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COW Minutes 2007 05-01-07 APPROVED AS AMENDED 5/22/2007 Minutes of the Public Safety Committee, Administration Committee, Committee Of The Whole, Kendall County, Illinois Held in the City Council Chambers, 800 Game Farm Road on Tuesday, May 1, 2007 7:00 p.m. In Attendance: City: Susan Mika — Finance Director Rose Spears — Mayor pro tem Denise Kasper — Human Resources Valerie Burd — Alderwoman Manager John Wyeth — City Attorney John Crois — Alderman Guests: Gary Golinski — Alderman Lieutenant Hart Harold Martin — Chief of Police Tony Scott — Records Joe Besco — Alderman Todd Milliron William Powell — Treasurer Koby Satcliff — Resident Jim Bock — Alderman Dave Matlock Marty Munns — Alderman Eugene Sheeley Bart Olson — Assistant City Russ Walth - Resident Administrator Alderwoman Rose Spears calls the meeting to order at 7:05 p.m. Public Hearinq: None Presentations: None Public Safetv Committee: 1. PS 2007 -06 Police Reports for April 2007 Alderwoman Spears asked if there are any questions on the police report and there were none rose. Administration Committee: 1. ADM 2007 -36 Monthly Budget Report for March 2007 No Chairman present and Susan Mika states she does not have anything to add. Alderwoman Spears raises a question on page 39 of the Monthly Budget Report. Ms. Spears inquires about received land cash from Caledonia. Concerned that they have not paid and we are still issuing them permits. 1 Attorney John Wyeth assured that payment will be made and that Caledonia has worked out something with Parks and Recreation. Alderman Crois said he'll work on putting a memo together. We don't want to be setting precedence for other contractors. Ms. Spears and Alderman Besco suggest we should be charging Caledonia and other contractor's interest on late payments. 2. ADM 2007 -37 Monthly Treasurer's Report for March 2007 Treasurer, William Powell presents the beginning balance of March 1 St was $15,743,332, March Revenues were $3,584,560, March Expenses were $5,295,843 and an ending balance of $14,032,048. Alderwoman Spears raises the question between the beginning balance of February and March there is a difference of $237,074. Susan Mika says she will look into the balance and reiterates the footnote on the bottom of the page stating that beginning balances updated to reflect entries posted to previous periods per reconciliations. Ms. Spears states that this will go on consent agenda if it is okayed by the council. 3. ADM 2007 -38 Petty Cash Policy Susan Mika would like to see a Petty Cash Policy put into place in all departments. Mika would like to change in the initiating petty cash fund for the Police Department. Mika feels they should have a larger balance. She wants to add a line to the paragraph under initiating -petty cash funds (pg. 2) stating that the Police Department's Petty Cash Fund would be $250 - $500. Mika was going to check with Molly on that. Alderwoman Spears asks if the council is on consensus for the Police Department receiving a larger fund due to their circumstances. The council gives consensus. 4. ADM 2007- 26 Comp Time Discussion Alderwoman Spears states this will be coming back to the council. Alderman Crois states that this has been reviewed by department head level and they have come up with a number of questions that they are researching and they will bring it back to the council in June. 5. ADM 2007 -27 Verification of Driver's Licenses Denise Kasper, Human Resources Manager, has spoken to a legal authority and she was notified that it is permissible under management to make sure their City employee's hold current valid drivers licenses. Ms. Kasper also states that it is for employees who operate city vehicles on a daily basis. 2 i Alderwoman Spears says we can easily get licenses checked through the Illinois State Department. It's free and it simply is done through a database that would require forms to be completed online. Ms. Spears says it wouldn't require any man hours on the Police side and it's something that HR could handle routinely. Ms. Kasper states some of the City employees don't technically need a valid driver's license. Ms. Kasper thinks the employees job description should be looked at, such as do they need a divers license to perform their duties, are they required to go places etc. Alderman Besco says if it is part of your job description to have a valid license and you don't necessarily need one to do you job you should still have to prove you have a license. Mr. Besco also brings up the concern over part timers who aren't required to drive on a daily basis but it is part of their job description and if the employee lost their license they