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COW Minutes 2007 04-03-07 Page 1 of 7 APPROVED WITH CORRECTIONS 5/8/07 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, April 3, 2007 7:00 p.m. In Attendance: Cam: Bart Olson — Assistant City Art Prochaska — Mayor Administrator Michael Bersani — Attorney (sitting in Gloria Spies — Committee Relations for Attorney John Wyeth) Officer Paul James — Alderman Gary Golinski — Alderman Guests Rose Spears — Alderwoman Bob Loflu Valerie Burd — Alderwoman Jon Reeve John Crois — Alderman Robyn Sutcliff — Resident Marty Munns — Alderman Bob Pfister — Veolia Environmental Jim Bock — Alderman Services William Powell — Treasurer Mark Ramljar - Veolia Environmental Joe Besco — Alderman Services Harold Martin — Chief of Police Kathy Tarren — Record David Mogle — Department of Parks and John Krengns Recreation Susan Mika — Finance Director Mayor Prochaska called the meeting to order at 7:00 p.m. Public Hearing: None Presentations: None Public Safetv Committee: 1. PS 2007 -04 Police Reports for March 2007 Alderwoman Spears inquires about the Elderly Disabled Home Project. Chief of Police, Harold Martin, says the project is in place. 1 l Page 2 of 7 Alderwoman Burd suggests information that we get on the seniors should be shared with the Public Works department so that in the winter they could help the elderly out. Suggestions were made to have young adults and scouts help out; possibly setting up a program to allow volunteers to help. Chief Martin touches base on police reports. There is a lot in the reports such as DUI's, fights, and fraud; he states that the officers are very busy. 2. PS 2007 -05 Executive Assistant Draft Job Description Alderwoman Spears states the job position is now going to be the Executive Assistant to the Chief of Police. Molly Batterson will be responsible for helping prepare the payroll for 50 individuals. She will keep accurate records. Mayor Prochaska says that this is an upgrade in job descriptions. He also suggests that the salary range be discussed between Chief of Police, Rose Spears, Bart Olson, and Susan Mika, to get for next week, a salary range put in place. Ms. Spear's says they will vote on it next week. �I Alderman Munn's is concerned about pay scale and states similar departments should be on the same pay scale. Treasurer Powell questions job description and Mr. Martin agrees the job description should be changed. Ms. Spear's says the position should at least require 5 years of management experience, and Alderwoman Burd suggests that research be done in order to come up with a fair salary range. Administration Committee: 1. ADM 2007 -30 Monthly Budget Report for February 2007 Alderman James asks if there are any questions for the monthly budget report. No questions or concerns brought to the table. 2. ADM 2007 -31 Monthly Treasurer's Report for February 2007 Treasurer Powell goes over revenue and expense report. The revenue in February was $4,297,063 and the expenses were $4,199,295 with an ending balance of $15,506,258. Mayor Prochaska says all revenue is shown then expenses need to be shown on reports as well due to questions raised by Alderwoman Burd on expenses for the library. 3. ADM 2007 -32 Video Producer Fees Discussion Alderman James says that this is up for discussion at this point and asks what the current pay rate is for this position. Gloria Spies says it's $50 /meeting and if the meeting goes over 3 hours it's $100 /meeting. Forty -five per hour was agreed upon and travel expenses were paid, .45 /mile, for City Council Meetings. Alderwoman Spears said they voted on $50 a City Council Meeting but that's when the meetings were fairly normal and getting out in an hour to an hour and a half but now they are taking longer. Mr. James brings up the note taker. Ms. Spear's recommends that they take a look at the minute and video taker. Mayor Prochaska says that the minute takers salary be reviewed especially in the upcoming election. Mr. James said they hadn't addressed the minute taker salary in a while however the video producer and minute taker should be looked at as an equivalent position. Mayor Prochaska says that these are consulting people or 2 i Page 3 of 7 contractors to the city. The people doing these negotiations should be fair and then the council will vote on if it's fair or not. Mr. James summarizes stating Ms. Spies does the negotiation of the contract and when that comes up the next time it will come back here for more discussions. Mr. James wants to address the minute takers. It's been 5 or 6 years since they've changed anything on it. 4. ADM 2007 -33 FY 2006 Annual Treasurer's Report Treasurer Powell says he sat down with Jennifer Milewski and reviewed the numbers and they are what they are. The numbers come from the audit. The summary page has to be signed by the city clerk. Alderwoman Spear's confirms with Mr. James that this should go on for a vote. Ms. Spears brings up concerns that tax payers will be reading this report and wants to make sure that it is detailed because they will be asking questions about how money has been spent. 