Admin Committee Minutes 1999 06-08-99 UNITED CITY OF YORKVILLE
Committee Minutes— Administration
Date of Meeting: June 8, 1999 Time Convened: 7 :00 P.M.
Location: 111 W. Fox Time Adjourned: 9:20 P.M.
Attendees:
Rose Spears
Dan Kramer
Larry Kot
Richard Sticka
Mayor Art Prochaska
Bob Allen
Discussion:
1.) Electric Supplier Option —This is going to be a lottery for electric companies. If we ender and get
selected then we do some research on the company. We would not go with a fly by night company.
We can at that point say no and stay with Nicor. We will need to pass a resolution. We need to bind
out if we even qualify. Spears and Kot think we should pursue it Dan will need to do a resolution by
June 15. The resolution may come in once we get selected. Mayor Prochaska will ask J.T. to get the
meter numbers. Fill the form out and fax it in. Mayor Prochaska will verify with Dan.
2. & 3.) Ethics Ordinance and Gift Ban Act —This is really only one ordinance. It is kind of one of the
same. The option given was with the statewide conunittee. Dan put Nanninga in as the Ethics Officer
for now. The ethics officer is only in case something comes up. There is no pre - screening and
something could come up at anytime. An independent third party might be a good idea. Mayor
Prochaska will talk with Tim McCann about being our Ethic Officer. It would be ok to accept a box of
cookies at Christmas time, but if you were given steaks and took them home, then we would be in
violation. It is a $25 aggregate amount per year. The regulations arc very vague. We might want to
check with another community and trade Ethics Officers if we should need one. If we decided to ask
another community and they use there Police Chief as there officer then we would offer our Police
Chief to them. The Library and Park Board can expand funds but they can not pass an ordinance.
Should they be exempt? Any funds that they expend have to be approved by City Council and be in
their budget. Dan thinks we should just be able to name the position for the Ethics Officer. Striking C
and do not exempt.
d.) City Flag —There were only two flags made. We do not thinks anyone evervoted on it Do we want to
do a flag? Mayor Prochaska will check with Holly Wilson to see if she still has the flag. Mayor
Prochaskds idea was to get three or four designs and then have our residents vote at the Riverfront
Festival. Sticks stilt does not like this idea because one person can vote over and over. Would anyone
even do a flag for free and would there be a copyright on it? We could pert the word out that we are
looking for a design. Once accepted by the City it would then become property of the City with no
copyright or payment. City Council would harrow it down to three flags. Lets advertise it and see
what we get back. There needs to be a time limit Put out a request that we are looking for a new City
flag. Spears will come up with a list of qualifications /guidelines.
5.) Tower Ordinance --The Cable Consortium suggests that the ordinance specify locations. If the potential
customer say no that will not work then they have to prove why our tower will not work there. The
cost the have the area mapped is about $1,100. Kendall County does not seem to be real interested.
Stieka will call and talk with the mapping person tomorrow. This needs to be done and then the
ordinance would be written specific to Yorkville. Spears would really like to know when something is
done. Table until the Consortium meets again. Make sure we know what is going to get done and
make sure the ordinance gets written.
6.) Deputy Treasurer Position —Allen is bonded and Kim is bonded under him The Deputy Treasurer and
the Treasurer need to work closely together. There was an item in the payroll that Allen felt was very
high City Council approves any expenditure. Checks are not signed until the bill list is approved.
Allen really does not have any authority on how they money is spent. Overtime has to be justified.
Allen feels that he should be aware of the accounts. The City Council approves how the money is
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spent. Our auditors have
sP told us all along not to get fund specific. Allen should do a monthly report, it
is required by State .haw. We also have a budget officer and a budget report is done monthly_ City
Council gets an hours report from the Police Department so that all the Aldermen are aware of what
they are approving to spend Is Allen part of the corporate authorities? Corporate authorities are the
Mayor and aldermen. Deputy Treasurer's position is to do cash receipts because we do not have a full
time Treasurer. Spears feels that it is very important for all of our newly appointed/elected people to
have some help and guidance in the beginning. Deputy Treasurer bas responsibilities but does not
have authority. Allen should not contact the department heads to find out why something is high or
not. It should be taken to that committee meeting and brought up as a discussion item We have a
committee structure that should be followed, Spears feels that all the Aldermen should have a job
description for each position so that they know what needs to go to who. Mayor Prochaska will have
copies made for everybody, We could at a later time update the job descriptions. We need to have the
job descriptions before we can have the pay structure_ Policy matters should go through the committee
chairperson and the committee. If it is an emergency they it is ok. Bven when speaking to the press.
It is ok to give a personal opinion and state it is your personal opinion but if it is about a particular
issue them it should go to that committees chairperson. But we can not control what the reporter writes.
If you have several questions, make an. appointment with Nanninga or Grady please do not call with
every question. We need to make sure these people have time to do their jobs. Mayor Prochaska will
get together will Allen.
7,) FOI Copies of Records/Documents —This amount needs to be reasonable. We currently charge $0.18
for the first pagc and $0.09 for each additional page. We can only charge what it cost, .not including
labor. We can not charge a higher amount to discourage people from requesting doeuunerns /copies.
There is a time frame under the act It does not need to be done immediately. If it is being requested
for commercial purposes, then that is different and we can charge for labor also. Nobody wants to
i ncmase this fee. Mayor Prochaska will speak with Nan nir ga about this. Mr. and Mrs. James
complained that they were charged $0,25 per page,
8.) Game Farm House Future_ -Mayor Prochaska would like to authorized Wywrot to send out for bid.
Wywrot is estimating $5,000 to $10,000 for demolition. Do we want to consider auctioning off things
like the cabinets? The building needs to be gone by October. There are some logistics that need to be
worked out Inspections would be by appointment only. We need to be careful with who is walking
through. We need to have a qualification and it must go through the Chief. It will have to be at his
discretion. The safety of our officers is more important then selling the building. We will have to vote
to authorize forbid.
9,) Additional Business —Mayor Prochaska has requested the department heads start working on salary
scales for the employees in their department and for themselves. Looking at neighboring communities.
We need to see the job descriptions and look at the scales so we can start making adjustments. Keep
on agenda. This is for all departments.
Allen has security pledge,
Minutes by: Mollie Anderson
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