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ADHOC City Council & Park Board Minutes 2002 03-07-02i UNITED CITY OF YORKVILLE IJ'rl 1 yEDSPECIALJOINTADMINISTRATIONCOMMITTEE AND PARK BOARD MEETING THURSDAY,MARCH 7,2002 t 1 O 5:00 P.M. In Attendance: Administration Committee: Alderwoman Rose Spears(Chairperson) Alderman Marty Munns(left at 6:20) Alderman Paul James(arrived 5:40) Park Board: Ken Koch Chris Rollins(left at 6:20) Lisa Scherer(left at 6:50 P.M.) David Cathey Guests: Mayor Art Prochaska Chief Harold Martin(arrived 5:30) Sue Swithin, Superintendent of Recreation City Attorney Dan Kramer(arrived 5:50 P.M.) Tax Levy The meeting began with a discussion regarding a tax levy for Parks and Recreation. Mr. Rollins inquired why the City does not have a levy. He stated that they are currently up to a budget of 300,000.00/year. He felt that implementing a levy would help the Parks&Recreation Department move in the direction of a Park District and it would solve their budget issues. Mayor Prochaska explained that the levy allowed per state statute is$.075/$100(or.075%)in assessed value and a referendum is required to pass this. Mr. Rollins corrected the Mayor by stated that per the state statute on the Internet,the levy is$.09/$100(or.09%)in assessed value. He also stated that a referendum would need 10%of the electors to pass. Mr. Rollins felt that if the capped recreational levy was pointed out to residents,they would be assured where their tax dollars were going and this would give them a sense of what a reasonable recreation budget is. He suggested that the general levy be reduced by the same amount of the recreational levy so that the residents wouldn't be paying more taxes. He asked that the Council investigate if the Parks Department would be better served by a levy. This would give the department three sources of funding;the levy,program fees and land cash. These funds would determine their budget. Mayor Prochaska explained that the levy is applied by taking the total amount of the taxable Equalized Assessed Value(EAV)and multiplying it by the rate allowed. This figure is then divided among the population. The EAV is currently$135,442,639.00. This multiplied by .09% equals$121,898.38. The City budget proposes$178,921.00 for the Recreation Department and 282,874.00 for the Parks Department from the general fund. He stated that the Park Board is currently receiving substantially more funds than they would with a levy. He stated that if the Parks and Recreation Departments became a district,it would have to ask for more than the levy amount. He also noted that the library has a levy and that is their total budget amount;they receive no funds from the city's budget. Mayor Prochaska further discussed tax levies;the levy is based on the previous year's numbers,it must be justified yearly by the city's budget, the funds are divided by all taxing bodies,etc. Mr. Rollins still recommended that the Council investigate the levy as a source of income. He reiterated that this along with program fees,which may need to be raised, and land cash would be the basis of the Park and Recreation Departments budget. It was decided that the Park Board 2 would discuss this at their March 11,2002 meeting and bring it back to the March 14, 2002 Administration Committee meeting. Skate Park Chief Martin discussed some concerns he had with the Skate Park on Route 47 being unsupervised by city personnel. He asked if he could research this option further with the insurance company,risk management and other communities with similar programs before a decision was made. His concerns were for possible injury to children using the park,the poor location of the park and congregation of teens. Mr. Koch suggested a video camera be installed at the park with feedback to the Police Department. Other suggestions were discussed and the Chief stated he would get back to everyone with his research. Purchase Order Policy Ms. Swithin discussed the Purchase Order Policy. She stated that in the past, she had the Park Board sign purchase orders over$1000.00. She stated that Mayor Prochaska indicated that this should come to a committee for approval and she said that she didn't know which committee to bring this to. Mayor Prochaska explained that anytime more money is spent than originally included in the budget,the item needs to have the City Council's approval. Mr. Rollins discussed the purchase of flags from a line item that had already reached its maximum. He expressed his concern that this was not discussed with the Board before the line item was over spent. Alderman James indicated that the Finance Director approved this expenditure. Mr. Rollins stated that the Board is disciplined in tracking expenditures. Attorney Kramer joined the meeting at 5:50 P.M. Park Board Responsibilities Mr. Rollins stated that the ordinance creating the Park Board states that they have the power to establish,conduct and maintain a recreation system for the municipality and that they have the responsibilities for the budget and personnel. Attorney Kramer went back to the budget discussion. He indicated that the Park Board has the authority to approve expenditures set within their