction CM's OH&AIE& Owner TOTAL WORK AREA Direct Cost from Escalation Subtotal Trade CM's Gen Cond Detailed Estimate Contingency Contingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED Cost 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-OUT [1] 294,570 $ 14,730 $ - $ 309,300 ' $ 24,740 11 $ 30,000 ! $ 13,920 $ 377,960 $ 43,840 $ 51,800 ! $ 473,600 I t 1 PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 $ 1,820 $ - $ 38,270 . $ 3,060 $ 10,000 $ 1,720 $ 53,050 1I $ 6,150 $ 13,000 $ 72,200 I PHASE III-COUNCIL CHAMBERS ADDITION 131,980 '6,600 $ - $ 138,580 $ 11,090 $ 40,000 ''. $ 6,240 1, $ 195,910 $ 22,730 $ 17,500 $ 236,140 PARKING LOT BY OWNER I $ 7 r:. '.'44..!4',_r r ,.,ra. ,. »rn, , , „ , „ ..,;r: r,a ' r , r i114 ,. >, z,>' L" 6 n R . k s`} J r§'x is+ d. Rt:, I` 3 a 1€, a t 4' t;,..-:,;:..,:„,i,.,,.. 1.x' :..:-, ,..„......,1,,:,,..-:'.,', ., m , ,;,.;.,.;!4.4,.1',re;9,... ,*,l :, t r •. • wi~" 1' .„.::„.2.,„„„...7 "k.: .i.v a :3 ,.:.. ._... 3.3„,,...i .,,a a, w r ,... y . rF r,e r 4a¢aw::-aY e .s ., t .. Zs, '?x>.7c...,, fXw,L b. .:- ry /h rru },' r , d, ?_:: rYr. -:, , I C4 ....i. A- e a il mr ;:t ,1zx• .. .., ", -, _ :« < ?"' . H . ,. /J,;;;;,..,. ,r, <:..r. . , ,, .,,: r-Y:.,,^„s, r3..4s 6,w;,.,,.,.':;• e ,.,,.,,,ti,.„<<r u „_,., -x.> M... a=r9 E. .,.k-u +3'ea. , ,cs z=„ . . ,rs,' +:., ' ,.: ". & .: k9 ski,m,=a,_)„._x, t* Design Construction CM's OH&AIE& Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contin.enc Subtotal Trade Contin.enc Cost Profit Consultant Fees Detailed Estimate Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0.0% 4.5% 11.6% Expenses [3] COST 2,000 13,010 $ 44,450 3,910 $ 200 1,130 $ 28,170 $ 3,270ALTERNATE1LIGHTWELL [2] 23,850 $ 1,190 25,040 ALTERNATE2 MILLWORK IN RECEPTION 4, 1101-$-- . 330 ' $_ -180--$ 4,620-$5401 $ Il, $ 5,160 AREA[ALLOWANCE] t -- 12,530 $ 1,450 $13,980 80 $ 1,640 $ 130 $ 70 ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ 11,140 $890 $ 500 1,560 580 10 000 3 700 ji 102 570 1 11 900 $ 11,450 2 050 WITH FACE BRICK 78,370 $ 3,920 $ 82, 290T$ 6 $ ALTERNATE 4-FRONT STOOP PATCHING 1,840 $210 122,050 38,670 $ 1,930 1 $ - $ 40,600 $ 3,250 I $ 10,000 I $ ALTERNATE 5- REPLACE VINYL SIDING ALTERNATE 6- REPLACE SIDING WITH 1 $ 1,830 $ 55,680 '. $ 6,460 $ 6,220 ',. $ 68,360 IICEMENTFIBERSIDING CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/21/03. 11 CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 21 SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 31 OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT,SECURITY EQUIPMENT, U C", dam UNITED CITY OF YORKVILLE s r, WILLIAMS WILLIAMS 14 . 1 i. EXISTING REMODELING & BUILD-OUT REVISED: January 23, 2003 ARCHITECTS // 13: M PROJECT NUMBER 2002-009 ZLE ‘v 1, lt i yen'' w'„ ",4 tti nla;7 vq,k( kt r.r .' ii,,,t x. a nrrip137.ES' ' t414,' ry 6 • >.:, o'R t`] b 1 1 1sr"4, f_ ,., ,., r.N, t. , c xi..,.' -,F,.r.<u.z.A%Tu.,, " .. , ", ,'n „,x „.:s * l s.. Design Construction CM's OH&A/E& Owner TOTAL WORK AREA Direct Cost from Detailed Estimate Contingency Escalation Subtotal Trade CM's Gen Cond Cost Contingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST PHASE I-LOWER LEVEL BUILD-OUT [1] $ 294,570 $ 14,730 $ - , $ 309,300 $ 24,740li $ 30,000 $ 13,920 $ 377,960 $ 43,840 $ 51,800 $ 473,600 PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 $ 1,820 $ 38,270 1,720 13,000 $ 72,2003,060 $ 10,000 53,050 ' $ 6,150 PHASE III-COUNCIL CHAMBERS ADDITION 131,980 $ 6,600 $ - $ 138,580 $ 11,090 $ 40.000 $ 6,240 $ 195,910 $ 22,730 '17,500 $ 236,140 1] I 1 PARKING LOT BY OWNER IIS $ r-$-. y x>< ,n 1; r';Y;t ie,, 4' ` t. I.D 11.Rs 1 2 x,,, tY,,,,;• a, 1': ..E, „Ai,. - 117,4.-44,i,,,,,,,,,P.. %: r,. .x` m;.r 14 we i' , .: . .9' a`:1: t %-,..i Ii Hr. ,<;., '' . A..x 4-r,bi ir g, -e'th. II 1e 1 W. gC1t 4 u °H 4w!f4 .H32 tl'. 1'.I RL s °.. ga n,. .b a{F') h K: r. v .'" ,„ 4., .,! '4e F.fy° y r:: ai, fi,1 1 x 1 [ r a, z al 5. FfYAAIL, e i F 5T14,2:!, < t_,-..:a G 1 w ' .a" `"" u° 1''''''ti i»r-., r ,fi,,K, F µ^ '.vn i'= nSx Mia ,.n A rv,k.°?.., ,« r.i,AIV tt til r. .., : ?< ..., ;,•, z,;>r., ,I;a;.o.a" , s. t, 'r ;f;i,>,ar, s«, F a" ';: T`Design Construction CM's OH& A/E&Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contin.enc Subtotal Trade Contin enc Cost Profit Consultant Fees Detailed Estimate Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0.0% 4.5% 11.6% Expenses ( 3] COST ALTERNATE 1-LIGHT WELL [2] 23,850 $ 1,190 28,170 $ 3,270 j $ 13,010 $ 44,450 1,130 RK IN RE 3,910 $ 200 $ 180 $ 4,620 [_25, 040 2,ALTERNATE 2- MILLWORK IN RECEPTION 4,110 : $330 540 11 $ 5,160 AREA[ ALLOWANCE] j_ _ ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ 11, 140 $ 890 1 $ 500 ALTERNATE4-FRONT STOOP PATCHING $ 1,560 $ 80 $ - $ 1,6401 130 $70 , $ 12,530 $ 1,450 $ 13,980 1,840 $210 $ 2,050 ALTERNATE 5-REPLACE VINYL SIDING 1 $ 78,370 $ 3,920 1 $ 82,290 1 $ 6,580 $ 10,000 $ 3,700 $ 102,570 $ 11,900 $ 11,450 $ 125,920 WITH FACE BRICK ALTERNATE 6 REPLACE SIDING WITH $ 38,670 1 $ 1,930 $ - $ 40,600 . $ 3,1 $ 10,000 $ 1,830 $ 55,680 $ 6,460 $ 6,220 ! $ 68,360 CEMENT FIBER SIDING CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/ 24/02.CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/ 21/03.11 CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 21 SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 31 OWNER MISC.EXPENSES INCLUDE:DATA!TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,A/V EQUIPMENT, 4, `' UNITED CITY OF YORKVILLE WILLIAMS nLUA ns ER r>~ EXISTING REMODELING & BUILD-OUT REVISED: January 23, 2003 FT ARCHITECTS t1 4ly " PROJECT NUMBER 2002-009 SLE s srt a;t •„t„>,:. t ilk* x "fi g 'Ra r, 1. Felt f tqfittrzt ,,:.: e; vs ':„ry I. o < rdi ^+2 a t l r r c r d r i5 4 . .'. .. .:z - „3a._ .,._. .. .., «., r. oaew,: . .. „wx,xr:,_ ,.F..w , zr•.i$„_el, Design Construction CM's OH&AIE& Owner TOTAL Direct Cost from Escalation Subtotal Trade CM's Gen Cond WORK AREA Detailed Estimate Contingency Cost Contingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST 377,960 $ -- 43,840 - $ 473,600PHASE1-Lowen LEVEL BUILD-OUT [1] $ 294,570 $ 14,730 $ 309,300 1 $ 24,740 $ 30 000 $ 13,920 51 800 ! PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 $ 1,820 38,270 $ 3,060 $ 10,000 $ 1,720 53,050 I $ 6,150 $ 13,000 I $ 72,200 PHASE III-COUNCIL CHAMBERS ADDITION 131,980 : $ 6,600 $ - , $ 138,5801'. $ 11,0901 $ 40,000 $ 6,240 1. $ 195,910 $ 22,730 $ 17,500 $ 236,140 1] I 41 PARKING LOT BY OWNER I $ v;" i';4''''''I s r . , S' S u az sa r` ` Vi " . µ r ; ygii'fi ; , d. I , w; y ,.1.97 i,v , k ka # . ks .t' a {n ;wr1,; An] ? r e>.a.atHmAr r Y:. :•xs#';k., P. 1.:1. 1 <,. ,w <.., ,...:......:..:.:........ ari .+. 3 r,..,.-.:.?.:,:.;., t ',','..<,. t_..-.,:'er..<,.,:,:..:'.:.,......(, ..',..{I..,.a'''. 4... c. ',.._'.:...,,v7., I_..,.. xwa. a,:,,,.......s'„ ,• t,,-",,:;: b4.. 1..s-. aa. F..e.-.„... c. 4. m s ...1Es,1,>. N.. sli,.,,.' tv3 a<.. s,.r.$ rs,.,,« ^.`.',, we. o 4ffi z.,. ut, wx»>,,3.Y,,_.., 4-..4' e £. a.., 5a > fi. k-r :%..„ A:...... '. rr ";: rX'k: 4, 1' 4P£ 4' 2:ef^:'kGs q .F 7W-' } yr . I^, . ,.:Fa' ynR;,.'..x1y;Design Construction CM's OH&AIE&Escalation CM's Gen Cond Owner TOTAL WORK AREA Directailed stfromimat Contingency Subtotal Trade Contun.enc Profit Consultant Fees Detailed Estimate Cost Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0.0% 4.5% 11.6% Expenses [ 3] COST r ALTERNATE 1-LIGHT WELL[2] 23, 850 I $ 1,190 $ 25,I $ 2,000 $ 1, 130 I $ 28,170 $ 3, 270 1 $ 13,010 $ 44,450 ALTERNATE 2-MILLWORK IN RECEPTION - --- AREA[ ALLOWANCE] T 180 $-.. .4,620 $ -_540-I $ -- +$ 5, 160 l 3,910 $ 200 $ 4, 110 $330 ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ - $ 11,140 $890 $I $500 ! $ 12,530 1 $ 1,450 1 $ 13,980 3 700 $ 102 570 $ 11 900 -$ 11,450 I $ 2,050 1,640 $ 130 2 ALTERNATE 5-REPLACE VINYL SIDING 82 290 125,920 WITH FACE BRICK 6,580 $ 10,000 1 $ I $ALTERNATE 4- FRONT STOOP PATCHING $ 1,560 78,370 $ 3,920 ALTERNATE 6-REPLACE SIDING WITH 1 38,670 $ 1,930 CEMENT FIBER SIDING 50 $ 10,000 $ 1,830 1 $ 55,680 $ 6,460 $ 6,220 $ 68, 360 1 CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/ 24/02.CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/ 21/03.11 CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 21 SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 31 OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AN EQUIPMENT, t.,9 C UNITED CITY OF YORKVILLE WILLIAMS LUAMS EXISTING REMODELING & BUILD-OUT REVISED: January 23,2003 r ARCHITECTS LE 4 PROJECT NUMBER 2002-009 r a x"r ;su 'baa_; ornq51U;, t 9, d.. r? i a t'r m,is..,, s...,.1,k' ..., .:T'3`".... .., 6 , fit ..'.;,.- s aha?...•. ... .. ;, -....a, :r_..s..P.,..-: ..._..., , t 4::rtl., ..;tz i.x,r. .. ... 414. ."... ,, kµ. ate;.M, P ,.,.. ..,.. ..- ,e , Design Construction CM's OH&A/E& Owner TOTAL Direct Cost from Escalation Subtotal Trade CM's Gen Cond WORK AREA Detailed Estimate Contingency Cost Contingency Profit Total Hard Cost Consultant Fees Miscellaneous DELIVERED 5.0% 0.0% 8.0% 4.5% 11.6% Expenses[3] COST 14,730 $ 309,3004, 30 000 $ 13,920 !$ 377,960 51,800 $ 473,600PHASEI-LOWER LEVEL BUILD-OUT [1] $ 294,570 24,740 43,840 S PHASE II-FIRST FLOOR REMODELING [1] $ 36,450 $ 1,820 $ - $ 38,270 $ 3,060 $ 10,000 II $ 1,720 $ 53,050 1 $ 6,150 ! $ 13,000 1 $ 72,200 131,980 6,240 $ 195,910 17,500PHASES-COUNCIL CHAMBERS ADDITION 6,600 L 22,730 1] 138,580 ' $ 11,090 $ 40,000 ', 236,140 PARKING LOT BY OWNER I $ q Zk r If t I `!fir 3 r , kr i E{::a£s 21_'1 -Y. 'r 1'.1;-i t 1 8* x%. y z,»,, rad_ z.,>,,, r.,.,.: rj.,±..,; ,-? . f. ,..txa a. .,n.&:4. u,.. -er B' 4$,^'.c.,. vn x i 1,1;,,i. a,s [ ter`. ii5 ^a, a R f , x ',rn# ,w e t°.„. 4'4 a :6:1f.;',.!: r. 8 :3 r VFM3tif, i... 1,„ 1w'S ,d&?r" dl 1 s ...4„.,,,,i1.rw,> ,Y''kSn..s L 41 '.',', .,..,». .a: iia..X 'b"i s. m-, k-„.r.>zr '°sR&.r: _ ='sM `ae j m 5°: - -P,..1 . d;"; a „s<..:.. Design Construction CM's OH&aA/E& Escalation CM's Gen Cond Owner TOTAL WORK AREA Direct Cost from Contingency Subtotal Trade Contin enc Cost Profit Consultant Fees Detailed Estimate Total Hard Cost Miscellaneous DELIVERED 5.0% 0.0% 8.0% 0.0% 4.5% 11.6% Expenses [3] COST ALTERNATE 1- LIGHT WELL [2] 23,850 $ 1,190 $ 25,040 $ 2,000 $1,130 $ 28,170 3,270 $ 13,010 $ 44,450 ALTERNATE 2-MILLWORK IN RECEPTION 3 AREA[ALLOWANCE] 910 , $ 200 $ 4,110 $330 $180 1 $ 4,620 $540 $ 5,160 ALTERNATE 3-CANOPIES OVER STAIRS $ 10,610 $ 530 $ - $ 11,140 1 $890 $I $500 $ 12,530 $ 1,450 $13,980 ALTERNATE 4-FRONT STOOP PATCHING $ 1,560 $ 80 $ - $1,640 $ 130 $70 ! $ 1,840$210 $2,050 ALTERNATE 5-REPLACE VINYL SIDING $ 78,370 $ 3,920 $ - $ 82,290 $ 6,580 $ 10,000 $ 3,700 $ 102,570 $ 11,900 $ 11,450 $ 125,920 WITH FACE BRICK I._-._ __.-._ _-._ -- 1 --- --- ALTERNATE 6- REPLACE SIDING WITH $ 38,670 $ 1,930 $ 40,600 $ 3,250 $ 10,000 6,460$ 1,830 $ 55,680 I $ 6,220 $ 68,360 CEMENT FIBER SIDING I CM FEES AND GENERAL CONDITIONS NOT INCLUDED IN MASTER PLAN ESTIMATE 7/24/02. CM FEES AND GENERAL CONDITIONS INCLUDED IN DESIGN DEVELOPMENT ESTIMATE 1/21/03. 11 CASEWORK,COUNTERTOPS AND CABINETRY BY OWNER 2] SITE UTILITY DESIGN,COORDINATION,AND COSTS BY OWNER 3] OWNER MISC.EXPENSES INCLUDE:DATA/TELECOMMUNICATIONS SYSTEMS,INTERIOR SIGNAGE,WINDOW COVERINGS,MOVABLE FURNITURE/FURNISHINGS,AA/EQUIPMENT,SECURITY EQUIPMENT, UNITED CITY OF YORKVILLE From the Desk of Liz `ll' n9 February 12, 2003 TO: Administration Committee RE: February 13, 2003 Administration Committee Meeting Enclosed are the following items that need to be added to your packet: 1. Employee Manual Appendixes 2. Water Accounts - Update 3. Salary Survey Update 4. Budget Update If you have any questions, please feel free to contact me. Thank you, Liz D'Anna Deputy Clerk Appendix 3: Sample Employee Acknowledgment Form EMPLOYEE ACKNOWLEDGMENT 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 terminated 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's Signature Date Employee's Name Printed Orref--3iNic Copy STA1'E OF ILLINOIS ss COUNTY OF KENDALL ) ORDINANCE: 2001- '-1 0 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 MOS 5/10-2.1-1 et. seq. it is required pursuant to the Tllinois Municipal Code that a Board of Fire and Police Commissioners 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 ofFire 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 1- 1 T is required by Statute complying with the terms of qualification for said appointment; and WHEREAS, all statutory notices, time frames, 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 advise 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 April 30, 2003; and the third member shall be appointed for a term that shall cease on April 30, 2004. r y 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. 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 . y elected official of the United City of Yorkville. C.1. 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. 3- 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 ofreal 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 f ` 2001 from and after its passage and approval by the Mayor and City Council. 4- T IN WITNESS WHEREOF, this Ordinance has been enacted this day of y`h( 2001. MIKE ANDERSON JOSEPH BESCO t/ VALERIE BURR PAUL JAMES LARRY KOT MARTY MUNNS ROSE SPEARS RICHARD STICKA APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this lay of A.D. 2001. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois t his Day of A.D.di 2001. Pr Atte6 _ OA . , CITY L-ERK Prepared by: Law Offices of Daniel J. Kramer 1107A S. Bridge Street Yorkville, Illinois 60560 630.553.9500 5- STATE OF ILLINOIS ss COUNTY OF KENDALL ) 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. r 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. I 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 I STATE, OF ILLINOIS ss COUNTY OF KENDALL ) The Affiant, being first duly sworn 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, 2001 NOTARY PUBLIC CRIMINAL BACKGROUND CHECK WAIVER AND RELEASE OF ALL CLAIMS FORM Please read this form carefully and be aware that by agreeing to allow the City of Yorkville, and the Yorkville Recreation Department, 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, the Yorkville Recreation Department 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, the Recreation Department, 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 Last Name Middle Name Maiden Last Name Date of Birth Sex Race Social Security Number Drivers License Number State Op''—e- °NI 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. tor2_ STATE OF ILLINOIS ss COUNTY OF KENDALL ) RESOLUTION - No. 1996- 10 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 may or 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 ofTHE UNITED CITY OF THE VILLAGE OF YORKVILLE and the Citizens of the VILLAGE OF YORKVILLE that the CITY OF YORKVII LE 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 get 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 YORKVTT LE: NOW THEREFORE THAT IT IS RESOLVED 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 YORKVTT LE and MERCY CENTER FOR HEALTH CARE SERVICES. Said Agreement is attached hereto as Exhibit "A". YOR ATTEST: Q5Is0 !4., NeR01)-1Z-L u Y CLERK P Law Offices of Daniel J. Kramer 1107A South Bridge St. Yorkville, Illinois 60560 708.553.9500 OCCUPATIONAL HEALTH SERVICES EMPLOYEE ASSISTANCE PROGRAM 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 1st 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 1st of the month following supervisor training. Invoices for amounts due Mercy Center more than thirty (30) 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. 2- 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. 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 party. 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. MERCY CENTER FOR HEALTH CARE CITY OF YORKVILLE SERVICES IA4 Joan Lu ens Assoc. Vice President, Planning 3/(5/ q(I Date Date 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: 1.