COW Minutes 2004 03-02-04 Pagel of 7
UNITED CITY OF YORKVILLE APPROVED
COMMITTEE OF THE WHOLE WITH CORRECTIONS
MARCH 2, 2004 6/22/04
7:00 P.M.
ELECTED OFFICIALS PRESENT:
Mayor Art Prochaska Alderwoman Wanda Ohare
Alderman Joe Besco Alderwoman Rose Spears
Alderwoman Valerie Burd (arrived at 7:30) Alderman Richard Sticka
Alderman Marty Munns City Treasurer Bill Powell
CITY STAFF PRESENT:
City Administrator Tony Graff City Attorney Kelly Kramer
Public Works Director Eric Dhuse Finance Director Traci Pleckham
Director of Parks & Recreation Laura Brown Police Chief Harold Martin
GUESTS:
See attached list.
PRESENTATION
F/Y 04/05 Budget
Finance Director Traci Pleckham gave a synopsis of those revenues currently in the
general fund, which, she stated, has increased overall. The current total is almost $4
million. $3.3 million of that is for MPI's portion of the Bristol Ridge Road funding and
the In-Town Road Program funding. Mrs. Pleckham's handout summarizes those items
in the general fund and reflects what items have changed from last year's budget.
Mrs. Pleckham met with department heads to review the proposed budget that reflect the
current line items. Overall, she reports that there were not a lot of changes from last
year's budget, except for requests for proposed new hires. The Contract for Waste
Management is changing, with the dollar amount for service increasing by sixty cents per
month. The Mayor stated that the City will not be passing this increase onto their
constituents. There was some discussion on the reason for the increase.
Mrs. Pleckham stated there is a projected 20% increase on health insurance.
Mrs. Pleckham further stated that she recently received confirmation that the total special
census is at 8,789. The increase in the state - funded revenues is due to this special census.
The necessary calls and paperwork have been put in to the Secretary of State to be able to
receive the expected dollars from the State. There was some discussion regarding the
State cutting funds.
Mrs. Pleckham also reports that sales tax revenues have increased from what was
estimated from last year. Development fees, she stated, is looking lower than last year's
budget, which, she stated, is due to the upfront funding that was received from
developers, such as MPI, which explains the $80,000 difference from last year.
Page 2 of 7
Administrator Graff stated that a lot of final plats were completed in the spring.
Some of the changes in the proposed Budget Mrs. Pleckham brought to the attention of
the Committee were: Page 3 of the Budget for part-time salaries which reflects an
amount of $19,500 should in fact be $13,500. Those part time salaries were originally
budgeted for 12 months, but later reduced to 5 months. Another item that will be
changed was the line item for bonding which currently is at $1,500. This will actually be
$2,000 this fiscal year, which, she believes is a more realistic figure, after discussion with
City Treasurer William Powell.
After Alderwoman Spears' inquiry of the item listed as Proposed New Hires, Mrs.
Pleckham reported that these positions were for the following: H.R. Coordinator,
Accounting Assistant (or Assistant Treasurer) who may also be assigned to assist the
deputy clerk, Assistant Administrator, Community Relations Manager and an existing
Office Assistant, who will be going from part time hours to full time. Administrator
Graff reported that the Assistant Treasurer position is not definite until a job description
can be written and presented. Mrs. Pleckham further reports that when working with the
budget numbers, the proposed position of facilities manager had to be put on hold.
Alderwoman Spears expressed a concern with the positions being proposed, especially
with the positions of H.R. Coordinator and an Assistant Treasurer. She asked what was
being done with the people currently covering these positions. Mayor Prochaska stated
that those people will still be with the City however their duties will be split between the
individuals. Mrs. Pleckham explained that the H.R. Coordinator will handle duties such
as training, new hire orientation, insurance coordination, facilitating with new hire
interviews, etc. Mayor Prochaska stated that the Accounting Clerk's position will still
exist. He stated that in addition to the H.R. and Accounting Clerk position, there will be
another accounting position that will be more of an accountant type position that may
also be the Deputy Treasurer. This position will work with things such as bond issues
rather than accounts receivable or payroll. Administrator Graff indicated that a multitude
of bond issues need to be handled. He stated he believes that he can demonstrate the
justifications for an accounting type position to the Administration Committee.
Alderwoman Spears stated that she was concerned that the personnel of the accounting
department was doubling and she was hesitant to have the City hire this many new people
because the statistics do not equalize the growth. Mayor Prochaska noted that the H.R.
Coordinator will not necessarily be part of accounting but H.R. will probably become its
own department. As to who this position reports to, Mayor Prochaska stated that hadn't
been discussed yet and the Administration Committee would have to review this and
make a recommendation. Alderwoman Spears stated that that the salary survey done with
other larger communities showed they do not have that many people in the accounting
department.
