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Administration Packet 2003 03-13-03OiN United City of Yorkville County Seat of Kendall County EST.e _:-.:_.____-!.1836' . ®'1836 800 Game Farm Road ii f/) Yorkville, Illinois 60560 o 1111 ,!,.-el o Phone:630-553-4350 K Fax:630-553-7575 l<LE AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, March 13, 2003 6:30 P.M. CITY CONFERENCE ROOM REVISED: 3/12/03 Presentation: Web Links Presentation by Andy Clements Old Business: 1. Minutes for Approval/Correction: 9/19/02, 11/14/02, 12/12/02, 1/9/03 and 2/13/03 2. Review Corrections to Employee Manual 3. Review Planning Coordinator's Fees 4. Water Accounts - Update 5. Salary Schedule 6. NIU Tech Study New Business: 1. MFT Resolution - Fox Industrial Bond (Obligation Retirement Resolution) 2. Internship Program - Summer City Intern 3. Health Insurance Update 4. Wyndham Deerpoint and Wiseman-Hughes SSA - Resolution of Official Intent 5. 2003 Road Improvement Program Financing Option Additional Business: c,s.D circ O United City of Yorkville iill County Seat of Kendall CountyEST.ei 1836 800 Game Farm Road i Cl) Yorkville, Illinois 60560 O it O Phone:630-553-4350 1f ". L Fax:630-553-7575 4 E ` v AGENDA ADMINISTRATION COMMITTEE MEETING THURSDAY, March 13, 2003 6:30 P.M. CITY CONFERENCE ROOM Presentation: Web Links Presentation by Andy Clements Old Business: 1. Minutes for Approval/Correction: 9/19/02, 11/14/02, 12/12/02 and 1/9/03 2. Review Corrections to Employee Manual 3. Review Planning Coordinator's Fees 4. Water Accounts - Update 5. Salary Schedule 6. NIU Tech Study New Business: 1. MFT Resolution - Fox Industrial Bond (Obligation Retirement Resolution) 2. Internship Program - Summer City Intern 3. Health Insurance Update 4. Wyndham Deerpoint and Wiseman-Hughes SSA - Resolution of Official Intent 5. 2003 Road Improvement Program Financing Option Additional Business: Page 1 of 7 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, 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. I 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 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 up to standards for a professional 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 final 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 THURSDAY,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 conunittee 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 1I 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 THURSDAY,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 ApprovaUCorrection 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 run 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. Meeting Adjourned: 8:20 p.m. Minutes by Theresa Brady UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY,JANUARY 9, 2003 6:30 P.M. In Attendance: Mayor Art Prochaska City Administrator Tony Graff Alderman Paul James Finance Director Tracy Pleckham Alderwoman Rose Spears OLD BUSINESS: MINUTES FOR APPROVAL There were none. STATUS OF EMPLOYEE MANUAL This item was tabled. REVIEW CITY EMPLOYEE NEXTEL LIST/USAGE Alderman Paul James stated that the Parks and Recreation were added to the Employee Nextel List. Finance Director Traci Pleckham said that the Parks and Recreation were on a shared plan and on their own billing. She said they were saving about $575 a year from where they were before. They have a total of 1900 minutes. Alderman James asked if when their plan comes due if it would be worth trying to negotiate to one plan. Mrs. Pleckham said that they would have to wait and see how their minutes are being used and if it would make sense to combine the minutes all in one. If they were to have a lot of excess minutes left then it would make more sense to combine them. Mr. Graff asked if they had received a bill for it yet. Mrs. Pleckham said no. Mr. Graff said that the minutes should be monitored. Monitoring would help with the decision whether or not to combine the minutes. There will be an update next month. This item will come back to the next Administration meeting on February 13, 2003. WATER ACCOUNTS—UPDATE Mrs. Pleckham stated that homeowners listed on the check sheet have been addressed by the water department by means of notices being sent to the homeowners or by setting up a schedule. She said the accounts that were completed from last month's list were taken off the list. Since the last time the packets were made up, there have been more accounts that had been completed. Mr. Graff asked if she had received City Engineer Joe Wywrot's notes. She said yes and that there were 25 and there are side notes for every one that had been addressed. Tuesday, March 11, 2003 America Online: COYCLERK UNITED CITY OF YORKVILLE Page 2 of 5 Mr. Graff commented that Mr. Wywrot has visited the residents or has a solution written next to certain problems. Mayor Prochaska stated that Eric Dhuse Director of Public Works is trying to work out a schedule time with the residents so they would be home when the meters are being worked on. Mr. Graff suggested that they could pick out a couple of days of the month for the scheduled times. This item will come back on February 13, 2003. UTILITY BILL PAYMENT ASSISTANCE —UPDATE Mr. Graff stated that Judy Dyon received information from the Health and Human Services. He said that the Human Resources want to take a look at it before they give their approval. Alderwoman Spears asked what the Human Resources would determine after examining the assistance plan. Mayor Prochaska said that they would make a recommendation to go ahead with it. This item will come back to the next Administration meeting on February 13, 2003. PROPOSED NEW ENTRY WAY SIGNS Copies of the sign layouts that were printed off by Plainfield Signs were passed out to the committee. Mayor Prochaska pointed out that red and white are Yorkville's actual colors. Alderwoman Spears asked if the company would be able to add a fox or other animals to the sign. Administrator Graff said they could do that. There are all sorts of graphics that they can do and that it can be programmed into the machine that makes to cut into the sign, and then it is painted. Mayor Prochaska suggested adding a fox and greenery to one side then a river and greenery on the other side. He would like to see the settle of the town printed on the bottom of the sign. He commented that he would like to see the sign in a natural cedar color with red background and white lettering. He added that the Human Resource Committee has made a request to add a small Character Counts sign to hang beneath the sign. Alderman James suggested adding the mayor's name to the sign. Mayor Prochaska said that if adjustments were made to the sign they might be able to fit it in the recessed area. Alderwoman Rose Spears asked if there was an updated price quote. Mr. Graff said that the price still remains the same. This item will come back to the Administration meeting on February 13, 2003. COMPUTER HARDWARE REGARDING ACCOUNTING SOFTWARE—UPDATE Mr. Graff stated that in order to add accounting software they would need to get into the Microsoft server environment. He said that they did RFP out for the server and software and are now connected with the company Reliable Computer in Plano. They also ordered hardware from the current software provider. The service came up to about $3700, and the software came up to $2100. Mrs. Pleckham said that the server could not load the software because of the configuration of the Tuesday, March 11, 2003 America Online: COYCLERK UNITED CITY OF YORKVILLE Page 3 of 5 current server and where the drives are. It would have taken about 12 hours @ $85 an hour to have the server come and continue to try to work it into the current program. Eventually the new hard ware will allow the program to integrate. Mr. Graff said that the new hardware would allow the money collected by the Police Department go right into the accounting package. A cash drawer will eventually be added to the Beecher Center once the white area is connected. NIU will help with getting that task set up. SALARY SURVEY UPDATE This item was tabled. REQUEST FOR SPECIAL CENSUS Mr. Graff reported that the Mayor did sign off on this item and it was sent out. He should receive a reply within 30 days. They hope to have a time line by June 2003. OPEN SPACE GRANT UPDATE Mayor Prochaska stated that Laura Brown received notice today that there is Grant money for $100,000 for Open Space. He said he expects to be signed off on that by tomorrow. Mr. Graff stated that with this Grant money, it would enable the City to buy the CorLands. Mayor Prochaska suggested sending a letter of appreciation to Mrs. Brown for her response to the Grant money that was available for the City. NEW BUSINESS: UTILITY BILLING CLERK JOB DESCRIPTION Mr. Graff stated that this item was updated and current of what the job responsibilities are supposed to be for this position. See attached. It will get incorporate the new GASB34. Once the Labor attorney has approved of this item it will go to COW on February 4, 2003. . ACCOUNTING CLERK IIIHUMAN RESOURCES CLERK JOB DESCRIPTON Once the Labor attorney has approved this item it will go to COW on February 4, 2003. ADDITIONAL BUSINESS: Planning Coordinator Update Alderman Paul James asked if the Planning Coordinator has received any billing. Mr. Graff said she has not. She is working with the Menard's annexation and with Moser. She will be providing a sample report of her duties and hours on the projects. That should be on next month's agenda. Architect Design Phase Update Alderman James asked if the plans were moving ahead with this design phase. Mayor Prochaska said that the design phase plans have begun. Mr. Graff said that there should be an update of the progress of the plans by next week. He mentioned this item to go to City Council for bid. Then he would like to see the approval process for bidding on the next Administration meeting agenda. Tuesday, March 11, 2003 America Online: COYCLERK UNITED CITY OF YORKVILLE Page 4 of 5 Mayor Prochaska said the final bid package will not be ready until the beginning of March. It should go to bid then that first week in March. Mr. Graff mentioned that they are looking into the standards for the architectural overlay in Phase 3. He was asked if there should be an option to bid for cedar siding, as opposed to brick since brick is so expensive. Mayor Prochaska was not in favor of cedar siding. He suggested considering using the cement siding Hardy Board) as an option. Mr. Graff said that once the concept plan is in, then it would be passed out to the committee members. This item will come back to the next Administration meeting on February 13, 2003. Library Drive Update Mr. Graff mentioned that the library drive design from Williams Architects will be on next month's agenda, then it will go to COW on February 21, 2003 for approval. Planning Alderman James suggested sending someone to train for Project Planning. He said he would be a helpful scheduling tool in sorting out and setting up several projects for all departments. Alderwoman Spears said that she could check to see what that might cost and if it would fit into the budget. This item will come back to the next Administration meeting on February 13, 2003. Grant Mr. Graff reported that they are