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.D of this Agreement. 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. DEFINITIONS (continued)Page 2 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. 2. 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 I)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. 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. RESPONSIBILITIES OF MERCY CENTER (continued) Page 3 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" 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. EAP SERVICES (continued) Page 4 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, 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. Other Services (continued) Page 5 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. 3. 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. 4.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. 5. RELATIONSHIP OF THE PARTIES Page 6 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. 6. INSURANCE AND INDEMNIFICATION A. Mercy Center for Health Care Services is a not for profit Illinois Corporation and is self nsured. 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 judgement, 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 1. 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. CITY OF YORKVILLE 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 lo 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 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. CITY OF YORKVILLE DRUG-FREE WORKPLACE 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 Revised June 9, 1999 STATE OF ILLINOIS ss COUNTY OF KENDALL ) ORDINANCE NO. 1999-12 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 pro €dures and rules that will control their conduct. 1- 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: I. State Gift Ban Act Sec. A-101. Adoption of Act. a.The State Gift Ban Act(5 ILCS 425 et.seq.)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. 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. 2- 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. PASSED this p`` day 1999. RK \ 1-14.03 tee, ?tea APPROVED this day ofd 1999 40. 01, MAYOR PUBLISHED in pa hlet form this day of 1999 CI Y CLERK 3- STATE OF ILLINOIS 6-13-97 ss. COUNTY OF KENDALL ) RESOLUTION NO: 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 RESOLVED 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. PASSED AND APPROVED this day of 1997. MAY / ATTEST: 2,e-0J-6-Qt.P\ Z-J CITY CLERK Law Office of Daniel J. Kramer 1107A S. Bridge St. Yorkville, IL 60560 UNITED CITY OF YORKVILLE Safety Policy Prepared by J. T. Johnson Director of Public Works for UNITED CITY OF YORKVILLE, ILLINOIS 111 W. Fox St. , Suite 3, Yorkville, IL, 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. Il Mayor Roberto son 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: O Set performance standards for the various work areas, stressing safety and loss control awareness. O Evaluate supervisors according to performance standards. O Assist members of the Accident Review / Safety committee to uphold a high degree of safety. O Assist on accident investigations of serious accidents. O Conduct periodic (quarterly) tours of department facilities for adequate safety practices. SUPERVISORY RESPONSIBILITIES 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: 0 Assume full responsibility for safety and healthful working conditions for his or her employees while they are under his or her jurisdiction O ' Insure that all management policies and procedures herein are fully implemented for maximum efficiency of each job. O Take the initiative in recommending correction of deficiencies noted in facilities, work procedures, employee job knowledge, or attitudes that adversely affects loss control efforts. O 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. O Takes affirmative action upon safety suggestions and continuously demonstrates concern over the entire safety program and sets a good example by working safely himself. O Observes working conditions and methods to prevent the development of unsafe working practices. O Investigates thoroughly the causes of all accidents and takes corrective action. O Insures all accidents are properly reported, regardless of the extent of injury or property damage. O Instructs all employees regarding disciplinary policies for violation of safety rules and insures impartial positive enforcement. O 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: O Provide the leadership and stimulation necessary to assure and maintain full employee interest and participation. O Become familiar with all job operations to assure and maintain full employee interest and participation. O Organize a safety committee composed of department heads. The Safety Director should be a permanent member of this committee. O Encourage and coordinate the safety training activities for all departments. O Establishes the procedures for the completion and handling of all accident reports and follow-up. O Organizes a self-survey schedule for all departments. O Cooperates and assists the City of Yorkville's chosen Safety Awareness / Loss Control Consultant on all survey tours and service calls. O Reviews and selects applicable safety materials for display or distribution. O Advises management on the development and progress of the Loss Control Program. fi-rrcfNivi ORIGINAL UNITED CITY OF YORKVTT,LE 12/8/00 VEHICLE POLICY SCOPE: To describe the policies and procedures pertaining to vehicle policy that will be followed by the described organization listed below. This policy will be adopted to maintain a consistent and legal operating system for all United City of Yorkville vehicles. The Directors, City Administrator and Police Chief, will oversee each Department Head's enforcement of this policy and it's procedures. The Department Head will supervise the procedures within their own departments. II. POLICY: 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. Below lists the terms, rules and regulations regarding this policy. 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. CM FERIA: 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. City Affiliated Personnel, City Council, Board Members, and Mayor, when authorized by a city employee, 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. 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 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 property damage. The following identifies High 1 of 14 VEHICLE POLICY Risk drivers. Employee drivers would be considered HIGH RISK if they have had any of the following: 1.Two or more moving violations within a 12-month period. One moving violation and one preventable accident while driving a city vehicle within a 12 month period. 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 B. Administration C. Recreation Department D. Parks Department E. Public Works Department F. Police Department IV-A. GENERAL PROCEDURES FOR ALL DEPARTMENTS: 1.All Employees will receive, understand and abide by the rules and regulations of this policy. 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. 2 of 14 VEHICLE POLICY 4.Only City employees and affiliated personnel are to be transported in City vehicles, unless their presence is necessary for City business or authorized by a Department Head. 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 is a requirement and the law. 7.Headlights will be turned on whenever windshield wipers are needed. 8.All vehicles are to be unloaded and interiors maintained, unless special permission is obtained from the Department Head. 9.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. 10. All (NO MATTER HOW MINOR) damage to vehicles to be reported to the Department Head immediately. 11. 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. A police report shall be made anytime the accident involves collision, property damage, or personal injury to a private party. 12. 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 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. 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. 3 of 14 VEHICLE POLICY IV-B ADM[NISTRATION PROCEDURES 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 with the Accounting Clerk II/Human Resource Clerk Employee will conform to any I.R.S. rulings with regard to use of vehicles for to/from commute. 4 of 14 VEHICLE POLICY IV-C. RECREATION DEPARTMENT PROCEDURES 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 by Park Board and/or Director. 2.All vehicles are to be unloaded and interiors cleaned every night and/or after every use, unless special permission is obtained by supervisor and/or Director. 3.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. 4.In the recreation vehicle a Mileage form is available and will be completed by the driver for each trip. A Trip form will be completed for each trip that entails a full day. The forms are available in the vehicle and will be turned in to the recreation office. 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. 5 of 14 VEHICLE POLICY IV-C. 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 Drivers License requirements. 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) 6of14 VEHICLE POLICY IV-D. PUBLIC WORKS DEPARTMENT PROCEDURES 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. 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) 7 of 14 VEHICLE POLICY IV-E Police Department 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 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. 8 of 14 VEHICLE POLICY 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. 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 9 of 14 1 VEHICLE POLICY 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 teiu lnate 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? f.) What is the geographical location, (residential, business, commercial, school, etc.)? c.State Law permits police officer who engage 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 proceed and at a reduced rate of speed so as to make cross traffic aware of the officer's presence. 10 of 14 VEHICLE POLICY 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. 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. 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: 11 of 14 VEHICLE POLICY 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 fouii (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. 4.Roadblocks a.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. b.Moving roadblocks are strictly prohibited. c.The on duty supervisor shall be responsible to authorize and control all types of roadblocks. 1.) Pursuit Roadblocks: a.) 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. High visibility shall be maintained. Roadblocks shall be well lighted by means of interior and exterior lights, road flares and other available lighting equipment. 12 of 14 VEHICLE POLICY Spotlights shall be used to illuminate the area but shall not be used to blind the vision of oncoming drivers. 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 endangeinient is limited by avoiding, if possible, certain areas (schools, gas stations, blind hills, busy intersections etc.) All personnel shall be clear of the roadblock and blocking vehicles by maintaining a safe distance. When a roadblock is initiated, a safety lane or escape route shall be provided. b.) Traffic checkpoint roadblocks shall: Control traffic in and out of major crime scenes. Control access in and out of the scene ofa major disaster or emergencies. Not be employed as means of general or specific traffic enforcement unless authorized by the chief of police. Afford consideration for traffic speed at the roadblock, sight stopping distance and maintaining orderly traffic flow. Be staffed with sufficient manpower to properly check traffic without causing undue congestion. Provide that detained subjects shall be removed from the flow of traffic. c.) Road hazard roadblocks - marked and semi-marked vehicles only. d. An officer shall take immediate action to set up a roadblock and shall notify a duty super-visor 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.) e. 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. f.The roadblock shall be removed only by authority of the duty supervisor, upon notification by the officer that it is safe to do so. 5.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. 13 of 14 VEHICLE POLICY Approved by: Date: 1 Mayor Attest: Date: 2-&t/ua-G\ `K• 25-10 City Clerk polvehicle 14 of 14 1 Dept. Name Employee Vehicle # 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 the purpose of commuting between his/her residence and City Hall only. FULL NAME DEPARTMENT NAME RESIDENTIAL ADDRESS HOME PHONE NO. WORK PHONE EXT. DRIVER'S LICENSE NO. SOCIAL SECURITY NO. The following information pertains to the City-owned vehicle assigned for commuting purposes to the above employee. CITY VEHICLE NUMBER MAKE MODEL YEAR VIN NO.LICENSE NO. 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 ATTACHMENT A-VEHICLE POLICY vehagree Run date December 8,2000 YORKVILLE PARKS & RECREATION DEPARTMENT MILEAGE REPORT FORM Please keep form in vehicle) Push in trip button to reset trip mileage before and after use 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 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 Attachment B: vehicle policy YORKVILLE PARKS & RECREATION DEPARTMENT VEHICLE TRIP 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/ 1/ 2 1% Empty Oil/Fuel on Return: Full 3/4 i/2 1/4 Empty Atthchment C.vehicle 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 mayinclude, but is not limited to, printingupand 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 Il enchX l 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 Date) about: Date) 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 aft 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 Use Form —See 29 CFR§ 825.301) Wage and Hour Division Family and Medical Leave Act of 1993) OMB No. : 1215-0181 Date:Expires: 07/31/03 To: Employee's Name) From: Name of Appropriate Employer Representative) Subject: REQUEST FOR FAMILY/MEDICAL LEAVE On you notified us of your need to take family/medical leave due to: Date) 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 0 spouse, 0 child, 0 parent, for which you are needed to provide care. You notified us that you need this leave beginning on and that you expect Date) leave to continue until on or about Date) Except as explained below, you have a right 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 if you continued to work, and you must be reinstated to the same or an equivalent job with the same pay, benefits, and terms and conditions of employment on your return from leave. 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 your control, you may be required to reimburse us for our share of health insurance premiums paid on your behalf during your FMLA leave. This is to inform you that: (check appropriate boxes;explain where indicated) 1. You are 0 eligible 0 not eligible for leave under the FMLA. 2. The requested leave 0 will 0 will not be counted against your annual FMLA leave entitlement. 3. You 0 will 0 will not be required to furnish medical certification of a serious health condition. If required, you must furnish certification by insert date) (must be at least 15 days after you are notified of this requirement), or we may delay the commencement of your leave until the certification is submitted. 