COW Minutes 2005 03-29-05 Page 1 of 5
[APPROVED 5110105
UNITED CITY OF YORKVILLE
COMMITTEE OF THE WHOLE
SPECIAL MEETING - BUDGET
City Conference Room
Tuesday, March 29, 2005 - 7:00 p.m.
In Attendance:
CRY
Art Prochaska — Mayor Harold Martin — Chief of Police
Valerie Burd - Alderwoman Tony Graff — City Administrator
Marry Munns - Alderman John Wyeth — City Attorney
Wanda Ohare - Alderwoman Eric Dhuse — Public Works Director
Paul James, Alderman Bill Powell — City Treasurer
Rose Spears - Alderwoman
Larry Kot — Alderman
Guests
Kathy Farren — Kendall County Record
Allecia Vermillion — The Beacon News
Dean Wolfer
The meeting was called to order at 7:03pm by Mayor Art Prochaska. The Mayor
stated that the only item on the agenda was the 05/06 Budget. He added that
Finance Director Pleckham was absent due to illness.
As part of the budget, Ms. Pleckham had prepared spreadsheets_ for the following:
1. Current Staff Analysis
2. Employee Benefit Cost Analysis
3. Requested New Hires
There was a brief discussion of the HMO and PPO programs, how they work and
the associated costs to the City.
NEW HIRES
Police Cadet Program Discussion
Discussion then turned to proposed new hires. Alderman Spears recommended
hiring a Community Development Director rather than a Parks Designer and
suggested adding a Police Cadet Program. She then distributed a handout of
research she had done pertaining to the Cadet program and stated this program
would be cost saving. Ms. Spears suggested modeling the program after the one
that Aurora has implemented. She reported the average salary for a police officer is
$26/hour, while the rate for a cadet would be $10.50/hour, therefore saving overtime
paid to officers.
Page 2 of 5
Alderman Kot said the Public Safety Committee had previously supported the
program, however, there was not enough money in the budget. He suggested that
the committee not reduce the overtime budget though. Chief Martin said that
$38,500 of the budgeted $50,000 overtime money was spent. The cost of one cadet
was estimated at $9,000 per year. Ms. Spears felt that the funding may be found in
other areas of the budget.
Mayor Prochaska said the Kendall County Explorer Post should be considered in
discussions of the Cadet Program as well.
While he supported the Cadet Program, Mr. Kot cautioned about being very careful
how the Cadets are used since they are not armed.
Community Development Director, Parks Planner Discussion
Mayor Prochaska said a Community Development Director and a Parks Designer
position were included in the proposed budget. He said he would not want a
Community Development Director designing parks, however, Ms. Spears said her
research found that other communities utilize that position to design parks.
Land cash can be used for Park Designer salaries according to the Mayor, but the
project must be specific. Deposits from developers are required for planning and
engineering services provided by the City. This is required by ordinance.
Alderman Munns questioned if the Park Designer would only design parks. It was
pointed out by Alderman James that last year, 2,000 manhours were spent on
designing parks at a cost of $150,000. Mayor Prochaska added that design work
needs to be done with concept parks, Hoover, Beecher and Riverfront Park. The
City code also requires evaluation/equipment replacement every 10 -12 years.
Alderwoman Burd suggested hiring a person with a comprehensive background who
could perform several facets of these jobs. However, the workload is too great now
and a Park Designer is needed to take advantage of land cash before it reverts back
to the developer since there is a time limit on land cash. Funding the position was
also discussed and Alderman Munns suggested perhaps a position needed to be cut.
Alderman Munns had to leave at this point (7:50pm).
Ms. Burd said that overall, she is more worried about the 51 subdivisions coming to
Yorkville than she is about parks planning. She felt that a Community Development
Director should be hired first. Ms. Spears added that the Director could also update
the master plan and land development to save money now paid to a consultant.
It was decided that a Park Planner should also be well- versed in landscape design.
In addition, the Committee decided that the Community Development Director
Page 3 of 5
position would be moved to July and the Land Use Planner would move to
November.
There was a brief discussion of an office manager /coordinator position. There is
already a job description in place for this position and that description will be
reviewed prior to hiring.
GENERAL FUND SUMMARY
It was noted that the Building and Zoning budget decreased due to the
comprehensive plan, stormwater and pollution control, ordinance work and updating
subdivision ordinances. The Streets department increased by 135% due to the In-
Town Road Program.
GENERAL FUND REVENUES
The following line items were discussed.
Page 1: General Fund Revenues
Miscellaneous income results from fines, rebates, etc.