filling out a grant for Northern Illinois University to do an assessment of services that the City offers to the residents that would include City Staff through Public meetings. He said that it takes 120 days to do the assessment. They received a grant to do 3 communities. The only cost to the City would be some incidental costs of about $200, and our time. As part of the Grant process, they would like a resolution from the City to participate in this process. They will soon send a sample resolution report for the committee to go over. Mr. Graff felt that it would be a good tool to use. As soon as they have received the resolution from MU, it will be sent to COW on January 28, 2003 for vote. Then the application would be sent out on January 31, 2003. Medicaid/Medicare Brochures Mayor Prochaska stated that he would like to get more of the Medicaid/Medicare brochures to pass out to the Beecher Center and the Senior Services. The brochure explains the differences between Medicaid and Medicare policies. Insurance Mayor Prochaska requested an update on the Libraries plans for insurance. Currently the insurance comes out of the City's budget. Mrs. Pleckham said that she would check on that. Tuesday, March 11, 2003 America Online: COYCLERK UNITED CITY OF YORKVILLE Page 5 of 5 Department Head Report Mr. Graff stated that the procedure of the Department Heard Reports is that they must submit a request to the Mayor before it is put on the agenda. The request must also be in before the agenda is prepared. It gives an opportunity for the Department Heads to bring up issues before the agenda's go out. City Council Meeting/Consent Agenda Mr. Graff mentioned that other committee's that have gone to Consent Agenda have also gone to one City Council meeting. He thought it would more convenient to do it that way especially during the holidays. It would also allow for some open nights in which special or public meetings could be scheduled. It would make for an opportunity to do strategic planning. Strategic planning meetings allow elected officials to set up goals for the City for that year. This item will go to COW with a Consent Agenda on February 4, 2003. Meeting adjourned at 7:55. Minutes by Theresa Brady I United City of Yorkville Employee Manual Final Draft — 03-11-03 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) r United City of Yorkville Employee Manual Final Draft — 03-11-03 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 Final Draft — 03-11-03 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 Final Draft — 03-11-03 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 Final Draft — 03-11-03 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 Final Draft — 03-11-03 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 1St Evaluations shall be made on standardized forms as provided by the City, and shall provide a comprehensive review of the quality of work performed by the employee. Both Department Head and Employee shall sign evaluations. 4.Department Heads shall prepare a tentative budget before the end of each fiscal year. It shall be presented to the Finance Director. The Finance Director will prepare the budget to be presented to the Mayor. The Mayor will present the budget to the City Council for approval. 5.Departments Heads shall prepare Job Descriptions and recommend the selection and hiring of 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 Final Draft — 03-11-03 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.)Any exceptions to the definition of part time employee must have Mayor and City Council approval. Section 1.4.5 Temporary Temporary employees are generally those persons employed to fill a position for less than six (6) months duration. There is no guarantee of reinstatement for the same period during the following calendar year. Temporary employees are not entitled to sick leave. Temporary employees are not 3 United City of Yorkville Employee Manual Final Draft — 03-11-03 entitled to vacation or other similar benefits enjoyed by full-time employees. Temporary employees are hired by the Department Head, with concurrence of the Mayor and City Council. Section 1.4.6 Exempt Salaried Employee An employee paid on a salary basis that works in an executive, administrative or professional capacity determined by the City to be exempt from the overtime provisions of the Fair Labor Standards Act FLSA). Exempt salaried employees are not entitled to overtime under the FLSA. Notwithstanding any provisions of this Manual, the discipline of such employees shall be in accordance with FLSA regulations regarding exempt salaried employees. Section 1.4.7 Non-exempt Employees An employee who is either paid by the hour or on a salary basis and is not in a position determined by the City to be exempt from overtime under the Fair Labor Standards Act. Such employees are eligible for overtime pay. Section 1.5 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 or Yorkville Public Library,the terms of the agreement or applicable rules and regulations shall apply. No one other than the Mayor, with the advice and consent of the City Council, has the authority to enter into a contract contrary to the terms of this Manual. Section 2 Personnel Program and Employment Status Section 2.1 Recruitment, Application, and Selection Section 2.1.1 Recruitment It is the policy of the United City of Yorkville to afford equal employment opportunity in all personnel practices to all qualified individuals without regard to race, color, religion, sex, 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: 4 United City of Yorkville Employee Manual Final Draft — 03-11-03 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. 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. 5 United City of Yorkville Employee Manual Final Draft — 03-11-03 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 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 6 United City of Yorkville Employee Manual Final Draft — 03-11-03 The United City of Yorkville is committed to maintaining a work environment that is free of discrimination. In keeping with this commitment, we will not tolerate harassment of City employees by anyone, including any supervisor, co-worker, or any third party. All employees are expected to avoid any behavior or conduct that could reasonably be interpreted as harassment. All employees are expected to make it known promptly,through the avenues identified below,whenever they experience or witness offensive or unwelcome conduct. Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person's protected status, such as sex, color, race, religion, national origin, age, physical or mental disability or other protected group status. The City will not tolerate harassing conduct that affects tangible job benefits, that interferes unreasonably with an individual's work performance, or that creates an intimidating, hostile, or offensive working environment. Such harassment may include, for example, jokes about another person's protected status, kidding, teasing or practical jokes directed at a person based on his or her protected status. Sexual harassment deserves special mention. Unwelcome sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex constitute sexual harassment when (1) submission to the conduct is an explicit or implicit term or condition of employment, (2) submission to or rejection of the conduct is used as the basis for an employment decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile, or offensive working environment. Sexual harassment is conduct based on sex, whether directed towards a person of the opposite or same sex, and may include explicit sexual propositions, sexual innuendo, suggestive comments, sexually oriented "kidding" or "teasing", "practical jokes",jokes about obscene printed or visual material, and physical contact such as patting, pinching, or brushing against another person's body. All City employees are responsible to help assure that 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 7 United City of Yorkville Employee Manual Final Draft — 03-11-03 312-814-6200 United States Equal Employment Opportunity Commission Chicago District Office 500 West Madison Street, Suite 2800 Chicago, Illinois 60661 312-353-2713 Section 3.3 Drug-Free Workplace Policy (Appendix F) Section 3.3.1 The United City of Yorkville has adopted a Drug-Free Workplace Policy as described in Resolution Number 93-17 (10-25-1993). It reads as follows: Illegal drugs and the abuse of legal drugs in the workplace are a significant danger. They impair safety and health, promote crime, lower productivity and quality and underline public confidence in the work City employees undertake. The City prohibits drug and alcohol impairment and the illegal use of drugs in the workplace. Under the federal and state Drug-Free Workplace Acts, 41 USC 701, et seq., and 30 ILCS 580/1 et seq., in order for the City to be considered a "reasonable source" for the award of federal or state grants, it is appropriate to adopt the following policy: Section 3.3.2 Definition and descriptions Any location which City business is conducted, whether at this or any other site, is declared to be a drug-free workplace. All employees are absolutely prohibited from unlawfully manufacturing, distributing, dispensing, possessing or unlawfully using controlled substances or alcohol, as defined in the federal and state Drug-Free Workplace Acts, in the workplace. This policy does not apply to the lawful use of prescription drugs under the supervision of a licensed healthcare professional and within the limits of a valid prescription. An employee who has been prescribed drugs or who is taking over- the-counter medications that come in containers with warnings about drowsiness or interference with the ability to operate machinery or drive 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' 8 United City of Yorkville Employee Manual Final Draft — 03-11-03 job nor will it be noted in any personnel record. However, referral to such programs in no way exempts an employee from discipline for less than acceptable job performance. Section 3.3.5 Employment condition As a condition of initial and continued employment, each employee shall: a.Agree in writing to abide by the terms of the City's policy respecting a drug and alcohol- free workplace; and, b.Agree, as required by law, to inform his or her supervisor of his or her conviction of any criminal drug or alcohol Statute, for a violation occurring on or off City premises, while conducting City business, no later than five (5) days after such a conviction. A conviction means a finding of guilt (including a plea of"no 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 9 United City of Yorkville Employee Manual Final Draft — 03-11-03 not be permitted any time, including working and non-working time, in working areas. Solicitation or distribution of printed materials by non-employees is prohibited in work areas. Section 3.6 Employee Performance Evaluation At a minimum, yearly reviews shall be made of the employee's work performance by the Department Heads, and reported to the Mayor. Employees may be given more frequent evaluations as circumstances warrant. A finding of satisfactory performance is needed for advancement on