4. You may elect to substitute accrued paid leave for unpaid FMLA leave. We 0 will 0 will not require that you substitute accrued paid leave for unpaid FMLA leave. If paid leave will be used, the following conditions will apply: (Explain) Form WH-381 Rev.June 1997 5. (a) If you normally pay a portion of the premiums for your health insurance, these payments will continue during the period of FMLA leave. Arrangements for payment have been discussed with you, and it is agreed that you will make premium payments as follows: (Set forth dates, e.g., the 10th of each month, or pay periods, etc. that specifically cover the agreement with the employee.) b)You have a minimum 30-day(or, indicate longer period, 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 before 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 0 will not pay your share of health insurance premiums while you are on leave. c) We 0 will 0 will not do the same with other benefits (e.g., life insurance, disability insurance, etc.) while you are on FMLA leave. If we do pay your premiums for other benefits, when you return from leave you 0 will 0 will not be expected to reimburse us for the payments made on your behalf. 6. You 0 will 0 will not be required to present a fitness-for-duty certificate prior to being restored to employment. If such certification is required but not received, your return to work may be delayed until certification is provided. 7. (a) You 0 are 0 are not a "key employee" as described in § 825.217 of the FMLA regulations. If you are a key employee:" restoration to employment may be denied following FMLA leave on the grounds that such restoration will cause substantial and grievous economic injury to us as discussed in § 825.218. b) We 0 have 0 have not determined that restoring you to employment at the conclusion of FMLA leave will cause substantial and grievous economic harm to us. (Explain (a) and/or (b) below. See §825.279 of the FMLA regulations.) 8. While on leave, you 0 will 0 will not be required to furnish us with periodic reports every indicate interval of periodic reports, as appropriate for the particular leave situation) of your status and intent to return to work (see § 825.309 of the FMLA regulations). 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 this form, you 0 will 0 will not be required to notify us at least two work days prior to the date you intend to report to work. 9. You 0 will 0 will not be required to furnish recertification relating to a serious health condition. (Explain below. if necessary, including the interval between certifications as prescribed in §825.308 of the FMLA regulations.) This optional use form may be used to satisfy mandatory employer requirements to provide employees taking FMLA leave with Written notice detailing spectfic expectations and obligations of the employee and explaining any consequences of a failure to meet these obligations. 29 CFR 825.301(b).) Note:Persons are not required to respond to this collection of information unless it displays a currently valid OMB control number. Public Burden Statement We estimate that it will take an average of 5 minutes to complete this collection of information, including the time for reviewing instructions. searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. If you have any comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden. send them to the Administrator, Wage and Hour Division, Department of Labor, Room S-3502. 200 Constitution Avenue, N.W., Washington.D.C.20210. DO NOT SEND THE COMPLETED FORM TO THE OFFICE SHOWN ABOVE. t rr, VSO.01x 1 Z. V G STATE OF ILLINOIS Rev. 6/5/01 ss COUNTY OF KENDALL ) RESOLUTION NO. 2001-3\ 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 armed forces of the United States for all periods of such service prior to their participation in IMRF 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 IMRF member and applies to all employees who were in active participating status under IMRF on the date this resolution was adopted; THEREFORE, BE IT RESOLVED 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 RESOLVED 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 Municipal Retirement Fund. This resolution is not limited to a specific military operation or branch of service THEREFORE, BE IT FURTHER RESOLVED that in order to qualify for said IMRF participation allowing military service credit service to be applied, any employee of the United City of Yorkville shall be eligible for said military service credit after having five consecutive years of service as an employee of the United City of Yorkville. Further any request for IMRF benefits asking military service credit to be applied for the benefit of said employee shall first consist of notification to the City Clerk who in turn shall notify in writing the Illinois Municipal Retirement Fund Office of the additional military service credit available to the employee conforming to the terms of this Resolution. EFFECTIVE DATE: This Resolution shall be in effect from and after its passage, approval and publication as provided by law. Dayof June, 2001, pursuant to a roll call voteasADOPTEDthis follows: PAUL JAMES MARTY MUNNS 4 RICHARD STICKA MIKE ANDERSON 4 VALERIE BURD ROSE SPEARS rpr LARRY KOT JOSEPH BES CO APPROVED by me,as Mayor of the United City of Yorkville,Kendall County,Illinois,this l J Day of V / A.D. 2(I. II I MAYO P I PASSED by the City Council of the United City of Yorkville,Kendall County, Illinois this 1"/ Day of A.D. 200 . Atte —1 k- 6. _ , CI Y CLERK CERTIFICATION 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 solution 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 qe, , e t )c STATE OF ILLINOIS ss COUNTY OF KENDALL ) RESOLUTION 01- 3 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 00/100 125.00) 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: Page 1 of 2 I NOW THEREFORE BE IT RESOLVED 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 STICKA MIKE ANDERSON VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO APPROVED by me, s Mayor of the United City of Yorkville,Kendall County,Illinois,this day of A.D. 2011__. 40# 41111e;7. .. . '/I..._, - MAYOR PASSED by the City Council of the United City of Yorkville,Kendall County, Illinois this 71day of A.D. 20 11, Attest- 4, ITY CLE Prepared by: Law Offices of Daniel J. Kramer 1107A S. Bridge Street Yorkville, Illinois 60560 630.553.9500 Page 2of 2 APp x CITY OF YORKVILLE OFF-PREMISES TRAINING HOURS WORKED AGREEMENT You are enrolling in sponsored by name ofprogram) This training program will be conducted on name of agency) or from to date ofprogram) and held at This is a hour location) length) training program. 1.You will be compensated at your regular rate of pay for the following activities: A) Classroom hours B) Travel time for training or courses outside the Chicago Metropolitan Area Six County Region): 1) Asa driver 2) As a passenger if trip is all in one day 3) As a passenger if trip is overnight for travel during normal work hours 2.Any other time spent outside the classroom, such as study time, group discussions, etc., is solely at your personal discretion and will not be considered hours worked unless approved in advance in writing. Hours of work allowed: To be initialed) Employee acknowledgment: I have read this agreement, understand its contents and agree to comply with its stipulations. Supervisor receiving signed agreement: Employee name, typewritten Employee signature Signature Date: Date: 10274281.1 S STATE OF ILLINOIS COUNTY OF KENDALL RESOLUTION NO.: t 11 ( 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 UNTTED 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 RESOLVE TO APPROVE THE DEFERRED COMPENSATION PLAN OFFERED BY FIRST OF AMERICA BROKERAGE AS A VIABLE PLAN FOR ALL ELIGIBLE UNITED CITY OF THE VILLAGE OF YORKVILLE EMPLOYEES. Passed and Approved this J day of d /1 1994. Mayor ATTEST: -l._. Lr(..C_ Iy Clerk go g RESOLUTION NO.: 96- 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 this day of 1996. ATTEST: a1ti__Q 1 CITY CLERK j 1 M t RESOLUTION NO. q — 1 3 CITY OF YORKVILLE 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 YORKVILLE. Approved this day of 1993. MAY R II CITY CLERK SYS DATE 123102 UBU] UNITED CITY OF YORKVILLE SYS TIME 11:21 REGULAR BILL REGISTER / UPDATE DATE 12/31/02 TUESDAY DECEMBER 31,2002 PAGE 481 SYSTEM 123102 TIME 11:21 FROM TO CUSTOMER SERV RATE SEQ DESCRIPTION READING READING CONSUMPTION AMOUNT TAX PENALTY EST THE TOTAL NUMBER OF ACCOUNTS LISTED IS 2842 GRAND TOTAL ********* TOTAL PREV BAL $51,143.90 TOTAL BILLED $447,397.98 TOTAL NET 498,541.88 TOTAL PENALTY $44,279.50 TOTAL GROSS 542,821.38 SERVICE / RATE UNITS CHARGE # OF BILLS TAX ***** TOTAL D / COM 0 2196.00 122 TOTAL S / COM 672135 13071.60 123 TOTAL W / CL1 740625 16864.39 148 TOTAL D / RE5 0 90.00 1 TOTAL S / RE5 5100 380.56 1 TOTAL W / RE5 5100 132.36 1 TOTAL D / RES 0 42982.40 2425 TOTAL S / RES 3647278 181868.66 2423 TOTAL W / RE1 3747728 92350.12 2453 TOTAL D / CL3 0 486.00 9 TOTAL S / CL3 32100 2055.06 9 TOTAL W / CL3 23200 545.75 3 TOTAL D / CL2 0 504.00 14 TOTAL S / CL2 13700 ,2131.08 14 TOTAL W / CL2 4400 188.73 6 TOTAL R / SRD 0 2021.61 231 TOTAL R / FEE 0 21652.78 2015 TOTAL W / OUT 124400 3539.28 76 TOTAL D / CL5 0 900.00 10 TOTAL S / CL5 49590 3805.40 10 TOTAL W / CL5 12600 295.11 1 TOTAL D / RE4 0 432.00 6 TOTAL S / RE4 19000 1826.64 6 TOTAL W / RE4 19000 533.70 6 TOTAL D / RE2 0 324.00 9 TOTAL R / RE2 0 196.20 9 TOTAL S / RE2 21000 1369.98 9 TOTAL W / RE2 21000 535.90 9 TOTAL M / TRN 0 300.00 12 TOTAL M / 999 0 173.81 2 TOTAL R / SR2 0 35.60 1 TOTAL D / GOV 0 234.00 13 TOTAL S / GOV 164151 2153.54 13 TOTAL W / GOV 164151 3618.61 13 TOTAL D / IND 0 802.50 45 TOTAL S / IND 283578 5699.63 45 TOTAL W / IND 254156 5763.83 43 TOTAL D / RE8 0 720.00 5 TOTAL S / RE8 30000 3044.40 5 TOTAL W / RE8 30000 824.40 5 TOTAL D / RE6 0 432.00 4 TOTAL S / RE6 18700 1826.64 4 TOTAL W / RE6 18700 533.70 4 TOTAL M / NSF 0 25.00 1 TOTAL S / RE7 0 532.78 1 TOTAL W / DUM 61800 00 0 TOTAL D / OUT 0 1277.40 71 TOTAL S / OUT 116400 5479.92 72 TOTAL D / CL4 0 72.00 1 TOTAL S / CL4 3400 304.44 1 TOTAL D / R12 0 1296.00 6 TOTAL S / R12 49700 5479.92 6 TOTAL W / R12 49700 1390.61 6 TOTAL D / R51 0 1836.00 2 TOTAL S / R51 51400 7763.24 2 TOTAL W / R51 51400 1557.58 2 TOTAL D / C10 0 180.00 1 TOTAL S / C10 1900 761.12 1 SYS DATE 123102 UBU2) UNITED CITY OF YORKVILLE SYS TIME 11:21 UTILITY BILLING REGISTER UTILITY BILLS - - - REGISTER # DATE: 12/31/02 TUESDAY DECEMBER 31,2002 PAGE 1 GENERAL LEDGER DISTRIBUTION SUMMARY UPDATED TO MONTH/YEAR OF 12/02 GL NO ACCOUNT TITLE AMOUNT DEBIT CREDIT 01-00-1222-000 ACC. REC. - CUSTOMER 23906.19 23906.19 01-00-4410-000 GARBAGE SURCHARGE 23906.19 23906.19 51-00-1222-000 ACCOUNTS RECEIVABLE - CUSTOMER 129172.88 129172.88 51-00-4101-200 WATER SALES 129172.88 129172.88 52-00-1222-000 ACCOUNTS RECEIVABLE - CUSTOMER 55525.42 55525.42 52-00-4103-000 SEWER MAINTENANCE FEES 55525.42 55525.42 95-00-1222-000 ACCOUNTS RECEIVABLE - CUSTOMER 238793.49 238793.49 95-00-4407-000 SANITARY FEES COLLECTED 238793.49 238793.49 TRANSACTION AMOUNTS TOTAL DEBITS.... 447397.98 TOTAL CREDITS... 447397.98 AMOUNTS TO BE POSTED TOTAL DEBITS.... 447397.98 TOTAL CREDITS... 447397.98 JANUARY 2003 1) 101070 209 S BRIDGE ST-INSTALLED RR 2) 101071 209 S BRIDGE ST- INSTALLED RR 3) 105070 505 S MAIN ST-REPLACEMENT 4) 110050 208 W FOX ST - REPLACEMENT 5) 110900 11025 W FOX ST-NEW 6) 122120 215 ELIZABETH ST - REPLACEMENT 7) 128337 337 GARDEN CIRCLE -NEW 8) 145573 573 POPLAR DRIVE-NEW 9) 203070 308 HEUSTIS -REPLACEMENT 10)216090 309AB&C OLSEN ST - REPLACEMENT 11)301085 691 N BRIDGE ST-REPLACEMENT 12)323630 634 W VETERANS PKWY UNIT A-NEW-COMMERCIAL 13)323631 634 W VETERANS PKWY UNIT B -NEW-COMMERCIAL 14)323632 634 W VETERANS PKWY UNIT C-NEW- COMMERCIAL 15)323633 634 W VETERANS PKWY UNIT D -NEW- COMMERCIAL 16)323634 634 W VETERANS PKWY UNIT E-NEW- COMMERCIAL 17)323635 634 W VETERANS PKWY UNIT F-NEW-COMMERCIAL 18)346412 1412 ASPEN LANE - REPLACEMENT 19)325736 1736 JOHN ST-NEW 20)352607 1607 COTTONWOOD TR- NEW 21)357206 1206 WILLOW WAY-NEW 22)357318 1318 WILLOW WAY-NEW 23)357320 1320 WILLOW WAY - NEW 24)421100 542 HEARTLAND DR-NEW 25)425120 836 HOMESTEAD DRIVE - NEW 26)425350 985 HEARTLAND DR-NEW 27) 505340 318 E KENDALL DR IRRIGATION METER- NEW 28)505341 318 E KENDALL DR#101 -NEW 29)505342 318 E KENDALL DR#102-NEW 30)505343 318 E KENDALL DR#103 -NEW 31)505344 318 E KENDALL DR#104-NEW 32) 505345 318 E KENDALL DR#105 -NEW 33)505346 318E KENDALL DR#106 -NEW 34) 505347 318 E KENDALL DR#107-NEW 35)505348 318 E KENDALL DR#202 -NEW 36)505349 318 E KENDALL DR#203 -NEW 37) 505350 318 E KENDALL DR#204-NEW 38)505351 318 E KENDALL DR#205 -NEW 39)505352 318 E KENDALL DR#206-NEW 40) 505353 318 E KENDALL DR#207-NEW 41)505354 318 E KENDALL DR#208 - NEW 42)508050 305 MULHERN - REPLACEMENT 43)737210 2198 NORTHLAND LANE - NEW 44)737220 2187 NORTHLAND LANE-NEW 45)737280 2135 NORTHLAND LANE - NEW 46)737410 2084 NORTHLAND LANE -NEW 47)737450 2074 NORTHLAND LANE -NEW WATER METER CHECK SHEET RECVD ACCT NAME ACCT# ACCOUNT ADDRESS PROBLEM STATUS 312 E Veterans Pkwy I No Read At 306 E Veterans 123 W. Hydraulic Is this commercial or 5 unit apartment 3 Comm 2 Res 1638 Walsh Drive Need outside meters before Nov 1 METER INSTALLED 10/22/02 904 Morgan Street Read 2008 or 200800-check meter usage vel low READ CHECKED READS CORRECTED 10/31/02 305 Mulhern Ct, Unit 8 Meter stuck METER REPLACED 105 Center Parkway Meter stuck resident missed appointment 508D Powers Ct Meter stuck Joe mailed notice 308 Heustis 4 unit meter stuck- same read since 1999 REPLACED METER 1/9/03 605 Heustis Meter Stuck Joe mailed notice 303E_Fox Street Mtr readr said meter broken and could not read WORKING OK 215 Elizabeth Street No outside reader-all estimated bills METER REPLACED 306 E. Ridge Street No outside reader-all estimated bills Joe mailed notice 208 W. Fox Street Meter stuck METER REPLACED 1/9/03 202 Church Street No outside meter sent several notices 652 White Oak Way Read stuck at 180 last Joe read meter 12/10/02 504-6 Countryside Cntr Meter read same as last billing-need meter check will replace 02 Game Farm Road 2nd meter same read since 1999 will replace 908 Game Farm Road Meter stuck same read last several reads Joe checked and reported working okay 509 W.Washington St Meter stuck last 5 billing cycles-same read Joe mailed notice 716 N. Bridge Meter stuck last 5 reads REPLACED 12/10/02 404 W. Ridge Street No outside meter-estimated bills Joe mailed notice 211 Georganna Reads same last 3 billing cycles Joe checked and reported working okay 208 W. Ridge St #1 Meter stuck last several reads(2938) Joe mailed notice 208 W. Ridge St.