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ADHOC City Council & Park Board Minutes 2002 06-05-02i UNITED CITY OF YORKVILLE 01:11:CITY COUNCIL/PARK BOARD I r AD-HOC COMMITTEE MEETING WEDNESDAY,JUNE 5,2002 I v't• 6:00 P.M. IN ATTENDANCE: Administration Committee:Park Board: Alderwoman Rose Spears Lisa Scherer Alderman Paul James Bill Wedge Guests: Mayor Art Prochaska Sue Swithin, Superintendent of Recreation Job Description Mayor Prochaska asked Lisa Scherer if she had the job description for Barb Reisinger's job. Ms. Scherer thought it had been sent to the Mayor however Sue Swithin indicated that she had not had time to get the information together for the meeting. Ms. Scherer thought that a copy of the description was at City Hall and did not understand why Ms. Swithin needed to get it. Mayor Prochaska indicated that a copy should be with the City's records but isn't. He noted that the City's record keeping has gotten better lately and hopefully this type of problem will be avoided. Mayor Prochaska stated that the change in Ms. Reisinger's position was discussed at the Committee of the Whole meeting on June 4,2002. He explained to the City Council that the description of her duties will stay the same but the position will change from part-time to full- time. The change will be on the City Council meeting agenda for a vote on June 11,2002. Ms. Scherer did not understand why the City Council needed a copy because the description of duties is not changing. Alderman James indicated that the Council asked to see the job description. Once this is voted on,Ms. Reisinger can begin working full-time at her current salary. The Committee discussed other pending job descriptions(Program Supervisor, Superintendent of Parks etc.). Ms. Swithin indicated that she gave the changes in the descriptions to Alderwoman Spears after the Park Board and the Adhoc Committee agreed that they were final. Mayor Prochaska corrected her by saying that the descriptions are not final because the Park Board voted on them on June 3,2002 and the Administration Committee hadn't met yet. Ms. Swithin asked for a time line and was told that the Administration Committee was meeting June 13th and then the matter would be sent to the Committee of the Whole meeting on June 18th and then to the City Council on June 25th. This is all pending the labor attorney's review. Ms. Swithin proposed to post the job for Program Supervisor internally on June 6th and externally in one week. By doing this, she felt she could begin receiving applications and hopefully by June 25th she would have someone available for the job. Alderman James was concerned that something could come up at any of the upcoming meetings that could delay the process of approval. He felt that applicants could be waiting up to a month to hear back on the job. Mayor Prochaska stated that it needed to be verified if this process was approved with the Park Board. He also noted that the description needed to be reviewed by Labor Attorney Bob Smith before the matter came before the City Council. Ms. Swithin stated that she would contact City Attorney Dan Kramer to see if he thought there was a problem in posting the jobs pending the City Council's approval. 2 The Committee clarified the status of the four job descriptions. The Park Board voted on Program Supervisor, Administrative Assistant, Superintendent of Recreation and Superintendent of Parks. Mayor Prochaska clarified that the City Council did vote on the job descriptions for the Parks&Recreation Director, Superintendent of Parks and Superintendent of Recreation. The only descriptions that changed were Program Supervisor and Administrative Assistant which the Adhoc Committee asked Alderwoman Spears to submit to Mr. Smith on June 6t. Ms. Scherer asked if it would expedite things if the Park Board contacted the labor attorney before a recommendation is made to the City Council. Mayor Prochaska stated that this wouldn't help because recommendations still have to go through the same channels and government by design moves slowly. He also stated that he has asked the City staff to look at a five-year operational plan to see what jobs will be needed in the future. Ms. Swithin indicated that she has already worked on job descriptions for an Executive Secretary and Maintenance/Custodial Workers. Mayor Prochaska suggested working with Public Works Director Eric Dhuse in regards to the maintenance/custodial position so that the job description would apply for all the City's buildings(library, Beecher,Public Works, etc.). Ms. Swithin and Alderman James suggested that the custodial cost,man-hours and personnel be calculated for all the buildings and the matter be brought to the Administration Committee for review. Alderwoman Spears noted that on the description for Administrative Assistant it had been agreed to change the typing requirement from 40 words/minute to 45 words/minute. Ms. Swithin said she would make the change and Alderwoman Spears said she would hand correct the copy going to the labor attorney. She also commented that she felt that the job description for the Executive Secretary should be left up to the new director coming in. Ms. Swithin indicated that that was her intention but she was trying to plan for the future. Mr. Wedge stated that the new director will need to hire a secretary and the job description should be in place. The Committee agreed to get the assistant's job description approved so it would be in place when needed. If necessary it could be revised later. Riverfront Building The Riverfront Park Building was discussed. Mayor Prochaska stated that Public Works was waiting for the County's approval so the sewer could be connected. He stated that he would get an update on