Alderwoman Burd questioned if there were any carry-over funds for the Facade
Committee. Mayor Prochaska stated that funds were carried over once a few years ago
which gave the fund $20,000.00 and since then the fund has been kept at this level.
i
Page 3 of 7
Alderwoman Burd stated she questioned this in case someone renovates the old jail the
City would have the funds to give in support of the project.
Alderwoman Ohare questioned that the wearing apparel fund for the administrative staff
had zero dollars in it. Mayor Prochaska explained that the administrative staff currently
does not have a dress code that requires this allowance and until a code or policy is
established, there will be no funding. Alderwoman Spears asked if she would be
receiving the information regarding the clothing purchases as she requested and Mayor
Prochaska stated that staff was currently working on compiling this information.
Alderwoman Burd suggested that Alderwoman Spears request the information in a
Freedom of Information Request and then the information would have to be provided to
her in seven days.
Alderwoman Spears asked what is covered under the $18,000.00 Travel Expense Fund.
Mrs. Pleckham stated that the fund was used for the Illinois Municipal League
Conference and travel expenses for training seminars. Alderwoman Spears questioned
some luncheon and travel expenses on the Detailed Board Report. Administrator Graff
stated that luncheons with staff, developers or clients are charged to this account.
Alderwoman Spears asked if luncheon expenses could be a separate line item. There was
further discussion on separating this line item out, luncheon expenses and asking the
auditors how to address this. Alderwoman Spears noted that there were luncheons also
charged under Public Relations. She asked what determines which fund is used. Mayor
Prochaska and Administrator Graff explained how funds are allocated to events.
Alderwoman Ohare clarified that the Contingency Fund has been combined from all the
departments. Mayor Prochaska clarified that all the General Funds were combined.
Alderman Munns noted the fund has increased. Mayor Prochaska and Administrator
Graff stated that this is a combined total and consists of funds not expended in the
i revenue stream comin g into the City. Administrator Graff stated that all Contingency
Fund expenditures are approved by the Mayor's office.
Alderman Munns asked why the Engineering Department's budget increased the most.
Administrator Graff stated that when the department was started all the "ins and outs" of
runnin an Engineering Department were not known. He stated that the budget has been
affected by growth and adding an Engineering Technician. Mrs. Pleckham also noted
that the Engineering Department has budgeted for two replacement vehicles; a new truck
and car. Alderwoman Spears questioned the increase in their Wearing Apparel line item.
The Council discussed the need for the apparel allowance.
Alderwoman Spears questioned the Wearing Apparel line item under Public Safety's
budget. She noted that their budget went down. Chief Martin stated that the two new
people were hired using funds from MPI. The funds from MPI were also used for
equipment and uniforms and this allowed him to lower the line item. Alderman Munns
suggested adjusting the line item for gasoline due to rising costs. Chief Martin stated that
this was discussed and noted that the Police Department does not have to pay the taxes on
the gasoline. Alderwoman Ohare noted that the Police Department was going to increase
i
I
Page 4 of 7
the bike patrol but the budget for this wasn't increased. Chief Martin explained that
bicycles and equipment were purchased under last year's budget and the funds allocated
should be sufficient to purchase another bike and equipment this year. Alderwoman
Ohare asked if the funds for training and conferences were high enough. Chief Martin
stated that after some discussion it was decided that if more funds are needed it could be
addressed at mid -year. Administrator Graff noted that the pager system will be traded in
for Nextels. The pager line item will be zeroed out and the funds added to telephone
expenditures. Alderwoman Spears asked if the radio only Nextels were investigated and
Mrs. Pleckham stated that she just received this information today.
The Council reviewed the individual budgets for Public Works, Public Safety, Library,
Parks & Recreation, etc. Some items discussed were funds for lettering City vehicles,
redevelopment planning, road improvements, building improvements, new squad cars,
weather warning sirens, public works vehicles, reserves for future public works
purchases, an addition to the public works equipment, park equipment, GSI system, debt
service, sewer maintenance fees, a senior center and merit increases (5% increase for
both merit and cost of living).
After an extensive discussion, Mrs. Pleckham stated she would have the rough draft of
the budget at the March 16, 2004 Committee of the Whole (COW) meeting. If the
Council agrees then, the draft will be published and go to a public hearing on April 13,
2004. The budget would then be before the Council for a vote at the April 27, 2004 City
Council meeting.
ECONOMIC DEVELOPMENT COMMITTEE
Whispering Meadows Units land 2 — Final Plat
Alderman Sticka reported that the final plat substantially matches the preliminary plat
and that Planning Commission unanimously voted for the final plat. The Economic
Development Committee also recommends its approval. There were comments or
questions.
This item was placed on the March 9, 2004 City Council meeting regular agenda.