#2 Meter stuck last several readss(1322) Joe mailed notice 115C Colonial Pkwy Meter stuck last 3 reads Joe checked and reported working okay 1313 N. Bridge St 0 read account started 4/ 12/02 REPLACED METER 1103 Prairie Same read last 3 billing cycles=200600 Joe mailed notice 12/3/02 2179 Northland Lane Meter makes loud noises REPLACED 12/5/02 2610 Boomer Lane Device error-no read-estimated REPAIRED WIRE 12/10/02 508D Powers Ct Same Read since 4/30/02 billing_ Joe mailed notice 12/ 10/02 209 S Bridge St Meter in fence for Montessori School please move RR INSTALLED 12/12/02 1214 Evergreen Device error-no read-estimated Joe checked reported working ok 12/12/02 1216 Evergreen Reads 9999900 New Home recheck next billing 12/12/02 691 N Bridge St TP reads malfunction-no read REPLACED METER 1/8/03 12/12/02 206 W River St#7 Broken Wire no read REPAIRED WIRE 12/12/02 106 W River St Reads????????? REPLACED METER 12/12/02 302 E Kendall#203 New Read is 1400 previous read was 4900 Joe checked reported working ok 12/12/02 305 W Main St Billed only for refuse-has a meter with reading CHECKED HAS SERVICE BILLED12/02 12/ 17/02 503 Colton Needs meter installed FINAL NOT ISSUED FROM B&Z 12/17/02 633 Yellowstone In since 10/18/02 reads 0 REPLACED METER 12/17/02 412 W Van Emmon 12/ 17/02 read same as 8/ 31/02 read 12/ 18/02 11025 Fox Road Need outside reader installed INSTALLED 1/7/03 12/23/02 1411 Cottonwood Tr read 284 same read as in 2000 1/3/02 1111 S Bridgr stated he is not on sewer sanitary please check NOW BILLING FOR WATER ONLY 1/6/03 311 E Van Emmon Same read since 8/31/02 billing CHECKED 1/7/03 WORKING WATER METER CHECK SHEET RECVD ACCT NAME ACCT#ACCOUNT ADDRESS PROBLEM STATUS 1/6/03 227B Hillcrest Stuck meter since 4/30/02 1/9/03 320D E VanEmmon Meter stuck at 60000 since 6/30/02 billing 1/9/03 112 E Washington Last read 808 same as back in 2/28/02 billing METER READER MISREAD DECEMBER 2002 127762 12/2/02 762 FIR COURT-NEW 128339 12/30/02 339 GARDEN CIRCLE -NEW 135040 12/18/02 407 E BARBERRY CIRCLE - NEW 138120 12/2/02 1324 CORALBERRY COURT-NEW 142630 12/16/02 211 WALSH CIRCLR - NEW 145506 12/6/02 506 KELLY AVE-NEW 145559 12/19/02 559 POPLAR DRIVE - NEW 146527 12/11/02 527 KELLY AVE-NEW 146581 12/20/02 581 KELLY AVE - NEW 148584 12/3/02 584 RED HORSE LANE -NEW 203160 12/5/02 506 HEUSTIS -REPLACEMENT 261021 12/19/02 2021 MURFIELD DR - NEW 261025 12/12/02 2025 MURFIELD DR - NEW 261027 12/12/02 2027 MURFIELD DR-NEW 261029 12/19/02 2029 MURFIELD DR-NEW 302020 12/19/02 106 W RIVER-REPLACEMENT 323684 12/12/02 684 W VETERANS PKWY-NEW - COMMERCIAL 324411 12/6/02 1411 CANNONBALL TR-NEW- COMMERCIAL 326160 12/18/02 1016 INDEPENDENCE BLVD 344335 12/16/02 1335 CHESTNUT CIRCLE-REPLACEMENT 346412 12/18/02 1412 ASPEN LANE-NEW 349330 12/30/02 1333 CHESTNUT - NEW 356225 12/18/02 1225 EVERGREEN LANE-NEW 357207 12/19/02 1207 WILLOW WAY - NEW 357220 12/10/02 1220 WILLOW WAY-NEW 357224 12/4/02 1224 WILLOW WAY-NEW 357302 12/16/02 1302 WILLOW WAY - REPLACEMENT 401130 12/10/02 716 N BRIDGE ST- REPLACEMENT 403120 12/3/02 506 COLTON ST - REPLACEMENT 421150 12/30/02 589 HEARTLAND DR - NEW 421480 12/30/02 904 HEARTLAND DR - NEW 423100 12/6/02 1224 MISTWOOD CT-NEW 423130 12/10/02 1211 MISTWOOD CT-NEW 427100 12/17/02 1092 STILLWATER COURT -NEW 607160 12/18/02 1855 MARKETVIEW DR-NEW - COMMERCIAL 736633 12/18/02 633 YELLOWSTONE - REPLACEMENT 737170 12/11/02 2222 NORTHLAND -NEW 737180 12/8/02 2203 NORTHLAND - NEW 737200 12/18/02 2195 NORTHLAND -NEW 737250 12/30/02 2184 NORTHLAND -NEW 737310 12/30/02 2112 NORTHLAND - NEW 737320 12/2/02 2107 NORTHLAND COURT -NEW 737430 12/11/02 2078 NORTHLAND COURT- NEW UNITED CITY OF YORKVILLE SALARY SCHEDULES 2001-2002 2002-2003 2003-2004 Adjusted 3.5%Proposed Min.Max. Min. Max. Min. Max. City Administrator 61,000 $82,000 63,135 $85,000 76,953 $104,767 City Engineer 54,000 $78,000 55,890 $80,730 71,572 $97,442 Chief of Police 55,000 $78,000 56,925 $80,730 65,071 $88,591 Finance Director 53,000 $75,000 54,855 $77,625 60,950 $82,980 Director of Public Works 50,000 $67,000 51,750 $69,345 56,439 $76,839 Park and Recreation Director $47,000 $64,000 48,645 $66,240 63,139 $85,961 Superintendent of Recreation $31,000 $48,000 32,085 $49,680 43,369 $59,045 Recreation/Parks Supervisor 29,550 $40,231 Park Foreman/Superintendent 37,996 $51,729 Engineering Tech 36,000 $50,000 37,260 $51,750 36,729 $50,004 Administrative Assistant 31,000 $45,000 32,085 $46,575 31,666 $43,111 Police Office Supervisor 32,085 $46,575 29,424 $40,059 Utility Billing Clerk 26,000 $40,000 26,910 $41,400 28,193 $38,383 Accounting Clerk I 26,910 $41,400 28,765 $39,161 Accounting Clerk II 26,910 $41,400 32,328 $44,013 Police Records Clerk 26,910 $41,400 24,142 $32,868 Maintenance Worker I 28,000 $39,000 28,980 $40,365 28,413 $38,683 Maintenance Worker II 33,000 $44,000 34,155 $45,540 33,367 _ $45,427 Operator 38,000 $49,000 39,330 $50,715 39,468 $53,733 Foreman (Street & Water) 40,000 $52,000 41,400 $53,820 44,154 $60,113 Janitorial Tool Shop 23,000 $32,000 23,805 $33,120 24,638 $34,279 Police Lieutenant 50,000 $67,000 51,750 $69,345 58,677 $79,886 Police Sergeant 42,000 $58,000 43,470 $60,030 49,433 $67,300 The salary range will be increased each year by the COLA Annual Longevity Stipends will be made to all employees based upon the following chart: After 6 years but less than 9 years 750 After 9 years but less than 14 years $1,000 After 14 years but less than 20 years $1,250 After 20 years but less than 25 years $1,500 After 25 years 2,000 Stipend to be paid in lump sum at employee's anniversary Annual Educational Stipends will be paid for education in their related field over that required for entry level of that position as follows: Associate Degree or 60 credit hours 2% Bachelor's Degree 4% Master's Degree 4% This will be applicable only to 1 degree level 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 salary adjustment) 2/12/2003 DRAFT Town Name Street Supervisor/Foreman Water Supervisor/Foreman Operator/Crew Leader Maintenance Worker I Maintenance Worker II _ Actual High _ Engineering Tech I Low Actual High Low Actual HighLowLow - Actual High Low Actual High Actual High Low QIflflQfl ala ala 111a 11(d n1 nI Eburs 7 Huntley $42,337 $59,721 $59,721 $42,337_$50,900 $59,721 $34,831 $44,858_$49,132 $25,991 $33,579 $36,663 $30,088 $39,881 $42,442 n/a n/a n/a Montgomery 35,070 47,725 $29,978 40,795 $32,424 44,124 Morris 47,236 42,889 46,113 36,046 37,897 n/a n/a n/a New Lenox $48,900 $60,424 $66,165 $47,715 $58,947 $64,563 $41,142 $48,402 $55,661 $34,611 46,842 $31,366 46,842 $37,274 $46,051 $50,440 North Aurora 45,688 41,025 $54,673 $55,384 n/a n/a n/a 36,035 32,902 Oswego $44,892 44,892 $72,774 72,774 $46,060 46,060 $30,720 39,863 $39,863 44,939 n/a n/a n/a Plainfield $47,000 66,000 $41,000 57,000 $30,000 42,000 Plano 45,000 55,000 $45,000 55,000 $45,000 55,000 Sandwich 46,331 46,331 35,098 38,531 Shorewood n/a n/a n/a n/a n/a n/a South Elgin $53,453 68,702 $53,453 68,702 $38,188 45,635 $27,476 $29,370 $33,155 $34,964 $47,798 $47,798 n/a n/a n/a Sugar Grove $34,902 41,891 $37,128 44,554 $41,508 58,551 Sycamore n/a n/a n/a 60,000 31,500 44,604 $31,500 44,603 n/a n/a n/a Yorkville $41,400 $45,989 $53,820 $41,400 $47,798 $53,820 $38,000 $45,292 $49,000 $28,980 $29,286 $40,365 $34,155 $37,170 $45,540 $37,260 $39,874 $51,750 AVERAGES $44,736 $50,898 $57,024 $46,870 151,648 $59,058 $38,867 $46,166 $49,863 $29,894 $33,236 $40,327 $33,480 $39,030 $45,184 $37,267 $42,963 $51,095 Yorkville Compared 7% -10% -6% -12% -7% -9% -2% -2% -2% -3% -12% 0% 2% -5% 1% 0% -7% 1% to Average Low High Low High Low High Low High Low High Low High Suggested Salary Range 2002/2003 $42,245 57,515 $42,868 58,363 $38,318 52,168 $27,586 37,556 $32,395 44,104 $35,659 48,548 Low High Low High Low High Low High Low High Low High Suggested 2003/2004 Salary Range w/3%COLA $43,513 59,240 $44,154 60,113 $39,468 53,733 $28,413 38,683 $33,367 45,427 $36,729 50,004 Page 1 of 6 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 STREETS/WATER/SEWER/ENGINEERING Town Name Street Supervisor/Foreman Water Supervisor/Foreman Operator/Crew Leader Maintenance Worker I Maintenance Worker II Engineering Tech Low Actual High Low Actual High Low Actual High Low Actual High Low Actual High Low Actual High Chanahon n/a n/a n/a n/a n/a n/a Elburn Huntley $42,337 $59,721 $59,721 $42,337 $50,900 $59,721 $34,831 $44,858 $49,132 $25,991 $33,579 $36,663 $30,088 $39,881 $42,442 n/a n/a n/a Montgomery 35,070 47,725 $29,978 40,795 $32,424 44,124 Morris 47,236 42,889 46,113 36,046 37,897 n/a n/a n/a New Lenox $48,900 $60,424 $66,165 $47,715 $58,947 $64,563 $41,142 $48,402 $55,661 $34,611 46,842 $31,366 46,842 $37,274 $46,051 $50,440 North Aurora\ 45,688 41,025 $54,673 $55,384 n/a _ n/a n/a 36,035 32,902 Oswego $44,892 44,892 $72,774 72,774 $46,060 46,060 $30,720 39,863 $39,863 44,939 n/a ' n/a n/a Plainfield $47,000 66,000 $41,000 57,000 $30,000 42,000 Plano 45,000 55,000 $45,000 55,000 $45,000 55,000 Sandwich 46,331 46,331 35,098 38,531 Shorewood n/a n/a n/a n/a n/a n/a South Elgin $53,453 68,702 $53,453 68,702 $38,188 45,635 $27,476 $29,370 $33,155 $34,964 $47,798 $47,798 n/a n/a n/a Sugar Grove $34,902 41,891 $37,128 44,554 $41,508 58,551 Sycamore n/a n/a n/a 60,000 31,500 44,604 $31,500 44,603 n/a n/a n/a Yorkville $41,400 $45,989 $53,820 $41,400 $47,798 $53,820 $38,000 $45,292 $49,000 $28,980 $29,286 $40,365 $34,155 $37,170 $45,540 $37,260 $39,874 $51,750 AVERAGES $44,736 $50,898 $57,024 $46,870 $51,648 $59,058 $381867 $46,166 $49,863 $29,894 $33,236 $40,327 $33,480 $39,030 $45,184 $37,267 $42,963 $51,095 Yorkville Compared - 7% -10% -6% -12% -7% -9% -2% -2% -2% -3% -12% 0% 2% -5% 1% 0% -7% 1% to Average Low High Low High Low High Low High Low High Low High Suggested Salary Range 2002/2003 $42,245 57,515 $42,868 58,363 $38,318 52,168 $27,586 37,556 $32,395 44,104 $35,659 48,548 Low High Low High Low High Low High Low High Low High Suggested 2003/2004 Salary Range w/3%COLA $43,513 59,240 $44,154 60,113 $39,468 53,733 $28,413 38,683 $33,367 45,427 $36,729 50,004 Page 1 of 6 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 ADMINISTRATION Town Name Administrative Secretary Accounting Clerk Accounting Clerk II Utility Billing Clerk Low Actual High Low Actual High Low Actual High Low Actual High Chanahon Elburn Huntley 33,172 $45,766 $46,793 $27,291 $32,811 $38,496 $31,593 $35,456 $44,564 $27,291 $32,811 $38,496 Montgomery $32,424 44,124 $31,177 42,427 27,716 37,718 Morris 32,500 34,250 New Lenox $29,120 39,395 p/t p/t p/t n/a n/a n/a $29,848 $35,984 $40,373 North Aurora 40,793 38,757 29,250 Oswego 28,177 n/a n/a n/a 38,525 p/t p/t p/t Plainfield Plano Sandwich n/a n/a n/a 29,080 30,836 Shorewood South Elgin n/a n/a n/a $27,879 $40,268 $40,278 n/a n/a n/a $27,042 $36,899 $38,868 Sugar Grove Sycamore n/a n/a n/a $27,281 $32,428 $34,070 n/a n/a n/a $27,281 $32,428 $34,070 Yorkville $32,085 $33,426 $46,575 26,910 $38,522 $41,400 $26,910 $32,635 $41,400 AVERAGES $31,860 $37,041 $42,227 $28,407 $33,647 $38,818 $29,252 $37,815 $42,982 $27,681 $32,978 $38,488 Yorkville Compared to 1%10% 10% -100% -100% -100% -8%2% 4%3%1% 8% Average Low High Low High Low High Low High Suggested Salary Range 2002/2003 $30,744 41,856 $27,927 38,021 $31,386 42,731 $27,371 37,265 Low High Low High Low High Low High Suggested 2003/2004 Salary Range w/3% COLA 31,666 43,111 $28,765 39,161 $32,328 44,013 $28,193 38,383 Page 2 of 6 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 POLICE Town Name Police Sergeant Police Lieutenant Police Office Supervisor Police Records Clerk Low Actual High Low Actual High Low Actual High Low Actual High Chanahon Elburn Huntley 44,454 $55,316 $62,707 n/a n/a n/a n/a n/a n/a $23,575 $27,385 $33,255 Morris 44,283 52,894 n/a n/a n/a 33,600 21,840 Montgomery $47,995 65,315 n/a n/a n/a $32,424 , 44,124 $26,650 36,267 New Lenox $51,376 69,514 n/a n/a n/a n/a n/a n/a $28,413 38,438 North Aurora 63,601 77,435 n/a n/a n/a 35,075 Oswego 66,500 76,500 n/a n/a n/a n/a n/a n/a Plainfield Plano Sandwich 49,069 n/a n/a n/a 30,836 Shorewood South Elgin $58,566 $67,870 $69,735 n/a n/a n/a n/a n/a n/a n/a n/a n/a Sugar Grove Sycamore $43,279 $50,150 $50,150 59,500 n/a n/a n/a $22,250 $26,448 $27,787 Yorkville $43,470 $52,254 $60,030 $51,750 $61,110 $69,345 $32,085 $35,235 $46,575 $26,910 $27,851 $41,400 AVERAGES $47,632 $57,823 $61,478 $51,750 $68,636 $69,345 $32,255 $34,418 $45,350 $25,560 $28,239 $35,429 Yorkville Compared to -9% -10% -2%0%11%0% 1% 2% 3% 5%1%17% Average Low High Low High Low High Low High Suggested Salary Range 2002/2003 $47,993 65,340 $56,968 77,559 $28,567 38,892 $23,439 31,910 Low High Low High Low High Low High Suggested 2003/2004 Salary Range w/3% COLA 49,433 67,300 $58,677 79,886 $29,424 40,059 $24,142 32,868 Page 3 of 6 i UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 PARKS + RECS Town Name Superintendent of Recreation Recreation Supervisor Parks& Recs Admin.Asst. Park Foreman/Superintendent Low Actual High Low Actual High Low Actual High Low Actual High Chanahon 54,860 31,350 35,000 52,500 Clarendon Hills 36,700 n/a p/t 50,000 Effingham n/a p/t p/t p/t Huntley 48,300 43,507 24,778 31,100 Lockport Park Dist. 46,000 34,000 34,000 32,000 Morris n/a n/a n/a n/a New Lenox 46,900 32,280 37,013 48,539 Orland Park&Rec 69,222 39,084 27,040 60,323 Oswego 70,237 36,950 40,259 38,215 Plainfield 44,500 29,000 37,000 45,000 Plano n/a n/a n/a n/a Shorewood n/a p/t n/a n/a South Elgin 42,460 $46,467 $54,510 $27,918 $31,553 $35,174 25,338 40,800 Sugar Grove n/a p/t n/a n/a Willowbrook p/t n/an/a n/a Yorkville 32,085 $44,117 $49,680 $32,085 $33,368 $49,680 $26,910 $28,787 $41,400 45,968 AVERAGES 37,273 $50,730 $52,095 $30,002 $34,566 $42,427 $26,910 $32,135 $41,400 44,445 Yorkville Compared to 14% -13% -5% 7%3%17%0%10%0% 3% Average Low High Low High Low High Low High 1 Suggested Salary Range 2002/2003 $42,106 57,325 $28,690 39,059 $26,672 36,313 $36,889 50,222 Low High Low High Low High Low High Suggested 2003/2004 Salary Range w/3% COLA $43,369 59,045 $29,550 40,231 $27,472 37,402 $37,996 51,729 Page 4 of 6 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 DEPARTMENT HEADS Town Name Administrator Finance Director Chief of Police Public Works Director City Engineer-Per ASCE Low Actual High Low Actual Hjgh Low Actual High Low Actual High Low Actual High Chanahon n/a $75,409 $77,460 n/a $72,000 n/a Elburn 62,000 n/a 56,000 78,000 $51,000 71,000 Huntley 95,872 56,736 $73,070 $80,032 $59,573 $82,188 $84,033 $56,736 $80,032 $80,032 Montgomery 81,972 74,520 65,685 $78,330 $89,388 $47,995 $65,315 $65,315 Morris n/a n/a 65,000 $68,250 $68,250 $52,000 $54,600 $54,600 New Lenox $77,878 $109,143 $116,818 $58,113 $76,250 $87,170 $58,113 $86,266 $87,170 $58,113 $76,152 $87,170 North Aurora 87,144 p/t 65,843 $91,431 $91,431 $50,815 $65,952 $70,563 Oswego 97,708 75,645 86,000 $92,000 $92,000 $61,973 $65,110 $64,584 Plainfield 94,500 74,500 68,575 $82,500 $96,005 $61,000 $75,000 $85,000 Plano n/a n/a 55,000 $62,500 $70,000 $55,000 $66,983 $70,000 Sandwich n/a n/a n/a $58,565 n/a 44,251 Shorewood n/a $72,680 n/a n/a $60,000 n/a South Elgin $83,971 $95,513 $105,090 $64,874 $67,475 $85,174 $78,648 $81,660 $93,752 $76,522 $81,182 $90,593 Sugar Grove 90,300 55,697 $61,800 $61,800 n/a $65,445 n/a $51,500 $56,201 $61,800 Sycamore 91,000 n/a 72,500 66,500 Yorkville $63,135 $85,000 $85,000 $54,855 $67,100 $77,625 $56,925 $72,010 $80,730 $51,750 $61,000 $69,345 _$55,890 $67,163 $80,730 AVERAGES $74,995 $90,014 $102,303 $58,055 $71,295 $78,360 $65,033 $76,116 $84,018 $56,200 $66,019 $72,500 $55,890 $83,720 $80,730 Yorkville Compared to -16% -6%17%6% -6% -1% -12% -5%4% -8% -8%4% 0% -20% 0% Average Low High Low High Low High Low High Low High Suggested Salary Range 2002/2003 $74,711 101,716 $59,175 80,563 $63,176 86,011 $54,795 74,601 $69,488 94,604 Low High Low High Low High Low High Low High suggested 2003/2004 Salary Range w/3%COLA $76,953 104,767 $60,950 82,980 $65,071 88,591 $56,439 76,839 $71,572 97,442 Page 5 of 6 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 DEPARTMENT HEADS Town Name Dir of Parks&Recs Low Actual High Chanahon 92,840 Clarendon Hill n/a $66,000 n/a Effingham 63,000 Huntley 61,635 Lockport PD 82,000 Morris n/a n/a n/a New Lenox $51,605 $64,130 $64,130 Orland P& R n/a $80,000 n/a Oswego n/a $78,000 n/a Plainfield n/a $93,000 n/a Plano n/a n/a n/a Shorewood n/a n/a n/a South Elgin $67,470 $73,008 $73,011 Sugar Grove n/a n/a n/a Willowbrook p/t p/t p/t Yorkville $53,820 $58,800 $66,240 AVERAGES $57,632 $73,856 $67,794 Yorkville Compared to -7% -20%2% Average Low High Suggested Salary Range 2002/2003 $61,300 83,457 Low High Suggested 2003/2004 Salary Range w/3%COLA $63,139 85,961 Page 6 of 6 ALE Complimentary Report Yage 1 of 1 ASCE Complimentary Salary Survey Report Thank you for participating in the ASCE Salary Survey. Below is your complimentary salary survey report for your engineering level, plus the level below. The complimentary report will show you information for your region of the country. A complimentary report will be available to you in each year your salary information is updated. For more detailed salary information on all engineering levels, you may purchase an online subscription that offers the ability