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COW Minutes 2006 04-25-06 Special Meeting Page 1 of 2 tl !J UNITED CITY OF YORKVII.,LE � COMMITTEE OF THE WHOLE a3 'Ob SPECIAL MEETING City Council Chamber Tuesday, April 25, 2006 — 6:30 pm City Council in Attendance: Art Prochaska — Mayor Paul James — Alderman Bill Powell — City Treasurer Jason Leslie — Alderman Jackie Milschewski - City Clerk Marty Munns — Alderman (arrived 7:35) Joe Besco — Alderman Dean Wolfer — Alderman Jim Bock — Alderman Rose Spears — Alderman Valerie Burd — Alderman Staff in Attendance: John Wyeth — City Attorney Bart Olson — Assistant City Administrator John Crois — Interim City Administrator Eric Dhuse — Public Works Director Dave Mogle — Park & Recreation Director Harold Martin - Policed Chief PROPOSED FY 06/07 BUDGET Mayor Prochaska explained the reason behind this special meeting; only half of the City Council was present to discuss the 06/07 Budget at the last Committee of the Whole meeting so it has been brought back before them for further discussion. He noted that many of the items discussed at the last COW meeting have been addressed by Assistant City Administrator Olson. Mr. Olson noted that supplemental packets have been prepared for tonight's discussion (see attached). He went over the changes that were highlighted in color (Police Capital carryover balance, weather warning sirens, wearing apparel, reserve amount etc.) Mayor Prochaska noted that staff was not able to get all the information on new software before this meeting so in order to be able to purchase the software in the next few weeks, it has been recommended to increase the Police Capital carryover (by an additional $50,000.00) and the General Fund Carryover ($75,000.00). These increases total $125,000.00 which is needed to purchase the new software. Once the budget is approved, the purchase of the software can be approved. The floor was opened for discussion. The following budget items and items from the staff's April 17, 2006 memo (see attached) addressing Alderman Spear's budget comments were discussed: i o Wearing Apparel — The Council had a lengthy discussion regarding donations to a Wearing Apparel Program, misuse of funds in the past, recently made accounting errors, rewarding employees for their work, getting caught up in miniscule things compared to the amount of money being spent by the City, etc. Support for the line item was divided between City Council members. Mayor Prochaska expressed his desire to see the program remain for the employees. o Grants - Alderman Spears recommended that staff explore grants for all areas of the City. She was concerned that the grant writer concentrates only on those available for Park & Recreation. She asked staff to pass on grant information to the grant writer to pursue. The City Council discussed that the majority of grants available are for Park & Page 2 of 2 Recreation. It was determined that Alderman Spears did not want the line item changed but was just making a suggestion. • Salaries/ City Attorney — Alderman Spears questioned an increase in the City Attorney's salary. Staff noted that this was a Scrivener's error and should remain at $11,502.00. • Benefits /Varied - Alderman Spears felt that the budgeted fifteen new positions was too many for one year. Alderman Wolfer asked what Alderman Spears based this comment on and she stated that she surveyed other communities (Oswego, Montgomery, etc) and they did not have as many positions as Yorkville has. There was a lengthy discussion regarding the staff work load as compared to those of other communities; staff such as library, parks and recreation and engineering which other area communities do not have; in -house staff performing tasks versus out - sourcing work; the lack of planning in regards to personnel, developing an overall vision for staff, using Land Cash for some salaries such as the Park Planner and Community Development Director, $16,000.00 transfer to the General Fund from Land Cash for the Park Designer; the hiring plan developed by staff which was presented to the City Council, making the plan a yearly report presented to the City Council before budget approval; tracking the Director of Community Development's hours to charge to developers, etc. Alderman Bock noted that while the previous discussion of budget items was enlightening, at the rate the City Council was discussing the seven page memo; the discussion could go on for several more hours. He suggested that the discussion of the budget be suspended and the Council move on to the regular City Council agenda so that the public present could "get on with their lives ". It was the consensus of the City Council to close the Special Committee of the Whole meeting and bring up discussion of the budget during the following City Council meeting. The meeting was closed at 7:45 p.m. i Minutes respectfully submitted by Jacquelyn Milschewski, City Clerk i I I c1 c United City of Yorkville Memo 800 Game Farm Road esr I= Yorkville, Illinois 60560 Telephone: 630 -553 -4350 T Fax: 630 -553 -7575 --- �0 Date: April 17, 