Admin Task Force Minutes 2005 11-08-05r
Page 1 of 3 APPROVED 1/24/06
UNITED CITY OF YORKVILLE
ADMINISTRATIVE TASK FORCE MEETING
TUESDAY,NOVEMBER 8,2005 6:00 PM
Lower Level Conference Room—City Hall
CITY OFFICIALS IN ATTENDANCE:
Mayor Art Prochaska—Committee Chairman
Rose Spears—Committee Vice Chairman
Dean Wolfer—Alderman
Marty Munns—Alderman
Bart Olson—Deputy City Clerk& City Intern
GUESTS:
None
The meeting was called to order at 6pm by Mayor Art Prochaska.
1. Minutes for ApprovaUCorrection
Since this was the first meeting for this committee,there were no previous minutes.
2. Discuss Goals and Objectives of Committee
One of the first priorities as established by Dr. Wood of NIU, was to have an ordinance in
place for the City Administrator. It is not quite complete at this time.
Intern Olson compiled the two main objectives of this committee:
1. Develop communication tool for the Administrator
2. Find ways to free up the Administrator's time
Mayor Prochaska said that since there is no Administrator on board at this time,this
committee should look at what issues should be addressed first and a timeline for those
issues. Dr. Gabris' recommendations from a document dated September 15th, suggested
not changing priorities, but rather work on a mechanism for developing communication
first.
The Mayor suggested putting together ideas on what type of information the committee
thinks that the Administrator should present to the Council on a regular basis. Alderman
Munns said that if more communication had been shared with the Council over the past
few months, the more beneficial it would have been to avoid conflicts.
Page 2 of 3
Alderwoman Spears said she would like to have information regarding anything or any
project occurring in the community, especially before it is printed in the newspapers or
before citizens make phone calls about the given issue. The Mayor added that timely
information is helpful for when reporters call for information. He said that Glory Spies
should be informed when reporters call so that she can watch for stories to appear in the
papers. He stressed the importance of a point person whether that is the Administrator or
Ms. Spies.
The future Community Development Director might also relieve some of the
Administrator's time burden. At the present time though, the Administrator will need to
condense the various pieces of information he receives from department heads and
present that information to the Council. Currently, there is a department head meeting
the same day as City Council meetings.
A bi-monthly Alderman newsletter was suggested by the Mayor and Alderman Munns.
A form for reporting this information would also be needed. Mayor Prochaska cautioned
that some items could not be discussed publicly or at a department head meeting. He said
those items should come from the Attorney. A separate, confidential document was
suggested by Ms. Spears. It was suggested that the Police Chief could attach his
confidential documents in the same manner. Mr. Olson asked if the Parks and Rec Dept.
should also submit a report and Mr. Munns said he would like to receive that information
as well.
It is unknown at this time who would actually put the packages of information together.
Ms. Spears suggested the person designated to assimilate the packages should be the one
to receive the information initially, so that the Administrator does not become bogged
down with this duty.
The following reports would be requested: Police, Parks& Rec, Administration,
Attorney, Library, Public Works and Finance. These groups already have a Director's
report. According to Mayor Prochaska,the main idea is to disseminate the information
to the Council.
Ms. Spears questioned whether information would come from EDC. This is a
corporation and not a City group. When the Community Development Director is on
board, he/she would be getting a report from EDC.
The frequency of a newsletter was then discussed. Alderwoman Spears suggested bi-
monthly. Conciseness rather than too much detail, was preferred by Alderman Munns.
Mayor Prochaska suggested a brief bullet point along with the resolution, i.e., "referred to
Public Works/Administration, no action required". The committee hopes to have a
format for this form by the next meeting and stressed that all departments must use this
format so the information does not need re-typing.
Page 3 of 3
Mayor Prochaska asked if the committee members had voice mail or email set up. He
said this would be beneficial for urgent matters for all Council members.
In summary, a form will be drafted for this newsletter information and the committee will
work with the interim City Administrator also.
The main goal is to get the Administration in the City structure "in synch" with the
Council regarding communication and also draft new appraisal forms. The Mayor
suggested that maybe Dr. Wood could attend one of these meetings for further direction
on these issues.
Another item to be considered at a future meeting, is the level of involvement the
Community Development Director will have in the communication process once that
person is hired. Freeing up time for the City Administrator will also be discussed at an
upcoming meeting. Some jobs might also be re-assigned to current City staff members in
order to free up an Administrator's time. A staffing analysis currently being done, might
assist with any of those changes.
3. Set Next Meeting Date and Agenda
The committee decided to meet at 6pm on January
17th,
just before the C.O.W. meeting.
4. Additional Business
Item#7 and#8 on the "Solutions to Process Issues"will be discussed next time and a
review of Item#6 will be done also. The frequency of appraisals was suggested to be
done twice a year in the first year of employment.
The meeting adjourned at 6:45pm.
Respectfully submitted by
Marlys Young, Minute Taker