the wage scale. Section 3.7 Outside Employment Employees may hold outside employment, including self-employment, provided such employment does not: 1) interfere with the performance of City duties; 2) present a potential conflict of interest; 3) result in outside work being performed during an employee's work shift; 4) involve the use of city equipment or supplies. Employees shall be permitted to engage in outside employment only with the prior written approval of their Department Head. If granted permission for outside employment an employee's Department Head may revoke the permission where it appears to the Department Head that such activity conflicts with the standards set forth above. Employees who engage in outside employment shall notify their Department Head of the addresses and phone numbers where they can be contacted, if necessary, for their normal work schedule, of the name of their supervisor(if applicable), and of the type of work they are (or will be) performing. Section 3.8 Gifts and Gratuities a.City services are not to be rendered by any employee with the expectation or in exchange for any gift, gratuity, discount, reward, entertainment, hospitality, loan, forbearance, other tangible or intangible item having monetary value. This policy prohibits the receipt of gifts by the employee's spouse or an immediate family member living with the employee from a"prohibited" source. In addition, all employees are required to comply with the City's Ordinance#1999-12 (Appendix G) implementing the provisions of the State Gift Ban Act. When an employee receives any offering as a result of his or her status as a City employee, the offering must be immediately turned over to the City's Ethics Officer, which is the Kendall County States Attorney. The Ethics Officer will determine the ultimate disposition of any gift or offering in accordance with the City's ordinance and the State Gift Ban Act. Additional information about this policy maybe obtained from the City Administrator, Ethics Officer or City Attorney. 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 10 United City of Yorkville Employee Manual Final Draft — 03-11-03 a.No employee shall use his or her official position of employment to coerce or inhibit others in the free exercise of their political rights; or engage in political activities while at work or on duty. b.Due to the conflict of interest created by employees holding an elected office, the taking of an oath for any City office shall constitute an employee's resignation from City employment. 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 andotherofe 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. 11 United City of Yorkville Employee Manual Final Draft — 03-11-03 e.All employees shall familiarize themselves with the safety rules applicable to their jobs and shall consult with their supervisors on any safety rule or practice not understood, or whenever work conditions present unforeseen hazards. f.No employee shall remove or make ineffective any safeguard, safety device or safety appliance except for the purpose of replacement, repair or adjustment. g.Employees shall keep their work areas clean, orderly and, to the extent possible, free from all recognized safety hazards. h.All employees shall work in appropriate clothing, including footwear, suitable for the type of work being performed, and shall wear or use appropriate safety devices or personal protective equipment as provided, or directed. i.When driving or riding as a passenger in a City-owned vehicle, or in a personal vehicle while on City business, employees shall wear properly adjusted and fastened seat belts. j.Employees shall comply with all applicable Local,State and Federal traffic laws when operating a City vehicle or personal vehicle while on City business, except for police officers when authorized in the line of duty and in accordance with 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 form to the immediate supervisor. The form shall be completed and submitted within twenty-four hours of the on-the-job accident, injury or illness to the extent practicable. Individual departments may adopt any safety rules that address particular operations or hazards that exist within that department and which are not inconsistent with the general safety rules listed above. Any employee found to be in violation of the general safety rules or applicable departmental safety rules may be subject to disciplinary action. Section 3.12 Threats, Violence and Weapons 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. 12 United City of Yorkville Employee Manual Final Draft — 03-11-03 b. Any physical behavior, or threat of physical behavior, that would place a reasonable person in fear of receiving imminent physical injury or aggressive physical contact of the sort discussed above; or c.Any act of vandalism or other intentional damage or destruction of City property. No employee or third party, except for authorized law enforcement personnel, is permitted to bring weapons or firearms onto City property (including City vehicles). 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. 13 United City of Yorkville Employee Manual Final Draft — 03-11-03 Section 3.13 No Smoking or use of Tobacco Products Smoking and/or use of any form of tobacco products are prohibited within city owned public buildings. Designated areas may be designated with approval of the Department Head and City Administrator. Section 3.14 Nepotism 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. 14 United City of Yorkville Employee Manual Final Draft — 03-11-03 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. 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 15 A United City of Yorkville Employee Manual Final Draft — 03-11-03 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. 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 Final Draft — 03-11-03 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: 17 United City of Yorkville Employee Manual Final Draft — 03-11-03 a. Incompetence, negligence, inefficiency, or failure or inability to perform your assigned duties. 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 18 United City of Yorkville Employee Manual Final Draft — 03-11-03 Notice and a chance to improve. Department Head shall inform the employee of his performance problems or shortcomings, and provide a reasonable opportunity to improve. Specific Information. Department Head shall let the employee know exactly what the problem is, and set up an improvement program that calls for specific actions by stated deadlines. Furthermore, the Department Head may recommend 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 19 United City of Yorkville Employee Manual Final Draft — 03-11-03 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. 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 1/2 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 perform other such work as may be directed from time to time. The employee shall check the status of the wells,pumps, and lift stations approximately 7: 00 a.m. and wells again at approximately 4:00 p.m. for which they shall receive a minimum of two hours pay at the overtime rate. Personnel so selected for"On Call" duty shall be available for emergencies unless other arrangements are made between employees. Any such arrangements made shall require notification to the Department Head. Section 6.1.2 Work Schedule 20 United City of Yorkville Employee Manual Final Draft — 03-11-03 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. 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 21 United City of Yorkville Employee Manual Final Draft — 03-11-03 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. 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-half times the hourly rate, determined by dividing the annual salary by 2,080 hours. b. All full time, non-exempt employees will be compensated for all hours worked as described within their job description and duties as authorized, which means no employee shall work as an independent contractor or receive a stipend for hours worked except as authorized as an appointed position. Employees shall be duly compensated under the FLSA for hours worked; however employees may be subject to discipline for performing unauthorized work. Section 6.7 Compensation Time a.The City encourages the use of compensatory time, provided the net result is a saving of wage expenditures. b.Compensation time is earned at the rate of 1'/2 hours for each hour of overtime worked. c.All non-exempt, full-time employees (at their discretion and with their Department Head'c appYYrovall shall be allowed to take compensation time. This is in lieu of anyl 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 22 United City of Yorkville Employee Manual Final Draft — 03-11-03 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 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. 23 United City of Yorkville Employee Manual Final Draft — 03-11-03 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 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 Final Draft — 03-11-03 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 United City of Yorkville Employee Manual Final Draft — 03-11-03 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 Final Draft — 03-11-03 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 iii order to qualify to take family and iucuieai leave under this policy, an employee must nave 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 27 United City of Yorkville Employee Manual Final Draft — 03-11-03 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, 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 requesting 17...,...1..__., Medicalor Family-Medical r and . t i healthyouarcreque ing Employee Medical Leave you 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 28 United City of Yorkville Employee Manual Final Draft — 03-11-03 condition of either the employee or a covered member, or because of other circumstances beyond the employee's control. Employees are not entitled to other benefits or seniority accrual during the FMLA leave. b.Any changes in benefit plan provisions and costs may apply to individuals on FMLA leave the same as if they were actively employed, according to the terms of the applicable plan. 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, 29 United City of Yorkville Employee Manual Final Draft — 03-11-03 and/or law, as well as the available leave under the FMLA or applicable state law, to the extent permitted by such applicable law. Section 7.11 Benefits While on Leave a.Time spent on extended unpaid leaves of absence may not be counted as creditable service for pension purposes. Further, if an employee goes on an approved, unpaid leave of absence for a period in excess of thirty (30) calendar days and wishes to continue to be 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 30 United City of Yorkville Employee Manual Final Draft — 03-11-03 maintenance organizations, self-insure, and/or change or eliminate any benefits at any time with a ninety (90) day notice, when practical in accordance with applicable law. Section 8.2 Pension Participation 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 Final Draft — 03-11-03 Section 8.6 Education and Training a.The City shall pay all expenses including wages at "regular" pay, travel, and training feestuition for any full-time or approved eligible part-time employees enrolling in required" training courses. b.All request by an employee for the enrollment to a college degree or certificate program must be submitted by the Department Head to the Mayor and City Council for approval. Then all courses related to the program shall be eligible for payment subject to budget approval. This provision shall be subject to change and does not entitle any employee the exclusive right to receive approval. Furthermore, the employee shall provide a grade or transcript to the Department Head upon the completion of each course. Any revisions or change requested by the employee to the approved program must be submitted to the Department Head for approval prior to the revision or change. 