2006 To: City Council From: Department Heads, Coordinated by Bart Olson, Assistant City Administrator CC: John Crois, City Administrator Subject: Alderwoman Spears' budget comments P ate 1 01- 000 -45 -00 -4525 /Grants /$30,000 a) Comments - Would suggest to ask staff to allocate additional time researching grants b) Staff Comments — Pending direction from Council, this request can be accommodated. Most grant research is currently done by our Grant Writer. Page 2 01- 110 -50 -00 -5106/ Salaries — City Attorney /$13,500 a) Comments - Increase of $1,198 — did we not execute a contract establishing salary? b) Staff Comments — Scrivener's error, the line item should be consistent with FY 05/06 ($11,502) 01- 110 -50 -00 -5137, 01- 100 -50 -00 -5202 /5203 /5204 /5205BenefitsNaried a) Comments - Due to 15 new positions. Too many new hires for year. b) Staff Comments - Positions were justified during budget discussions both on a staff level and on committee level. Further discussion on staffing requests should be done at the Council level. 01- 110 -61 -00 -5305 /Accounting Assistance /$5,000 a) Comments - Who is providing the assistance? What does this include? b) Staff Comments — This line item is for seasonal help with processing bank records (usually after the holiday), and it also includes pre -audit preparation. 01- 110 -62 -00 -5401 /Contractual Services /$40,000 a) Comments - Is the Court Reporter for public hearing included? If not, would it be less expensive to hire part-time or full time meeting note taker? b) Staff Comments — This line items consists of Court Reporter fees, website services, Metro COG dues, etc. Court Reporter services should continue to be outsourced due to inconsistent and minimal hours. 01- 110- 62- 005421/Wearing Apparel/$1,800 a) Comments - Was this removed per budget meeting? b) Staff Comments - Yes, it should be reflected in the copy that was provided in everyone's COW packets. 01- 110 -04 -00 -5608 /Sponsorships /$1, 500 a) Comments - Request to increase to $2,500 in order to cover cost of printing the Historical Street brochure and additional funds to support Sponsorship requests. Funds were almost depleted this budget. b) Staff Comments — Funds can be increased pending council direction (other services and /or line items would need to be cut). Page 3 01- 100- 99 -00- 9940 /Transfer to Parks and Rec/$1,025,329 a) Comments - $269,421 increase from last budget — transfer approx. $70,000 to $85,000 to cover Community Development Department Salaries related to development. Remove funds allocated for requested preschool van. Place funds in special needs and Senior Citizen programs. b) Staff Comments — This line item was decreased from $928,567 to $755,908 in Feb. 2006 as part of the revised budget approval for FY 05/06 and was due to a larger- than - expected carry -over within Parks and Recreation as a result of a number of things including vacant positions (Director of Parks and Recreation). The "normal" transfer to Parks and Rec should have been slightly above the 10% mark, rather than the current 30 %+ increase. The pre - school van has been removed from the budget and is being replaced with a passenger van that will be used for a variety of recreation functions (as was discussed at COW and City Council). Removing funds from the van purchase and placing them into special needs and senior citizen programs should be discussed at the Council level. Page 4 00- 150 -50 -00 -5107/ Salaries — Employees /$313,306 a) Comments - Remove $45,000 for unwarranted Project Manager position. b) Staff comments - Justification for an engineering position with the current essential job functions of the draft "Project Manager" job description is being brought back to May Admin Committee — staff is requesting a new position (unnamed, much like the two planning positions in last years budget) be left in the budget, contingent upon passage of a job description (which is standard practice). I 00 -150- 562- 00- 542/Wearing Apparel /$1,400 a) Comments - Increase $300 for one additional employee. Is this average cost expended for departmental clothing? b) Staff comments — Yes, $300 is the average cost expended per year per employee. 01- 150- 75 -00- 7002 /Computer Equip - Software /$7,900 a) Comments - Remove $'s for additional employee unapproved Project Manager position. b) Staff comments — Requested to be left in as part of the engineering position discussion above (00- 150- 50 -00- 5107). Some of the dollars in this line item are unrelated to the Project Manager discussion, therefore, if the related discussion warrants removal of the position from the budget, this line item will not decrease in totality. Page 5 01- 210 -64 -00 -5606 /Community Relations /$6,000 a) Comments - Increase funds to $7,000. Council indicated more interacting with residents (tour of police department, block parties, etc.). Also create new community networking programs. b) Staff comments — Funds can be increased pending council direction (other services and /or line items would need to be cut). Page 7 01- 220- 50- 00- 5107/Employee Salaries /$218,000 a) Comments - Parks Designer ($45,000 ? ?), Senior Planner ($60,000 ? ?) During the March 29, 2005 Special Budget Meeting, the Mayor stated land cash dollars can be used for the salaries if the project is specified. Also, deposits by developers are required for planning & engineering services provided by the City. Again, suggest using land cash $'s for Community Develop. Director, Parks Designer, Urban Designer, Senior positions, when development related. b) Staff comments — The Parks Designer and Senior Planner budgeted salaries are preliminary estimates based on surveys of similar positions in other municipalities. In the current draft of the proposed budget, $16,000 of the Parks Designer salary is funded by land -cash — this number could be adjusted at a later date depending on the actual work - hours performed during the employee's first year. Tying land -cash dollars to other employees' salaries is a bit of a slippery slope, and is an administrative challenge because the type and amount of work being done on park projects by other employees is different than the work being done by the Parks Designer — but pending council discussion, it could be explored. Page 10 15- 000- 40 -00- 3999 /Carry Over Balance /$300,000 15- 000 -75 -00 -7113 /Countryside Parkway a) Comments - Are these Construction funds allocated to repave (west of Rt. 47) Countryside Parkway? b) Staff comments — Yes, the funds are allocated to repave Countryside Parkway from East Kendall through Center Parkway. Page 12 20- 000- 78- 00- 9009/Reserve /$1,141 a) Comments -Should this be increased? Reserve for Public Works is $52,500. b) Staff comments — This line item is for the left -over amount to be transferred into the police capital reserve account; the transfer amount is contingent upon a number of other purchases and items. Staff is recommending that $50,000 of the current fiscal year's (05/06) reserve be used to purchase the New World software. In reviewing latest revenue i I and expense report, the reserve expense line item amount could be increased to $25,000 (due to increased building permits, miscellaneous income, etc.) Page 14 22- 610- 75 -00- 7009 /Computer Workstations /$1,500 a) Comments - Laptop computer for maintenance worker. Explain the need for the laptop. b) Staff comments — The laptop will be used by the entire Parks Department as a mobile way to track playground inspections. In addition, the laptop will be used to create Powerpoint presentations for various meetings, and Parks does not currently have a laptop. Page 15 37-000-65-00-5800/Contingency/$796,759 a) Comments - Is this 3% of the day -to -day operating expense? b) Staff comments — This contingency level was set during the revised budget to reflect payments to upcoming (and already approved) projects; examples include the SSES project. Additionally, this line item and the line item noting transfers to debt service are likely to change before next week's meeting to reflect Rob Roy Interceptor debt service payments. Page 19 51- 000- 65- 00- 5809/Printing & Copying/$6,500 a) Comments - Comments indicate 10% increase. Last budget $8,250 would indicate decrease not increase. Verify figures. Should this be revised? b) Staff comments — Scrivener's error — proposed budget amount has been increased to $9,075 (indicating the 10% increase). 51- 000- 65- 00- 5815/Hand Tools /$2,000 a) Comments - Are these tools for a new vehicle? Has the requested (Alderman Munns) tool inventory been prepared? b) Staff comments — Yes, the tools are for a new vehicle and include water keys, hydrant wrenches, etc. The inventory process has not been implemented at this time — staff is reviewing and discussing the pros and cons of this issue and a report is forthcoming. Page 25 79- 610 -50 -00 -5107 /Salaries — Employees /$383,107 a) Comments - Questioning Special Program Coordinator's promotion (full- time). Add salaries from land cash for Community Develop Department Employees. b) Staff comments — The Special Program Coordinator's promotion is due in large part to the Hometown Days festival being coordinated by the City. This is not where the land - cash salaries (pending discussion) would be noted, and no Parks employee's salary would be subsidized by land -cash. Page 26 79- 650- 62- 00- 5606Beecher Deposit Refund /$1,500 a) Comments - Comments indicate: Change to Park Deposit Refund. Note: This is not listed on "Park Deposit" Expense as indicated in budget comments. b) Staff comments — This line item will change over to "Park Deposit Refund" at the end of the current fiscal year, and may even be eliminated entirely depending on how the City wants the scheduling of the rentable facilities to be administered. 79- 650- 65- 00- 5803/Program Expenses /$50,400 a) Comments - Increase from last year of $11,215. Comments indicate daily supplies for pre - school. What is the profit for this entire pre - school program? b) Staff comments — See attached chart on pre - school program. 