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.
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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.
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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.
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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
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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
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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.
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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
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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.
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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
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PLEASE SIGN IN
Public Safety Committee
MEETING _ Administration Committee
Committee of the Whole
DATE Tuesday, May 1, 2007
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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
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