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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