might not take it as seriously as someone who performs the job full time. Ms. Kasper said that the current employee manual states that any employee whose driver's license is revoked or suspended while employed with the city is required to notify their department head within 24 hours of the incident. Ms. Kasper said that she was advised by the attorney, Jim Powers, to only focus on those who drive on a daily basis even if it were in their job description to hold a valid drivers license. Ms. Spears thinks that we should get something from the Labor Attorney in writing and also give him our concerns such as people just running to Wal -Mart on errands; we do need to know that they have a valid driver's license. Ms. Spears inquires then about the class of driver's license. Denise Kasper states that the City does verify that they have the correct class of license. Ms. Spears also asks if the insurance companies verify the insurance coverage of the employees who drive city vehicles to make sure they have insurance. Ms. Kasper states that those who drive city vehicles are insured through their insurance. Alderman Golinski states that he feels that it's wise for the City to put the responsibility on the employee and verify that they have a license when they are hired and make this a requirement in the employee manual. Mr. Golinski states he doesn't know if we are taking on any more of a liability and agrees with the recommendation from the Labor Attorney. Ms. Spears states that we do need to find out how often we need to check licenses. IC I 3 Alderman Munns says that the policy needs to state that if an employee is hired without a valid license and they go out and smash something that we are going to go after them, and then they need to know that there are consequences. Ms. Spears asks what the consequences are. Ms. Kasper states that there is a disciplinary section regarding the consequences. Ms. Spears said it should be made very clear in the handbook that if they are found guilty of a conviction where they loose their license that that is grounds for termination. Ms. Kasper said that she'll get with Jim Powers and get some recommendations in writing and bring it back next week. 6. ADM 2007 -32 Video Producer Fees Discussion Bart Olson, Assistant City, reports of a couple different methods of recording their meetings. One is to have a city employee record the meetings. Mr. Olson's finding found that a Video Production Specialist would range any where from $17 - $25 per hour. The second method is to have a contractor. This could be a full time or part time employee. Council debates about how a stationary camera should be set. Alderman Crois thinks that most just want to hear what's going on and not so much see what is going on. Alderwoman Burd would like to expand the videos on the website. Ms. Burd disagrees and states that people want to see what's going on. She believes that it will add to the interest of the meetings. Alderman Munns gives an example of using NC 17 cable axis channel and also streams video on their website, NC17.com. So if an individual can't get it on their TV they could watch it on their computer. Mr. Crois reminds the council that this will require some adjustment to the budget. Ms. Spear's states that the City has already paid for three individuals to complete the production course and something has come up with some of them where something personal came up and they weren't able to make it. Ms. Spear's says that she called Mike Reynolds over at Wabaunsee and asked what the availability of those graduating would be. Mr. Reynolds didn't think any students would volunteer to video record. Ms. Spears thinks they should hire a reliable contractor. Alderwoman Burd feels like students in high school should make it part of class where they come over and have supervision. Mr. Olson contacted the IT teacher at the high school a year and a half ago and they had no 4 interest. Mr. Munns thinks it would be a good idea to involve the students and they in turn could get credit for their class. Mr. Munns also feels that we should go over the IT teacher and ask someone higher up. Mr. Spears concludes that Bart bring this back to administration with more information. 