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COW Minutes 2007 03-06-07 i i 1 of 10 APPROVED 4/24/07 UNITED CITY OF YORKVILLE COMMITTEE OF THE WHOLE Council Chambers Tuesday, March 6, 2007 — 7:00 pm In Attendance: Cit-V Art Prochaska - Mayor Travis Miller — Community Development Director Rose Spears — Alderman John Crois — Interim City Administrator Marty Munns - Alderman David Mogle — Executive Director Parks & Rec. Jim Bock — Alderman Bart Olson — Assistant City Administrator Paul James — Alderman John Wyeth — City Attorney Valerie Burd — Alderman Susan Mika — Finance Director Jason Leslie — Alderman Bill Powell — Treasurer Denise Kasper — Payroll & Benefits Specialist Alderman Besco - absent Harold Martin — Police Chief Don Schwartzkopf — Police Department Guests Kathy Farren — Kendall County Record WSPY reporter Heather Gillers — The Beacon News Stephanie Sheetz — The Conservation Foundation Gary Golinski — Park Board Tom Gilmour Peter Raphael Mayor Prochaska called the meeting to order at 7:03pm. PUBLIC HEARINGS: None PRESENTATIONS: 1. Protect Kendall Now Update Stephanie Sheetz from The Conservation Foundation was present to give an update on "Protect Kendall Now ". This project was begun in July 2005 with a goal of increasing the pace of land preservation in Kendall County. Ms. Sheetz said that nationally, land trust and preservation has tripled between 2005 -2005. A steering committee published a countywide open space plan incorporating all open spaces, parks etc. It is titled "National Treasures of Kendall County" and is also on the web. Her organization compiled a list of landowners who might be interested in preserving land. They are also trying to garner political and public support and were happy to find that public awareness was very high. Ms. Sheetz noted the upcoming Forest Preserve $45 million bond referendum. i Page 2 of 10 Ms. Sheetz said her group is about three- fourths finished with landowner contact. They are also partnering with CorLands and with Fox Valley Land Foundation who works in the Blackberry Creek area. Approximately 750 letters were sent out thus far and 100 more per month are expected to be sent. She said they had 45 responses resulting from those letters. Postcard reminders that mention tax benefits for 2007 are being sent to non - responders. A video has also been made that outlines options available to landowners interested in land preservation. It contains testimonials from Kendall County property owners. In February, a workshop was held to talk about financial benefits for land preservation. A grant has been obtained to continue work on the Aux Sable watershed area. Ms. Sheetz said that a 16 -acre conservation easement in southwestern Kendall County has been established, with 144 more acres anticipated from that owner. Another landowner is interested in purchasing property and later placing it in protection. A northwest Kendall County 16 -acre parcel has also been placed in protection. Mayor Prochaska mentioned the wooded property belonging to Edwards Hospital and Ms. Sheetz said they are working on that project. In conclusion, Ms. Sheetz thanked the Council for their support. PUBLIC SAFETY COMMITTEE: 1. PS 2007 -03 Police Reports for February 2007 The report was reviewed and no further action is necessary. ADMINISTRATION COMMITTEE: 1. ADM 2007 -18 Monthly Budget Report for January 2007 There were no comments. 2. ADM 2007 -19 Monthly Treasurer's Report for January 2007 Treasurer Powell said that the difference of the current month and last year, same month is shown and it gives the year -to -date and fiscal year figures. He said funds are easier to track and a budget comparison is provided. The new report saves time since it only requires a half hour of time as compared to 5 or 6 hours before. Alderman Spears asked about the difference between the revenue being shown as $23 million while another column shows $57 million budgeted. Ms. Mika said the City is 10% under the projected revenue right now and this will be monitored. CD's will come due and can be used for the shortfall if needed according to Treasurer Powell. Page 3 of 10 This moves to consent agenda. 3. ADM2007 -20 YMCA Partnership Request — Tri -City Challenge The YMCA asked the City to become a partner in this event with a fee of $1500. Ms. Mika said the City would be able to do this May 1" since there would be money budgeted for sponsorships. The event takes place in May. The Council must decide if they wish to be a partner at $1500 or make a donation that would be limited to $250. Alderman James said this request started with the Human Resource Commission, but since the amount was over $250 it moved to the Council. He said he felt this is taxpayer money and the $250 limit was set by an earlier policy after many requests for money. The Mayor asked if the City currently has activities with the YMCA. Mr. Mogle said the City does have several activities in conjunction with the YMCA. Mr. Leslie said he favored this partnership and the Mayor added that this would promote and benefit the City. He would like to see the Chamber or business groups take advantage of the fact that there would be several hundred people in the downtown area. In conclusion, since the money will be in the next budget and the request falls outside the donation policy, it was decided to move this item forward to the Council consent agenda. It will be contingent upon budget approval. Alderman Munns added that similar requests should be considered case -by -case. 4. ADM 2007 -21 Salary Survey Bart Olson said there are two issues to consider: 1. Implement a program where ranges receive a year -to -year increase along with actual salaries. (The ranges have not been reviewed recently.) 