5. ADM 2007 -33 City Council Sound Systems Upgrade Alderman James moves on to the sound upgrade and states the city council chamber has a bad sound system. Assistant City Administrator, Bart Olson says that the system needs work. Mr. Olson received two quotes; one for a phone system that is completely integrated into the sound system. The second quote is for an "extra- strength" conference phone that would be integrated into the sound system. The integrated system is likely to be expensive enough to require written bids, per the City's purchase order policy. Alderwoman Spears says that they should get the most expensive system and Mayor Prochaska agrees they should get the integrated system rather than having more microphones. Mr. Olson says that system would cost about $3000 and it would be through the same company that installed the current system. Mr. James doesn't see that we should get quotes anywhere else because they have an existing relationship with the current company, Sound Incorporated, who installed the one they have now. They also do the maintenance on the system when it is needed. Mr. James concludes they will move this decision to go ahead with an integrated system; this will go on to the consent agenda. 6. ADM 2007 -27 Verification of Driver's Licenses Finance Director, Susan Mika, goes over the employee manual pertaining to employees holding a valid drivers license while employed with the City. Alderwoman Spear's says the police department doesn't need to do research and that the state of Illinois does the research per the employee manual. All you need to do is give them a listing, summit the name, date of birth, driver's license and you could get the information annually or semi annually. Ms. Mika requests that the actual policy be reviewed. Alderman Mum's agrees that we should make a policy to check licenses twice a year to make sure no one is driving around without a license on city business. Mr. Munn's notes that an employee doesn't I I 3 Page 4 of 7 even have to be in a City vehicle but getting reimbursed for mileage in their own vehicle for the City to be held liable. Ms. Mika suggests that the policy be revised to clearly state policies on citations, misdemeanors, convictions etc. Alderman Besco states that this is a liability case and the employee needs to be responsible for letting the City know if a license has been lost. Ms. Spear's says they need to check with the Labor Attorney to make sure who is responsible for letting the employer know if a license has been lost. Alderman James concludes that they will bring this item up next month. 7 ADM 2007 -28 FY 07108 Budget Finance Director, Susan Mika, sat down with all department heads and they each had an opportunity to have their issues discussed so that we have a budget that is in balance. David Mogle, Department of Parks and Recreation, went over concerns that Alderman Munn's has over revenue for new preschool. Mr. Mogle states that the revenue would exceed expense. Anyone can see the report as it is now scheduled for a public hearing. Alderman James states there is nothing to vote on; next week will be the public hearing and this will be discussed after the hearing. 8. ADM 2007 -35 Human Resources Manager Draft Job Description Alderman James says this job description is an upgrade and Susan Mika says it's a promotion for a current position. The HR Manager will oversee the accounting clerk position. Alderwoman Spear's believes it's a brand new position and not an upgrade. Ms. Spear's say they should compare this job description with other communities to see if this is an actual new position. She wants the comparison to be in the agenda so everyone can see that it's a new position and not an upgrade. Mr. James is okay for recommendations from staff because they work with this individual on a day to day basis. This is a decision that should be made by the staff in the department. Mayor Prochaska requests that this be a process and come up with a procedure so it's done the same every time. Mr. James concludes with moving this to city council under administration. Detailed Board Report (Bill List): Park Board: 1. P %BD 2007 -05 Nature Trail Grant Request The Park and Recreation Department proposes to construct a 3 / mile wood chip nature trail and small 16' interpretive entry shelter at the 7.5 acre City owned wooded area. The site contains good quality, "old growth" Burr and Red Oaks, Hardwood Maples, Ash, Cherry and Hackberry trees. They will do the clearing and excavating. David Mogle, Department of Parks and Recreation, states that it will be a narrow area that would be wood chipped based. There will be a small clearing of trees. They may or may not need a tree trimming service. 4 I Page 5 of 7 Mr. Mogle states that the grant program, for which an application is complete, is the Federal Recreational Trails Program, an 80/20 matching grant obligating the City to just 20% of cost. The City's share of the $61,000 is $12,000. Most of that City's share will be reimbursed. Mayor Prochaska says at this point he would sign the application for the grant unless he hears any objections from the council then the council will still vote to accept when the time comes. Z PKBD 2007 -06 Opportunity to purchase Downtown Caboose David Mogel has communicated with the owner of the Burlington Northern caboose and he has offered to sell it to the City for $10,500. The Park and Recreation Department would like to move the caboose to Whispering Meadows Park. The Park and Recreation Department would like to restore it to its original state and the interior would be developed into a small park meeting area, to be used for small gatherings such as kids programs, rentals, etc. The caboose would sit on rails near the entrance to the park and eventually an elementary school is to be built next to the park. Mr. Mogel reported on his research on the moving of the caboose. House movers could move the caboose for $8,000 and the train rails they would sit on would cost $3,500. The following expenses, including the cost of purchasing the caboose, would be a total of $22,000. This cost does not include the materials to refurbish the caboose, however there is no time limit on when it needs to be done and it could be done when budget allows. The $22,000 would come from the budget for Whispering Meadows Park however the grant agency cannot include it as a part of the matching grant because of eligibility regulations therefore the costs would have to come from the park development budget. Alderman Munn's brings up a concern of the cost of restoring, maintaining and painting the caboose. Mr. Mogle states that he got in touch with the director /owner of rail road museum and there are number groups that are very die hard train buffs and they would volunteer their time to restore this. We would have to supply the materials. Mr. Munn's doesn't feel that the money for this is money well spent. However Mr. Mogle states again that this will be a restored for the purpose of using it for a meeting house, a class room, for birthday parties etc. Alderwoman Spear's agrees it is unique and as long as the City uses it to hold programs it's a great idea. Alderwoman Burd reiterates that a lot of people like these old trains and if they were vandalized people would be willing to donate to help repaint. She says that the two of them are just sitting downtown deteriorating on the Illinois Rail Net property and this is a way to solve that problem. She states it's a monument and it's not just another decoration but it will have a functional use. Alderman Bock agrees and states that you can't build a building for $22,000 and it's not a huge cost over a long period of time. 5 Page 6 of 7 Mayor Prochaska also agrees it's a good idea he would like to see a volunteer program put together to go along with this. Prochaska says this will go on the agenda for next week and will not be put on the consent it will be on the agenda probably on the Mayor's report for a vote. Manor's Report: 1. PW 2007 -65 Garbage Contract Administrator Crois met with John Wyeth and representatives of Veolia Environmental Services to go over clarifications on garbage contract. They proposed a contract which attorneys are still reviewing. John Wyeth will review for next meeting. Mr. Crois states that prices have gone up significantly due to transportation cost and the closing of Settler's Hill. We are going up from $15.06 /month to $19.10 /month. Bob Phister with the Veolia Environmental Services was presented to speak about the new contract. Mr. Phister states with the new contract residents will be getting two sixty - four gallon totes. Phister shows examples of the totes and one is forest green for garbage and one is blue for recycling. They are both the same size and both would be picked up on the same day. If residents can't fit all garbage into the green tote a garbage sticker would be need to be placed on any additional garbage that would be put out on the street. No charges for second recycle bins however. Currently the Veolia doesn't have a special recycling program but they do have special pick up days for other items such as batteries, acids, electronics, motor oil, etc. Mr. Munn's asks Phister where the Yorkville trash goes and Phister states that it goes to the transfer station in Batavia then is transferred out to the Orchard Fills Landfill which is south of Rockford. Mayor Prochaska agrees this item needs to be moved on to the City council for a consent vote per Crois. At the next COW meeting Mayor Prochaska says they will discuss how to deal with the increase in cost. Mayor Prochaska says he will sit down with Mika and Crois to talk about that as well. Additional Business: 1. Alderman Munn's raises a concern about a call from his neighbor about going east on 34 towards Orchard Road where there's a project that has a large sand mountain. Mr. Munn's states that there is a little dirt road and trucks are just streaming out of there in without covers on their trucks and the problem is the sand is pouring out of the back of the vehicles causing a huge mess on the road and cars. He called Garry Williams and he said they should be covered. Alderman Munn's would like to find out what the fines are and we should increase these. 6 Page 7 of 7 Chief Martin states that there is a state charge for not covering trucks. They would also like to get the streets swept. Chief Martin says the state maintains the streets and the only thing that the City could do is issue a ticket for depositing injurious materials on the roadway. Chief Martin also says that we would have to notify the state on this. 2. Alderman Besco states he is concerned the citizens don't understand what's going on with the landfill hearings. He reads the following, see attached, City of Yorkville Statement. (While Besco reads, guest photographer takes photos.) Mr. Besco asks that if after the meeting is closed anyone who agrees with the statement, please sign and date one copy. He requests a picture of everyone who does so. Alderman Munn's states this statement is just stating we've tried to be civil on this long process. i 3. Alderman Gary Golinski ends the meeting in taking a moment to thank all the department heads that he met with on Friday who took time out of their busy schedule to show him their operations. Mr. Golinski felt it was time well spent. He states he still has to meet with everyone. As there was no further business, the meeting was dismissed by Mayor Prochaska at 9:05pm. 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