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.The Ttuition and fees only (no books or materials) of an elective or required course will be paid through direct billing from the appropriate school and the employee will sign the payroll deduction form prior to the enrollment of the course stipulating to— The following provisions. At the completion of the class,ilf--a grade of a C-average or better is attained upon;the completion of the course the class will be considered complete and paid for by the City. If less than a C-average is attained, the employee will be required to pay back 3- 100% of the tuition and fees to the City through a payroll deduction as stipulated within the payroll deduction sign off form or direct payment to the City..- 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% 32 M L United City of Yorkville Employee.Manual Final Draft — 03-11-03 This stipend is applicable only to one (1) degree beyond that necessary for entry level of that position except that all are eligible to earn up to the Bachelor Degree level as outlined above (one-time annual salary adjustment.) Section 8.7 Travel Expenses Meals and Lodging. Employee's lodging and meal expenses shall be covered as a maximum reimbursement per diem while traveling on City Business. A Department Head will submit a per diem request prior to the event with his/her signature to the Accounting Clerk for bill list issuance of a check of the receipts may be submitted after the event for reimbursement of the actual amount spent up to a maximum of$40 per day for meals. Per Diem will not be paid for a meal included with the price of registration of the event. The $40.00 per day allowance for meals will be broken down as follows: 10.00 for breakfast, $10.00 for lunch, and $20.00 for dinner. Lodging will be set at a standard/Government/conference rate not to exceed $150.00 per night and prior approval from the Department Head must be obtained for any and all increases to this amount for lodging. The Meals, Mileage and Lodging form must be submitted, but if the amounts are greater than the above, receipts must accompany the form and have the Department Head' s approval. Section 8.8 Internal Revenue 457 Deferred Compensation Plan (Appendix 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 Final Draft — 03-11-03 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 p. Development Coordinator Monthly Report United City of Yorkville February 2003 Daily Totals Day of IDate Grand Kylyn's Week Reserve Menards Ridge Montalbano Admin. Total i4ury: : .:. aii.2/ /OS... . #00 00 : J0 00 00 b0 0. 4 4 Monday 2/3/03 0.00 2.00 0.00 0.00 0.75 2.75 Tuesday 2/4/03 0.00 2.00 0.00 0.00 0.00 2.00 Wednesday 2/5/03 0.00 2.00 0.00 0.00 0.25 2.25 Thursday 2/6/03 2.50 0.00 0.00 0.00 0.00 2.50 Friday 2/7/03 0.00 0.00 0.00 0.00 0.00 0.00 000 Monday 2/10/03 1.25 0.00 0.00 0.00 0.00 1.25 Tuesday 2/11/03 0.00 2.00 0.00 3.00 0.00 5.00 Wednesday 2/12/03 0.00 2.00 0.00 0.00 1.00 3.00 Thursday 2/13/03 0.00 0.00 0.00 0.25 1.50 1.75 Friday2/14/03 1.00 0.00 0.00 0.00 0.00 1.00 0E4tu.r4a . : :::::::. :::: /J.S/t.:::::::::::::::.:.t.fl€:..::::.;::.:::::::G.btu.:::: ::::::::Ott1 3.:::: :::::::::::::::f..t Q::::::::<. :.::::::::::::::::::::: :::::::::::::.::: : a0>l0t0urid0..::::.::::.:::::::::::.I I.t/].................:.f3<U.:.:::::::::::::.:tiioo:::::::::. :::. At...:::::.:...........::::.:::::::._.;:.::::::::::::::.::::::::::::::,.::::::::::::::. 00 Tuesday 2/18/03 0.00 0.00 0.00 0.25 0.00 0.25 Wednesday 2/19/03 0.00 0.00 0.00 0.00 0.00 0.00 Thursday 2/20/03 0.00 0.00 0.00 0.00 0.00 0.00 Friday..........................2/21/03 0.00 0.........:...::: :00 0.00 3.00 0.00 3.00 P*O 0`0 Monday 2/24/03 0.00 0.00 0.00 0.50 0.00 0.50 Tuesday 2/25/03 0.00 0.00 0.25 0.50 0.00 0.75 Wednesday 2/26/03 0.00 0.00 0.00 0.00 0.00 0.00 Thursday 2/27/03 0.00 0.00 0.00 0.00 0.00 0.00 Friday 2/28/03 0.00 0.00 0.00 0.00 3.75 3.75 Totals 4.75 10.00 0.25 7.50 7.25 29.75 Development Coordinator Monthly Report United City of Yorkville February 2003 Summary Page Grand Reserve Menards Ridges Montablano Admin. Total Correspondence 0.00 8.00 0.25 7.50 0.00 15.75 Reports 0.00 0.00 0.00 0.00 3.50 3.50 Meetings 4.75 2.00 0.00 0.00 3.75 10.50 Total 4.75 10.00 0.25 7.50 7.25 29.75 Printed: 3/3/2003 Development Coordinator Monthly Report United City of Yorkville February 2003 Grand Reserve Day of Correspondence Daily Week Date Written/oral Tracking Reports Meetings Totals Notes/Comments Saturday 2/1/03 Sunday 2/2/03 Monday 2/3/03 0.00 Tuesday 2/4/03 0.00 Wednesday 2/5/03 0.00 Thursday 2/6/03 2.50 2.50 Discussed park issues Friday 2/7/03 0.00 Saturday 2/8/03 Sunday 2/9/03 Monday 2/10/03 1.25 1.25 Staff Tuesday 2/11/03 0.00 Wednesday 2/12/03 0.00 Thursday 2/13/03 0.00 Friday 2/14/03 1.00 1.00 Stormwater mtg Saturday 2/15/03 Sunday 2/16/03 Monday 2/17/03 Holiday Tuesday 2/18/03 I 0.00 Wednesday 2/19/03 0.00 Thursday 2/20/03 0.00 Friday 2/21/03 0.00 Saturday 2/22/03 Sunday 2/23/03 Monday 2/24/03 0.00 Tuesday 2/25/03 0.00 Wednesday 2/26/03 0.00 Thursday 2/27/03 0.00 Friday 2/28/03 0.00 Printed: 3/3/2003 Development Coordinator Monthly Report United City of Yorkville February 2003 Menards Day of Correspondence Daily Week Date Written/oral Tracking Reports Meetings Totals Notes/Comments Saturday 2/1/03 Sunday 2/2/03 Monday 2/3/03 2.00 2.00 Met with Tony to discuss Annex. Agree 2.00 Drafted letter to Krammer outlining Tuesday 2/4/03 2.00 changes to Annex. Agree 2.00 Drafted letter to Krammer outlining Wednesday 2/5/03 2.00 changes to Annex. Agree Thursday 2/6/03 0.00 Friday 2/7/03 0.00 Saturday 2/8/03 Sunday 2/9/03 Monday 2/10/03 0.00 Tuesday 2/11/03 2.00 2.00 Summarize items for Dev Agree Wednesday 2/12/03 2.00 2.00 Summarize items for Dev Agree Thursday 2/13/03 0.00 Friday 2/14/03 0.00 Saturday 2/15/03 Sunday 2/16/03 Monday 2/17/03 Holiday Tuesday 2/18/03 0.00 Wednesday 2/19/03 0.00 Thursday 2/20/03 0.00 Friday 2/21/03 0.00 Saturday 2/22/03 Sunday 2/23/03 Monday 2/24/031 0.00 Tuesday 2/25/03 0.00 Wednesday 2/26/03 0.00 Thursday 2/27/03 0.00 Friday 2/28/03 I 0.00 Printed: 3/3/2003 Development Coordinator Monthly Report United City of Yorkville February 2003 Kylyn's Ridge Day of Correspondence Daily Week Date written/oral Tracking Reports Meetings Totals Notes/Comments Saturday 2/1/03 Sunday 2/2/03 Monday 2/3/03 0.00 Tuesday 2/4/03 0.00 Wednesday 2/5/03 0.00 Thursday 2/6/03 0.00 Friday 2/7/03 0.00 Saturday 2/8/03 Sunday 2/9/03 Monday 2/10/03 0.00 Tuesday 2/11/03 0.00 Wednesday 2/12/03 0.00 Thursday 2/13/03 0.00 Friday 2/14/03 0.00 Saturday 2/15/03 Sunday 2/16/03 Monday 2/17/03 Holiday Tuesday 2/18/03 0.00 Wednesday 2/19/03 0.00 Thursday 2/20/03 0.00 Friday 2/21/03 0.00 Saturday 2/22/03 Sunday 2/23/03 Monday 2/24/03 0.00 0.25 Reviewed memos/discussed wlTony & Tuesday 2/25/03 0.25 Joe Wednesday 2/26/03 0.00 Thursday 2/27/03 0.00 Friday 2/28/03 0.00 Printed: 3/3/2003 Development Coordinator Monthly Report United City of Yorkville February 2003 Montalbano Day of CorrespondenceDaily Date Tracking Reports Meetings Notes/Comments Week written/oral Totals 1isYL::}:4'::'<;:;:;:<;.';?;;L:; is;:':•:: u'int#3#{a.:::'.`: :'>':<:i>:...... ...,.....;..... ... :..: Monday 2/3/03 0.00 Tuesday 2/4/03 0.00 Wednesday 2/5/03 0.00 Thursday 2/6/03 0.00 Friday 2/7/03 0.00 Satu yt 2 03 Monday 2/10/03 0.00 Tuesday 2/11/03 3.00 3.00 Drafted report, gave to reviewers Wednesday 2/12/03 0.00 Thursday 2/13/03 0.25 0.25 Talked w/Joe, Mike about review Friday 2/14/03 0.00 Sats ay 2115/03 bfi Tuesday 2/18/03 0.25 0.25 Discussed in detail comments w/Mike Wednesday 2/19/03 0.00 Thursday 2/20/03 0.00 Friday 2/21/03 3.00 3.00 Finalized report Satuyc.......... 2/22/0 03 >f >> >' > ': >{ f>:<> > »' {>s:: <;:'. i > ff:::<>:« [> :::::* €> :fl:>'::>: :>:>'::>:: :>::::::>s:::..::>`:>::::::>:>.>:>:<:><:::::><::::>..':>:<>::::'::°::;:::>=::: ::.>:>>:::;.,'.;:: Discussed report w/Tony, update Monday 2/24/03 0.50 0.50 landscape provisions Tuesday 2/25/03 0.50 0.50 finalized revised report Wednesday 2/26/03 0.00 Thursday 2/27/03 0.00 Friday 2/28/03 0.00 Printed: 3/3/2003 Development Coordinator Monthly Report United City of Yorkville February 2003 Administration Day of Correspondence Daily Week Date written/oral Tracking Reports Meetings Totals Notes/Comments Monday 2/3/03 0/5 0.75 Prepared monthly report Tuesday 2/4/03 0.00 Wednesday 2/5/03 0.25 0.25 Corrected headings of monthly report Thursday 2/6/03 0.00 Friday 2/7/03 0.00 Monday 2/10/03 0.00 Tuesday 2/11/03 0.00 Wednesday 2/12/03 1.00 1.00 Recreating tracking sheets Thursday 2/13/03 1.50 1.50 Recreating tracking sheets Friday ....... ............2/14/03........... 000:.:.::::::.:::::.:..:::::::::::::::,.:::::::::::::::<::::::::.;<.::::::>;:.;:::::;<:.;:.;::::.;;.;:.;:. Tuesday 2/18/03 0.00 Wednesday 2/19/03 0.00 Thursday 2/20/03 0.00 Friday 2/21/03 0.00 Monday 2/24/03 0.00 Tuesday 2/25/03 0.00 Wednesday 2/26/03 0.00 Thursday 2/27/03 0.00 Concept mtgs: 1 hr on Harris Farm, 2.75 Friday 2/28/03 3.75 3.75 hr on Sexton Printed: 3/3/2003 WATER METER CHECK SHEET RECVD ACCT NAME ACCT# ACCOUNT ADDRESS PROBLEM STATUS 105 Center Parkway Meter stuck mailed cert letter 2/19/03 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 303 E. Fox Street Mtr readr said meter broken and could not read 1WORKING OK 215 Elizabeth Street No outside reader-all estimated bills METER REPLACED 306 E. Ridge Street I No outside reader-all estimated bills METER REPLACED 208 W. Fox Street Meter stuck METER REPLACED 1/9/03 202 Church Street No outside meter I mailed cert letter 2/19/03 652 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 702 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 1REPLACED 2/ 19/03 716 N. Bridge Meter stuck last 5 reads I REPLACED 12/ 10/02 404 W. Ridge Street No outside meter-estimated bills REPLACED METER 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 1208 W. Ridge St.#2 Meter stuck last several reads(1322) Joe mailed notice 115C Colonial Pkwy Meter stuck last 3 reads IJoe 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-2. 