79- 650- 65- 00- 5805/Recreational Equipment /$8,000 a) Comments - Comments indicate: Includes start-up costs ($4,000) for proposed pre- school. Again, what is the profit for the entire program after all expenses are deducted? b) Staff comments — See attached chart on pre - school program. Page 27 79- 650- 65 -00- 5840 /Scholarships /$3,600 a) Comments - Remove $1,800 for special needs recreational programs. Place in separate line item in Administration. b) Staff comments — Because it is being ran out of the Parks and Recreation Department budget, and is subsidized by program fees, it is being recommended to stay within the Parks and Recreation Department budget. A special recreation program line item can be separated out below the scholarships line -item if desired. General Comments No Account Number listed /$15,000 a) Comments - New account allowing for purchase of Pre - school van from special event profit (i.e. golf outing profits $17,000 to $18,000) per year. I recommend we do not approve the van purchase for the pre - school program. I would further recommend the funds be placed in a "Special Needs" as well as Senior programs to include all residents typically overlooked by our programs. b) Staff Comments — Pre - school van issue has been previously addressed, and both the van and the funds for new special needs programs will depend on council deliberation. No account number listed/No funds specified a) Comments — Request to add new, separate revenue line item for funds received from the Senior's Polka Party (remove the funds placed in the Recreation budget last year) b) Staff comments — Need more information. New Hires Comments Finance — PT Accounting Clerk, $15,000 est. annual salary, August hire a) Comments - Suggest we wait until new Finance Director is hired. If the dept. is managed and /or supervised properly, this position may not be required. b) Staff comments — We expect to hire a Finance Director by the beginning of June, meaning the director would be on hand two months before hiring this part -time position. In the original draft of the budget submitted by Department Heads, the previous Finance Director requested an Assistant Finance Director, and she indicated that she could justify the need for both PT Accounting Clerk and the Assistant Finance Director. Through budget discussions after the Finance Director left, the Assistant Finance Director position was removed due to budget constraints as well as a general opinion that an incoming Finance Director may want to structure the hierarchy of the organization differently (as it stood, the Asst. Finance Director was proposed to be a supervisor of all other department personnel). Given the claims that two positions could have been justified, one position (part-time) is warranted and should be left in the budget. Engineering — Project Manager, $45,000 est. annual salary, November hire a) Comments - This position request should be removed entirely and not considered by the City Council. It has been tabled by the Adm. Committee twice. The submitted job description was not the same job description discussed with the Interim City Adm. The recently approved Adm. Eng. Assistant job functions are almost identical to the job description submitted for the Project Manager position. If this Project Manager position would be considered, a degree in Engineering would be required. This was verified with EEI and Smith Engineering. It appears that, once again, the Dept. Head is creating a job description with a considerable increase in salary for a current employee. I would also like to request that this department head be required to bring any new position requests to the Administration Committee as well as the Public Works Committee after initial review with the City Admin. History with this department head proves he is unable to make cost justified staffing recommendations. He has proved to be extremely lenient regarding qualifications and educational requirements established by other municipalities and the corporate work force regarding his recommended staffing. Promoting from within is always encouraged; however, the proper educational and experience requirements are also required. This is a tremendous expense to the taxpayers and a great burden on the City's budget. b) Staff comments — Position pending council discussion on the previously mentioned items. The essential job functions of the "Project Manager" and the Engineering Administrative Assistant are different and warrant a new job description. The "Knowledge, Skills, and Abilities" section and the "experience and education requirements" section need to be refined to correspond to the essential job functions and to further differentiate from the Engineering Administrative Assistant requirements. Staff agrees that the requested new position's job title needs to be reviewed based on confusion with the job title in its current context to traditional private sector "project managers ", but feels that the contingency of an approved job description before hiring will define the need for this additional position. In addition, because this is a non - exempt position traditional posting procedures must be followed, and because it is not an appointed