to search by industry, region, experience,job function and supervisory status. Go to the survey Decision Page to subscribe. Midwest Regio n Engineer Level VI Has full technical responsibility and extensive progressive experience. Typical position titles include Senior or Principal Engineer, Division or District Engineer, Production Engineer,Assistant Division, District or Chief Engineer, Consultant, and City or County Engineer. Equivalent federal general schedule grade is GS-13.Academic Title: Professor of Average 25th Percentile Median 75th Percentile Respondents Base Pay 360 73,636 63,000 73,900 81,751 Bonus/Commission 214 8,017 1,500 5,000 10,000 Your Level: Engineer Level VII Demonstrates creativity, foresight, and mature engineering judgment. Typical position titles include Principal Engineer, Division or District Engineer, Department Manager, Director or Assistant Director of Research, Consultant, Assistant Chief or Chief Engineer, and City or County Engineer. Equivalent federal general schedule grade is GS-14. Academic Titles: Professor, Distinguished Professor, Department Head of Average 25th Percentile Median 75th Percentile Respondents Base Pay 246 83,720 72,000 82,750 95,000 Bonus/Commission 159 9,447 2,500 5,000 10,000 Definitions Base Pay = Annual salaries reported for primary industry. Excludes overtime pay and bonus/commissions. Bonus/commission =Annual amount reported. NMS = "Not Meaningful Sample" http://survey.asce.org/pls/srastdp/ASCEReports.launch_comp_report 1/13/03 Fage l or I NODS i Y I P/F i I P. ta The American SodetyofASCECivilEngineers Survey Completed Thank you for completing ASCE Member Compensation Survey! Your data is complete and has been saved. Please review your answers in the summary below. If corrections are needed, go to the Decision Page and click Participate to update your data. Please remember to also update your data when changes in your employer, position, or salary occur. To view or purchase salary reports, go to the Decision Page. ASCE COMPENSATION SURVEY Introduction and Respondent Information Home Zip 60148 Email Address joe5103@aol.com Current Title City Engineer Highest Level of Education BEngr or BS in Civil Engineering(CE) Job Function Project Management/Engineering Operations If Other, please specify Registration Status Professional Engineer Primary State of Work Illinois Primary Industry of Employer Government Secondary Industry of Employer Select an Option Professional Responsibility Your Current Professional Level Engineer Level VII Organization Info Government Primary Industry of Employer Government Local (City and County) Size of Organization/Number in Department 1-9 Salary Data Base Annual Salary from Primary Industry 67163 Overtime Eligibility No Annual Bonus/Commissions 0 Supervisory Responsibility Yes Length of Experience 25 Your Current Employment Status Employed Full Time POWERED Y/ 2002-2003 ASCE and Survey Research Associates SURVEY RESEARCH ASSOCIATES LLC" http://survey.asce.org/pls/srastdp/!survey.driver2 1/13/03 United City of Yorkville e mo To: Administration Committee 41-) From: Traci Pleckham— Finance Director Date: February 13, 2003 Re: 2003-2004 Budget update Attached is a draft of the 2003-2004 proposed budget report. Not included at this time in the attached draft are the following funds: Municipal Building Sanitary Sewer Improvement& Expansion Water Improvement& Expansion Motor Fuel Tax Land Cash Library These funds will become available when finalized. Thank you. UNITED CITY OF YORKVILLE PROPOSED BUDGET 2003-2004 GENERAL FUND SUMMARY 2003-2004 2002-2003 PROPOSED NET OVERALL % Department % BUDGET BUDGET CHANGE CHANGE Change TOTAL REVENUE 6,230,765 6,018,190 (212,575) -3.41% EXPENSES FINANCE 3,535,255 3,331 ,458 (203,797) -3.27% 6.90% ENGINEERING 0 205,120 205,120 POLICE 1 ,461 ,975 1 ,641 ,721 179,746 2.88% 12.29% STREETS & ALLEYS 756,410 360,620 395,790) -6.35% 52.32% HEALTH & SANITATION 334,000 389,871 55,871 0.90% 16.73% BUILDING & ZONING 143,125 89,400 53,725)0.86% 37.54% TOTAL EXPENSE 6,230,765 6,018,190 (212,575)3.41% GENERAL FUND EXPENDITURES 2003-2004 BUDGET HEALTH & SANITATION- 6% STREETS & ALLEYS BUILDING & 0 FINANCE 6% I ZONING 0 ENGINEERING POLICE r POLICE 28% FINANCE 0 STREETS &ALLEYS HEALTH &SANITATION ENGINEERING 0 BUILDING & ZONING 3% UNITED CITY OF YORKVILLE BUDGET 2003-2004 GENERAL FUND REVENUE PROPOSED GEN REVENUE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET CARRY OVER FOX INDUSTRIAL BOND 618,750 0 01 00 4002 000 REAL ESTATE TAXES 1,038,757 $1,219,465 01 00 4604 000 PERSONAL PROPERTY TAX 10,800 $10,000 01 00 4202 000 STATE INCOME TAXES 452,416 $435,014 01 00 4304 000 TOWNSHIP R& BRIDGE TAX 85,000 $85,000 01 00 4208 000 MUNICIPAL SALES TAX 1,375,000 $1,805,000 01 00 4214 000 STATE PHOTO TAX 12,790 0 state eliminated 01 00 4216 000 STATE USE TAX 64,160 58,070 01 00 4302 000 'MUNICIPAL UTILITY TAX 580,000 $500,000 annualized 02/03 new homes&commercial 01 00 4306 000 j CABLE TV TAX 40,000 40,000 01 00 4310 000 TELEPHONE TAX 100,000 $170,000 01 00 4402 000 LIQUOR LICENSES 20,000 20,000 01 00 4404 000 OTHER LICENSES 1,800 1,500 01 00 4406 000 BUILDING PERMITS 500,000 $500,000 01 00 4408 000 'FILING FEES 32,000 $24,000 01 00 4410 000 GARBAGE SURCHARGE 139,302 $156,678 annualized 02/03+new homes 6 months 01 00 4512 000 'TRAFFIC FINES 80,000 $70,000 01 00 4514 000 CITY ORDINANCE FINES 4,000 5,000 I 01 00 4420 000 1 COLLECTION FEES-YBSD 10,000 10,000. 01 00 4806 000 REIMBUR- OTHER GOVT 19,875 $21,664 01 00 4808 000 REIMBUR-POLICE PROTECT 1,500 2,500 01 00 4489 000 MISC INCOME 13,000 10,000 j 01 00 4802 000 INVESTMENT INCOME 8,400 $11,500 01 00 4805 007 ICJIA-JUVENILE GRANT 17,820 0 COPS GRANT 41,667 $41,667 01 00 4805 001 COPS GRANT IV-VESTS 1,562 2,000 01 00 4902 000 TRANSFER FROM WATER 104,360 $107,490 3%increase 2/12/2003 DRAFT 1 PROPOSED GEN REVENUE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 00 4812 000 DEVELOPMENT FEES 335,000 $400,000 01 00 4812 015 IDOT GRANT-Game Farm Signal 128,000 0 01 00 4812 600 ROB ROY CREEK FLOOD STUDY 60,000 0 01 00 4812 020 SIDEWALK CONSTRUCTION 5,000 5,000 01 00 4312 000 HOTEL TAX 16,500 $19,000 01 00 4425 010 DARE DONATIONS 1,000 1,000 01 00 4903 000 NICOR GAS REVENUE 20,500 $15,000 01 00 4904 000 TRANSFER FROM SEWER 21,012 $21,642 3%increase 01 00 4906 000 TRANSFER FROM SAN SEWER 150,000 $150,000 01 00 4820 000 WORKING CASH INTEREST 2,100 0 moved to investment income 01 00 4909 000 TRANSFER FROM WTR IMPRV 100,000 $100,000 TOTAL 1 $6,212,071 $6,018,190 1 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 FINANCE DEPARTMENT PROPOSED FINANCE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 11 422 001 ADMINISTRATIVE SALARIES 258,439 $275,721 01 11 420 1 ENGINEERING SALARIES 124,683 0 Moved to Engineering 01 11 423 OVERTIME 2,500 1,500 01 11 421 SUPPORT STAFF 72,808 78,860 01 11 421.2 PART TIME SALARIES 33,003 31,641 01 11 420 3 CITY ATTORNEY SALARY 11,899 11,500 01 11 420 4 MAYOR SALARY 4,500 7,500 01 11 5020 700 LIQUOR COMM SALARY 1,000 1,000 01 11 5020 600 CITY CLERK SALARY 3,600 3,600 01 11 420 8 CITY TREASURER SALARY 3,600 3,600 01 11 5021 100 ALDERMAN SALARY 22,600 $28,800 $3,000'8 r i 01 11 5051 000 SOCIAL SECURITY TAX 124,406 $140,438 01 11 5052 000 CITY SHARE -IMRF 42,079 62,165 01 11 5053 000 UNEMPLOYMENT COMP TAX 10,290 11,600 01 11 4312 000 MARKETING/TOURISM 16,500 19,000 01 11 5061 000 GROUP HEALTH INSURANCE 325,076 $396,227 annualized 02/03 w/new 02 hires+17% 01 11 5062 000 GROUP LIFE INSURANCE 16,000 16,000 01 11 5064 000 VISION AND DENTAL ASSIST 44,000 60,000 01 11 5061 001 INSURANCE LIABILITY 96,589 $119,203 PROPERTY WORK COMP 01 11 6051 200 MIN/MAX INSURANCE 7,614 0 combined wins liability 01 11 6002 100 EMPLOYEE ASSISTANCE 1,400 1,400 01 11 6005 000 BONDING 1,300 1,500 01 11 6010 000 LEGAL SERVICES 17,000 25,000 01 11 6012 000 AUDIT FEES& EXPENSES 14,613 , $14,230 01 11 6010 010 LEGAL REVIEW-EMP MANUAL 4,000 0 2/12/2003 D RAFT:. 3 PROPOSED FINANCE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 11 6012 200 ACCOUNTING ASSISTANCE 6,100 5,000 01 11 6012 300 ACCOUNTING STUDY 4,398 0 01 11 6016 100 MAINT-OFFICE EQUIP 1,000 500 01 11 6018 000 MAINT-COMPUTERS 4,000 $10,000 Technical Support 01 11 6019 000 MAINT-PHOTOCOPIERS 6,500 ' $7,000 01 11 6000 100 CONTRACTURAL SERVICES 7,500 10,000 I 01 11 6000 200 ENGIN. REVIEW-CONSULT SVCS 150,000 0 01 11 6001 100 OFFICE CLEANING 20,000 $18,000 101 11 6045 000 DUES 1,500 I $2,000 I01 11 6046 000 1IL MUNICIPAL LEAGUE DUES 550 550 01 11 6047 000 TRAINING AND CONFERENCES 6,000 6,000 01 11 6048 000 TRAVEL EXPENSES 14,000 14,000 r 01 11 6050 000 PUBLISH/ADVERTIS 2,500 1 $2,000 01 11 6051 000 PRINTING/COPYING 2,500 7,000 I 01 11 6052 000 SUBSCRIPTIONS 500 200 i 01 11 6055 000 CODIFICATION 2,000 1,500 01 11 6070 000 POSTAGE/SHIPPING I 8,500 8,500 01 11 6075 000 TELEPHONE 18,000 18,000 01 11 6075 100 CELLULAR TELEPHONE 6,300 4,000 01 11 6075 200 TELEPHONE SYSTEM MAINT 5,000 5,000 , 01 11 7010 000 OFFICE SUPPLIES 9,500 9,500 01 11 7011 000 ENGINEERING SUPPLIES 8,000 0 ,moved to Engineering 1 1 01 11 7012 000 OPERATION SUPPLIES 4,000 1 $5,000 01 11 7032 000 WEARING APPAREL 1,200 1,200 01 11 6089 000 MISCELLANEOUS 100 100 i I I i 01 11 9003 000 TRANSFER-PARKS & RECS 260,183 $589,824 t 01 11 9002 000 TRANSFER-PARKS& RECS CAPITA 172,772 60,316 01 11 9004 000 (TRANSFER_-DEBT SERVICE 9,809 .....,....$.23,1,5.2._.......... r...._...,.................... 2/12/2003 RAF i PROPOSED FINANCE 2002Q003 3003/2004 ACCT NO.BUDGET BUDGET 01 118OOOOOO TRANSFERMUN. BLDG. 30,000 3 3VV 01 116077000 SALES TAX REBATE 146.875 $305i000 REAL ESTATE CITY TAX REBATE 1,125 1,200 01 11 8011 000 FACADE PROGRAM 20.000 20.000 01 118012000 METRA STUDY 4`000 0 CABLE CONSORTIUM FEES 8.000 17.400 includes$1.400dues 01 11 8012 101 PUBLIC RELATIONS 8.000 6,000 O111OO122OO OFFICE EQUIPMENT 4,000 4,000 | 01 118012400 BUILDING INSPECTIONS 382,500 $400,000 01 116077100 NICOR GAS 7,500 12,000 01 11 7204 000 COMPUTER EQUIP&SOFT 12,000 10\00 ACCTG SYSTEM SERVICE FEE 0 6,370 01 117204010 ACCTG SYSTEM/REVIEW 15.100 9.830 GASB 34 85.000 20.840 max balance due based on proposal SPECIAL CENSUS 0 65.000 01 11 8010 000 CONTINGENCY 83.800 $161.891 01 11 9010 000 TRANSFER TO SAN SEWER 150.000 $150,000 ADMIN CAR 18,694 | 0 01 11 8008 100 TRANSFER TO FOX IND. 818.750 0 2/12/ 2003TOTAL 1 $3,535,255 $3,331,458 I U7DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 ENGINEERING DEPARTMENT PROPOSED ENGINEERING 2003/2004 ACCT NO. BUDGET SALARIES 170,120 OVERTIME 1,000 MAINTENANCE-OFFICE EQUIP 500 MAINTENANCE-COMPUTERS 1,500 MAINTENANCE-VEHICLES 4,500 GASOLINE 0 in streets DUES &SUBSCRIPTIONS 300 TRAINING&CONFERENCES 1,500 TRAVEL EXPENSES 1,000 CELLULAR PHONES 0 in streets PRINTING SERVICES 1,200 , OFFICES SUPPLIES &EQUIPMENT 500 I ENGINEERING/SURVEYING SUPPLIES $2,000 UNIFORMS 800 BOOKS &LITERATURE 200 MISCELLANEOUS CONTRACT SVCS $20,000 205,120 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 POLICE DEPARTMENT PROPOSED POLICE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 21 421 6 EMPLOYEE SALARIES 305,491 377,773 01 21 423 OVERTIME 73,000 73,000 I 01 21 421 COPS SALARIES 218,947 185,721 01 21 421 1 LIEUTENANT&SERGEANTS 229,154 301,335 01 21 421 2 PART TIME SALARIES 31,000 41,760 01 21 421 3 CROSSING GUARD 9,050 1 9,600 01 21 421 4 POLICE CLERKS 76,037 86,671 t 01 21 421 5 CHIEF OF POLICE 76,100 82,164 01 21 6005 000 POLICE PENSION FUND 176,033 184,453 I 01 21 6006 000 I PSYCHOLOGICAL 1,000 ; 1,250 01 21 6007 000 HEALTH SERVICES 3,000 3,000 01 21 6008 000 'LABORATORY FEES 1,000 1,000 01 21 6010 000 LEGAL SERVICES 10,000 6,000 01 21 6016 000 'MAINT-EQUIPMENT 7,320 8,000 01 21 6016 100 MAINT-OFFICE EQUIPMENT 2,250 2,500 ' 01 21 6017 000 MAINT-VEHICLES 20,000 21,000 i 01 21 6018 000 MAINT-COMPUTERS 1,800 2,000 01 21 6045 000 DUES 2,000 2,250 01 21 6046 004 ,COPS GRANT IV-VEST 1,562 2,000 01 21 6046 006 ICJIA-JUVENILE 22,452 5,000 01 21 6046 005 1CLASY GRANT 4,000 4,000 01 21 6046 008 POLICE RECRUIT ACADEMY 2,500 7,000 01 21 6047 000 TRAINING/CONFERENCES 9,200 9,660 I 01 21 6048 000 TRAVEL EXPENSES 5,000 7,000 01 21 6049 000 TUITION REIMBURSEMENT 11,000 14,000 01 21 6050 000 PUBLISH/ADVERTISING 900 945 2/12/2003 DRAFT PROPOSED POLICE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 21 6051 000 PRINTING/COPYING 2,300 2,300 01 21 6052 000 SUBSCRIPTIONS 250 300 01 21 6070 000 POSTAGE/SHIPPING 2,200 2,500 01 21 6075 000 TELEPHONE 15,750 16,535 01 21 6075 100 CELLULAR PHONE 5,200 7,000 01 21 6076 000 PAGERS 1,600 1,600 01 21 6076 001 MTD-ALERT FEE 3,500 2,300 01 21 6096 000 IGUN RANGE FEES 625 625 01 21 6096 100 SRT FEE 1,000 2,000 01 21 6096 200 LETHAL& NON-LETHAL WEAPONS 1 6,260 0 moved to capital 01 21 7010 000 'OFFICE SUPPLIES 6,000 6,300 01 21 7012 000 OPERATING SUPPLIES 15,000 15,750 01 21 7012 100 1BIKE PATROL 1,500 2,000 01 21 7020 000 GASOLINE 26,000 29,000 01 21 7032 000 WEARING APPAREL 21,500 22,575 01 21 7034 000 .AMMUNITION 6,500 6,825 01 21 7041 100 COMMUNITY RELATIONS 4,750 5,000 01 21 7042 000 POLICE COMMISSION 13,750 14,500 01 21 7204 100 _COMPUTER EQUIP/SOFTWARE 5,500 5,775 01 21 8010 000 CONTINGENCY 9,144 9,600 I 01 21 9002 000 TRANSFER TO POLICE CAPITAL 13,850 50,154 TOTAL 1,461,975 1,641,721 2/12/2003 DRAFT 8 UNITED CITY OF YORKVILLE BUDGET 2003-2004 STREETS AND ALLEYS PROPOSED' STREETS&ALLEYS 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 41 421 EMPLOYEE SALARIES 90,535 $92,795 01 41 423 OVERTIME 12,500 $13,125 01 41 5021 200 PART TIME 5,000 5,000 01 41 6016 000 MAINT-EQUIPMENT 15,000 20,000 switch w/maint vehicles 01 41 6017 000 MAINT-VEHICLES 20,000 15,000 switch w/equip maint 01 41 6021 000 MAINT-TRAFFIC SIGNALS 8,500 $10,000 additional signals 01 41 6021 100 MAINT-STREET LIGHTS 12,000 $15,000 ,additional lights 01 41 9002 100 TRANSFER TO FOX INDUSTRIAL 9,275 0 01 41 6021 200 WALNUT STREET ,141,000 0 01 41 6021 205 FOX& KENNEDY SAFETY IMPRV ! $9,000 0 should finish this year 01 41 6021 300 ASPHALT PAVEMENT REHAB. 30,000 0 01 41 6022 000 CRACK SEALING 1 $16,500 ' 0 01 41 6022 100 PUB INFRASTRUCT. ENGIN. 