00600 Joe mailed notice 12/3/02 2179 Northland Lane Meter makes loud noises REPLACED 12502 2610 Boomer Lane Device error-no read estimated REPAIRED WIRE 12/10/02 508D Powers Ct 1Same Read since 4/30/02 billing 1Certified letter sent 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 WORKING OK 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'wvv7wc'7 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 1VACANT 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 I 1/6/03 227B Hillcrest Stuck meter since 4/30/02 CHECKED OK 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 2/3/03 2297 Northland Lane In 11/29/02 asof 2/3/03 still at 0 read Y11-"( E tip L Pi--C_ , WATER METER CHECK SHEET RECVD 1ACCT NAM_E ACCT# ACCOUNT ADDRESS PROBLEM STATUS 2/4/03 404 Woodworth Same Read since Oct 2002 Billing W 11e,L= E P \ .b 2/4/03 412A Jackson Same Read since Oct 2002 Billing 2/7/03',109-111 S Bridge St Old read 5100 new 400 C\: .)'C J` . -C 2/7/03 410A Jackson St Stuck Meter 2/12/03'226 S Bridge St Stuck Meter 2/7/03 1238 Walsh Dr In 10/17/02 still no usage on reading 2/11/03 108 W Van Emmon New meter 11900 1st read 2/11/03,104 W Countryside 4 Unit-same read as 12/31/02 billing 2/11/03 203 S Bridge St same read last 3 billing cycles 2700 2/12/03 345 E Hydraulic new meter 10/02 still reads 0 2/12/03 872 Greenfield Turn No read-estimated N'E _QZ \RaQLt<LED 2/13/03 2029 Murfield Dr in 12/27/02 no read 2/12/03 309 Walter need RR installed 2/13/03 1744 Columbine stuck meter United City of Yorkville Memo To: Administration Committee From:Traci Pleckham — Finance Director CC: Administrator Graff, Mayor Prochaska Date: March 10, 2003 Re: Salary Schedules Administrator Graff and Department Heads met with the Mayor on Friday, March 7th to review the proposed 2002-2003 Salary Schedules. Based on discussions and after reviewing the Salary Surveys, it is our recommendation to approve the attached Salary Schedules. (Also attached are copies of the Salary Surveys.) UNITED CITY OF YORKVILLE SALARY SCHEDULES 2002-2003 2002-2003 PROPOSED Percent Difference Min.Max. Min. Max. Min. Max. City Administrator 63,135 $85,000 76,004 $103,475 16.93% 17.85% City Engineer 55,890 $80,730 59,760 $81,360 6.48% 0.77% Chief of Police 56,925 $80,730 65,078 $84,035 12.53% 3.93% Finance Director 54,855 $77,625 59,175 $80,563 7.30% 3.65% Director of Public Works 51,750 $69,345 56,000 $72,500 7.59% 4.35% Executive Director- Parks & Rec $48,645 $66,240 61,300 $83,457 20.64% 20.63% Superintendent of Recreation 42,106 $57,325 n/a n/a Recreation Supervisor 32,085 $49,680 32,085 $49,680 0.00% 0.00% Engineering Tech 37,260 $51,750 37,260 $51,750 0.00% 0.00% Administrative Support Staff 32,085 $46,575 32,085 $42,227 0.00% -10.30% Receptionist/Assistant 20,800 $27,040 n/a n/a Police Office Supervisor 32,085 $46,575 34,096 $46,575 5.90% 0.00% Utility Billing Clerk 26,910 $41,400 26,910 $37,091 0.00% -11.62% General Support Staff 26,910 $41,400 _ $26,910 $41,400 0.00% 0.00% Accounting Clerk I 26,910 $41,400 26,910 $37,979 0.00% -9.01% Accounting Clerk II 31,713 $43,175 n/a n/a Police Records Clerk 26,910 $41,400 26,910 $35,538 0.00% -16.50% Maintenance Worker I 28,980 $40,365 29,900 $40,365 3.08% 0.00% Maintenance Worker II 34,155 $45,540 34,155 $45,540 0.00% 0.00% Operator 39,330 $50,715 39,330 $50,715 0.00% 0.00% Foreman (Street/Water/Park) 41,400 $53,820 45,550 $58,000 9.11% 7.21% Janitorial Tool Shop 23,805 $33,120 23,805 $33,120 0.00% 0.00% Police Lieutenant 51,750 $69,345 53,652 $69,806 3.55% 0.66% Police Sergeant 43,470 $60,030 46,506 $60,030 6.53% 0.00% Police Officers 33,560 $41,449 The salary range is subject to review and can be modified annually by Mayor & City Council. 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 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 2% Master's Degree 2% 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) 3/10/2003 DRAFT UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 STREETS/WATER/SEWER/ENGINEERING Street Supervisor/Foreman Water Supervisor/Foreman Operator/Crew Leader Maintenance Worker I Maintenance Worker II Engineering Tech Town Name 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 $52,658 $55,000 $45,000 $48,577 $55,000 $45,000 55,000 $38,000 $42,549 $45,000 $31,200 $33,280 $38,000 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 $39,330 $45,292 $50,715 $28,980 $29,286 $40,365 $34,155 $37,170 $45,540 $37,260 $39,874 $51,750 AVERAGES $44,736 $51,150 $57,024 $46,870 $51,264 $59,058 $39,014 $46,166 $50,053 $30,907 $34,566 $40,911 $33,195 $38,208 $44,286 $37,267 $42,963 $51,095 Yorkville Compared to -7% -10% -6% -12% -7% -9% 1%2% 1% -6% -15% -1% 3% -3% 3% 0% -7% 1% Average Low High Low High Low High Low High Low High Low High Suggested Salary Range 2002/2003 $45,550 58,000 $45,550 58,000 $39,330 50,715 $29,900 40,300 $34,155 45,540 $37,260 51,750 Town Name 2000 population Chanahon 7,500 Elburn 2,756 Huntley 12,000 Montgomery 7,083 Morris 13,000 New Lenox 20,336 North Aurora 10,585 Oswego 13,326 Plainfield 13,038 Plano 5,633 Sandwich 6,600 Shorewood 7,686 South Elgin 16,100 Sugar Grove 3,909 Sycamore 12,020 Yorkville 6,189 Page 1 of 7 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 DEPARTMENT HEADS Dir of Parks&Recs Town Name Low Actual High Chanahon 92,840 Clarendon Hills 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 Page 6 of 7 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 DEPARTMENT HEADS Administrator Finance Director Chief of Police Public Works Director City Engineer-Per ASCE Town Name Low Actual High Low Actual High Low Actual High Low Actual High Low Actual High Chanahon n/a $75,409 $77,460 n/a $72,000 n/a Elburn 68,355 $79,128 $94,102 n/a 56,492 $62,281 $78,204 $42,443 $56,424 $59,378 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 $60,141 $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 $73,335 $91,571 $100,253 $58,055 $71,295 $78,360 $65,078 $75,104 $84,035 $55,487 $65,419 $71,532 $55,890 $72,000 $80,730 Yorkville Compared to -14% -7%15%6% -6% -1% -13% -4%4% -7% -7%3% 0% -7% 0% Average Low High Low High Low High Low High Low High Suggested Salary Range 2002/2003 $76,004 103,475 $59,175 80,563 $65,078 84,035 $56,000 72,500 $59,760 81,360 Page 5 of 7 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 PARKS + RECS Superintendent of Recreation Recreation Supervisor Parks & Recs Admin. Asst. Park Foreman/Superintendent Town Name 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/a n/a n/a Yorkville n/a $44,999 n/a $32,085 $33,368 $49,680 $26,910 $28,787 $41,400 $41,400 $45,968 $53,820 AVERAGES 42,460 $50,819 $54,510 $30,002 $34,566 $42,427 $26,910 $32,135 $41,400 44,445 Yorkville Compared to 11% 7%3%17% 10% 3% Average Low High Low High Low High Low High Suggested Salary Range 2002/2003 $42,179 57,425_ $32,085 49,680 $26,910 41,400 $45,550 58,000 Page 4 of 7 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 POLICE Police Sergeant Police Lieutenant Police Office Supervisor/Exec Sec Police Records Clerk Town Name Low Actual High Low Actual High Low Actual High Low Actual High Chanahon 53,571 60,933 37,002 28,878 Elburn 42,443 59,378 $44,687 65,066 $23,958 $32,106 $34,606 n/a n/a n/a Huntley 44,454 $55,316 $62,707 $49,011 $67,617 $69,135 $33,172 $42,722 $46,793 $23,575 $27,385 $33,255 Morris 44,283 $51,750 $52,894 60,900 33,600 21,840 Montgomery $47,995 65,315 n/a n/a n/a $28,825 39,226 $26,650 36,267 New Lenox $51,376 69,514 70,304 42,182 $47,757 $57,054 $28,413 38,438 North Aurora 63,601 77,435 42,353 35,075 Oswego 66,500 76,500 41,000 n/a n/a n/a Plainfield $43,833 $63,746 $65,566 $60,990 $72,143 $85,386 $40,215 $48,150 $56,301 $23,292 $24,055 $34,940 Plano 38,000 $43,606 $45,000 $45,000 $54,680 $55,000 $31,200 $32,924 $38,000 $20,080 $30,464 $31,200 Sandwich 49,069 n/a n/a n/a 32,350 30,836 Shorewood $53,865 $56,622 $59,378 66,562 38,586 27,659 South Elgin $58,566 $67,870 $69,735 $70,472 $72,322 $74,903 $29,325 $41,018 $41,018 $29,325 $29,325 $41,018 Sugar Grove 57,298 45,900 $50,608 $52,413 Sycamore $43,279 $50,150 $50,150 59,500 34,250 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 $46,506 $56,171 $59,970 $53,652 $65,946 $69,806 $34,096 $39,311 $45,776 $25,062 $28,165 $35,538 Yorkville Compared to -7%7%0%4%7%1%6%10%2% 7%1%16% Average Low High Low High Low High Low High Suggested Salary Range 2002/2003 $46,506 60,030 $53,652 69,806 $34,096 45,776 $26,910 35,538 Page 3 of 7 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 ADMINISTRATION Administrative Assistant/Sect. Accounting Clerk Accounting Clerk II Utility Billing Clerk Town Name Low Actual High Low Actual High Low Actual High Low Actual High Chanahon Elburn 35,077 $39,782 $49,506 $23,958 $32,106 $34,606 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 n/a n/a n/a $20,080 $26,874 $31,200 n/a n/a n/a $20,080 $27,360 $31,200 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 41,400 38,522 26,910 $32,635 $41,400 AVERAGES $31,860 $37,041 $42,227 $26,770 $32,292 $37,979 $33,335 $38,208 $47,035 $26,266 $32,257 $37,091 Yorkville Compared to 1%10% 10%1% 9% 1% 2% 1%12% Average Low High Low High Low High Low High Suggested Salary Range 2002/2003 $32,085 42,227 $26,910 37,979 $31,713 43,175 $26,910 37,091 Page 2 of 7 UNITED CITY OF YORKVILLE SALARY SURVEY FEBRUARY 2003 CITY ENGINEER - OPTION II Town Name City Engineer Low Actual High Chanahon Elburn Geneva 55,806 $69,763 $80,753 Huntley Lindenhurst $67,809 $90,411 $90,411 Montgomery Morris New Lenox $52,710 $81,471 $79,066 North Aurora Oswego Plainfield Plano 55,000 $66,983 $70,000 Rochelle 54,000 $57,000 $64,896 Sandwich 58,080 Shorewood South Elgin St. Charles $61,747 $88,211 $88,211 Sugar Grove Sycamore 78,900 Yorkville 55,890 $67,163 $80,730 AVERAGES $57,566 $73,109 $79,152 Yorkville Compared to -3%8%2% Average Low High Suggested Salary Range 2002/2003 60,681 82,613 Page 7 of 7 UNITED CITY OF YORKVILLE Memo To: Administration Committee From: Tony Graff, City Administrator CC: Mayor Prochaska, Aldermen, & Staff Date: 3/11/03 Re: NIU Technology assessment proposal I received the scope of service proposal from NIU Center for Governmental Studies to prepare a Current Systems Study Report to assist the City in preparing a technology plan once the strategic plan for the city is developed. The research consists of four (4) tasks as outlined within the attached Scope of Services. The cost for the study is not to exceed $7,200. The finance option to fund this project is recommended to review the FY02/03 Budget and any excess revenue funds could be dedicated to fund this project instead of a carry over to FY03/04. This recommendation is similar to last fiscal year end review for projects and/or capital expenditures to be funded at the end of the budget year. Thank you, 41/, Attachment:: NIU Scope of Services Memo 2/7/03 1 Northern Illinois University Center for Governmental Studies Scope of Services February 07, 2003 Mr. Anton (Tony) Graff City Administrator United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Dear Tony: It is a pleasure to provide you with the following proposal for the completion of an initial phase leading up to the preparation of a technology plan for the City of Yorkville. The Proposal/Scope of Services document is broken into four tasks thereby providing you with a list of deliverables directed at the needs you identified during our meetings. The Center for Governmental Studies (Center)will conduct the research necessary to prepare a Current Systems Study Report(Report) for the United City of Yorkville(City). This report will assist the city in preparing a technology plan once a strategic plan for the city is developed. The City is comprised of: 1. City Hall 2. Library 3. Parks & Recreation 