position, it is the department head's choice for filling the position. Current procedural requirements for job descriptions require new job descriptions to be approved by the City Council, routing them to Public Works Committee and Administration Committee would be superfluous (and possibly inapplicable, given the possible passage of the Governing Ordinance). I Community Development — Senior Planner, $60,000 est. annual salary, January hire a) Comments - During a March 31, 2003 Council meeting, it was noted that the salary for this position would be approx. $45,000. Also, a portion of this salary should come out of land cash funds with proper man -hour records. b) Staff comments — Possible typo on the year of the meeting — regardless, the position was originally discussed as having a $45,000 est. salary, but surveys of similar positions suggest the salary to be in the $60,000 range. Since the range has not been established, a formal salary survey will be completed before the position is hired. Public Works, Streets — Mechanic, $45,000 est. annual salary, October hire a) Comments - Has a mechanic job description been prepared and approved. Is there a current employee that will be promoted and fill this position? b) Staff comments — The job description has not been prepared yet. It will be drafted at a later date. There is not a current employee that will meet the expected qualifications j and /or requirements for the position, therefore a promotion is not expected. Staff is requesting that this position be left in the budget contingent upon the creation of a new job description. Parks and Recreation, Recreation — Special Program Coordinator, $35,360 est. annual salary a) Comments - Is a full -time position truly warranted? Would this individual physically work the concession stands? What are the specific duties associated with Home Town Days. Are these duties the duties of Glory Spies? b) Staff comments — This position is currently part-time and is justified by the general increase in program activities in Recreation as well as the acceptance by the City to coordinate Hometown Days. This employee would not physically work the concession stands, they would manage it. Examples of duties tied to Hometown Days could be as great as managing the entire event. Promotions Engineering — Senior Engineering Tech., $4,334 est. annual salary increase, May promotion. a) Comments - What is the original date of hire? What is the justification for promotion with an increase in salary of over $4,000? Employees were already approved to receive a COLA and possibly a merit increase. Is this individual scheduled to receive any merit increase? b) Staff comments - The original date of hire was May 1, 2004. The justification for promotion is that the workload on the department requires the current employee to perform the duties of a Senior Engineering Technician. This individual would be scheduled to receive a merit and COLA increase the same as other employees, including the four other promotions requested by other department heads (two police, two parks) UNITED CITY ''^ YORKVILLE PROPOSE., BUDGET FY 2006 -2007 POLICE CAPITAL Proposed 2005 -2006 2006 -2007 ACCOUNT NUMBER DESCRIPTION Budqet Budqet COMMENTS REVENUES �.._____ f -.. atl related to�IVaming 20- 000 -40 -00 -3999 CARRY OVER BALANCE 69,250 119,648 Sirens FY 06107 based on$O.Spent FY 05/06 Based on approximately 800 permits, less any projected permits with pre - paid 20- 000 -42 -00 -4212 DEV FEES - POLICE 170,000 188,000 permit fees 20- 000 -44 -00 -4402 K -9 DONATIONS 1,000 1,000 20- 000 -44 -00 -4403 IN CAR VIDEO DONATIONS 2,200 2,500 20- 000 -44 -00 -4404 DONATIONS 1, 1,000 20- 000 -44 -00 -4405 WEATHER WARNING SIREN 30,000 20,000 20- 000 -44 -00 -4431 SALE OF POLICE SQUADS 500 500 20- 000 -44 -00 -4489 RICP DISASTER PLAN GRANT 9,990 0 20- 000 -44 -00 -4490 MISC INCOME 24,600 0 20- 000 -48 -00 -4800 LOAN PROCEEDS 0 0 20- 000 -49 -00 -4901 TRANSFER FROM GENERAL FUND 0 0 TOTAL REVENUES: 309,040 332,648 EXPENSES 20- 000 -65 -00 -5811 LETHAUNON - LETHAL WEAPONS 6,825 7,000 Vetronix Crash Retrevial System $2,495 - Upgraded Server for our DVD In car cameras $10,750 - Abacus Scales $13,339 (4 @ $3,350 each) - Extendo Bed Rack $2,238 - Six New Portable Radios (6 @ $900 each) $5,400 -K -9 Cage and Door 20- 000 -75 -00 -7001 EQUIPMENT 20,000 36,722 Popper for Car $2,500 - New World Reporting System $125,000 20- 000 -75 -00 -7002 K -9 EQUIPMENT 1,000 1,500 K -9 Bomb Dog Comes on line „ 20- 000 -75 -00 -7006 CAR BUILD OUT 26,000 49,415 (2) Full Squad Build Outs (2) Squad Switch Overs (3) Administration Buildout 20- 000 -75 -00 -7008 NEW WEATHER WARNING SIRENS 60,000 37 (2) New Sirens to be installed 20- 000 -75 -00 -7005 VEHICLES 74,0001__ 97,222(3) Replacement vehicles (2) new vehicles 20- 000 -75 -00 -7009 RESERVE - WEATHER WARNING SIREN 39,648 82,648 20- 000 -78 -00 -9009 RESERVE 57,457 21,141 20- 000 -99 -00 -9965 TRANSFER TO DEBT SERV FUND 24,110 0 TOTAL EXPENSES: 309,040 332,648 TOTAL FUND REVENUES 309,040 332,648 TOTAL FUND EXPENSES 309,040 332,648_ FUND SURPLUS (DEFICIT) 0 0 V Page 1 of 1