57,000 0 01 41 6022 200 ROB ROY CREEK FLOOD STUDY 60,000 I 0 01 41 6022 300 GAME FARM TRAFFIC SIGNAL 128,000 0 j 01 41 6024 000 MAINT-STORM SEWER 8,000 8,000 van emmon and mill work 01 41 6000 000 CONTRACTURAL SERVICES 2,000 2,000 01 41 6041 000 ENGINEERING 500 500 I 01 41 6042 000 INSPECTIONS& LICENSES 100 100 01 41 6047 000 TRAINING&CONFER 2,000 2,000 01 41 6066 000 ;RENTAL-EQUIPMENT 1,000 1,000 01 41 6078 000 ELECTRICITY 40,000 $44,000 10%increase 01 41 6074 000 !STREET LIGHTING 4,200 6,000 increase stock 01 41 6075 100 CELLULAR TELEPHONES 3,400 4,000 01 41 7012 000 OPERATING SUPPLIES 8,000 9,000 01 41 7020 000 GASOLINE 12,400 $13,500 01 41 7030 000 1HAND TOOLS 1,000 1,000 j 2/12/2003 DRAFT 1 PROPOSED_ STREETS&ALLEYS 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 41 7032 000 WEARING APPAREL 4,500 5,000 01 41 7201 000 SAFETY EQUIPMENT 1,000 1,000 01 41 7044 100 MAINT SUPPLIES-STREETS 12,000 12,600 01 41 6030 000 TREE&STUMP REMOVAL 12,000 15,000 01 41 7221 000 SIDEWALK CONSTRUCTION 20,000 15,000 COLD PATCH 4,000 from mft HOT PATCH 7,000 ;from mft SIGNS 10,000 from mft MOSQUITO CONTROL 0 10,000 01 41 7222 010 GRAVEL 4,000 4,000 TRANSFER TO PW CAPITAL 0 0 01 41 8010 000 CONTINGENCY 6,000 15,000 TOTAL 756,410 $360,620 2/12/2003 DRAFT I0 UNITED CITY OF YORKVILLE BUDGET 2003-2004 HEALTH AND SANITATION PROPOSED HEALTH&SANITATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 54 6080 000 GARBAGE SERVICE 330,000 $385,871 $13.46*2239+new homes @ 6 months 01 54 6083 000 LEAF PICK UP 4,000 4,000 TOTAL 334,000 $389,871 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 BUILDING & ZONING PROPOSED BUILDING&ZONING 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 22 6010 000 LEGAL SERVICES 4,500 6,000 01 22 6000 000 CONTRACTUAL SERVICE 16,000 16,000 01 22 6045 000 DUES 200 200 01 22 6050 000 PUBLISH/ADVERTISING 4,000 1 4,000 01 22 6051 000 PRINTING/COPYING 700 700 01 22 6057 000 ECONOMIC DEVELOP 45,000 45,000 01 22 6058 000 PLANNING CONSULTANT 16,000 16,000 01 22 7012 000 OPERATING SUPPLIES 1,000 1,000 01 22 7036 000 BOOKS AND MAPS 500 500 01 22 7036 500 PARKLAND USE PLAN 20,000 0 01 22 7036 200 'DOWNTOWN STUDY 10,100 0 GOLF COURSE STUDY 6,125 0 01 22 7037 000 TRANSPORTATION STUDY 19,000 112 TOTAL 143,125 , 89,400 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 FOX INDUSTRIAL FUND REVENUES PROPOSED FOX INDUSTRIAL 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER 0 33,000 85 00 4001 000 TRANSFER FROM GENERAL FUND 618,750 0 85 00 4902 000 TRANSFER FROM STREETS 9,275 0 85 00 4903 000 TRANSFER FROM MFT 18,341 57,993 75,793 bond pymt-carry over-tiff revenue 85 00 4904 000 TIFF REVENUE 9,800 12,000 85 00 4802 000 INVESTMENT INCOME 4.500 4,000 TOTAL 660,666 106,993 EXPENSES 85 00 6100 100 ANNUAL ADMINISTRATION FEE 200 200 85 00 6100 200 FOX INDUSTRIAL BOND PAYMENT 19,000 75,793 85 00 6100 300 FOX INDUSTRIAL-NON MFT 20,000 1,000 TIFF LEGAL EXPENSE 2,000 0 85 00 6100 400 'FOX INDUSTRIAL EXPENSES 619,466 30,000 TOTAL 660,666 106,993 2/12/2003 DRAFT 13 UNITED CITY OF YORKVILLE BUDGET 2003-2004 WATER OPERATIONS REVENUES PROPOSED WATER 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER 303,675 500,000 51 00 4101 200 WATER SALES 875,000 920,000 • 51 00 4101 205 WATER SYSTEM IMPRV FEE 0 0 51 00 4101 100 BULK WATER SALES 2,000 2,000 51 00 4889 000 MISCELLANEOUS INCOME 500 500 51 00 4802 000 INVESTMENT INCOME 14,000 14,000 51 00 4164 000 WATER METERS 90,000 90,000 TOTAL 1,285,175 1,526,500 EXPENSES 51 00 421 EMPLOYEE SALARIES 107,575 108,372 51 00 421.2 SALARIES-PART TIME 7,000 3,500 I 35001 51 00 422 OVERTIME 24,350 25,811 51 00 423 SECRETARIAL SALARIES 31,485 35,153 51 00 5051 000 ASOCIAL SECURITY TAX 13,136 13,222 51 00 5052 000 CITY SHARE-IMRF 10,934 15,681 51 00 6010 000 LEGAL FILING FEES 450 ! 450 51 00 6016 000 MAINT-EQUIPMENT 4,000 4,250 51 00 6018 000 MAINT-COMPUTERS 2,600 6,000 2 new work stations 51 00 6037 000 1 MAINT-CONTROL SYSTEM 4,000 4,000 51 00 6039 000 METER READERS 9,600 11,000 5%inc 51 00 6000 000 CONTRACTURAL SERVICES 4,000 4,000 51 00 6041 000 ENGINEERING 1,000 1,000 51 00 6043 000 JULIE SERVICE 4,500 5,000 1 51 00 6045 000 DUES 750 750 51 00 6047 000 TRAINING/CONFERENCES 3,600 3,600 51 00 6048 000 TRAVEL EXPENSES 2,000 2,000 2/12/2003 DRAFT- PROPOSED WATER 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 51 00 6050 000 PUBLISH/ADVERTISING 1,550 1,500 51 00 6051 000 PRINTING/COPYING 2,000 2,250 51 00 6052 000 SUBSCRIPTIONS 250 250 51 00 6066 000 RENTAL-EQUIPMENT 1,000 1,000 51 00 6070 000 POSTAGE/SHIPPING 10,000 11,300 51 00 6075 000 TELEPHONE 15,5007 16,275 51 00 6075 100 ,CELLULAR TELEPHONE 4,200 4,400 51 00 6078 000 ELECTRICITY 83,000 85,000 5%inc 51 00 6086 000 CATHODIC PROTECTION 950 1,000 51 00 6088 000 WATER SAMPLES 12,000 15,000 51 00 7012 000 OPERATING SUPPLIES 41,300 41,300 51 00 7020 000 GASOLINE 5,000 5,000 51 00 7030 000 I HAND TOOLS 1,200 1,200 51 00 7032 000 ,WEARING APPAREL 4,500 4,500 i 51 00 7038 000 'SAFETY EQUIPMENT 8,000 I 5,000 51 00 7060 000 CHLORINE 3,700 3,500 51 00 7061 000 FLUORIDE 1,800 1,500 51 00 7062 000 METERS & PARTS 110,000 120,000 51 00 8006 000 REFUNDS 525 500 51 00 9020 000 TRANSFER TO GF 104,360 107,490 51 00 7265 000 COMPUT EQUIP/SOFTWR 3,100 3,000 51 00 9030 000 TRANSFER TO PW CAPITAL f 30,000 30,000 51 00 9018 000 TRANSFR TO WATER IMPRV. 71,317 70,000 51 00 7261 000 HYDRANT REPLACEMENT 3,300 4,000 TOWER WASHING 0 7,000 51 00 7222 010 GRAVEL 5,000 4,000 I 51 00 7204 010 ACCTG SYSTEM/REVIEW. 25,000 0 51 00 8010 000 CONTINGENCY 6,000 236,747 51 00 7228 000 RESERVE I 453,492 500,000 2/12/2003 DRAFT Is PROPOSED1 WATER 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 51 00 7228 100 2003 H2O MAINT PROJIENGIN.46,151 0 TOTAL 1,285,175 1,526,500 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 SEWER MAINTENANCE REVENUES PROPOSED SEWER MAINTENANCE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER 69,862 70,000 52 00 4103 000 SEWER MAINTENANCE FEES 270,000 318,060 52 00 4105 000 SEWER CONNECTION FEE 50,000 60,000 200 OF$2000 52 00 4802 000 INVESTMENT INCOME 10,000 10,000 TOTAL 399,862 458,060 EXPENSES 52 00 421 EMPLOYEE SALARIES 100,084 j 86,131 52 00 423 OVERTIME 11,700 , 12,402 PART TIME 0 3,500 New split w/water 52 00 5051 000 SOCIAL SECURITY TAX 8,551 7,806 52 00 5052 000 CITY SHARE-IMRF 7,243 9,124 52 00 6010 000 LEGAL FILING FEES 200 200 52 00 6016 000 'MAINT-EQUIPMENT 8,500 8,500 52 00 6024 100 MAINT-SANITARY SEWER 11,000 13,500 inc. 52 00 6047 000 TRAINING/CONFERENCES 1,000 1,000 52 00 6066 000 'RENTAL-EQUIPMENT 1,000 1,000 52 00 6075 100 CELLULAR TELEPHONE 4,000 4,400 52 00 6078 000 ELECTRICITY 1,000 8,500 for lift stations 52 00 7012 000 'OPERATING SUPPLIES 9,300 8,000 52 00 7020 000 GASOLINE 4,000 4,000 52 00 7023 000 SEWER CHEMICALS 5,500 15,000 inc#of stations inc costs 52 00 7032 000 WEARING APPAREL 3,500 3,500 52 00 7030 000 HAND TOOLS 550 , 1,000 52 00 7034 100 'CONTRACTOR SERVICES 2,000 2,000 52 00 7038 000 SAFETY EQUIPMENT 1,000 2,000 52 00 7222 010 ,GRAVEL 1,000 1 1,000 , 2/12/2003 DRAFT 11 PROPOSED SEWER MAINTENANCE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 52 00 7010 000 OFFICE SUPPLIES 400 1,000 52 00 7010 010 SHOP SUPPLIES 1,000 1,500 LIFT STATION MAINTNENCE 5,000 10,000 52 00 7204 000 COPIER 2,000 0 52 00 7201 000 COMPUTER SOFTWARE 1,000 2,500 cpu and software 52 00 7201 010 ENCLOSED TRAILER 2,000 0 52 00 8010 000 'CONTINGENCY 8,000 56,376 RESERVE 75,856 70,000 52 00 9030 000 TRANSFER TO SEWER IMPROV. 33,500 33,500 52 00 9040 000 TRANSFER TO PW CAPITAL 30,000 30,000 52 00 9020 000 TRANSFER TO GIF 21,012 21,642 52 00 9004 000 TRANSFER TO DEBT 38,978 38,979 TOTAL 399,874 458,060 I 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 DEBT SERVICE FUND REVENUES PROPOSED DEBT SERVICE REVISED 02/03 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER-RESERVE 0 42 00 4910 000 TRANSFER FROM 9,809 23,152 GENERAL FUND (FINANCE) 42 00 4138 000 RECAPTURE-WATER/SEW j 90,000 90,000 42 00 4919 000 TRANS FROM WATER IMPRV. 160,047 114,737 42 00 4921 000 TRANSFER FROM SEWER MAINT. 38,978 38,979 42 00 4924 000 ;TRANSFER FROM SEWER IMPROV 206,933 184,401 42 00 4930 000 'TRANSFER FROM POLICE CAPITAL 38,929 81.993 TOTAL 544,696 533,262 EXPENSES 42 00 7250 000 SANITARY SIPHON IEPA#L17-0130 38,978 38,979 ILLINOIS EPA @2.625%, 1/25/13 42 00 7251 000 NORTH &SOUTH WATER/SEWER 93,257 69,943 KENDALL EDC ($700,000 @ 4.75% LAST 01/07/04-120 MO.) 42 00 7253 000 NORTH WATER AND SEWER 127,134 84,756 YORKVILLE NATIONAL BANK 1,107,000 @5.16% last 10/31/03 42 00 7255 000 RIVER CROSSING LOAN 49,851 37,388 BANK OF YORKVILLE @4.75% 4 YR-12/30/03 -$395,000 42 00 7260 000 POLICE SQUAD CAR 32,929 32,929 42 00 7260 010 POLICE SQUAD CAR 6,000 0 42 00 7261 010 YNB -POLICE/ADMIN CARS 0 1 58,764 42 00 7261 000 CITY HALL DEBT CERT PYMT 99,809 103,452 42 00 7263 000 SSES-IEPA LOAN#L17-1153 2.625%-20yr-$1,600,000 96,738 107,051 TOTAL 544,696 533,262 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 PUBLIC WORKS EQUIPMENT CAPITAL REVENUES PROPOSED PW EQUIPMENT CAPITAL 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER(RESERVE) 63,195 45,000 21 00 4425 000 PW DEVELOPMENT FEE 95,000 135,000 21 00 4425 200 SALE OF EQUIPMENT 33,800 0 21 00 4902 000 TRANSFER FROM WATER 30,000 30,000 21 00 4904 000 TRANSFER FROM SEWER 30,000 30,000 TOTAL 251,995 240,000 EXPENSES TRUCK ACCESSORIES 0 5,000 Snow plow,mars lights,tool boxes F 150 PICK UPS 0 34,000 (2 trucks)meter reader/summer help new hire WATER DEPT PICK UP 0 38,000 New utility truck,give dakota to eng tech POWER BREAKER 0 4,000 Skidsteer attachment SKIDSTEER TRAILOR 0 7,000 'Replacement 21 00 7210 100 5 YD DUMP TRUCK 72,246 77,000 addition to fleet 21 00 7211 100 BOBCAT EXCHANGE 3,500 3,500 yearly cost LEAF CHOPPER/VACUUM 0 35,000 21 00 7210 200 RESERVE 46,998 36,500 pend lrg dvlpmts,equip needs change TOTAL 122,744 240,000 2/12/2003 z DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 POLICE EQUIPMENT CAPITAL REVENUES POLICE EQUIPMENT CAPITAL PROPOSED ACCT NO. 2002/2003 2003/2004 BUDGET BUDGET CARRY OVER(RESERVE) 11,248 20 00 4425 000 POLICE DEVELOPMENT FEE 40,950 45,000 20 00 4425 101 SALE OF POLICE SQUADS 1,000 1,000 20 00 4425 100 K-9 DONATIONS 500 500 20 00 4425 200 NEW VEHICLES LOAN 94,306 46,000 20 00 4426 010 IN CAR VIDEO DONATIONS 2,500 2,000 20 00 4910 000 TRANSFER FROM POLICE 13,850 50,154 TOTAL 164,354 144,654 EXPENSES 20 00 9004 000 ,TRANSFER TO DEBT SERVICE 38,929 81,993 20 00 7201 000 EQUIPMENT 5,400 5,950 20 00 7210 000 VEHICLES 94,306 46,000 20 00 7201 100 SPEED TRAILER 22,190 0 LETHAL&NON-LETHAL WEAPON, 0 6,500 moved from police 20 00 7228 000 r RESERVE 3,529 4,211 TOTAL 164,354 144,654 2/12/2003 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 PARKS & RECREATION REVENUES PROPOSED PARKS &RECREATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET PARKS REVENUE 79 00 4910 000 'TRANS FROM GEN FUND 260,183 387,980 ILLINOIS FIRST GRANT 100,000 100,000 Carryover from 02/03 79 00 4854 000 jTREE DONATIONS 1,200 1,200 SUB TOTAL PARKS 361,383 489,180 RECREATION REVENUE CARRY OVER-SAFETY TOWN 1,4001 4,700 Icarry over 02/03 81 00 4910 000 TRANS FROM GEN FUND 172,772 201,844 81 00 4458 000 RENT/DONATIONS 18,000 18,000 Beecher building fees 81 00 4414 000 !FEES FOR PROGRAMS 62,000 75,000' 81 00 4414 100 ICONCESSIONS 2,258 1,500 81 00 4414 200 [BEECHER DEPOSIT INCOME 5,000 12,0001 pass through account 81 00 4415 000 ' f YOUTH SERVICES GRANT 3,750 2,000 81 00 4855 100 TRIPS-DAY 500 2, 0001 81 00 4855 200 YOUTH/SPECIAL EVENTS 8,500 8,000 81 00 4456 000 VENDING MACHINE INCOME 250, 250 81 00 4464 000 GOLF OUTING REVENUE 15,797 17,000 81 00 4855 300 DONATIONS 500 8,000'Sponsorship program 81 00 4889 000 MISC. INCOME 2001 200 j 81 00 4802 000 INVESTMENT INCOME 1,500 1,500 1 81 00 4457 000 RENTAL INCOME 400 300 81 00 4455 300 FARMERS MARKET 445 450 81 00 4455 400 SAFETY TOWN BUILDING 3,300 1,000 sponsorship of buildings 81 00 4455 301 'SKATE PARK 2,394. 2,500 SUB TOTAL RECREATION 298,966 356,244; TOTAL REVENUE 660,349 845,424 2/12/2003 DRAFT PROPOSED PARKS&RECREATION 2002/2003 2003/2004' ACCT NO. BUDGET BUDGET EXPENSES PARKS EXPENSES longevity Park maintenance II$750 79 00 5021 000 PARKS SALARIES 127,220 165,120 Additional FT 40 hrs x 52 wks$17.00/hr longevity Park Foreman$1,000 79 00 5021 100 EXEC DIRECTOR 16,962 32,341 79 00 5032 000 OVERTIME 15,700 19,642 2%inc plus 2 addit staff at 200 OT each 79 00 521 000 PART TIME SALARIES 15,000 28,950 Additional PT30 hrs x 30 wks$15.50/hr 79 00 5051 000 SOCIAL SECURITY TAX 10,500- 18,823 New staff impact 79 00 5052 000 CITY SHARE- IMRF 7,500 20,104 1 New staff impact 79 00 7010 000 PARK OFFICE SUPPLY 500 500 79 00 6040 000 PARK CONTRACTURAL 7,500 7,500 79 00 6016 100 MAINT-EQUIPMENT 4,000 4,500 79 00 6016 000 MAINT-PARKS 15,000 ' 17,000 79 00 6066 000 RENTAL-EQUIPMENT 500 1,000 79 00 7012 000 OPERATING SUPPLIES 5,000 15,000 Impact of ballfield maintenance 79 00 7030 000 1HAND TOOLS 500 1,250 'includes replacement of existing 79 00 7050 000 FLOWERS/TREES 3,200 3,500 79 00 7055 000 CHRISTMAS DECOR 3,500 4,000 79 00 7056 000 PUBLIC DECOR 1,000 1,000 79 00 7202 000 OFFICE EQUIPMENT 1,600 1,600 79 00 7203 000 'CONTINUING EDUCATION 1,000 1,000 79 00 6052 000 PROF GROWTH/SUBSCRIPT 300 300 79 00 7032 000 1 WEARING APPAREL 4,500 4,500 79 00 7020 000 GASOLINE 3,000 3,000 79 00 6075 100 !CELL PHONE 3,500 3,750 ILLINOIS FIRST GRANT 100,000 125,000 I MASTER PLAN 9,250 9,500 CONTINGENCY 1,351 0 79 00 6048 000 TRAVEL EXPENSES 300 300 SUB TOTAL PARKS 358,383 489,180 2/12/2003 3 DRAFT PROPOSED PARKS& RECREATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET RECREATION EXPENSES 81 00 5020 400 SUPERINTENDENT OF RECS 47,271 48,235 longevity$750 81 00 5020 500 SECRETARY FULL TIME 26,917 30,681 81 00 5020 505 PROGRAM SUPERVISOR 22,240, 35,370 81 00 5020 600 EXEC. DIRECTOR 16,962 32,341 81 00 5021 400 RECORDING SECRETARY 1,440 1,400 81 00 5021 500 1CUSTODIALSALARY 16,560 18,104 81 00 5051 000 SOCIAL SECURITY TAX 10,200 12,709 81 00 5052 000 CITY SHARE- IMRF 5,800 15,254 81 00 6066 300 RECREATION RESEARCH 4,000 6,000'Future Development projects 81 00 6066 400 SCHOOL FAC USAGE PYMT 5,000 5,000 81 00 6083 000 'PORTABLE TOILETS 4,200 4,500 81 00 6016 100 iMAINT-OFFICE EQUIP 2,000' 2,0001 81 00 5020 200 'INSTRUCTOR SAUCONTR 24,0001 25,000, 1 81 00 6045 000 DUES 600 2,000 Includes Board Members ' 81 00 6052 000 PROF GROWTH/SUBSCRIP 2,000 3,000'increase due to additional staff 81 00 6048 000 TRAVEL EXPENSES 900 1,800 81 00 6048-100 1- MILEAGE 250 250 81 00 6015 100 MAINTENANCE SUPPLIES 6,000 6,5001 81 00 6017 000 MAINT. REC VEHICLE 400 1,000 81 00 6050 000 PUBLISHING/ADVERTISE 8,000 10,200! 81 00 6066 200 RENTAL-BUILDINGS 3,000 3,000 81 00 6066 300 'COMMUNITY SURVEY 6,744 0 81 00 6067 000 YOUTH SERVICES GRANT 3,000 2,000 81 00 6067 100 BOOKS/PUBLICATIONS 500' 500, 81 00 6068 000 1 BEECHER DEPOSIT REFUNDS 5,000 12,000 81 00 6069 000 GOLF OUTING EXPENSES 11,315' 13,000 81 00 6070 000 POSTAGE/SHIPPING 5,000' 5,000, 81 00 6075 000 TELEPHONE/INTERNET 2,200 2,200 2/12/2003 DRAFT PROPOSED PARKS &RECREATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 81 00 6075 100 CELLULAR TELEPHONE 3,640 3,900 81 00 7010 000 OFFICE SUPPLIES 6,000 6,000 81 00 7010 100 RECREATION SUPPLIES 3,000 4,000 RECREATION EQUIPMENT 2,000 Score clock 81 00 7014 000 PROGRAM SUPPLIES 15,000 16,000 81 00 6066 100 TOURNAMENT FEES 500 800 81 00 6083 100 SKATE PARK EXPENSES 597 400 81 00 6083 200 SKATE PARK PAYROLL 6,782 7,000 81 00 7016 000 YOUTH/SPECIAL EVENTS 7,000 7,000 81 00 7020 000 GASOLINE 600' 800 81 00 7091 000 DAY TRIP EXPENSES 500 1,500 81 00 8010 000 jCONTINGENCY 8,917 0 81 00 7230 600 SAFETY TWN BLDG PROJ. 1,400 0;Budgeted under Illinois First project 81 00 6070 100 CONCESSIONS 2,531 800 SCHOLARSHIPS/PROG REFUNDS 2,000 81 00 7230 300 REC SOFTWARE/MEM UPGRADE 1,000 5,000 SUB TOTAL RECREATION 298,966 356,244 j TOTAL EXPENSES 1 657,349 845,424 DRAFT2/12/2003 UNITED CITY OF YORKVILLE BUDGET 2003-2004 PARK & RECREATION EQUIPMENT CAPITAL REVENUES PARK&RECREATION CAPITAL PROPOSED ACCT NO.2002/2003 2003/2004 BUDGET BUDGET CARRY OVER 18,752 22 00 4910 000 TRANSFER FROM GENERAL FUND 3,000 60,316 22 00 4902 000 TRNSFER FROM LAND-CASH 14,220 I $27,534 TOTAL 35,972 87,850 EXPENSES 22 00 7211 300 DUMP TRUCK 5,567 38,000 Pick up Truck 1989 0 28,000 Replacement Soccer Goals 12' Replacement 3 set 0 ,' $3,800 Replacement Soccer Goals 9' replacements 3set 0 3,600 Replacement Computer workstation &monitor 0 3,000 Replacement I Town Square Drinking fountain 0 2,000 Replacement I currently not ADA Player Benches 0 3,000 j Replacement I i Riverfront Playground Backhoe Digger 0 450 Replacement Playground replacements/repairs 0 3,000 Sign Replacements 0 3,000 22 00 7228 000 RESERVE-DUMP TRUCK 30,405 0 TOTAL 35,972 87,850 2/12/2003 2,6 DRAFT UNITED CITY OF YORKVILLE F Q '' PROPOSED BUDGET 2003-2004 DRA 3)1, wil GENERAL FUND SUMMARY A 0 2003-2004 2002-2003 PROPOSED NET OVERALL % Department % BUDGET BUDGET CHANGE CHANGE Change TOTAL REVENUE 6,230,765 6,066090 (164,575)2.64% EXPENSES FINANCE 3,535,255 3,255,578 (279,677)4.49% 6.90% ENGINEERING 0 204,606 , 204,606 POLICE 1 ,461 ,975 1,627,397 V 165,422 2.65% 11 .31% STREETS & ALLEYS 756,410 499,388 257,072)4.13% 33.99% HEALTH & SANITATION 334,000 389,871 55,871 0.90% 16.73% BUILDING & ZONING 143,125 89,400 53,725) 0.86% 37.54% TOTAL EXPENSE 6,230,765 6,0661190 (164,575)2.64% EXPENDITURES BUDGET 0 FINANCE 0 ENGINEERING POLICE JCE 0 STREETS &ALLEYS io HEALTH & SANITATION 0 BUILDING &ZONING UNITED CITY OF YORKVILLE BUDGET 2003-2004 GENERAL FUND REVENUE PROPOSED GEN REVENUE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET CARRY OVER FOX INDUSTRIAL BOND 618,750 0 01 00 4002 000 REAL ESTATE TAXES 1,038,757 $1,219,465 