2. How to implement increases to individual salaries. a. Fallout method -not traditional, but less expensive. b. Parallel range -more expensive, but addresses all ranges There was a lengthy discussion of the methods of adjusting salaries. Some of the thoughts were: • Adjust ranges now, then annual review of ranges • Factor in benefits along with salary ranges • Address all ranges • Council to set ranges and department heads will determine where employee falls inside of that range • Percentages for raise can vary greatly when supervisors given "free rein" • Council should set COLA and merit; any further adjustment -- supervisor must come before Council • Many ranges are under market value since ranges have not been adjusted recently Page 4 of 10 • Requested Mr. Olson to prepare chart with existing and proposed salary ranges only, for each position This matter will be brought back to March 20 COW for further discussion. (Out of sequence) 1. Kendall Marketplace SSA – Establishing Ordinance, Bond Ordinance and Trust Indenture Attorney Wyeth said only the establishing ordinance would go forward now. The bond ordinance and indenture will come forward in two weeks. This is the establishment of the SSA —the third part of the total financing package. Peter Raphael of Wm. Blair & Co. was in attendance representing Kendall Marketplace. He said the SSA area will be a self - imposed real estate tax on the development and proceeds will be used for Cannonball Trail, Rt. 34 and Beecher Road improvements. It will be limited only to the retail portion and paid by tenants or owner of the center and will be a 20 -year transaction. The amount of bonds needed for those improvements will be slightly over $10 million. This moves to the consent agenda. 5. ADM 2007 -22 Benefit Renewal and Insurance Program Payroll and Benefits Specialist Denise Kasper announced that Blue Cross Blue Shield decreased the City's premium by 9 %, Metlife is keeping the same rates and Vision Service Plan is increasing rates by 2 %. She provided a chart of the current premium rates for HMO and PPO participants. The current plan is up for renewal and the Council is exploring the possibility of an employee contribution towards the premium. Attorney Wyeth will determine if a vote is needed on the insurance agreement as a whole and if so, he will bring this item back next week. A decision on an employee contribution must be made before April 1" to allow time to notify employees. In a memo to the City Council, Interim City Administrator John Crois recommended no contribution for HMO plans and a small contribution for PPO's. Alderman Munns commented that a possible employee contribution should be evaluated each year. He further stated that in the private sector, PPO contributions are approximately $300 a month. If the salary ranges are increasing, he felt the employee health insurance costs should increase as well. Mr. Munns also asked about Aldermen, Mayor and elected officials being covered under health insurance and IMRF. The Aldermen would be eligible for both according to Ms. Kasper, based upon working 30 hours per week and she said that Montgomery and Kendall County offer such a program to their officials. Mr. Crois said that a Council member would need to serve 2 terms (8 years) in order to qualify for IMRF. Page 5of10 A policy will be formalized and either a resolution or motion will be required. Mayor Prochaska noted that this action would change the budget and would need to be addressed. A decision to take part in this program would need to be made by April st by the current Council members. Any newly elected members would be treated as a new employee and their coverage would begin accordingly. Alderman James summarized this discussion as follows: 1. Benefits package will be renewed, Attorney to ascertain if vote is needed 2. Draft resolution for adding Council members, Mayor and elected officials to insurance and IMRF 3. Co -pay for employees for health insurance, vote on prior to April Isr, placed under Administration 6. ADM 2007 -23 COLA/Merit Raises for FY 07108 This item was deferred. 7. ADM 2007 -26 Discuss Comp Time The Council discussed the current policy for comp time that is only available to non - exempt employees. The maximum comp time allowed under policy is 240 hours. According to Ms. Kasper, some employees are near that amount and one employee is over that amount. It was noted that the police contract limits their employees to 60 hours of comp time and it was suggested that other employees should be limited to that amount as well. Chief Martin commented that he felt 200 hours was too much, but 60 was manageable. Alderman Munns said employees should be encouraged to use their comp time to avoid any large payout if an employee should leave. Another suggestion was to have the employee take the comp time in the week in which it was earned. Alderman Leslie said it could be a benefit to the City to allow time off at a time when the employee was not needed or to not have to pay out the dollars. However, it was also noted that if the time is banked, the City could potentially pay more for that time, if the employee was at a higher wage at payout time. The Mayor suggested delaying a decision until Eric Dhuse can give feedback for Public Works. It was pointed out by Mr. Mogle that supervisors have the right to determine when time is taken and it can actually save on overtime payouts. That