7. ADM 2007 -39 Minute Taker's Hourly Wages Bart Olson indicated there have been no adjustments since 2003. Mr. Olson spoke with representatives from a few area municipalities who indicated their minute takers' hourly rate were in the $20 per hour range. Mr. Olson makes it clear that minute takers now are paid by the meeting. The base pay is $35 for up to two hours and any time over will be $17.50 /hour. Transcription time is still $11.00 /hour however it will be based on twice the length of the meeting. Alderwoman Spears states that the minutes should be available at least one week before the next scheduled meeting so they were available for the next monthly meeting. Alderman Munns thinks we should give the minute takers an 8% raise. That would be a dollar an hour. Alderwoman Burd feels that there should be a performance bonus if they turn it in a week from the time the meeting was held. Ms. Spears concludes with this returning to the administration with more information from Mr. Olson. 8. ADM 2007 — 40 Draft Ordinance Providing fro the Imposition of a Garbage and Refuse Pick -Up Surcharge Alderman Munns states that there have been many people calling in to complain about their garbage not being picked up. Some residents still have not received their garbage containers. Alderman Crois says that says that the first time they go through town they are going to put stickers "recyclables only" on the purple containers. Mr. Crois also states some residents will have a different pick -up day. Mr. Crois also states that Waste Management is not picking up containers and new ones are coming in late from Veolia Environmental Services. Veolia is still delivering them. Alderwoman Spears brings the discussion back to the draft ordinance and asks if there should be a line added to the ordinance regarding the 5 seniors. City Attorney, John Wyeth states to make it easier, there could be a separate policy and it would set the base rate. Alderman Crois states that the original rate of $5 /month was done in 1994 and there does not seem to be anything in existence for the City rate. What is in the code book was the $5 figure and it doesn't include the figure for the senior rate. So as it stands presently it seems like the seniors was not done by ordinance. Mr. Crois reiterates that the reason it's being discussed now is because is because the $5 was done in 1995 by ordinance so since that original rate was done by ordinance in talking to John Wyeth we should bring up another ordinance to forward to amend it to bring it up to the present rate. Alderwoman Burd feels everyone should fill in the ordinance price per /month and review it later. Ms. Spears would like to put in a special rate for seniors. Mr. Olson states that seniors are anyone 65 years or older weather or not you have special financial needs. There are less than 400 seniors in Yorkville. Council agrees upon "that a garbage surcharge shall be placed on the regular billing of City Water bills for the sum of $10.93 per month commencing the next billing cycle of May 1St Ms. Spears concludes and asks for consent then with the intuitive of the amounts as discussed and the initial provision to add that seniors 65 years or older, is provided by drivers license, shall be charged the rate of .50 /month commencing May 1, 2007. Detail Board Report (Bill Listj: Alderman Munns has a question on page 13 on dues for Administrator. Mr. Munns wants to know if the funds are transferable. Alderman Crois believes if it is the annual dues for the ICMA he doesn't believe it is transferable. Chief of Police says he'll look into it. Alderwoman Spears states that this should be taken off the board report at this time. Ms. Spear's questions page 9 on Eastern Illinois University membership fee for $80. Susan Mika says she'll look into that. Mika says it's and admin fee. Ms. Spear's questions page 22 Kathleen Field Orr & Assoc and ask if this is going to be charged to the tiff. Ms. Mika says she is an attorney and she will get a report on the tiff file. Mika says that City is obligated to pay fees however covered under the tiff fund. 6 Ms. Spears also brings up page 24 on Jill Harker. Wanted to know if this is a company or a private individual that's doing 50 anniversary cake. Ms. Mika said that she'll find out. Ms. Spears then concludes with moving this onto City council. Park Board: 1. No Report Human Resources Commission: 1. Sponsorship Request for the Optimist Club Alderwoman Spears reads memo, "The Optimist Club of Yorkville is requesting the use of the Riverfront Park and would like the City to waive the rental fee for the park of $100 and receives in -kind hours from the Park Department and Recreation Department." Ms. Spears states that this recommendation came from the staff and Sue Swithin, Superintendent of Recreation, put this memo together. Ms. Spears concludes that this is approved after bringing up a question regarding the form that on the bottom of the form it doesn't indicate that the Human Resource Commission is suppose to approve it. Ms. Spears believes that the Human Resource Commission should sign and date it. Ms. Spears then adds if they could sign it then they should put it on consent. 