4. Public Works 5. Police Department 6. Police Department- substation within the High School Work Program (Report): The preparation of the Report will take the form of a series of individual tasks outlined as follows: Task 1. Task 1 is comprised of data gathering. Center staff will be on site at the City to take a physical inventory of all computer hardware and Ioaded software. Additionally, a task analysis will be performed to identify each user's needs and wants as it pertains to the current hardware/software resources. Note: this is not a software license audit. The purpose of the inventory is to provide data to identify the baseline of necessary infrastructure requirements as well as insight into utilization of software/applications. Yorkville proposal v l.doc Page 1 ZO'd 0SO8 £SL S18 ssauLsng p3 J-0-Ad UO3qfIN d5£ = £0 £0-9Z-9a3 Task 2. A database will be created identifying the hardware specifications and software applications for each workstation throughout the City. Task 3. Creation of a network diagram to map the current technology infrastructure. Task 4. Center staff shall be available for two (2) meetings to present the findings of the report and to respond to questions. All tasks associated with this proposal will be performed under the Center's standard contract for professional services (copy of basic document enclosed). All tasks beyond the scope of this proposal will represent an additional effort, at an additional expense, and will be performed under an amended or separate contract for professional services. All findings, reports, and memoranda will be completed and submitted to the City within 90 days of the agreement execution and the receipt of all available, required data and scheduled access to workstations, The fixed-fee amount for completion of this work program is $7,200.00. Please review this document and contact me with any questions or concerns. Sincerely, Z- A rian Vollmert Northern Illinois University University Outreach Director, University Business Development DeKalb, IL 60115 815) 753.5791 Email: bvollmert@niu.edu Yorkville proposal vl.doc Page 2 O 'd OS08 ESL SIS ssauLsng P3 Jo-td UOO fIIN dS£= £O £O-9Z-qad h Illinois Department Obligation Retirement Resolution of Transportation County or Municipal) A resolution providing for the retirement of certain municipal indebtedness by the use of motor fuel tax funds WHEREAS, the United City of Yorkville has outstanding County or Municipality) indebtedness described as follows: United City of Yorkville General Obligation Bond (Alternate Revenue Source) Series 2002 Title of bond issue or paving district and municipal motor fuel tax section number) Bonds or Number of Interest Public Benefit the Bonds or or Date Amount Assessments Assessments Principal Due Bonds Interest 06/01/2003 12,896.25 Principal 12/01/2003 50,000.00 Interest 12/01/2003 12,896.25 TOTAL 75,792.50 and. WHEREAS, in the opinion of this body, the indebtedness described in the preceding paragraph may be retired with funds allotted to the municipality under the Motor Fuel Tax Law, and WHEREAS, it appears that sufficient motor fuel tax funds are or will be available when the above indebtedness is due, and WHEREAS,the N/A has, by resolution adopted N/A County Board,Council or President and Board of Trustees) directed the Clerk of N/A County to cancel the N/A tax levy (for taxes year) collectable in N/A which would have produced funds to pay this indebtedness. (Not applicable to special year) assessment projects.) NOW, THEREFORE, BE IT RESOLVED, that there is hereby appropriated the sum of Seventy five thousand, seven hundred ninety two&fifty cents dollars ($ 75,792.50 from funds allotted to the county or municipality under the Motor Fuel Tax Law for the payment of the above-described indebtedness, and BE IT FURTHER RESOLVED, that the Clerk shall immediately transmit three (3) certified copies of this resolution to the District Engineer, Department of Transportation, at District#3 700 E. Norris Drive Ottawa , Illinois. IL 494-0284 BLR 4133(Rev. 2/01) Page 1 of 2 s , I, Jacquelyn Milschewski City Clerk in and for the United City of Yorkville hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the City Council at a meeting on County Board,Council or President and Board of Trustees) IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this 25th day of March A D. 2003 Mayor Seal) City Clerk BLR 4133(Rev. 2/01) Page 2 of 2 United City of Yorkville Memo To: AdministFetor Graff IL From:Traci Pleckham — Finance Director) Date: March 10, 2003 Re: Internship Program The following is a memo from Laura Brown recommending Bart Olson as a potential summer intern for the city. I concur with Laura and recommend that the city implements an internship program this summer, as it would be a great experience for Bart, and it would also provide needed assistance to the city. Also included is an outline which details what the intern would be involved with during his 12 weeks. As stated, the cost of the 12 week program would be $3,000. This is a full time program, and could be included in the FY 03/04 Budget, if authorized to proceed. Please place this item on the March 13th Administration Committee meeting for consideration. Thank you. 1J-1 ' 1 YORKvILLE PARKS&RECREATION Yorkville Parks&Recreation Department 908 Game Farm Rd. Yorkville, IL 60560 630.553.4357 630.553.4360 fax e-mail: yorkrecdepaaol.com Administrative Office 301 e Hydraulic Street Yorkville, IL 60560 630.553.4341 630.553.4347 Memo To: Traci Pleckham, Tony Graff From: Laura Brown Date: January 9, 2003 Cc: Art Prochaska, Mayor Re: Internships Bart Olson who is a resident of Yorkville and student at Northern Illinois University majoring in Public Administration is interested in pursuing an internship this summer with the City. Bart has done some volunteer work for the Recreation Department and has proven to be very dependable. I have outline a possible internship program that would allow Bart a vast experience while also providing a valuable service to the City. 1 PUBLIC ADMINISTRATION INTERNSHIP PROGRAM GOAL To provide pre-professional level students (undergraduate and graduate level) with hands on" experience in the field of municipal Public Administration. To provide the United City of Yorkville with talented pre-professionals who process a wide variety of experience and knowledge. To provide a well-rounded experience in the area of Public Administration. PROGRAM OUTLINE / Twelve week General Orientation & Introductions to all departments Establishment of Internship goals and projects Provide weekly supervision and guidance Attendance at City Council Meetings Attendance at Committee Meetings Attendance at County Meetings Attendance at other relative organization / board meetings PROJECTS Capital Budgeting Assist with GASB implementation Assist with the development of a PUD agreement Identify an area of management to improve and develop a management plan Analyze crime statistics Evaluate the delivery an area of Human Service Conduct a council retreat or orientation Assist with a long term project identified by the City Administrator Development of Web page development DEPARTMENTS Administration City Council Finance Economic Development Clerk Building & Zoning Engineering Park & Recreation Public Works Public Safety COMPENSATION: Weekly Stipend $250/week x 12 weeks = $3,000 Bart Olson 1010 W. Lincoln Hwy. Apt. F6 DeKalb, IL 60115 Home Phone: (815)-758-0401 Cell Phone: (630)-553-0582 Bartindekalb@aol.com Objective: To attain in internship with the City of Yorkville that will satisfy the requirements for the"Internship in Administration" course at Northern Illinois University. Education: Currently: Northern Illinois University, DeKalb, IL, starting August, 2002 Major: Political Science (Public Administration) Minor: Urban Studies Cumulative GPA(One Semester): 3.0/4.0 GPA in Major: 3.0/4.0 Previously: A.S. Waubonsee Community College, Sugar Grove, IL, May 2002 Major (Unofficial): Political Science Member of Phi Theta Kappa(International Honors Society) Work History: Produce Clerk, Eagle Foods Center (815)-758-0401 DeKalb, IL, August 2002-Present Responsible for stocking and closing produce department Kitchen Worker/Delivery Driver, Genoa Pizza, Inc. (630)-553-0400 Yorkville, IL, January 2001-August 2002 Responsible for cooking and delivering pizzas, answering phones, and closing Assistant Manager, Video 2000 Oswego, IL, July 1998-January 2001 Responsible for scheduling, inventory, and opening and closing store tPOLITICAL SCIENCE 439: Internship in Administration (3.0 Credit Hours) Contract for Academic Component Name SSN NORTHERN ILLINOIS Mailing Address UNIVERSITY E-Mail Phone Internship Site Phone DIVISION OF PUBLIC Internship Supervisor ADMINISTRATION You are required to keep a journal documenting the value of your on-the-job experiences. You will also prepare a 12-15 page research paper on some aspect of your internship. Both DEKALB, ILLINOIS assignments will be supervised by the MPA Program Coordinator in the Division of Public 60115-2854 Administration and must be turned in to this office for evaluation when completed. 815)753-0183 Your early journal entries will be helpful to you in developing a topic for your paper. In writing your paper, you should correlate data and insights from your work assignment(s)with administrative theory you will research through a number of academic sources. Most any task given to you on your internship can be enhanced by reference to relevant book chapters,journal articles, special reports and/or other written sources found in the literature of public administration. This exercise will also help to familiarize you with the relevant professional literature available to the administrator before undertaking a task. In order to assist you in keeping on track in meeting these academic requirements,you are expected to adhere to the following schedule: 1.By you must submit a two page summary, stating the topic of your paper and the administrative theory/policy you are interested in exploring. 2.By you must submit an outline of the paper, as well as a bibliography of the sources which you will use to provide the academic framework for developing your topic. You are expected to consult at least twelve relevant sources and cite at least eight of them. Basically, you will include the main points of your hypothesis and summarize the evidence you will use to support it. You must also submit your journal for review at this time. 3.By you must submit your journal for mid-terms. 4.By you must submit your journal and final paper, either in person or with a postmark of this date or earlier. Intern Signature Date Faculty Signature Date Northern Illinois University is an Equal Opportunity/Affirmative Action Institution. United City of Yorkville Memo To: Administration Committee From:Traci Pleckham — Finance Director ' CC: Administrator Graff, Mayor Prochaska Date: March 11, 2003 Re: Blue Cross/Blue Shield Renewal Rates I received the following letter Monday in regards to the United City of Yorkville's 5/1/03 renewal rates. The rate increase is significantly less than was originally communicated to us (15% -25%). Here is a summary of the relevant increases: Aggimoviiiiimonom Current Current RENEWAL RENEWAL S< >' < Rate - RENEWAL < . Rate -Employee Employee Plan Single EmployeeYea .moSin le1Spouse Children11§%11140)011 HMO 233 76 = ':'';`>'. `._:>; :.:.