01 00 4604 000 PERSONAL PROPERTY TAX 10,800 $10,000 01 00 4202 000 STATE INCOME TAXES 452,416 $435,014 01 00 4304 000 TOWNSHIP R& BRIDGE TAX 85,000 $85,000 01 00 4208 000 MUNICIPAL SALES TAX 1,375,000 $1,805,000 01 00 4214 000 STATE PHOTO TAX 12,790 0 state eliminated 01 00 4216 000 STATE USE TAX 64,160 $58,070 01 00 4302 000 MUNICIPAL UTILITY TAX 580,000 $500,000 annualized 02/03 new homes&commercial 01 00 4306 000 CABLE TV TAX 40,000 $40,000 01 00 4310 000 TELEPHONE TAX 100,000 $170,000 01 00 4402 000 LIQUOR LICENSES 20,000 $20,000 01 00 4404 000 OTHER LICENSES 1,800 1,500 01 00 4406 000 BUILDING PERMITS 500,000 $500,000 01 00 4408 000 FILING FEES 32,000 $24,000 01 00 4410 000 GARBAGE SURCHARGE 139,302 $156,678 annualized 02/03+new homes @ 6 months 01 00 4512 000 TRAFFIC FINES 80,000 $80,000 01 00 4514 000 ,CITY ORDINANCE FINES 4,000 5,000 01 00 4420 000 COLLECTION FEES-YBSD 10,000 10,000 01 00 4806 000 REIMBUR- OTHER GOVT 19,875 $21,664 01 00 4808 000 IREIMBUR-POLICE PROTECT 1,500 2,500 01 00 4489 000 MISC INCOME 13,000 $13,000 01 00 4802 000 INVESTMENT INCOME 8,400 11,500 01 00 4805 007 ICJIA-JUVENILE GRANT 17,820 0 COPS GRANT 41,667 41,667 01 00 4805 001 COPS GRANT IV-VESTS 1,562 2,000 01 00 4902 000 TRANSFER FROM WATER 104,360 $107,490 3%increase 2/13/2003 Page 1 of 34 DRAFT PROPOSED GEN REVENUE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 00 4812 000 DEVELOPMENT FEES 335,000 $400,000 01 00 4812 015 IDOT GRANT-Game Farm Signal 128,000 0 01 00 4812 600 ROB ROY CREEK FLOOD STUDY 60,000 0 01 00 4812 020 SIDEWALK CONSTRUCTION 5,000 5,000 01 00 4312 000 HOTEL TAX 16,500 19,000 01 00 4425 010 DARE DONATIONS 1,000 1,0001 01 00 4903 000 'NICOR GAS REVENUE 20,500 , $15,000 01 00 4904 000 TRANSFER FROM SEWER 21,012 $21,642 3%increase 01 00 4906 000 TRANSFER FROM SAN SEWER 150,000 $150,000 01 00 4820 000 WORKING CASH INTEREST 2,100 0 moved to investment income 01 00 4909 000 TRANSFER FROM WTR IMPRV 100 000 ;$135,000 1TOTAL 6,212,071 $6,066190 2/13/2003 Page 2 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 FINANCE DEPARTMENT PROPOSED FINANCE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 11 422 001 ADMINISTRATIVE SALARIES 258,439 I I. $ 270,138 01 11 420 1 ENGINEERING SALARIES 124,683 0 Moved to Engineering 01 11 423 OVERTIME 2,500 1,500 01 11 421 SUPPORT STAFF 72,808 $77,140 01 11 421.2 PART TIME SALARIES 33,003 $31 342 01 11 420 3 CITY ATTORNEY SALARY 11,899 $11,500 01 11 420 4 MAYOR SALARY 4,500 7,500 01 11 5020 700 LIQUOR COMM SALARY 1,000 1,000 01 11 5020 600 CITY CLERK SALARY 3,600 3,600 01 11 420 8 CITY TREASURER SALARY 3,600 3,600 01 11 5021 100 ALDERMAN SALARY 22,600 28,800 $3,000*8 i l 01 11 5051 000 SOCIAL SECURITY TAX 124406 • $139,529 01 11 5052 000 CITY SHARE-IMRF 42,079 6'1,488 01 11 5053 000 UNEMPLOYMENT COMP TAX 10,290 11,600 01 11 4312 000 MARKETING/TOURISM 16,500 19,000 01 11 5061 000 GROUP HEALTH INSURANCE 325,076 $396,227 annualized 02/03 w/new 02 hires+17% 01 11 5062 000 GROUP LIFE INSURANCE 16,000 16,000 01 11 5064 000 VISION AND DENTAL ASSIST 44,000 60,000 01 11 5061 001 INSURANCE LIABILITY 96,589 $119,203 PROPERTY WORK COMP 01 11 6051 200 ,MIN/MAX INSURANCE 7,614 0 combined w/ins liability 01 11 6002 100 EMPLOYEE ASSISTANCE 1,400 1,400 01 11 6005 000 BONDING 1,300 1,500 01 11 6010 000 LEGAL SERVICES 17,000 • $20,000 01 11 6012 000 AUDIT FEES& EXPENSES 14,613 14,230 1 01 11 6010 010 LEGAL REVIEW-EMP MANUAL 4,000 0 2/13/2003 Page 3 of 34.:.,... DRAFT.: PROPOSED FINANCE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 11 6012 200 ACCOUNTING ASSISTANCE 6,100 5,000 101 11 6012 300 ACCOUNTING STUDY 4,398 0 01 11 6016 100 MAINT-OFFICE EQUIP 1,000 500 01 11 6018 000 MAINT-COMPUTERS 4,000 10,000 Technical Support 01 11 6019 000 MAINT-PHOTOCOPIERS 6,500 7,000 01 11 6000 100 CONTRACTURAL SERVICES 7,500 $10,000 01 11 6000 200 ENGIN. REVIEW-CONSULT SVCS 150,000 0 01 11 6001 100 OFFICE CLEANING 20,000 $18,000 01 11 6045 000 DUES 1,500 2,000 01 11 6046 000 IL MUNICIPAL LEAGUE DUES 550 550 01 11 6047 000 TRAINING AND CONFERENCES 6,000 6,000 01 11 6048 000 TRAVEL EXPENSES 14,000 $14,000 01 11 6050 000 PUBLISH I ADVERTIS 2,500 2,000 01 11 6051 000 PRINTING/COPYING 2,500 7,000 01 11 6052 000 SUBSCRIPTIONS 500 200 01 11 6055 000 CODIFICATION 2,000 1,500 01 11 6070 000 POSTAGE/SHIPPING 8,500 8,500 01 11 6075 000 TELEPHONE 18,000 18,000 01 11 6075 100 CELLULAR TELEPHONE 6,300 4,000 01 11 6075 200 TELEPHONE SYSTEM MAINT 5,000 5,000 01 11 7010 000 OFFICE SUPPLIES 9,500 9,500 01 11 7011 000 ENGINEERING SUPPLIES 8,000 0 moved to Engineering 01 11 7012 000 OPERATION SUPPLIES 4,000 5,000 01 11 7032 000 WEARING APPAREL 1,200 1,200 01 11 6089 000 MISCELLANEOUS 100 100 01 11 9003 000 TRANSFER-PARKS& RECS 260,183 $589,824 01 11 9002 000 TRANSFER-PARKS & RECS CAPITA 172,772 60,316 01 11 9004 000 TRANSFER DEBT SERVICE I 9,809 23,152 2/13/2003 Page 4 of 34 D RAFT PROPOSED FINANCE 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET 01 11 8008 000 TRANSFER-MUN. BLDG. 30 000 $24,200.' 01 11 6077 000 SALES TAX REBATE 146,875 $305,000 REAL ESTATE CITY TAX REBATE 1,125 1,200 01 11 8011 000 FACADE PROGRAM 20,000 $20,000 01 11 8012 000 METRA STUDY 4,000 0 CABLE CONSORTIUM FEES 8,000 $17,400 includes$1,400 dues 01 11 8012 101 PUBLIC RELATIONS 6,000 6,000 01 11 8012 200 OFFICE EQUIPMENT 4,000 4,000 01 11 8012 400 BUILDING INSPECTIONS 382,500 $380,000 01 11 6077 100 NICOR GAS 7,500 $12,000 01 11 7204 000 COMPUTER EQUIP&SOFT 12,000 $10,000 ACCTG SYSTEM SERVICE FEE 0 6,370 01 11 7204 010 ACCTG SYSTEM/REVIEW 15,100 9,930 GASB 34 35,000 $20,640_max balance due based on proposal SPECIAL CENSUS 0 • $85,000 01 11 8010 000 CONTINGENCY 83,800 99,199 01 11 9010 000 TRANSFER TO SAN SEWER 150,000 $150,000 ADMIN CAR 18,694 0 01 11 8008 100 TRANSFER TO FOX IND. 618,750 0 TOTAL 3,535,255 $3,255,578 . 2/13/2003 Page 5 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 ENGINEERING DEPARTMENT PROPOSED ENGINEERING 2003/2004 ACCT NO. BUDGET SALARIES 769;606 OVERTIME 1,000 1 MAINTENANCE-OFFICE EQUIP 500 MAINTENANCE-COMPUTERS 1,500 MAINTENANCE-VEHICLES 4,500 GASOLINE 0 in streets DUES&SUBSCRIPTIONS 300 TRAINING& CONFERENCES 1,500 TRAVEL EXPENSES 1,000 CELLULAR PHONES 0 in streets PRINTING SERVICES 1,200 OFFICES SUPPLIES & EQUIPMENT 500 ENGINEERING/SURVEYING SUPPLIE:' $2,000 UNIFORMS 800 BOOKS &LITERATURE 200 MISCELLANEOUS CONTRACT SVCS $20,000 204;606 2/13/2003 Page 6 of 34 D RAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 POLICE DEPARTMENT PROPOSED POLICE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 21 421 6 EMPLOYEE SALARIES 305,491 377,773 01 21 423 OVERTIME 73,000 73,000 01 21 421 COPS SALARIES 218,947 185,721 01 21 421 1 LIEUTENANT&SERGEANTS 229 154 292,384 01 21 421 2 PART TIME SALARIES 31,000 41,760 01 21 421 3 I CROSSING GUARD 9,050 9,600 01 21 421 4 POLICE CLERKS 76 037 84,238 01 21 421 5 CHIEF OF POLICE 76 100 79224 01 21 6005 000 POLICE PENSION FUND 176,033 184,453 01 21 6006 000 PSYCHOLOGICAL 1,000 I 1,250 01 21 6007 000 HEALTH SERVICES 3,000 3,000 01 21 6008 000 LABORATORY FEES 1,000 1,000 01 21 6010 000 LEGAL SERVICES 10,000 6,000 01 21 6016 000 MAINT-EQUIPMENT 7,320 8,000 01 21 6016 100 MAINT-OFFICE EQUIPMENT 2,250 2,500 01 21 6017 000 MAINT-VEHICLES 20,000 21,000 01 21 6018 000 MAINT-COMPUTERS 1,800 2,000 01 21 6045 000 DUES 2,000 2,250 01 21 6046 004 COPS GRANT IV-VEST 1,562 2,000 01 21 6046 006 ICJIA-JUVENILE 22,452 5,000 01 21 6046 005 CLASY GRANT 4,000 4,000 01 21 6046 008 POLICE RECRUIT ACADEMY 2,500 7,000 01 21 6047 000 TRAINING/CONFERENCES 9,200 9,660 01 21 6048 000 TRAVEL EXPENSES 5,000 7,000 01 21 6049 000 TUITION REIMBURSEMENT 11,000 14,000 01 21 6050 000 PUBLISH/ADVERTISING 900 945 1 2/13/2003 Page 7 of 34 1 DRAFT PROPOSED POLICE 2002/2003 2003/2004 ACCT NO. i BUDGET BUDGET 01 21 6051 000 PRINTING/COPYING 2,300 2,300 01 21 6052 000 SUBSCRIPTIONS 250 300 01 21 6070 000 POSTAGE/SHIPPING 2,200 2,500 01 21 6075 000 TELEPHONE 15,750 16,535 01 21 6075 100 CELLULAR PHONE 5,200 7,000 01 21 6076 000 PAGERS 1,600 1,600 01 21 6076 001 MTD -ALERT FEE 3,500 2,300 01 21 6096 000 GUN RANGE FEES 625 625 01 21 6096 100 SRT FEE 1,000 2,000 01 21 6096 200 LETHAL& NON-LETHAL WEAPONS 6,260 0 moved to capital 01 21 7010 000 OFFICE SUPPLIES 6,000 6,300 01 21 7012 000 OPERATING SUPPLIES 15,000 15,750 01 21 7012 100 BIKE PATROL 1,500 2,000 1 01 21 7020 000 GASOLINE 26,000 i 29,000 C 01 21 7032 000 WEARING APPAREL 21,500 22,575 01 21 7034 000 AMMUNITION 6,500 6,825 01 21 7041 100 COMMUNITY RELATIONS 4,750 5,000 01 21 7042 000 POLICE COMMISSION 13,750 14,500 01 21 7204 100 COMPUTER EQUIP/SOFTWARE 5,500 1 5,775 I 01 21 8010 000 CONTINGENCY 9,144 9,600 01 21 9002 000 TRANSFER TO POLICE CAPITAL 13,850 50,154 TOTAL 1,461,975 1,627,3971 2/13/2003 Page 8 of 34 D RAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 STREETS AND ALLEYS PROPOSED STREETS&ALLEYS 200212003 2003/2004 ACCT NO, BUDGET BUDGET 01 41 421 EMPLOYEE SALARIES 90,535 01 41 423 OVERTIME 12,500 13,125 01 41 5021 200 PART TIME 5,000 5,000 01 41 6016 000 MAINT-EQUIPMENT 15,000 $20,000 switch w/maint vehicles 01 41 6017 000 MAINT-VEHICLES 20,000 15,000 switch w/equip maint 01 41 6021 000 MAINT-TRAFFIC SIGNALS 8,500 10,000 additional signals 01 41 6021 100 MAINT-STREET LIGHTS 12,000 $15,000 additional lights 01 41 9002 100 TRANSFER TO FOX INDUSTRIAL 9,275 0 01 41 6021 200 WALNUT STREET 141,000 0 01 41 6021 205 FOX& KENNEDY SAFETY IMPRV 9,000 0 should finish this year 01 41 6021 300 ASPHALT PAVEMENT REHAB. 30,000 0 STREET REHAB PRDJ£CTS 4 $0 $150,000 01 41 6022 000 CRACK SEALING 16,500 0 01 41 6022 100 PUB INFRASTRUCT. ENGIN. 57,000 0 01 41 6022 200 ROB ROY CREEK FLOOD STUDY 60,000 0 01 41 6022 300 GAME FARM TRAFFIC SIGNAL 128,000 0 01 41 6024 000 MAINT-STORM SEWER 8,000 8,000 Ivan emmon and mill work 01 41 6000 000 CONTRACTURAL SERVICES 2,000 2,000 01416041000 ENGINEERING 500 500 01 41 6042 000 INSPECTIONS&LICENSES 100 100 01 41 6047 000 TRAINING&CONFER 2,000 2,000 01 41 6066 000 RENTAL-EQUIPMENT 1,000 1,000 01 41 6078 000 ELECTRICITY 40,000 44,000 10%increase 01 41 6074 000 'STREET LIGHTING 4,200 6,000 increase stock 01 41 6075 100 CELLULAR TELEPHONES 3,400 4,000 01 41 7012 000 OPERATING SUPPLIES 8,000 9,000 01 41 7020 000 GASOLINE 12,400 13,500 2/13/2003 Page 9 of 34 DRAFT PROPOSED STREETS &ALLEYS 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 41 7030 000 HAND TOOLS 1,000 1,000 01 41 7032 000 WEARING APPAREL 4,500 5,000 01 41 7201 000 SAFETY EQUIPMENT 1,000 1,000 01 41 7044 100 MAINT SUPPLIES -STREETS 12,000 $12,600 01 41 6030 000 TREE&STUMP REMOVAL 12,000 15,000 01 41 7221 000 SIDEWALK CONSTRUCTION 20 000 35;000 MOSQUITO CONTROL 0 $10,000 01 41 7222 010 GRAVEL 4,000 4,000 TRANSFER TO PW CAPITAL 0 0 01 41 8010 000 CONTINGENCY 6,000 6,300 TOTAL 756,410 $499,338" 2/13/2003 Page 10 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 HEALTH AND SANITATION PROPOSED HEALTH&SANITATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 54 6080 000 GARBAGE SERVICE 330,000 $385,871 $13.46.2239+new homes 6 months 01 54 6083 000 LEAF PICK UP 4,000 4,000 TOTAL 334,000 $389,871 2/13/2003 Page 11 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 BUILDING & ZONING PROPOSED BUILDING&ZONING 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 01 22 6010 000 LEGAL SERVICES 4,500 6,000 01 22 6000 000 CONTRACTUAL SERVICE 16,000 16,000 01 22 6045 000 DUES 200 200 01 22 6050 000 PUBLISH/ADVERTISING 4,000 4,000 01 22 6051 000 PRINTING!COPYING 700 700 01 22 6057 000 ECONOMIC DEVELOP 45,000 45,000 01 22 6058 000 PLANNING CONSULTANT 16,000 16,000 01 22 7012 000 OPERATING SUPPLIES 1,000 1,000 01 22 7036 000 BOOKS AND MAPS 500 500 01 22 7036 500 PARK/LAND USE PLAN 20,000 0 01 22 7036 200 DOWNTOWN STUDY 10,100 0 GOLF COURSE STUDY 6,125 0 01 22 7037 000 ,TRANSPORTATION STUDY 19,000 TOTAL 143,125 89,400 2/13/2003 Page 12 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 FOX INDUSTRIAL FUND REVENUES PROPOSED FOX INDUSTRIAL 2002/2003_2003/2004 ACCT NO. BUDGETBUDGET CARRY OVER 0 33,000 85 00 4001 000 TRANSFER FROM GENERAL FUND 618,750 0 85 00 4902 000 TRANSFER FROM STREETS 9,275 0 85 00 4903 000 TRANSFER FROM MFT 18,341 57,993 75,793 bond pymt-carry over-tiff revenue 85 00 4904 000 TIFF REVENUE 9,800 12,000 85 00 4802 000 INVESTMENT INCOME 4,500 4,000 TOTAL 660,666 106,993 EXPENSES 85 00 6100 100 ANNUAL ADMINISTRATION FEE 200 200 85 00 6100 200 FOX INDUSTRIAL BOND PAYMENT 19,000 75,793 85 00 6100 300 FOX INDUSTRIAL-NON MFT 20,000 1,000 TIFF LEGAL EXPENSE 2,000 0 85 00 6100 400 FOX INDUSTRIAL EXPENSES 619,466 30,000 TOTAL 660,666 106,993 2/13/2003 Page 13 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 WATER OPERATIONS REVENUES PROPOSED WATER 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER 303,675 500,000 51 00 4101 200 WATER SALES 875,000 920,000 51 00 4101 205 WATER SYSTEM IMPRV FEE 0 0 51 00 4101 100 BULK WATER SALES 2,000 2,000 51 00 4889 000 MISCELLANEOUS INCOME 500 500 51 00 4802 000 INVESTMENT INCOME 14,000 + 14,000 51 00 4164 000 WATER METERS 90.000 90,000 TOTAL 1,285,175 1,526,500 EXPENSES 51 00 421 EMPLOYEE SALARIES 107,575 108,372 51 00 421.2 SALARIES-PART TIME 7,000 3,500 3500 51 00 422 OVERTIME 24,350 25,811 51 00 423 SECRETARIAL SALARIES 31,485 35,153 51 00 5051 000 SOCIAL SECURITY TAX 13,136 13,222 51 00 5052 000 CITY SHARE -IMRF 10,934 15,681 51 00 6010 000 LEGAL FILING FEES 450 450 51 00 6016 000 MAINT-EQUIPMENT 4,000 4,250 51 00 6018 000 MAINT-COMPUTERS 2,600 6,000 2 new work stations 51 00 6037 000 MAINT-CONTROL SYSTEM 4,000 4,000 51 00 6039 000 METER READERS 9,600 11,000 5%inc 51 00 6000 000 CONTRACTURAL SERVICES 4,000 4,000 51 00 6041 000 ENGINEERING 1,000 1,000 51 00 6043 000 JULIE SERVICE 4,500 5,000 51 00 6045 000 TDUES 750 750 51 00 6047 000 TRAINING/CONFERENCES 3,600 3,600 51 00 6048 000 TRAVEL EXPENSES 2,000 2,000 2/13/2003 Page 14 of 34 DRAFT PROPOSED WATER 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 51 00 6050 000 PUBLISH/ADVERTISING 1,550 1,500 51 00 6051 000 PRINTING/COPYING 2,000 2,250 51 00 6052 000 SUBSCRIPTIONS 250 250 51 00 6066 000 RENTAL-EQUIPMENT 1,000 1,000 51 00 6070 000 POSTAGE/SHIPPING 10,000 11,300 51 00 6075 000 TELEPHONE 15,500 16,275 51 00 6075 100 CELLULAR TELEPHONE 4,200 4,400 51 00 6078 000 ELECTRICITY 83,000 85,000 5%inc 51 00 6086 000 CATHODIC PROTECTION 950 1,000 51 00 6088 000 WATER SAMPLES 12,000 15,000 51 00 7012 000 OPERATING SUPPLIES 41,300 41,300 51 00 7020 000 GASOLINE 5,000 5,000 51 00 7030 000 HAND TOOLS 1,200 1,200 51 00 7032 000 WEARING APPAREL 4,500 4,500 51 00 7038 000 SAFETY EQUIPMENT 8,000 5,000 51 00 7060 000 CHLORINE 3,700 3,500 51 00 7061 000 FLUORIDE 1,800 1,500 51 00 7062 000 METERS& PARTS 110,000 120,000 51 00 8006 000 REFUNDS 525 500 51 00 9020 000 TRANSFER TO GF 104,360 107,490 51 00 7265 000 COMPUT EQUIP/SOFTWR 3,100 3,000 51 00 9030 000 TRANSFER TO PW CAPITAL 30,000 30,000 51 00 9018 000 TRANSFR TO WATER IMPRV. 