budget. Any expenditure taken out of the Land Cash Fund or those exceeding the budget need the approval of City Council. He recommended a minor"housekeeping'motion to record this. Mr. Rollins read the part of the ordinance concerning the budget and explained that the Park Board prepares and submits a budget to the city but the final budget they received back doesn't look like what they submitted. Their concern is where does their responsibility to create and manage a budget end and the city's ability to adjust their budget start. Mr. Kramer explained that the City Council has overall budget control. Ms. Scherer asked is it the Park Board or City Council's choice as to what items are deleted from the budget? Mr. Kramer stated that the City Council does not have line item veto but control over the overall budget. He stated that if the Park and Recreation budget needs to be reduced,it should be up to the Park Board to make the adjustment where they see fit. Mayor Prochaska stated that all the daily maintenance and planning still comes back to the City Council and he asked where does one end and the other start? Mr. Kramer stated that decisions that effect the City as a whole such as trails versus parkland should be made by the City Council. However,the Park Board should make decisions such as line items on the Park&Recreation budget. The group further discussed line item spending and Mayor Prochaska asked that if any department was going to go over a line item in the budget,he be notified. He could then direct 3 the expenditure to a committee for discussion. Ms. Swithin brought up the issue of purchase orders over$1000.00 going to a committee for approval. Mayor Prochaska stated that there is a conflict in the purchase order ordinance,which does not specifically address the Park Board. It does address department heads,committee chairmen and the mayor. Mr. Kramer stated that if the P.O.is for an item within their approved budget they do not need Council approval. Mayor Prochaska stated that this is in conflict with the ordinance saying that City Council has to approve P.O.'s over$1000.00. Mr.Kramer stated that he would have to look more closely at the ordinance. Hiring Mr. Rollins pointed out that the Park Board ordinance clearly states that they deal with all aspects of personnel, which is out of the state statute. He discussed that when they recently started the process of hiring a Director of Parks&Recreation they ran into some issues. He stated that the Board feels it is within their jurisdiction to request that the position be posted and they feel as long as they do not violate any of the City's hiring practice or policies,there shouldn't be any questions of their abilities to do this. Mr. Rollins stated that they asked for a policy regarding the posting but never received it. They wanted to simultaneously post the job internally and externally and were told they could not do this. Mayor Prochaska stated that at the time the Park Board was told this, the City was working with the labor attorney to change policies. The attorney advised the City not to do certain things until the policies were in place. This should now be moving forward. The Mayor stated that the Park Board might need to establish their own policy, different from the city. Attorney Kramer asked whose budget would the Director of Parks& Recreation come out of? It was clarified that the pay would come out of the Park&Recreation budget and Mr. Kramer stated that the Park Board should have their own hiring policy. He recommended that their policy be in line with that of the city. Further discussion regarding hiring policy and the department heads role took place. Mayor Prochaska explained that there are four groups under the Director of Public Works(Eric Dhuse); Parks, Streets, Water and Sewer. They are four distinct areas and Mr. Dhuse has finally got the four groups separated. It was discussed that Mr. Dhuse and the Public Works Committee created a foreman position,interviewed and hired an individual and then advised the Parks Department the salary would come out of their budget. Mr. Rollins indicated that the problem the Board had with this is that it impacted the Parks budget and personnel issues. He stated that according to the ordinance these items are under their control but they were not consulted when this happened. Ms. Scherer stated that now Parks and Recreation does not have the funds to hire a director because they were allocated to the foreman position. Mayor Prochaska stated that the problem is that Parks is not an individual city depau talent and the next step is to make it separate. The funds for a Director of Parks and Recreation are in the budget and when this position is filled,this will be the person to set up a separate department. Mr.Rollins and Alderman Munns left at 6:20 P.M. Park Board Clarification Mr. Cathey stated that the Park Board was established to handle the day-to-day supervision and they have been doing this. Mayor Prochaska clarified that the Park Board was not established to do this. The supervision is Sue Swithin and Eric Dhuse's jobs. The Park Board is responsible for setting policies for Parks and Recreation. 