June 7th at the city staff meeting. Park Board Planning Meeting Alderwoman Spears noted that at the June 24,2002 Park Board Planning meeting developer Richard Marker should be making a presentation for Heartland II. Mr. Wedge was not aware he was coming back to the Board and the Mayor stated that the City Council directed Mr. Marker to bring his plan back to the Park Board. Recommendations for Policies The communication of recommendations between the Park Board and City Council was discussed. Mayor Prochaska stated that a formula should be designed which gives the Park Board what they are looking for and gives the City Council latitude for negotiation power. He stated that he feels it has been a problem when a recommendation is specific and the City Council has other things to negotiate. He stated that he feels that this promotes the incorrect idea that the City Council is not listening to the Park Board. If the City Council has to vote for something different than recommended,it is only after much discussion and deliberation. They discussed the Marker subdivision and the public's concerns about traffic. The Mayor explained that the Park Board was looking for an active park site in the middle of the 3 development but after the comments received at a public hearing, it needs to be rethought out as a passive site. Communication between City Hall and the Park Board was discussed. It was determined that the Park Board would put all recommendations in writing(memo form)in addition to a notation in the meeting minutes.This information would be faxed to the City Clerk's attention with an indication who the Park Board would like copied in(such as the department heads, City Council, Plan Commission, Administration Committee, etc.). The City Clerk would then distributed it as presented and keep the information on file at City Hall. The City Administrator, as instructed by the City Council,will send City Council information effecting the Park Board to them at the Parks&Recreation Department. Faxes will be sent to the attention of Sue Swithin until the director comes aboard. Ms. Scherer asked if she sends information to City Hall and asks that it be distributed by a particular date would it be done. She was advised that the Clerk's office would try to accommodate her however they like to have forty-eight hours notice if something needs to be in a packet for a scheduled meeting. She asked if a policy should be written for this and Mayor Prochaska stated that would eventually happen. Ms. Scherer asked who gives a developer the go ahead for their fmal plan after all the committees have given their input. The Mayor explained that once the City Council approves a developers preliminary plat,they start to work on the fmal plat. In order for the final plat to be approved it has to substantially match the preliminary plat. If a park is made smaller or moved,the final plat would not substantially match the preliminary plat. Small changes dealing with technical things such as water lines are allowable. Once the final plat is approved, it gets recorded with the county and is kept in the City's files. Mayor Prochaska noted again that leeway is needed from the Park Board in some areas. To indicate that a park has to be five acres instead of four to six acres makes negotiating difficult. Once the fmal plat is approved,it gets recorded with the county and is kept in the City's files. The Mayor stated that feedback to the Park Board on final decisions was needed. Ms. Swithin indicated that the new director should attend meetings with the Plan Commission, City Council,Mike Schoppe,etc. There was further discussion of final plats and maps and how to get copies to the Park Board. Mayor Prochaska stated that usually if someone needs a particular map or file they contact the City Clerk. It would place a burden on city staff to copy everything to everyone. Alderman James wondered how the Park Board was getting outside the information loop and Mayor Prochaska stated that hopefully this would be solved when the director is hired. After further discussion it was determined that after a fmal plat was signed, a copy should be given to the Park and Recreation Department. Ms. Scherer indicated that she was going to work on a"final feedback"form,which would include the developer, date presented to the Board, their recommendations and whether Park Board needs to meet with them again. The Park Board will send this to the City Council and the Council could send it back with comments and information. The Mayor wanted the Park Board to know that the City Council isn't always going to send back items for the Park Boards approval. They will notify them as to what is done or needs to be done. Ms. Swithin noted that some Planned Unit Development(PUD)agreements are very vague regarding trails or parks. Mayor Prochaska stated that a PUD should not be too specific but should give instructions to the individual directing the parks. 4 Alderman James clarified that the Park Board would be given copies of fmal PUD's with exhibits and signed final plats. Mayor Prochaska indicated that the Park Board would be added to the checklist for copies. Ms. Scherer stated she would work on the"final feedback"form and bring it to the next meeting. She also suggested that salaries for the department be reviewed at the next meeting. Alderwoman Spears stated she would have the salary survey by then. Alderwoman Spears also noted that Molly Batterson at the Police Department has a typing test for applicants. The Committee scheduled the next meeting for Wednesday,June 12,2002 at 6:00 P.M. with the agenda item being discussion of salaries. The meeting was adjourned at 7:25 P.M. Minutes respectfully submitted by Jackie Milschewski,City Clerk