Page 2: Finance & Administration
The cost of the special census was discussed briefly. The cost of the census last
year was $78,000, while the cost this year will be approximately.$170,000
according to Administrator Graff. This census will be a whole census, not just a
partial one and the costs have increased. In addition, a flat rate is paid to the
Department of Census. There will be an additional gain of $200,000 in revenues in
one year as a result of the census.
Other points discussed were:
1. Salaries were discussed briefly and it was noted that salary costs had
increased greatly as well as health benefits.
2. Contractual services includes copier repairs, printers, etc.
3. Wearing apparel was also discussed.
4. Alderwoman Burd asked about funding for the trolley, but Mayor Prochaska
noted that sponsorships should be researched for this pilot project.
5. Training & conferences went up 37.5% and were discussed.
Page 3: Finance & Administration
1. Postage costs increased by 37.5% due to increased mailings including the
newsletters.
2. Discussed also was merit pay.
3. General maintenance as well as police and other uniforms increased.
(Alderman Munns returned at this time - -9pm)
Page 4 of 5
Page 8: Streets
1. It was noted that money was budgeted for a new employee as well as
replacement phones. If this is not spent, it is returned to the general fund.
2. Sidewalks will be replaced in conjunction with the In -Town Road Program
and will actually decrease the costs.
3. IMRF decreased due to adjustment
Page 10: MFT
MFT will have a carryover of funds
CAPITAL FUNDS
Page 12: Police Capital
New weather warning sirens were paid for by developers.
Page 13: Public Works Capital
There was a short discussion regarding a new Public Works facility.
Page 15: Sewer Improvement
1. Mayor Prochaska pointed out that the Rob Roy Creek expenditure and bonds
are tied together in regards to the high percentage increase shown in the
budget.
2. Ms. Spears raised the issue of having an in -house engineer, however, the
Mayor said sewers require a very specialized type of engineering.
Page 16: Water Improvement
It was noted that the City is waiting for IEPA loan approval.
Page 18: Debt Service
Some new development fees are used to help pay the city hall bonds.
Page 19: Water Operations
1. There are extra part-time seasonal workers this year which accounted for an
increase in salaries (due to additional water treatment facilities).
2. Postage & shipping increased due to newsletters and mailing of water bills
Alderman Kot ascertained that the Public Works Director salary increase had been
included in the budget.
Page 22 Land Cash
1. Land cash is a per unit fee and is set when final plat is recorded.
2. Mayor Prochaska added that line items with very high amounts are parks
expected to be built this year
Page 25, 26 & 27 Parks & Recreation
1. A 60% increase in wearing apparel was attributed to additional seasonal help
due to more parks /parkways that need mowing and maintenance.
Page 5 of 5
2. Alderman Munns commented that not all parks employees need to carry cell
phones, especially when working in crews. He felt a 43% increase was too
much.
3. The Mayor suggested that Laura Brown could provide a breakdown of who
has cell phones.
4. Mayor Prochaska commented that increased legal expenses were to "true
up" the expenses.
5. An 80% increase in professional growth was attributed to training for new
employees, re- certification of existing employees and for additional staff.
6. Promotions were briefly discussed and Ms. Spears cautioned against too
many supervisors.
7. Recording secretary costs up 66% due to clerk recommendations and full
schedule of meetings.
8. Alderwoman Burd inquired about additional flower plantings.
9. Alderman Munns commented that "telephone internet ", VPN and cellular
phones expenses were almost double. This was due to improvements of the
system.
10. Travel expenses increased due to training and out of town expenses.
11. Gasoline increased 100% due to additional vehicles and additional parks to
travel to and from. It was suggested that additional explanation was needed
in this line item.
Page 28 Library
1. Salaries increased 50% ($100,000) since full time employees will be added
and the number of part time employees will increase as well. However, it
was noted that no increase was shown in benefits possibly because they are
eligible to purchase their own insurance.
2. Funding is by tax levy and Mayor Prochaska reminded everyone that the
City Council has no voice in the library budget. Alderwoman Burd
commented that they are still accountable to the taxpayers.
3. Alderman Munns said more detail should be included in the Library budget.
This ended the discussion of the various items on the budget. The budget will be
available for viewing by the public, after which a notice will be placed for a Public
Hearing. The budget must be passed by April 30`', with votes occurring on the 12
or 26 —if there are issues.
The meeting was adjourned at 10:23pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
PLEASE SIGN IN
MEETING: (�o u
DATE: 3 Z:)
NAME BUSINESS PHONE #
�leIR A I
i
I