>>,. :; •::81 $247.94 €' >#?tl r $480.48 $519.55 $510. 8, : :::..::, 3 .::.: PPO 327.81 $335.10 690.33f673.65 $702.21 Current maii Rate RENEWAL € < :."_ _ ' Plan Family Family HMO $727.14 $782.38 ElltiOgg PPO $1,019.49 $1,057.42 1111100111 The FY 2003/2004 Budget presented at the 3/18/03 COW meeting will reflect adjustments based on the attached renewal information. BlueCross BlueShield of Illinois 03/10/2003 CITY OF YORKVILLE 800 GAME FARM ROAD YORKVILLE, IL 60560 Group number(s): 892465, P92465 Renewal Effective: 05/01/2003 Dear KIM KING: We have evaluated the 05/01/2003 renewal of the group insurance contract for CITY OF YORKVILLE. The underwriting review considered the general characteristics of the group, such as age distribution and male/female content. We used standard methods of risk evaluation in conjunction with inflationary trends in health care costs. Effective as of this renewal date, we have changed our premium rating/billing structure to four tiers. These tiers include Employee Only, Employee + Spouse, Employee + Child(ren), and Family. The first premium billing statement upon implementation of the renewal benefit program will reflect the employees in their respective tiers based on our membership records. Please find listed below the current and renewal monthly premium rates for CITY OF YORKVILLE, which reflects the terms of the benefit program which has been chosen. Current Renewal Empl. + Empl.+ Plan Single Single+1 Family Empl, Spouse Child(renl Family TO HMO PLAN H01 233.81 $480.48 $727.14 S247.94 $519.55 $510.76 $782.38 Medicare Primary 175.75 351.52 $190.30 380.61 TC PPO PLAN 810 327.81 $673,65 $1,019.49 $335.10 $702.21 $690.33 $1,057.42 Medicare Primary 246.41 492.84 $257.22 514.42 These monthly premium rates are contingent upon our being the exclusive insurance carrier for all medical coverages. The rates are guaranteed for twelve months from the renewal effective date and have been priced in accordance with Health Care Service Corporation's (HCSC) current regulatory status and the existing benefit program. Should coverage under one of the benefit programs be terminated or a significant change occurs in enrollment, we reserve the right to adjust the monthly premium rates upon 30 days prior notice within the twelve month renewal period. We also reserve this right should future legislation or administrative rulings result in obligating HCSC to pay new taxes or other tees. or to I modify a benefit or mandate a new benefit. For Government Plans and Church Plans, l•ICSC's administration is based on your Benefit Plan not being subject to EKISA. For all other plans, HCSC's administration is based on your Benefit Plan being subject to EKISA. In the event you have determined that the above administration is not applicable to your Plan, please advise HCSC of your position in writing as soon as possible. In addition, this renewal assumes the contract will be issued in Illinois. 15 IS West 22id Su•Ccl• Oak tiruul;. lllinuis 60523.0026•630;5116-u5no• www.hcbsil.cvm II/r''cr..;.jnJ/flue.,h,rlJ a/lllinns, a I),vuiurr u/II.ubb( nc'Yrrvic'e(•ur(' rullun..1,llrmru!Legal c,rrr,•('rpm/pure uu brav :In/oil/.ic'c'ns're rl/l Ile/Illu'(i015 unJ lllu...'1,/J,,IXSOciUllrui E0/Z0 39bd LST00Z60E9 Z0:E0 EOUZ/0I/E0 03/10/2003 03:02 6309200157 PAGE 03/03 For your information,we have enclosed alternative benefit program literature and premium rates that mny be of interest to you. If the benefit program is being renewed without any requested changes, we do not need any paperwork submitted. If a benefit change is being requested, a Benefit Program Application should be completely filled out and returned to our offices 15 days prior to the renewal date. A Benefit Program Application can be downloaded from our website at www.bcbsil.com or obtained by contacting us directly. In addition, all employees should be notified of the changes. We will send updated benefit booklet certificate riders upon approval and final processing of the plan changes. The approved effective date will depend on the plan(s) selected and/or our receipt of the Benefit Program Application. This requirement is to help ensure that we process your claims in a timely manner and as required by the revised Department of Labor/ERISA law. The delay in our receipt of the signed paperwork will result in our processing claims under the current plan design until the new paperwork has been processed. Employee applications will also be required if the current benefit program is a stand-alone PPO program and a dual choice program is now selected. Please note that late enrollment for employees/dependents selecting HMO or PPO coverage will only be permitted at open enrollment. As you are aware. Blue Cross Blue Shield of Illinois(BCBSI)assists our group insurance customers in complying with the Medicare As Secondary Payer(MSP)Statute as required by the Centers for Medicare Medicaid Services (CMS). All employers must remain in compliance with federal law and we have agreed to gather and maintain information for individuals enrolled in your health plan who are also covered by Medicare. We have enclosed an MSP Employer Acknowledgement Form and a blue MSP employee form with the Renewal Notification Letter that we have sent to the group. The Employer Acknowledgement Form must be completed by an officer of the group each year and returned to BCBSIL, and a blue MSP employee form must be completed for each employee that had a change in Medicare eligibility during the prior year. Thank you for your continued association with Blue Cross and Blue Shield of Illinois. Sincerely, Small Group Underwriting Department Mt cc: CRM BENEFITS INC. 350 E. OGDEN AVENUE WESTMONT, IL 60559 i a RESOLUTION NO. 2003 - RESOLUTION DECLARING OFFICIAL INTENT OF THE UNITED CITY OF YORKVILLE KENDALL COUNTY, ILLINOIS WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City") wishes to design, acquire, construct and install special services within the City's Special Service Area Number 2003-101(Windett Ridge) (the "Special Service Area") and the City wishes to issue its special tax bonds to finance said special services; and WHEREAS, the City hereby finds and determines that the financing of the special services described below by the City will serve the public purposes of the Special Service Area. NOW, THEREFORE, BE IT RESOLVED by the City Council of the United City of Yorkville, Kendall County, Illinois as follows: 1.The City intends to issue obligations (the "Bonds") for the purpose of financing the design, acquisition, construction and installation of special services consisting of engineering, soil testing and appurtenant work, mass grading and demolition, storm water management facilities, storm drainage systems and storm sewers, site clearing and tree removal, public water facilities, sanitary sewer facilities, erosion control measures, roads, streets, curbs, gutters, street lighting, traffic controls, sidewalks, equestrian paths and related street improvements, and equipment and materials necessary for the maintenance thereof, landscaping, wetland mitigation and tree installation, costs for land and easement acquisitions relating to any of the foregoing improvements, required tap-on and related fees for water or sanitary sewer services and other eligible costs (the "Windett Ridge Project"). The total amount which the City intends to borrow through the issuance of the Bonds for the Project will not exceed $10,000,000. The Bonds if issued shall constitute limited obligations of the City, payable from a special tax to be levied on all taxable real property within the Special Service Area. The Bonds shall not constitute the general obligations of the city and neither the full faith and credit nor the unlimited taxing power of the City shall be pledged as security for payment of the Bonds. 2.Certain costs will be incurred by the City in connection with the Project prior to the issuance of the Bonds. The City reasonably expects to reimburse such costs with proceeds of the Bonds. 3.This Resolution constitutes a declaration of official intent under Treasury Regulation Section 1.150-2. 4.This Resolution shall be in full force and effect from and after its passage, approval and publication in pamphlet form, as provided by law. A PAUL JAMES MARTY MUNNS RICHARD STICKA MIKE ANDERSON VALERIE BURD ROSE SPEARS LARRY KOT JOSEPH BESCO PASSED AND APPROVED this day of 2003. Mayor ATTEST: City Clerk SEAL] RESOLUTION NO. 2003 - RESOLUTION DECLARING OFFICIAL INTENT OF THE UNITED CITY OF YORKVILLE KENDALL COUNTY, ILLINOIS WHEREAS, the United City of Yorkville, Kendall County, Illinois (the "City") wishes to design, acquire, construct and install special services within the City's Special Service Area Number 2003-100 (The Highlands) (the "Special Service Area") and the City wishes to issue its special tax bonds to finance said special services; and WHEREAS, the City hereby finds and determines that the financing of the special services described below by the City will serve the public purposes of the Special Service Area. NOW, THEREFORE, BE IT RESOLVED by the City Council of the United City of Yorkville, Kendall County, Illinois as follows: 1.The City intends to issue obligations (the "Bonds") for the purpose of financing the design, acquisition, construction and installation of special services consisting of engineering, soil testing and appurtenant work, mass grading and demolition, storm water management facilities, storm drainage systems and storm sewers, site clearing and tree removal, public water facilities, sanitary sewer facilities, erosion control measures, roads, streets, curbs, gutters, street lighting, traffic controls, sidewalks, equestrian paths and related street improvements, and equipment and materials necessary for the maintenance thereof, landscaping, wetland mitigation and tree installation, costs for land and easement acquisitions relating to any of the foregoing improvements, required tap-on and related fees for water or sanitary sewer services and other eligible costs (the "Highlands Protect"). The total amount which the City intends to borrow through the issuance of the Bonds for the Project will not exceed $28,000,000. The Bonds if issued shall constitute limited obligations of the City, payable from a special tax to be levied on all taxable real property within the Special Service Area. The Bonds shall not constitute the general obligations of the city and neither the full faith and credit nor the unlimited taxing power of the City shall be pledged as security for payment of the Bonds. 2.Certain costs will be incurred by the City in connection with the Project prior to the issuance of the Bonds. The City reasonably expects to reimburse such costs with proceeds of the Bonds. 3.This Resolution constitutes a declaration of official intent under Treasury Regulation Section 1.150-2. 