71,317 70,000 51 00 7261 000 HYDRANT REPLACEMENT 3,300 4,000 TOWER WASHING 0 7,000 51 00 7222 010 GRAVEL 5,000 4,000 51 00 7204 010 ACCTG SYSTEM/REVIEW 25,000 0 51 00 8010 000 CONTINGENCY 6,000 236,747 51 00 7228 000 RESERVE 453,492 500,000 2/13/2003 Page 15 of 34 DRAFT PROPOSED WATER 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 51 00 7228 100 2003 H2O MAINT PROJ/ENGIN.46,151 0 TOTAL 1,285,175 1,526,500 2/13/2003 Page 16 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 SEWER MAINTENANCE REVENUES PROPOSED SEWER MAINTENANCE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER 69,862 0 52 00 4103 000 SEWER MAINTENANCE FEES 270,000 318,060 52 00 4105 000 SEWER CONNECTION FEE 50,000 60,000 200 OF$2000 52 00 4802 000 INVESTMENT INCOME 10,000 10,000 TOTAL 399,862 388,060 EXPENSES 52 00 421 EMPLOYEE SALARIES 100,084 86,131 52 00 423 OVERTIME 11,700 12,402 PART TIME 0 3,500 1New split w/water 52 00 5051 000 SOCIAL SECURITY TAX 8,551 7,806 52 00 5052 000 CITY SHARE-IMRF 7,243 9,124 52 00 6010 000 LEGAL FILING FEES 200 200 52 00 6016 000 MAINT-EQUIPMENT 8,500 8,500 52 00 6024 100 MAINT-SANITARY SEWER 11,000 13,500 inc. 52 00 6047 000 TRAINING/CONFERENCES 1,000 1,000 52 00 6066 000 RENTAL-EQUIPMENT 1,000 1,000 52 00 6075 100 CELLULAR TELEPHONE 4,000 4,400 52 00 6078 000 ELECTRICITY 1,000 8,500 for lift stations 52 00 7012 000 OPERATING SUPPLIES 9,300 8,000 52 00 7020 000 GASOLINE 4,000 4,000 52 00 7023 000 SEWER CHEMICALS 5,500 15,000 inc#of stations inc costs 52 00 7032 000 (WEARING APPAREL 3,500 3,500 52 00 7030 000 HAND TOOLS 550 1,000 52 00 7034 100 CONTRACTOR SERVICES 2,000 2,000 52 00 7038 000 SAFETY EQUIPMENT 1,000 2,000 52 00 7222 010 _GRAVEL 1,000 1,000 2/13/2003 Page 17 of 34 DRAFT PROPOSED SEWER MAINTENANCE 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 52 00 7010 000 OFFICE SUPPLIES 400 1,000 52 00 7010 010 SHOP SUPPLIES 1,000 1,500 LIFT STATION MAINTNENCE 5,000 10,000 52 00 7204 000 COPIER 2,000 0 52 00 7201 000 COMPUTER SOFTWARE 1,000 2,500 cpu and software 52 00 7201 010 ENCLOSED TRAILER 2,000 0 52 00 8010 000 CONTINGENCY 8,000 56,376 RESERVE 75,844 72,479 52 00 9030 000 TRANSFER TO SEWER IMPROV. 33 500 0 52 00 9040 000 TRANSFER TO PW CAPITAL 30,000 30,000 52 00 9020 000 TRANSFER TO G/F 21,012 21,642 52 00 9004 000 TRANSFER TO DEBT 38 978 TOTAL 399,862 388,060 2/13/2003 Page 18 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 MUNICIPAL BUILDING REVENUES MUNICIPAL BUILDING PROPOSED ACCT NO. 2002/2003 2003/2004 BUDGET BUDGET CARRY OVER-(RESERVE) 15,525 24,000 16 00 4910 000 REPAYMENT FRM GIF 30,000 24,200 16 00 4423 000 DEV FEES-BUILDING 225,000 640.000 TOTAL 270,525 688,200 EXPENSES 5,000 Minor bldg repairs Beecher& Riverfront 16 00 7222 000 BLDG IMPRV-BEECHER/RIVI 5,000 16,700 2,500 Replacement/Municipal building 8,000 Replacement/Municipal Building 16 00 7222 200 BLDG IMPRV. -RIVERFRONT 7,500 0 1,200 Replacements annually/Municipal Building ENTRY WAY SIGNS 7,000 3,500 2,000(2 signs)+300/sign 16 00 7222 205 BLDG IMPRV-CITY HALL 125,000 615,000 16 00 7222 300 BLDG MAINT-CITY HALL 6,000 4,000 16 00 7222 400 BLDG IMPRV/MAINT-P.W. 2,000 9,000 sheet metal,lights, shelves and sink 16 00 7224 000 BLDG IMPRV-PARKS 8,000 0 16 00 7226 000 BLDG IMPRV-LIBRARY 3,000 3,000 16 00 7226 100 'RESERVE-BEECHER HVAC 20,000 32,000 Reserve for HVAC replacement for Beecher$8,000/year 16 00 7227 000 ARCHITECT FEES 58,000 0 16 00 6021 000 GENERAL B&G MAINT 5,300 5,000 RESERVE 23.725 TOTAL 270,525 688,200 2/13/2003 Page 19 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 SANITARY SEWER IMPROVEMENT EXPANSION FUND REVENUES PROPOSED 2002/2003 2003/2004 SEWER&EXPANSION BUDGET BUDGET ACCT NO. CARRY OVER(RESERVE)418,211 37 00 4920 000 TR FROM SEWER MAINT 33,500 0 37 00 4449 000 CONNECTION FEES 475,000 $2,205,000 homes 30011,800 37 00 4910 000 TR FROM GENERAL FUND 150,000 $150,000 WOODWORTH LIFT STATION LOAN 0 $1,500,000 37 00 4920 000 COUNTRYSIDE INTERCEPTOR LOAN 2,000,000 $3,000,000 37 00 4450 000 RIVER CROSSING FEE 7,000 $20,000 of new homes w/fee 221`117.50=25,967.50 TOTAL 3,083,711 $6,875,000 EXPENSES 37 00 9030 000 TRANSFER TO DEBT SERVICE 206,933 $223,380 SSES-IEPA LOAN/ EDC/YNB/RIVER XING 37 00 6041 000 ENGINEERING-COUNTRYSIDE INTERCEPT(; 200,000 $255,000 150,000 in 02/03 budget 37 00 6000 100 CONTRACTURAUPROFESSIONAL SVCS 20,000 $15,000 was contractual services 37 00 6041 200 BLACKBERRY CREEK ENVIR.STUDY 45,000 0 37 00 6041 205 WOODWORTH REGIONAL LIFT STATION 20,000 $1,500,000 ENGINEERING-WOODWORTH LIFT STN 0 80,000 37 00 6041 215 ROB ROY CREEK SANITARY 25,000 0 37 00 6041 300 COUNTRYSIDE INTERCEPTOR 2,000,000 I $ 2,700,000 HYDRAULIC INTERCEPTOR 0 $1,535,000 ENGINEERING-HYDRAULIC INTERCEPTOR 0 $265,000 37 00 9020 000 TRANSFER TO GENERAL FUND 150,000 $150,000 37 00 6104 000 CONTINGENCY 416,778 1 $151,620 I if TOTAL 3,083,711 $6,875,000 2/13/2003 Page 20 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 WATER IMPROVEMENT AND EXPANSION FUND REVENUES PROPOSED WATER IMPROVEMENT&EXPANSION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET 41 00 4918 000 TRANSFER FRM WTR MAINT 71,317 70,000 41 00 4449 000 CONNECTION FEES 250,000 $300,000 homes*$800+commercial 41 00 4449 010 IEPA PROCEEDS 0 $6,430,307 DEBT CERTIFICATE PROCEEDS 2,780,556 0 LOAN PROCEEDS-CENTRAL ZONE 0 $6,134,233 41 00 4802 000 INVESTMENT INCOME 8,000 10,000 41 00 4449 100 RADIUM GRANT 950,000 $950,000 TOTAL 4,059,873 $13,894,540 EXPENSES 41 00 9004 100 TRANSFER-DEBT SERVICE 160,047 $114,737 EDC/YNB/River Crossing 41 00 9004 200 NORTH WATER TOWER 2,780,556 0 41 00 7228 400 1RADIUM ENGINEERING 250,000 0 41 00 7228 500 WATER STUDY EXPENSES 15,000 0 41 00 7228 505 DEBT CERTIFICATE EXPENSES 27,307 0 RADIUM COMPLIANCE PROJECT 0 $6,444,630 41 00 6041 000 ENGINEERING-RADIUM COMPLIANCE PRI 5,000 $821,650 PROFESSIONAL SERVICES-RADIUM PRO. 0 $114,027 CENTRAL ZONE WATER IMPROVEMENT PI 0 $5,469,156 ENGINEERING-CENTRAL ZONE 0 $634,104 PROFESSIONAL SERVICES-CENTRAL ZO' 0 30,973 41 00 6010 000 LEGAUPROFESSIONAL SERVICES 25,000 10,000 was legal services 41 00 9004 500 CONTINGENCY 696,963 $120,263 41 00 9005 000 TRANSFER TO GENERAL FUND 100,000 $135,000 2/13/2003 TOTAL Page 21 of 34 $ 4,059,873 $13,894,540 DR A rT UNITED CITY OF YORKVILLE BUDGET 2003-2004 DEBT SERVICE FUND REVENUES PROPOSED DEBT SERVICE REVISED 02/03 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER-RESERVE 0 42 00 4910 000 TRANSFER FROM 9,809 23,152 GENERAL FUND (FINANCE) 42 00 4138 000 RECAPTURE -WATER/SEW 90,000 90,000 42 00 4919 000 TRANS FROM WATER IMPRV. 160,047 114,737 42 00 4921 000 TRANSFER FROM SEWER MAINT. 38,978 ! 38,979 42 00 4924 000 TRANSFER FROM SEWER IMPROV 206,933 184,401 42 00 4930 000 TRANSFER FROM POLICE CAPITAL 38,929 81,993 TOTAL 544,696 533,262 EXPENSES 42 00 7250 000 SANITARY SIPHON IEPA#L17-0130 38,978 38,979 ILLINOIS EPA @2.625%, 1/25/13 42 00 7251 000 NORTH &SOUTH WATER/SEWER 93,257 69,943 KENDALL EDC ($700,000 @ 4.75% LAST 01/07/04-120 MO.) 42 00 7253 000 NORTH WATER AND SEWER 127,134 84,756 YORKVILLE NATIONAL BANK 1,107,000 @5.16% last 10/31/03 42 00 7255 000 RIVER CROSSING LOAN 49,851 37,388 BANK OF YORKVILLE @4.75% 4 YR-12/30/03 -$395,000 42 00 7260 000 POLICE SQUAD CAR 32,929 32,929 42 00 7260 010 POLICE SQUAD CAR 6,000 0 l 42 00 7261 010 YNB -POLICE/ADMIN CARS 0 58,764 42 00 7261 000 CITY HALL DEBT CERT PYMT 99,809 103,452- 42 00 7263 000 SSES-IEPA LOAN#L17-1153 2.625%-20yr-$1,600,000 96,738 107,051 TOTAL 544,696 533,262 2/13/2003 Page 22 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 MOTOR FUEL TAX REVENUES PROPOSED MFT 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET STARTING BALANCE 40,081 15 00 4805 000 IDOT TRUCK ACCESS GRANT 6,000 0 15 00 4802 000 INTEREST 7,000 5,000 15 00 4850 000 MFT REVENUES 170.816 191,410 TOTAL 223,897 196,410 EXPENSES 15 00 6201 000 PUBLIC WORKS 35,000 36,750 MATERIAL PURCHASES (SALT) 15 00 6201 100 RT 34 GAME FARM SIGNAL 50,000 0 15 00 6201 200 CONSTRUCTION ENGINEERING 15,000 15 00 6201 300 IDOT RT 34 IMPROVEMENTS 44,000 0 15 00 6201 400 IDOT TRUCK ACCESS 6,000 0 15 00 6201 500 COLD PATCH 3,000 4,000 15 00 6201 600 HOT PATCH 7,000 7,000 15 00 6201 700 SIGNS 9,000 10,000 15 00 9003 000 TRANSFER TO FOX INDUST. FD 19,200 57,993 TRANSFER TO GEN FUND-ADMIN 0 9,570 15 00 6201 800 CONTINGENCY 35,697 71,097 TOTAL 223,897 196,410 2/13/2003 Page 23 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 PUBLIC WORKS EQUIPMENT CAPITAL REVENUES PROPOSED PW EQUIPMENT CAPITAL 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET CARRY OVER(RESERVE) 63,195 45,000 21 00 4425 000 PW DEVELOPMENT FEE 95,000 135,000 21 00 4425 200 SALE OF EQUIPMENT 33,800 0 21 00 4902 000 TRANSFER FROM WATER 30,000 30,000 21 00 4904 000 TRANSFER FROM SEWER 30,000 30,000 TOTAL 251,995 240,000 EXPENSES 21 00 7201 010 LARGE AIR COMPRESSOR 2,000 0 21 00 7201 020 FLOOR JACKS AND STANDS 1,000 0 21 00 7201 100 TRUCK ACCESSORIES 8,000 0 21 00 7210 010 '1TON DUMP TRUCK 36,252 0 21 00 7210 020 HYDRUALIC TRENCH SHORING 20,000 0 21 00 7210 025 STREET LIGHT LOCATOR 2,000 0 21 00 7210 026 P/U TRUCK -P.W. DIRECTOR 23,399 0 21 00 7209 000 POWER SIGN BANDER 500 0 21 00 7209 100 ENCLOSED TRAILER 2,000 0 50% in sewer) 21 00 7209 200 TOOL SET FOR EACH DEPT 2,000 0 21 00 7209 205 TOOL SET FOR SHOP 2,000 0 21 00 7209 300 TARPS FOR DUMP TRUCKS 5,000 0 21 00 7210 000 SEWER CAMERA 10,000 0 21 00 7210 100 5 YD DUMP TRUCK 72,246 77,000 addition to fleet 21 00 7211 100 BOBCAT EXCHANGE 3,500 3,500 yearly cost SKIDSTEER/SNOWBLOWER 15,100 0 TRUCK ACCESSORIES 0 5,000 Snow plow,mars lights,tool boxes I 1 F 150 PICK UPS 0 34,000 (2 trucks)meter reader/summer help new hire WATER DEPT PICK UP 0 38,000 New utility truck,give dakota to eng tech 2/13/2003 Page 24 of 34 DRAFT PROPOSED PW EQUIPMENT CAPITAL 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET POWER BREAKER 0 4,000 Skidsteer attachment SKIDSTEER TRAILOR 0 7,000 Replacement LEAF CHOPPER/VACUUM 0 35,000 21 00 7210 200 RESERVE/FUTURE BUILDING 46.998 36,500 TOTAL 251,995 240,000 2/13/2003 Page 25 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 POLICE EQUIPMENT CAPITAL REVENUES POLICE EQUIPMENT CAPITAL PROPOSED ACCT NO. 2002/2003 2003/2004 BUDGET BUDGET CARRY OVER(RESERVE) 11,248 20 00 4425 000 POLICE DEVELOPMENT FEE 40,950 45,000 20 00 4425 101 SALE OF POLICE SQUADS 1,000 1,000 20 00 4425 100 K-9 DONATIONS 500 500 20 00 4425 200 NEW VEHICLES LOAN 94,306 46,000 20 00 4426 010 IN CAR VIDEO DONATIONS 2,500 2,000 20 00 4910 000 TRANSFER FROM POLICE 13,850 50,154 TOTAL 164,354 144,654 EXPENSES 20 00 9004 000 TRANSFER TO DEBT SERVICE 38,929 81,993 20 00 7201 000 EQUIPMENT 5,400 5,950 20 00 7210 000 VEHICLES 94,306 46,000 20 00 7201 100 SPEED TRAILER 22,190 0 LETHAL&NON-LETHAL WEAPONS! 0 6,500 !moved from police 20 00 7228 000 RESERVE 3,529 4,211 TOTAL 164,354 144,654 2/13/2003 Page 26 of 34 DRAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 PARKS & RECREATION REVENUES PROPOSED PARKS&RECREATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET PARKS REVENUE 79 00 4910 000 TRANS FROM GEN FUND 260,183 387,980 ILLINOIS FIRST GRANT 100,000 100,000 Carryover from 02/03 79 00 4854 000 TREE DONATIONS 1,200 1,200 SUB TOTAL PARKS 361,383 489,180 RECREATION REVENUE CARRY OVER-SAFETY TOWN 1,400 4,700 carry over 02/03 81 00 4910 000 TRANS FROM GEN FUND 172,772 201,844 81 00 4458 000 RENT/DONATIONS 18,000 18,000 Beecher building fees 81 00 4414 000 FEES FOR PROGRAMS 62,000 75,000 81 00 4414 100 1CONCESSIONS 2,258 1,500 81 00 4414 200 I BEECHER DEPOSIT INCOME 5,000 12,000 pass through account 81 00 4415 000 1YOUTH SERVICES GRANT 3,750 2,000 81 00 4855 100 TRIPS-DAY 500 2,000 81 00 4855 200 YOUTH/SPECIAL EVENTS 8,500 8,000 81 00 4456 000 'VENDING MACHINE INCOME 250 250 81 00 4464 000 GOLF OUTING REVENUE 15,797 17,000 81 00 4855 300 DONATIONS 500 8,000 Sponsorship program 81 00 4889 000 MISC. INCOME 200 200 81 00 4802 000 INVESTMENT INCOME 1,500 1,500 81 00 4457 000 RENTAL INCOME 4001 300 81 00 4455 300 FARMERS MARKET 445 450 81 00 4455 400 SAFETY TOWN BUILDING 3,300 1,000 sponsorship of buildings 81 00 4455 301 SKATE PARK 2,394 2,500 SUB TOTAL RECREATION 298,966 356,244 TOTAL REVENUE 660,349 845,424 2/13/2003 Page 27 of 34 D RAFT PROPOSED PARKS&RECREATION 2002/2003 2003/2004 ACCT NO.BUDGET BUDGET EXPENSES PARKS EXPENSES longevity Park maintenance II$750 79 00 5021 000 PARKS SALARIES 127,220 165,120 Additional FT 40 hrs x 52 wks$17.00/hr longevity Park Foreman$1,000 79 00 5021 100 EXEC DIRECTOR 16,962 32,341 79 00 5032 000 OVERTIME 15,700 19,642 2%inc plus 2 addit staff at 200 OT each 79 00 521 000 PART TIME SALARIES 15,000 28,950 Additional PT30 hrs x 30 wks$15.50/hr 79 00 5051 000 SOCIAL SECURITY TAX 10,500 18,823 New staff impact 79 00 5052 000 CITY SHARE- IMRF 7,500 20,104 New staff impact 79 00 7010 000 PARK OFFICE SUPPLY 500 500 79 00 6040 000 PARK CONTRACTURAL 7,500 7,500 79 00 6016 100 MAINT-EQUIPMENT 4,000 4,500 79 00 6016 000 MAINT-PARKS 15,000 17,000 79 00 6066 000 RENTAL-EQUIPMENT 500 1,000 79 00 7012 000 OPERATING SUPPLIES 5,000 15,000 Impact of ballfield maintenance 79 00 7030 000 HAND TOOLS 500 1,250 includes replacement of existing 79 00 7050 000 FLOWERS/TREES 3,200 3,500 79 00 7055 000 CHRISTMAS DECOR 3,500 4,000 79 00 7056 000 PUBLIC DECOR 1,000 1,000 79 00 7202 000 OFFICE EQUIPMENT 1,600 1,600 79 00 7203 000 CONTINUING EDUCATION 1,000 1,000 79 00 6052 000 PROF GROWTH/SUBSCRIPT 300 300 79 00 7032 000 WEARING APPAREL 4,500 4,500 79 00 7020 000 GASOLINE 3,000 3,000 79 00 6075 100 CELL PHONE 3,500 3,750 ILLINOIS FIRST GRANT 100,000 125,000 MASTER PLAN 9,250 9,500 CONTINGENCY 1,351 0 79 00 6048 000 TRAVEL EXPENSES 300 300 SUB TOTAL PARKS 358,383 489,180 2/13/2003 Page 28 of 34 DRAFT PROPOSED PARKS& RECREATION 2002/2003 2003/2004 ACCT NO. BUDGET BUDGET RECREATION EXPENSES 81 00 5020 400 SUPERINTENDENT OF RECS 47,271 48,235 longevity$750 81 00 5020 500 SECRETARY FULL TIME 26,917 30,681 81 00 5020 505 PROGRAM SUPERVISOR 22,240 35,370 81 00 5020 600 EXEC. DIRECTOR 16,962 32,341 81 00 5021 400 RECORDING SECRETARY 1,440 1,400 81 00 5021 500 CUSTODIAL SALARY 16,560 18,104 81 00 5051 000 SOCIAL SECURITY TAX 10,200 12,709 81 00 5052 000 CITY SHARE- IMRF 5,800 15,254 81 00 6066300 RECREATION RESEARCH 4,000 6,000 Future Development projects 81 00 6066 400 SCHOOL FAC USAGE PYMT 5,000 5,000 81 00 6083 000 PORTABLE TOILETS 4,200 4,5001 81 00 6016 100 MAINT-OFFICE EQUIP 2,000 2,000, 81 00 5020 200 INSTRUCTOR SAL/CONTR 24,000 25,000 81 00 6045 000 DUES 600 2,000 Includes Board Members 81 00 6052 000 PROF GROWTH/SUBSCRIP 2,000 3,000 increase due to additional staff 81 00 6048 000 ITRAVEL EXPENSES 900 1,800 81 00 6048-100 MILEAGE 250 250 81 00 6015 100 MAINTENANCE SUPPLIES 6,000 6,500 81 00 6017 000 MAINT. REC VEHICLE 400 1,000 81 00 6050 000 PUBLISHING/ADVERTISE 8,000 10,200 J 81 00 6066 200 RENTAL-BUILDINGS 3,000 3,000 81 00 6066 300 COMMUNITY SURVEY 6,744 0 81 00 6067 000 YOUTH SERVICES GRANT 3,000 2,000 81 00 6067 100 BOOKS/PUBLICATIONS 500 500 81 00 6068 000 BEECHER DEPOSIT REFUNDS 5,000 12,000 81 00 6069 000 GOLF OUTING EXPENSES 11,315 13,000 81 00 6070 000 POSTAGE/SHIPPING 5,000 5,000 81 00 6075 000 TELEPHONE/INTERNET 2,200 2,200 2/13/2003 Page 29 of 34 DRAFT PROPOSED PARKS &RECREATION 2002(2003 2003/2004 ACCT NO.BUDGET BUDGET 81 00 6075 100 CELLULAR TELEPHONE 3,640 3,900 81 00 7010 000 OFFICE SUPPLIES 6,000 6,000 81 00 7010 100 RECREATION SUPPLIES 3,000 4,000 RECREATION EQUIPMENT 2,000 Score clock 81 00 7014 000 PROGRAM SUPPLIES 15,000 16,000 81 00 6066 100 TOURNAMENT FEES 500 800 81 00 6083 100 SKATE PARK EXPENSES 597 400 81 00 6083 200 SKATE PARK PAYROLL 6,782 7,000 81 00 7016 000 YOUTH/SPECIAL EVENTS 7,000 7,000 81 00 7020 000 GASOLINE 600 800 81 00 7091 000 DAY TRIP EXPENSES 500 1,500 81 00 8010 000 CONTINGENCY 8,917 0 81 00 7230 600 SAFETY TWN BLDG PROJ. 1,400 0 Budgeted under Illinois First project 81 00 6070 100 CONCESSIONS 2,531 800 SCHOLARSHIPS/PROG REFUNDS 2,000 81 00 7230 300 REC SOFTWARE/MEM UPGRADE 1,000 5.000 SUB TOTAL RECREATION 298,966 356,244 1TOTAL EXPENSES 657,349 845,424 2/13/2003 Page 30 of 34 D RAFT UNITED CITY OF YORKVILLE BUDGET 2003-2004 PARK & RECREATION EQUIPMENT CAPITAL REVENUES PARK& RECREATION CAPITAL PROPOSED ACCT NO. 2002/2003 2003/2004 BUDGET BUDGET CARRY OVER 18,752 22 00 4910 000 TRANSFER FROM GENERAL FUND 3,000 $60,316 22 00 4902 000 TRNSFER FROM LAND-CASH 14,220 $27,534 TOTAL 35,972 $87,850 EXPENSES 22 00 7211 300 DUMP TRUCK 5,567 $38,000 Pick up Truck 1989 0 $28,000 Replacement Soccer Goals 12' Replacement 3 set 0 3,800 Replacement Soccer Goals 9' replacements 3set 0 3,600 Replacement Computer workstation &monitor 0 3,000 Replacement Town Square Drinking fountain 0 2,000 Replacement/currently not ADA Player Benches 0 3,000 Replacement Riverfront Playground Backhoe Digger 0 450 Replacement Playground replacements/repairs 0 3,000 Sign Replacements 0 3,000 22 00 7228 000 RESERVE-DUMP TRUCK 30,405 0 TOTAL 35,972 87,850 2/13/2003 Page 31 of 34 DRAFT