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ADHOC City Council & Park Board Minutes 2002 08-13-02Page 1 of 3 UNITED CITY OF YORKVILLE CITY COUNCIL/PARK BOARD AD-HOC COMMITTEE MEETING WEDNESDAY,AUGUST 13,2002 6:00 P.M. IN ATTENDANCE: City Council: Park Board: Alderwoman Rose Spears Dave Cathey Alderman Paul James(arrived 6:37)Bill Wedge Mayor Art Prochaska City Treasurer Bob Allen MINUTES FOR APPROVAL Mayor Prochaska noted that Lisa Scherer's name was incorrectly spelled on the May 21, 2002. None of the other members read the minutes from April 24,2002 and May 8,2002 so their approval was tabled until the next meeting. RULES/POLICIES/PROCEDURES Bank Accounts Mayor Prochaska discussed that the auditors noticed that Park Superintendent Sue Swithin's name,and no other staff member's name,is on signature cards and three accounts. The Committee discussed the accounts and their use. The Mayor noted that the auditors recommended that these accounts be handled the same as any other city accounts. They recommended that the accounts be revisited every fiscal year so the information stays current. Dave Cathey stated he would bring this back to the Park Board for discussion. Park&Rec Programs Alderwoman Spears discussed that at the June meeting Ms. Swithin stated that she would provide the Committee with a list of the Park&Recreation programs and the number of attendees. The Committee never received this. Mr. Wedge stated that Ms. Swithin was on vacation. Mayor Prochaska stated that this could be reviewed at the next Ad-Hoc meeting. Salary Survey and Employee Manual Alderwoman Spears discussed the salary survey. She noted that Mrs. Scherer asked to receive a copy but currently only the Administration Committee has looked at the survey and it still has not been given to the remainder of the Council. The survey has been tabled until the labor attorney reviews the Employee Manual. She invited the Park Board to attend the Committee of the Whole COW)meeting when this is reviewed. Mayor Prochaska explained to the Park Board members that it has been five or six years since the manual was created and the staff felt that there were contradictions and loopholes in it. Mr. Cathey asked if he could obtain a copy of the manual and City Clerk Milschewski stated that she would get a copy to him. Alderwoman Spears stated that she would notify the Park Board of the exact date when this would be discussed. Mr. Cathey stated that he received a memo for Sue Swithin asking the Committee to address her question of a raise. Mayor Prochaska stated that this was on hold pending the Employee Manual review. He explained to Mr. Cathey that Ms. Swithin received a cost of living increase along with a merit increase(5%)but was now asking for another raise. Mr. Cathey asked if Alderwoman Spears could verify this with Finance Director Traci Pleckham because he was told Ms. Swithin had not received an increase. Alderwoman Spears stated that she would verify this and provide Mr. Cathey and Mayor Prochaska with the information. Alderwoman Spears asked Page 2 of 3 Mr. Cathey if he received a copy of the survey of the Parks salaries and he hadn't. She stated that she gave it to Ms. Scherer and Mr. Wedge at an Ad Hoc meeting. Mr. Wedge stated that he thought Ms. Scherer made copies of it for the Park Board. Mayor Prochaska made copies ofthe survey for the entire Park Board and gave them to Mr. Cathey. Executive Director Mr. Cathey asked about the policies and the responsibilities for the new executive director position. He suggested that this get organized before the new person comes onboard. Mayor Prochaska stated that when the person is chosen,he would like the individual to come before the City Council for an introduction because the City Council has fmal approval of the person. He informed the Committee that he was going to announce at the City Council meeting later that evening that the Park Board has completed interviews and made a recommendation for the position. He was going to ask the Council if they would like to meet the individual at an executive session of the next COW. He asked that a least one Park Board member be present at the COW meeting. Mr. Cathey and Mr. Wedge agreed to this. Mayor Prochaska stated that the new director will be given a copy of the current Employee Manual with the information that it is being reviewed and updated. He also would like the individual to received information on the benefits package and a tour of the City's facilities. Mayor Prochaska stated that this employee will be an"at will"employee. He explained that every year the mayor reappoints the department heads and the reappointments are voted on by the Council. Mayor Prochaska stated that he discussed this with Park Board President Chris Rollins and advised him to make the candidate aware of this. The Committee discussed this further and the Mayor explained that the Council could vote not to reappoint a person even if they have a contract with the City. Mayor Prochaska and Alderwoman Spears stated that they have never seen this happen in the time they have been on the Council but it is a possibility. Alderwoman Spears asked if the employee is given a document to sign stating they are aware of the"at will" status of the job. Mayor Prochaska stated that this should be in their contract. The Committee agreed that this should be in writing. Purpose of Ad Hoc Committee Mr. Cathey discussed the purpose of the Ad Hoc Committee. He stated that the Park Board thought the Ad Hoc Committee was formed to develop policies and procedures to tie in with those of the City's so that the Park Board could serve as a separate body such as the Library Board. He asked if the Ad Hoc Committee was on track. Mayor Prochaska stated that the Committee hasn't gotten past some little things that needed to be work out. Budget&Overtime The Committee discussed the Park and Recreation Budget. Mayor Prochaska stated that a budget recommended by the Park Board could be subject to modification. Mr. Wedge stated that when the budget is approved at COW, it should be brought back to the Park Board for their approval before it is voted on by the City Council. They discussed that a budget is a working document subject to change. The subject of Park employee Barb Reisinger's overtime was discussed. Ms. Reisinger worked on a Saturday while the Park Board conducted interviews and told Mr. Cathey there was no money in the funds for overtime. Alderman James stated that overtime was discussed at an earlier meeting and Ms. Reisinger should be compensated. Mr. Cathey stated that Ms.Reisinger stated that she would submit for comp time. He did not agree with this policy. Mayor Prochaska explained that comp time was paid at 1 'A hour per hour worked and the use of comp time has to be approved by the supervisor. The Committee discussed how comp time was addressed in the Page 3 of 3 Employee Manual. Alderwoman Spears stated that she would check with Administrator Graff and Finance Director Pleckham as to how Ms.Reisinger could be paid for her overtime. Attendance of Ad Hoc Meetings Mr.Cathey asked if the Park Board could"round robin"at the Ad Hoc Committee. He cited the time that Ms. Scherer and Mr. Wedge have been putting into the Committee. Alderwoman Spears stated that this was discussed at the last meeting when Alderman James,Ms. Scherer and Mr. Wedge were not able to attend. Mayor Prochaska stated he did not have objections to this as long as the Park Board and City Council are aware of what is discussed at the Ad Hoc meetings. He suggested that if the Committee is in the middle of something specific the same people might want to stay with the Committee. Upcoming Meetings The Committee scheduled meetings on August 20, 2002 and September 3,2002 before the COW meetings. Mayor Complimented Mr. Cathey stated that he was impressed with Mayor Prochaska's presence at the Park Board's interviews. He stated that it showed great support for the Parks and Recreation Department. Adjournment There was no further discussion. The meeting was adjourned at 6:55 P.M. Minutes respectfully submitted by Jackie Milschewski, City Clerk