4 The group discussed the roles of those affiliated with the running of Parks&Recreation. Eventually there will be a meager who will report to the Park Board but until then,Mr.Dhuse is filling the void. Ms. Scherer stated that problems would persist until a separate Parks Department is created. Mr. Kramer stated that the City Council would need to move to create a Parks Department. Mr. Cathey asked whom the department head would report to,the Park Board or City Administrator? Mr. Kramer indicated that department heads answer ultimately to the mayor. He stated that the Park Board has the primary task to interview and select the person and then the person is appointed by the mayor. There was more extensive discussion and the group developed a flow chart: Mayor Park Board Director of Parks and Recreation I I I I Superintendent of Parks Superintendent of Recreation I I I I Park Employees Recreation Employees The consensus was to first hire the Director of Parks and Recreation. This person would then work with the Park Board and Mayor to hire the Superintendents of Parks and Recreation. Ms. Scherer left the meeting at 6:50 P.M. Further Budget Discussion The discussion returned to the budget. The Mayor stated that the Park Board was given a total amount for their budget and now they need to allocate the funds. He clarified that the City Council does not have the statutory right to work within the Park Board's budget. The Council is not involved with their budget unless they exceed it. Changes in line items need to be brought to the budget officer's attention. Mr. Cathey indicated that in addition to that,the City couldn't come along and allocate funds for salaries with out the Board's input. Mr. Cathey stated that at the next Park Board meeting on March 11,2002,the Board would work to cut the budget so they can add employees. Hiring and Personnel Policy Mr. Cathey indicated that the Board will have to discuss a hiring and personnel policy. Attorney Kramer commented that if the Park Board does not have their own policy,the city's policy would be used. He also indicated that attention be given to employee benefits for full-time employees so that they match the city's employee manual. Mr. Cathey stated the Board would sketch out a policy and bring it back to the City Council. Alderwoman Spears asked if this should be reviewed by the labor attorney. Mr. Kramer stated that he could handle the review of the Board's policy if it does not include wage and hour information. 5 Park Board Policies Park Board policy making was discussed. Mayor Prochaska questioned what would happen if the City Council did not agree with the Board's policies. Attorneys Kramer indicated that once the members are appointed,authority is delegated to them. If they are not doing a good job,they do not have to be reappointed. Mayor Prochaska asked about the state statute that states that all employees of the city fall under the mayor. He stated that he interpreted this statement to indicate that the City Council and Park Board are policy makers. Once a policy is made the city staff is to carry it out. The mayor is to interpret the policy if any questions arise. If the Council or Board does not like how he interprets it,they have the power to change or clarify the policy. Attorney Kramer also discussed the mayor's ability to appoint department heads. He referred back to the flow chart and asked if the Director of Parks and Recreation, Superintendent of Parks and the Superintendent of Recreation would all be considered department heads. If they were, a mayor could decide not to appoint them. Mr. Kramer commented that the Board should be careful not to make the Superintendent positions department heads. Mayor Prochaska clarified that the City Administrator, Chief of Police, City Engineer, City Finance Director, etc. are appointed every year by the mayor. Also, employment contracts are good only for as long as the mayor's term. Beecher Building The Beecher Building was discussed. Mayor Prochaska indicated that the building be handled similarly to that of the library. The library is in charge of the maintenance of their building however the building is also a line item in the municipal building fund. When the Park Board needs to spend funds from the municipal building fund this has to be discussed with the City Council. Park District Becoming a Park District was discussed. Attorney Kramer indicated that this would create a new set of problems for the City Council. Mayor Prochaska indicated that once the existing problems are ironed out,the City Council,Park Board, and Plan Commission should meet to discuss the overall policy of how the parks should work. Land Cash Fund Alderwoman Spears asked if Land Cash Funds could be used for paving and sewer improvements at the Beecher Center. Mr.Kramer stated that Land Cash could be used for site improvement but Beecher isn't really a park building,it is a city building. Since the parking lot services Beecher Park and the building is also used for park functions,he felt that some funds could be allocated for improvement. There was no further discussion and the meeting was adjourned at 7:12 P.M. Minutes respectfully submitted by Jackie Milschewski, City Clerk