supervisor's right would also help balance the workload if a request was made for comp time usage at an inopportune time. Mayor Prochaska suggested capping the 240 hours since there are slower times of the year and to limit the carryover to 40 hours for the next year. The remainder of the hours would need to be paid. This matter will be discussed at the monthly department head meeting and will be brought back to Council in one month with a tentative plan. Page 6of10 8. ADM 2007 -27 Discuss Verification of Driver's Licenses Alderman Spears asked if all employees who drive City vehicles are verified as having valid driver's licenses as well as their own insurance. Ms. Kasper said their licenses are checked at their hire date, however, not insurance. A background check is done as well. I Since Ms. Spears said the Council had once requested a policy that the licenses be reviewed quarterly and staff members will now be asked to draft a policy. The policy is to include language that states the employee is responsible for informing their supervisor if they lose their license and they are subject to termination if they do not. The Mayor would like the Attorney to research this area because the City may have a claim against an employee in this type of situation. Mr. Munns commented that employees driving their personal vehicles for City business should also be addressed in the policy. This matter will be brought back next month. 9. Kendall Marketplace SSA (discussed earlier) 10. ADM 2007 -24 Committee Structure Report This will be deferred until next month. DETAIL BOARD REPORT BILL LIST): Items discussed: Page 6: Fulton Contracting: this invoice is for service above and beyond the scope of work in the contract. Page 9: Illinois Municipal League: this invoice is for adding newly built structures to the insurance policy. Page 10: Purchase of lotion and creamer: Ms. Mika will research this item. Page 16: Nextel, replacement phone: Ms. Spears asked if this in accordance with City policy. Ms. Mika will research this also. Page 20: Annexation and legal services: this was part of the annexation agreement that said the City would cover some of the costs of this annexation according to the Mayor. PARK BOARD: 1. PKBD 2007 -03 Yorkville Youth Baseball/Softball Association 2007 Agreement David Mogle presented an agreement with Yorkville Baseball Association —an annual agreement, usually signed in January or February. The only change will be to ask the association to provide schedules to the Park Board by March 1 st. Ms. Burd noted that another group had asked about using the baseball fields. Mr. Mogle replied that under the new policy, higher priority is given to the Baseball Association. He added that 10% of the Yorkville youth belong to this association and that any youth can join. This moves to the consent agenda. Page 7of10 2. PKBD 2007 -04 Field Policies and Fees Some changes were made to this year's policy and they were outlined in a memo from Mr. Mogle. Fees apply to all groups and were not changed for this year. Special fees or waivers are noted as exceptions in the policy. Alderman Bock said this matter was discussed at length at a Park Board meeting and that considerable work went into this policy. This moves to the consent agenda. HUMAN RESOURCE COMMISSION: 1. Historical Street Name Recommendation – Irvin F. Monkamier Letters had been received in support of a suggested historical street name —Irvin F. Monkamier. Mr. Bock said he attended a meeting when this name was voted on and only one person voted against. Mr. Monkamier was a meat cutter and Treasurer of Cross Lutheran Church. It was recommended to suspend the street naming until more nominations have been received. Council members thought this name did not meet all criterion set forth by the Human Resource Commission. However, Ms. Spears noted that she had received further information that would qualify Mr. Monkamier for this honor. After a brief discussion, it was decided to move this name forward and place it on an eligible name list for developers. MAYOR: 1. FY 07/08 Budget POINTS OF DISCUSSION WERE AS FOLLOWS: The first draft of the budget was presented and it is now balanced. Ms. Mika noted there is currently no money budgeted for wearing apparel. She said it could be left at zero or place a minimal amount in the budget for new employees only. Last year, $60 per employee was allocated and now a total of $250 is suggested for these purchases. Purchases would be itemized on the bill list and would be limited to shirts. Pay increases as a result of the salary survey, were factored into the budget. Mayor Prochaska said there was no money shown under Contingency in the budget. He explained that when the City Hall addition was built, the City borrowed money from itself to avoid taking a loan. When fees came in, the City planned to repay itself and under the Municipal Building Fund, there is a building reserve dollar amount. On the Treasurer's report, there is a negative number in the Building report, since that money is still owed to the General Fund. The policy question raised was if the City should make that transfer this year to the Contingency fund portion of the general fund and pay off most of that debt. Page 8of10 i Ms. Burd noted a possible discrepancy in the salaries of the Mayor and two elected officials. Those will be revised. She also said that the City Attorney is to receive a stipend of $9,500 and has actually been paid $11,000. Since he is paid by the hour under a contract and also receives benefits, she recommended that the stipend be abolished. He