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ADHOC City Council & Park Board Minutes 2002 09-03-02Page 1 of 3 UNITED CITY OF YORKVILLE AD-HOC COMVHTTEE MEETING SEPTMBER2002 6:00 P.M. 3 In Attendance: Administration Committee: Park Board: Alderwoman Rose Spears Ken Koch Alderman Paul James David Cathey Guests: Mayor Art Prochaska City Attorney Dan Kramer Director Policy Mayor Prochaska stated that they would need to look at the Policy,as the new Parks Director will be starting her position on September 23, 2002. He said that Administrator Tony Graff had spoken with the Labor Attorney and he put together a packet of his recommendations. See attached.The Labor Attorney had suggested putting together a Policy Statement.It would work as a mediator, and would help to address everyone's issues. Mayor Prochaska said that the Ordinance says that the Park Board and Recreations Director basically is appointed by the Mayor with the recommendation of the Park Board with the approval of the Mayor and the City Council. One thing that is important to point out is that it is an At-Will position. Since it is an At-Will position it is the Mayor who makes the recommendation to reappoint it every year and it is the City Council who votes on it.The next step is to put together a policy that describes how it will work. One thing to be clear is that no one can supersede State Statutes. Getting direction with the policies and procedures will require working with the Park Board who has the authority from City Council to look into policies and procedures dealing with parks.The City Administrator is the one who coordinates on a day to day basis with the finance people,the City Engineer,Public Works, etc. However the City Administrator does not make policy.The only time there should be a conflict is when the City Administrator notices a conflict with a City Policy and with one that is being recommended. We do not want to have opposing policies. We want to make sure all policies fit their purpose. The Employee Manual is probably one that would come into play with it otherwise the ordinance says that the Park Board does have the ability to look into policies for the parks. Attorney Kramer said that this was almost a total rewrite because of the statutory language had changed which was parative to the municipal code. Alderman Paul James felt that the City Administrator probably shouldn't be in the vote with this committee. He said that one of the reasons this committee was created was because Parks/Recreation and the City were somewhat disjointed. It was created to get the two committees working as a team. He felt that with the City Administrator, Park Board and City Council looking at City Policies,that maybe they shouldn't need to address the day to day issues at the meetings. If policies are the functions of the Park Board then that should be their main focus and not the day to day activities. Mayor Prochaska commented that the staff is there for the day to day issues and that they should be following policy.Park Board member David Cathey stated that they would need to come up with a way to get these policies and procedures implemented.He said that he had received some policies but felt that it did not fit the Park Board.He felt that some one needed to step forward and give them direction and clarification of what exactly their roles are and what policies and procedures they would go by. Alderwoman Rose Spears pointed out that both City Engineer Joe Wywrot and Finance Director Traci Pleckham report to the City Administrator about the day to Page 2 of 3 day issues and that is the way every would do as far as following the same rules with policy and procedures.They find a way to work together.Mayor Prochaska suggested that they take a look at the policy and figure out what part of it doesn't fit the Park Board.The policy is there for the staff to follow and up hold. Mr. Cathey felt that the City is looking at it from one direction and the Park Board another. He felt that they should have their own policy and procedures and try to mirror the City's as closely as possible. He felt that once they should obtain their budget that they should be on their own.Mayor Prochaska stated that even the Library Board does not do that. They still have to follow the City's policies and procedures. It was actually put into writing because it was a question that they had also. Mr.Cathey felt that based on the policy,that they are separate. Mayor Prochaska did not agree.Mr. Cathey thought they should have a joint meeting to solve this issue,before any one else comes on board. Mayor Prochaska said that just as the City has the certain authority to make decisions,they still can not supersede federal law or state statutes. He asked Attorney Kramer if it gave any right for a committee to supersede City Ordinance. Attorney Kramer said no what it says is that the City may grant State Statute following authority. Mayor Prochaska said that it would seem there are two conflicting interpretations of the policy and what it says on the aspects of how they can deal with personnel, programs,and budgeting necessary to operate the City Parks and Recreation Department. Attorney Kramer said that it does not mean that it gives right to supersede City Ordinance, Policies or Procedures. It is implied to all areas. Mr. Cathey said that the majority of the board felt that they shouldn't need to work with the City Administrator on a day to day bases.Mayor Prochaska said that he didn't think he would but that it was director would be the one to take care of that. Mr. Cathey said that the majority of the Park Board felt that the purpose for the AD-HOC committee was to set up policies and procedures from the Board. Then after they hire the director and budget was approved that they would be managing the person day to day. Mayor Prochaska pointed out the Board does not have the authority to manage. He said that their focus at this meeting should be to set up a policy for the Parks Director and what their function will be in the City. The Director would be the head of the department and would report to the City Administrator on the big issues on a day to day bases.The Mayor pointed out that it is a salary position and should not have a time sheet nor should she be asked for one as it would be against Labor Law. Alderman Paul James commented that they should look into the policy for direction, and what it says on that particular employee. Attorney Kramer asked Mr.Koch and Mr. Cathey because of the territorial disputes,if they felt like the Park Board as a whole was working out. Mayor Prochaska thought that the policy should state that the Park Board Director would need to report to the City Administrator as opposed to being supervised. This would also include for them to report to the Mayor and/or City Administrator at the end of the day.It wouldn't necessarily mean that they would need to report everyday. The committee felt there should be clarification on the policy and also fixed some grammatical errors. The committee will submit a clean copy of the policy to both the Administration Committee and Park Board once the corrections are made. Alderwoman Rose Spears brought to attention that she did not receive any feed back from the Park Board about questions she had about Policy and Procedures. She also made mention that Park Board members aren't to get any discounts for Park/Recreation activities for their children. It is not allowed by Policy. Also discussed were certain items that the Park Board recommended to be added on to the budget,and positions. Alderwoman Spears said that they would be reviewing all positions in the fall. Mayor Prochaska said that it is to late in the budget year to add anything onto the budget. It was also mentioned that there was no vote to adjust the budget. Mr. Cathey mentioned that the Park Board made a recommendation for Sue Swithin's(Recreation Director)salary to be adjusted S. Page 3 of 3 to$48,000. Mayor Prochaska said that that would have to go through the Administration Committee,then they would make a recommendation to the Council.The decision would be based on budget and what ever is in the Policy for the City as far as adjustments go. Mayor Prochaska added that this situation is not an Ad-HOC decision but that it was for the Administration Committee and City Council to decide. There were no other discussions. Meeting adjourned at 7:00 p.m. Minutes by Theresa Brady