2. Approval for Historical Street Names Nominations were based on the founding fathers of Yorkville. a. Barbra Joan Groesch b. Ralph and Arlene Blake Honorary Street Names — Nomination of Founding Fathers by HRC: Delbert Trummel, Wayne Larson, Russ Hughes, Bill Randels, Dick Mitchell Alderman Golinski says the only name that HR had a problem was Dick Mitchell but the recommendation was to use his full first name of Richard Mitchell. Ms. Spears brings up that William is unavailable for use and asks if that's because it's been used on another street name. Ms. Spears asks if the council had any more information on that. Ms. Spears asks Bart Olson to look into it. Mr. Olson believes that there might be another street with a similar name. Ms. Spears would like to use the full name. Mayor 1. No Report 7 Additional Business: 1. Susan Mika hands out a memo (see attachment) and goes over Merit/COLA adjustment. Ms. Mika would like some input. Alderman Munns wants to know how many dollars they are talking about. Ms. Mika said for one day twenty thousand dollars. Mika believes with the journal entering done by accounting and she would have to double enter everyone's pay it would probably take at least 5 or 6 hours. Mika fears that even if they do enter in manual seeing that even if they input all the information manually being that time sheets are due on Monday morning direct deposits are due on Tuesday she couldn't guarantee that they would be on time to the bank meaning employees might not get paid on time on Wednesday. Alderman Golinski agrees with Susan that raises the effective of the first payroll of the following fiscal year and the next check would include that raise no matter what's on that next check. Council would like to get an exact numbers and William Powell states it might be easier to prorate. Ms. Spears concludes that COLA adjustments based on numbers under a thousand could be gone ahead with. 2. Alderman Munns brings up the Governing Ordinances needs to be re- discussed because he doesn't follow after reading through the copy of it again knows which committee went to which committee with the chairman selections. He says some things they are following and some things they aren't. Mr. Munns believes that some of the things need to be discussed. The Council agrees that it will be brought up to the May 15 agenda. 3. Alderman Munns also goes over a fax from one of the candidates who did not win the election and he's questioning if he is challenging it or if he's asking if it's too late. City Attorney, John Wythe, said that it appears that this gentleman, Mr. McElroy, is asking the council to carefully consider the eligibility of the alderman elected before seating. Chief of Police, Harold Martin, states that the States Attorney has requested a copy of this report from his office. Alderwoman Burd says she doesn't believe it's up to the Alderman or Mayor to determine who seated on the City council and she believes it's up to the courts Judge to decide. Alderman Besco requests a letter from the States Attorney. Mr. Munns brings up a fact that it is more than just a memo but that it is a police report and the officer would be called to testify to what was said. 8 Ms. Spears would like a States Attorney or Judge to determine and Mr. McElroy should bring it to the States Attorney so we know what our liabilities are. Council hopes they can get help from the States Attorney. Ms. Spears asks for any additional business. Alderman Golinski brings up the Governing Ordinance and the fact that the whole rotation of committee's didn't' make sense to him. Mr. Golinski believes if we look at the committees we should look at switching off committees around what Committee of the Whole months. Mr. Golinski states it seems like Economic Development and Administration are two big ones and what if we switch one of those with Public Safety? Mr. Munns believes that should all be discussed. He states that's why he originally asked about the rotation. Alderwoman Spears asks if there is any additional business. No additional business Minutes respectfully submitted by Jamie Cheatham, Minute Taker 9 PLEASE SIGN IN Public Safety Committee MEETING _ Administration Committee Committee of the Whole DATE Tuesday, May 1, 2007 NAME BUSINESS PHONE # Pt s td o,� zc /- I �� �- ��►...� L I 630 . � 7 S�. � y s4 I I � I I I I I � I I I I I � I I � I I I PLEASE SIGN IN Public Safety Committee MEETING: _ Administration Committee Committee of the Whole DATE: Tuesday, May 1, 2007 NAME BUSINESS PHONE # PLEASE SIGN IN Public Safety Committee MEETING: _ Administration Committee Committee of the Whole DATE: Tuesday, May 1, 2007 NAME BUSINESS PHONE # y a, 1