is allowed to bill the City for 20 hours a week. Some Council members felt the attorney's pay should be increased. The Mayor reminded the Council that a full time Attorney had been recommended. There was further discussion of this matter and it was decided to also explore the possibility of a full time attorney. Alderman Spears said she wanted to insure there was adequate time to discuss the budget before it must be passed on May 1 St . ( It must be approved by the last City Council meeting scheduled for April 24 The budget must also move to a Public Hearing so citizens can review it. Ms. Mika said there would not be time for a separate budget meeting and Alderman Munns commented that Council members must have access to the budget much sooner in order to properly review it. It was suggested that Councilmen review it in the coming week and email questions to Ms. Mika if needed. Alderman Bock said it would make the meetings more efficient. It was decided that all questions would be forwarded to Ms. Mika and she will draft a memo to all, incorporating all their inquiries. Ms. Spears suggested readdressing the minute takers' and video - recorder's pay due to the length of the meetings and price of gas. She also said more money should be put into the budget for the Senior Services supplies (paper products, etc.). The cost in 2005 was $877.12 compared to $2,551.55 in 2006. This will be reviewed. In conclusion, Mr. Crois commented that this budget was the 12 revision. He said he and Ms. Mika were both relatively new and needed time to familiarize themselves with the budget and there were many complicated issues as well. He felt the next budget would be more timely. (next item out of sequence) 4. Alderman Replacement Mayor Prochaska stated that a quick replacement is needed for the vacant aldermanic seat because the landfill hearings would begin soon. He spoke with Mr. Golinski and Mr. McElroy who were both present at this meeting and both expressed an interest in being an Alderman. The Mayor said that Mr. Golinski was currently a Park Board member and that influenced his support of Mr. Golinski. The appointment would be for two years. Ms. Spears expressed her support of Mr. Golinski also. She also said she hoped that every election candidate would attend the landfill meetings. Alderman Bock concurred with the meeting attendance and also said that some information just cannot be obtained from reading transcripts or notes. However, Alderman Leslie Page 9 of 10 suggested waiting, saying that the replacement could be chosen from those having attended the hearings. Alderman Burd said she favored Mr. Golinski since he lives in the same area as the former Alderman and the constituents of that Ward feel they do not have adequate representation at this time. Aldermen James, Bock and Leslie also showed their support of Mr. Golinski. In conclusion, Mayor Prochaska said he intends to nominate Gary Golinski next week. (next item out of sequence on agenda) 3. Board Appointment Discussion The Mayor said that typically, at this time of the year, he would be looking at re- appointments for Boards, however, due to the Mayoral election he will not make those decisions. He noted that three Boards are currently missing one member each: Zoning Board of Appeals, Park Board and Plan Commission. 2. Community Relations Manager — Job Description Update This item was brought back from another meeting with the intention of possibly making this an exempt position. The salary would be increased if the position is upgraded, but it was also suggested waiting for guidance from the Salary Survey. Bart Olson said the new range for the position would be $52,093 to $74,000. Ms. Spears said she had asked for a report of overtime hours worked and money paid for overtime. At this time, there are 160 hours of comp time on the books for this position. Alderman James noted these comp hours will need to be paid in cash. Ms. Burd said that originally this position was approved by the Council as an exempt position. Somehow this was changed and subsequently the position was filled at an hourly rate. She added this was meant to be a managerial position. Ms. Spears said the average salary for this position in neighboring towns was $39,000. Alderman Burd said the minimum degree should be Bachelor's. It was also suggested that the position should be capable of performing video - recording. Ms. Burd said the supervisor should set the final salary. Alderman Bock said the Salary Survey range should be used the same as for other positions while some while others suggested a smaller amount. Though there was not a consensus of the group, this matter will move forward. Page 10 of 10 I I i ADDITIONAL BUSINESS: Alderman Munns asked if the cleaning crew cleans the upholstered chairs in the Council Chambers. The Mayor said it was probable that he would be absent from the next, very important meeting due to a personal matter. If he is absent, Ms. Spears is the Mayor ProTem. As there was no further business, the meeting was adjourned at 10:37pm Minutes by Marlys Young, Minute Taker � s ° cI�� United City of Yorkville © 800 Game Farm Road 1636 Yorkville, Illinois 60560 -�� Telephone: 630 -553 -4350 0 ®' 5 ~ ® Fax: 630-553-7575 % ILL. PLEASE SIGN IN MEETING: DATE: 3,s ( - N AME COMPANY PHONE NUMBER - c' - Gb& x Via' �ftRk �0" s�S3 -�b3 7 I I I I I I �I I Cyr o United City of Yorkville '" 800 Game Farm Road 1636 Yorkville, Illinois 60560 �� Telephone: 630 -553 -4350 o� W �s Fax: 630 - 553 -7575 p PLEASE SIGN IN MEETING: C o u/ DATE: A - G --n - N COMPANY PHONE NUMBER 36 43 I