ITEMS RECOMMENDED BY COMMITTEE FOR CONSENT AGENDA,
1. Building Department Reports for December 2003 (Revised) and January 2004 — EDC
2/19/04
2. Water Department Report for December 2003 - PW 2/23/04
3. Bruell Street Forcemain & Gravity Sewer - IDOT Highway Permit - PW 2/23/04
4. MFT Appropriation - PW 2/23/04
5. Windett Ridge - Earthwork Bond Reduction #I - PW 2/23/04
6. Windett Ridge - Public Improvement Bond Reduction #1 - PW 2/23/04
Mayor Prochaska reported that the above items were recommended to be placed on the
Consent agenda by the committees. He asked if there were any questions or comments
Page 5 of 7
on these items. Alderman Sticka commented that the developer asked for larger bond
reductions however the City Engineer did not agree with the amount. He stated that it
was his opinion to follow the Engineering Department's recommendation. Alderwoman
Spears complimented Director of Public Works Eric Dhuse for the water meter repairs.
The Council agreed that these items should be placed on the March 9, 2004 City Council
meeting Consent agenda.
MAYOR
Coffee with the Mayor
Mayor Prochaska reported that he would be holding Coffee with the Mayor at Empower Training
on March 6, 2004 from 9:00 A.M. to 11:00 A.M.
Remax Ribbon Cutting
Mayor Prochaska reported that the Remax ribbon cutting has been rescheduled for March 12,
2004 at 1:30 P.M.
i
CITY TREASURER
City Treasurer's Reports
Treasurer Powell reported that the Treasurer's Reports for October, November and
December 2003 and January 2004 have been finished which brings them up to date.
There were no questions or comments on the reports.
This item was placed on the March 9, 2004 City Council meeting Consent agenda.
PARK BOARD
No report.
PUBLIC WORKS COMMITTEE
South Comprehensive Plan Amendment
Alderman Besco reported that the committee asked for details on how the compensation
was determined. He stated that he did not see this information. Administrator Graff
explained that City Planner Mike Schoppe is charging the City at his hourly rate of
$90.00/hour. His private rate to developers is $120.00/hour. SEC Planning Consultants
is charging Mr. Schoppe at their hourly rate with out a discount. Mr. Graff stated he
thought that the Council had been given update information.
This item will be brought back to the COW on March 16, 2004
Sprintcom Lease Agreement — Final Draft
Alderman Besco stated that this was previously reviewed by the Council but it was
pending legal review. There were some minor revisions to the language regarding
outsourcing, overtime and termination of the contract as suggested by the City Attorney.
There were no comments or questions.
I
Page 6 of 7
This item was placed on the March 9, 2004 City Council meeting Consent agenda.
Engineering F -150 Truck
Alderman Besco stated that it was the consensus of the committee to purchase a truck for
the Engineering Department. Funds are available for the purchase. There were no
comments or questions.
This item was placed on the March 9, 2004 City Council meeting consent agenda.
PUBLIC SAFETY COMMITTEE
No report.
ADMINSTRATION COMMITTEE
Detailed Board Report (Bill List)
Alderwoman Spears state that the committee discussed the list and the committee
recommended its approval. There were no questions or comments.
This item was placed on the March 9, 2004 City Council meeting regular agenda.
ADDITIONAL BUSINESS
Response to Letter to the Editor
Alderwoman Burd stated that she saw a letter to the editor in the Beacon Newspaper
stating that the City of Batavia was a better care taker of the Fox River. She asked that
the Council to authorize the mayor to respond to the letter. It was agreed that Mayor
Prochaska would draft a letter and have the Council review it.
Supporting the Arts
Alderwoman Burd stated that during the goal setting session it was discussed to support
the arts in Yorkville. She stated that she spoke with Sue Vos with the Aurora Area
Convention and Visitors Bureau (AACVB) and asked if she could help. Ms. Vos stated
she could come in and give a presentation to the Council as to how this can be done.
Mayor Prochaska asked Alderwoman Burd to schedule this with Ms. Vos.
Corrected Information
Alderwoman Spears asked if staff ever received the corrected copy of the Para- Transit
Coordinating Council information. Attorney Kramer stated that she had this information
and would fax it to the City.
Polar Plunge
Mayor Prochaska reminded the Council that the Polar Plunge will be held on Saturday,
March 6, 2004 at noon at the pond at Silver Springs State Park. Fifty people have pre-
registered for the event. Ms. Brown noted that this annual fund raiser for the Special
Olympics is held in different regions throughout the state. The event in Lake Bluff is one
of the largest and they also have fifty people pre- registered. She stated that the City's
pre- registration number is a good sign for the first year for this event in Yorkville.
Page 7 of 7
Mayor Prochaska stated several City employees are participating and he recommended
that members of the Council attend to show support.
Big Brother/Big Sister Bowling
Mayor Prochaska reported that he participated in the Big Brother/Big Sister Bowling
Event. He state that he beat out the mayor of Oswego, his team average was higher than
theirs (he was the whole team) however he was short on total pins. Alderman Besco was
there to cheer him on and the Yorkville Police Department participated with a whole
team.
There was no other additional business.
The meeting was adjourned at 9:03 P.M.
Minutes taken by Gail Denton
Transcribed by Gail Denton & Jackie Milschewski, City Clerk
I