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COW Minutes 2007 06-05-07 Page 1 of 3 APPROVED 6/26/2007 COMMITTEE OF THE WHOLE Tuesday, June 5, 2007 7:00 P.M. City Conference Room Present Mayor, Valerie Burd Interim City Attorney, Mike Roth Alderwoman Rose Spears Police Chief, Harold Martin(arrived @ 9:10) Alderman Wally Werderich David Mogle Alderman Joe Plocher Finance Director, Susan Mika Alderwoman Robyn Sutcliff Treasurer, Bill Powell Todd Millron, county resident Assistant City Administrator, Bart Olson Jim LaPorta Denise Kasper Judy Dyon Kathy Farren, Record Tom Gilmor Dan Nicholson, Nicholson Logging & Lumber The meeting was called to order at 7:05 pm by Mayor Valerie Burd. Public Hearing None. Presentations: None. Public Safetv Committee: 1. PS 2007 -07 Police Reports for May 2007 — No further action is needed. Administration Committee: 1. ADM 2007 -41 Monthly Budget Report for April 2007 — There was some discussion on some of the items that went over budget. No further action is needed. 2. ADM 2007 -42 Monthly Treasurer's Report for April 2007 —The beginning balance was $14,032,048. April revenues were $14,780,606 and April expenses were $11,541,575 which makes the ending balance $17,271,080. This will move on to City Council on Consent Agenda. 3. ADM 2007 -26 Comp Time Discussion — Decreasing the amount of hours was discussed as well as the amount of time for a grace period for employees to utilize their comp time or cash it out. It was thought a decrease to 120 hours was enough. This will come back in July. 4. ADM 2007 -27 Verification of Driver's Licenses — A driver's abstract will be requested from all employees who are required to drive on city time. There would be a 24 hour notice of a suspension or revocation of a driver's license. Discipline would have to be taken on a case by case basis, and there should be a distinction on a loss of license for a medical reason versus suspension or revocation. The job descriptions will be audited and the Department Heads will be asked of there are any other employees who need to drive for their job. This will come back in July. 5. ADM 2007 -39 Minute Taker's Hourly Wages — There was discussion on the amount of time in which the minutes should be completed. The proposed rate structure gives an incentive to have them completed within 1 week. The proposed rate structure will move on to City Council on Consent Agenda. I I i PaLre 2 of 3 6. ADM 2007 -43 City Attorney Hiring Process — Thee was discussion about the benefits of hiring a City Attorney and the benefits of contracting with an outside firm. The City Code will be revised to rescind the stipend for attending meetings. The consensus was for the Administration Committee to move forward with interviewing, and hiring an attorney from a firm 7. ADM 2007 -44 Utility Bills — The water bills currently are mailed out as postcards. There would be more privacy if the residents received bills that were either folded in half and tabbed shut, or folded and stuffed into envelopes. Susan Mika is looking into a machine that will fold and stuff the envelopes for bills and payroll already, and the city utility bills could be run on the same machine. The consensus was to fold and stuff the bills into envelopes. Susan Mika will keep the Council updated on the implementation of this machine. 8. ADM 2007 -45 RFP Results for Audit — Susan Mika had a recommendation on a firm to perform the audit. This will move on to City Council on Consent Agenda. 9. ADM 2007 -46 Commercial Garbage Discussion — There was discussion about residents who were either not receiving a bill for their trash removal, or paying a residential rate when they should have a dumpster. The bills should be corrected as per the city ordinance. There was a question about back billing, and if that were to happen, how far back should they be charged. This will be looked into. Detail Board Report Bill list): Some of the items on the bill list were briefly discussed. This will move on to City Council on Consent Agenda. Park Board: 2. PKBD 2007 -09 Park Naming Request — A school wide essay contest was held to name the park adjacent to Grande Reserve School. "Stepping Stones Park" was the winner. The child who's name and essay won the contest will be invited to the City Council meeting. This will move on to City Council. 3. PKBD 2007 -10 Park and Recreation Public Survey — There was discussion on whether to have a written survey or a phone survey. NIU's Public Opinion Laboratory specializes in phone surveys. There were suggestions for changes on a couple of questions. A representative will be invited to do a short presentation at the next COW. 1. PKBD 2007 -08 Prairie Meadows Play Equipment RFP Requests — This park will have a Firefighter theme. The money to pay for this equipment comes from land cash. This will move on to City Council on Consent Agenda. 4. PKBD 2007 -11 Raintree Park B Authorization to Apply for OSLAD Grant — This grant is a matching grant with a maximum amount of $400,000. Approval for applying for the grant will move on to City Council on Consent Agenda. Human Resource Commission: 1. COW 2007 -03 Approval of Historical Street Names a. Mary LaGow b. Ton & Theresa Kager — These will move on to City Council on Consent Agenda. Paee 3 of 3 Mavor: 1. COW 2007 -05 Sunny Valley Farms — There is discrepancy about the drainage and whether it is from groundwater or surface runoff. More will be known after the meeting a week from Thursday. Citv Council Requests: 1. COW 2007 -04 Discuss Governing Ordinance — This will come back on June 19 th Additional Business: Alderman Wally Werderich stated that he had gone to the renewable energy fair and painted a rock structure. It is available to put on display. Glory Spies will be contacted. Bill Powell said he had put authorizations for the Bank accounts in everyone's boxes. Alderman Besco also needs to come in to sign an authorization. When the Mayor and Aldermen are finished signing them, they should be returned to Bill Powell. Alderwoman Spears said that with the KenCom Intergovernmental Agreement there was a question on the amount of time for the agreement. Susan Mika said the Drop Payment box is too small. Also, the current location is not the best place. She is open to suggestions about where to put a new, bigger box, and what to do with the old one. The meeting was adjourned at 10:22 pm. Minutes submitted by Laura Leppert. PLEASE SIGN IN MEETING: �'V W DATE: (o ' S- CTI ,NAME BUSINESS PHONE # � I a�i 4� fvt KA 7� c�C ���oz�✓