4.This Resolution shall be in full force and effect from and after its passage, approval and publication in pamphlet form, as provided by law. PAUL JAMES MARTY MUNNS RICHARD STICKA MIKE ANDERSON VALERIE BURR ROSE SPEARS LARRY KOT JOSEPH BESCO PASSED AND APPROVED this day of 2003. Mayor ATTEST: City Clerk SEAL] 2 United City of Yorkville Memo To: Administration Committee nn -) 1 CSFrom:Traci Pleckham — Finance Director '' CC: Administrator Graff, Mayor Prochaska, City Engineer Joe Wywrot Date: March 12, 2003 Re: Yorkville Road Program— Financing Option Upon reviewing the report from Smith Engineering and discussing with staff, the following is a recommended phasing of the proposed street project: Phase Work Cost 1. FY 2003/2004 Engineering—All 415,431 2. FY 2004/2005 Mill to Orange- Construction, Storm &Water 1,171,847 3. FY 2005/2006 Hydraulic to Adams - Construction, Storm & 647,026 Water 4. FY 2006/2007 Colton to Center - Construction, Storm & 535,239 Water TOTAL COST 2,769,543 Due to the phasing of the project, Kevin McCanna from Speer Financial and I believe it would be beneficial to explore with local banks the option of a 4 year interest only balloon as a financing mechanism. The current rates for this type of financing structure are around 2.5%, which would leave the City's annual debt service payment at approximately 70,000 for the first three years (FY 2004-2006). When it is time to refinance in year four, the City would have more accurate information on exact costs of the project, including additional streets if decided, MFT funds eligibility, and identification/allocation of new revenue dollars. In the Proposed FY 2003/2004 Budget, we are dedicating $150,000 to street projects outside of this proposal. In the event that no new revenue dollars are identified, the $150,000/year could be used to support this debt service - keeping in mind that other street projects may be put on hold. UNITED CITY OF YORKVILLE DRAFT 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 1MRF 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 fmal 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, if need be, as demonstrated after forecasts following the 9/11 crisis. DRAFT Chairwoman Spears brought up the first sentence on page 17- Section 4.6 Personal Use of Telephones.Alderman Munns suggested that disciplinary action may be be appropriate, and use of phone could be stopped, if need be. Mayor Prochaska also pointed out the statement: "The policy is subject to change,as the City deems necessary",in the manual. On page 20, Section 6.1.2,Chairwoman Spears pointed out that the manual now states that 2 hours of overtime will be paid,and the prior manual stated 1 hour. Administrator Graff stated that it takes two hours to check all the stations and that the 2 hour minimum was requested by Eric Dhuse. Mr.Dhuse had given time records justification that two hours was the minimum time being used,much of being drive time.He believes with the addition of the new well that the time will be over two hours. The "weekend"wording was taken out,as requested by Director of Public Works,Eric Dhuse, and"on call"was the new terminology inserted. Chairwoman Spears suggested this item be on the agenda at COW. Administrator Graff clarified that it was not two hours at 7 AM and 2 hours again in the PM,but that it was a total of two hours for this job. Hopes are that this process eventually will be computerized to save workers from driving time. Chairwoman Spears stated that"Work Schedule" in Section 6.1.2 should be in bold print. In Section 6.2, Shift Changes,Chairwoman stated that there was a change from 7 to 14 days. Administrator Graff suggested that Eric Dhuse,Public Works Director,normally has shift changes posted far in advance of 14 days. The employees at public works had suggested that a 7 day notice posed problems in re-scheduling child care and other prior commitments.Police Chief Martin suggested that long-term shift changes notices of 14 days are fair to employees and if an unexpected shift change was done(eg. sickness)that the employee was willing to work with Chief Martin. In Section 6.3 Payroll Administration,Chairwoman Spears asked if there was sufficient time for paychecks to be completed by noon on payday. Finance Director Pleckham stated payday now is on Wednesday, and that the paychecks are usually ready for signatures on Tuesday evening after City Council. Administrator Graff suggested that a change of payday to another day of the week could be made if necessary.In paragraph b,Ms. Spears is recommending the second sentence be changed to read: "This fee is subject to change due to economic conditions and/or budgets". Mayor Prochaska said this would limit the fee changes the council could make. Administrator Graff stated that the plan we participate in may undergo some changes, in higher deductible(eg).Chairwoman Spears also questioned a 90 days advance notice,recommending a 30 or 60 day notice would be more attainable.Administrator Graff suggested that should a review of the insurance benefit package begin,that the employees would receive a notice along with their paychecks. This review would proceed any change in benefits by a minimum of 90-days. In Section 6.6, Overtime Pay,there should be a space after half(times). Alderman Munns questioned the compensation in"b" at 1 1/2 hours for each hour. Mayor Graff suggested this may not be so for a salaried employee,pointing out that a memo was received in regards to the 240 hour stipulation,and Chairwoman Spears suggested that this change had already been voted on. Mr.Graff stated that under federal law the employee may take comp monetary time for overtime. Alderman Munns presented a problem should an employee bill 240 hours at today's wages, and then expect monetary compensation in 20 years,there would be a huge discrepancy in wages. Mayor Prochaska suggested this is why the limit of 240 hours was added by the labor department. City Treasurer Allen noted a question in "e",if an employee will receive cash compensation for any accrued comp time remaining"at the regular rate". Administrator Graff Administrator pointed out that, (eg), if you work 3 hours on the books at the regular rate,that the comp time would be 4 1/2 hours,meaning it would be 1 1/2 hours times your regular hour of pay. If employees are booking too many hours in overtime,it would be deemed necessary that the department head look at the possibility of adding more staff. Chairwoman Spears noted the addition on page 31, Section 8.3 that the"increased from time to time by resolution". Administrator Graff stated this was needed because of the latest resolution made for coverage amount changes. In Section 8.6,item"a",Chairwoman Spears suggested there may be problems in determining who sI)i 4t!4iC gest :t council approval be needed. Mayor Prochaska said any issue of education for a part-time employee would -- - ption agreed upon at this meeting,Section 1.4.4-Part-Time. Administrator Graff,with legal counsel,suggested that the prior approval of training be okayed before employee is able to attend. Department heads would determine eligibility depending on the job descriptions. Alderman Munns pointed out the language in"b"stating that the city"may pay",and that payment is not a 100%guarantee. Graff suggests we may want to write in"all training requests must be subject to an approval 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 would be fmancially obligated to an pre-approved degree program for a city employee. Alderman Munns questioned item "c",in that the courses must be paid for up front,then if not completed with a"C",the city has to pay 1/2 back.Administrator Graff stated that when employees in the police department signed up at Waubonsee,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 Prochaska suggested a letter of 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 for billing purposes. 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, and the landlord would have individual meters for each tenant. 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 tenants,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 city is legally able to do a special services area backup at the time of annexation or zoning,so the city has just one property owner being billed,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 and Administrator Graff determined the codes as: 1)COM=commercial,2)W=water,3)S=sewer,4)RES=residential,5)CL3 =3 tenants, 6)GOV=government and 7)IND=industrial. 5)Monthly Billing DRi&FTIFjFinanceDirectorPleckhamreportedtwooptionsontheissueofmonthlyvs.bi-monthly billing: 1)spligi,ds-thv I -1)-1414i16 Jposite the water billing on a bi-monthly basis,or 2)reading water one month and estimating the next month. She spoke with a company that would be able to split the billing(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. M. DUSuggestedcoloringwas: 1)posts and lettering red borders with a natural back and posts,2)white le r on the main signage(with the exception of Yorkville,which would be red),and: 3) "fox and settled" area colors. Lighting was discussed and it was agreed upon that the landscaper will give the committee some ideas for ground or solar lighting. City Treasurer Allen suggested to Chairwoman Spears that,given there is an upcoming election,that the committee wait on results to proceed with the sign. This suggestion was tabled. 8)Salary Survey Update Finance Director Pleckham 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 level of responsibility given the engineer in the job description,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, Mr. Graff and Ms.Pleckham 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 more conforming 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 I 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.Pleckham 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 calculated,not knowing 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 minimum of 15,000,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. Graff also will put together a spread sheet with budget information compiled from the Illinois City Manager'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 29.75 hours in one month,billable to the city of Yorkville. Feedback from those working with Ms.Kurtzman has been very favorable. Updates will be submitted monthly for this committee. 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. Chairwoman Spears reported that Wanda O'Hare will be asking for business addresses and labels for sponsorships in the three-fold brochures for the literature rack. Park&Recreation Director Brown suggested using a marketing intern,without reimbursement,to assist in creating a brochure,and also has a protected volunteer who would be able to help with the project through Septen-b oii er. The worker,a former GE employee,whose job was eliminated,is currently volunteering 30 hours a week ' res 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 IF 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 upfront dollars at the time of passage.Bidding is anticipated to begin in mid-March,with the awardu, I)IJ4jF'A'Ii.AtThere may be a delay of 30 days on the bidding so that public hearings may be completed before the biddiig. Phase I cost is$650,)00, which includes the parking lot and architecture fees. All phases will be bid on at one time,with the understanding that phases II and III 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`s. 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. DRAFT 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