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Admin Committee Minutes 2003 12-11-03 Page 1 of 7 APPROVED 12/01/04 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, DECEMBER 11, 2003 6:30 PM City Hall Conference Room PRESENT: Mayor Art Prochaska (arrived 6:53pm) Police Chief Harold Martin Alderman Paul James Finance Director Traci Pleckham Alderman Marty Munns City Treasurer Bill Powell Alderwoman Rose Spears Administrator Tony Graff (arrived 7:13pm) Alderwoman Valerie Burd The meeting was called to order at 6:35pm by Chairwoman Rose Spears. Presentations There were none. Old Business: 1. Minutes for ApprovaUCorrection: September 11, 2003 It was noted that the minutes should reflect "police pension dollars" not "police retention dollars ". The minutes were then approved as corrected. 2. Monthly Updates: a. Planning Coordinator's Fees Spreadsheet It was noted that Anna Kurtzman is both a planning and a development coordinator. b. Past Due Invoices Worksheet Alderwoman Spears asked if money had been received from Grande Reserve. Ms. Pleckham stated that the City had submitted their distribution list and the City is waiting for the check. The City will also receive, in writing, the amount of money requested and that the money should be sent close to January 1 �I As a result of these funds, a police officer has been hired and a new vehicle (Expedition) will purchased in the future. An administrative assistant for Parks and Recreation has not yet been hired. I Page 2 of 7 c. Water Billing Accounts Due Report It was noted by Ms. Spears that the report showed Public Works had a stuck meter and the Parks Dept. building indicated no meter. Ms. Pleckham mentioned that other problems were most likely addressed first since the City would not bill themselves for these items. Ms. Spears also noted that some readings indicated that the buildings were not always open for meter readings. Ms. Pleckham will research these items. d. Billing Software Ms. Pleckham reported the Version 3.0 was updated since the last Administration meeting. She attended the User's Meeting today and the Version 4.0 was explained. She noted the processing is going well for the City. If the City wishes to upgrade to version 4.0, there would be a charge. Human Resources information would be available on the newer system. She noted City employee Kim King will be attending training next week for year -end processing for W -2's. Alderman James asked what checks and balances are in place for the new billing system to assure that all bills are being generated. According to Ms. Pleckham there are reports that can be printed out through Utility Billing that can show all accounts on each status code (active /inactive). In addition, when a new account is added, another report can be generated showing this information. e. Accounting Software This was upgraded as well. Ms. Pleckham reported the new Human Resource module was extremely helpful since it records pay rate changes, tracks performance reviews and can show salary increases across a specific department (which can be used a budgeting tool). The updated version would also track building permits and associated fees by subdivision. Treasurer Powell added that anticipated revenue information would be helpful as well. Weekly internal meetings are being held to discuss any issues /questions. Treasurer Powell said he would like to attend one of those meetings. L Website Status/Training Treasurer Powell asked if the Webmaster could provide his information in an Excel spreadsheet. g. Revised Project Financial Tracking Worksheet It was noted that Grande Reserve had submitted the request to disburse the check. 3. Handicapped Access to Public Buildings A memo from Bill Dettmer was included in the agenda packet. Alderwoman Spears asked if anything would be done with the doors next to the elevator. Mr. Diederich is to speak with Jay McCoy about possibly removing those doors and possibly part of that wall for improved lighting. Mayor Prochaska stated he spoke with Ron Diederich today and credits are now being received for work that did not need to be done. Page 3 of 7 Ms. Spears also asked if anything could be done to make the front doors easier to open. An automatic door opener could possibly be installed and Mayor Prochaska recommended putting this in the budget next year. He further stated that strong westerly winds could affect the opening of the doors, but the doors can be adjusted for these circumstances. Ms. Pleckham will research the costs. 4. Update on City Staff Work Session The Mayor reported that Administrator Graff had held staff meetings regarding communication issues and job requirements /assignments. A follow -up meeting will be held in two weeks. This committee had previously recommended Ms. Spears be present at those meetings which addressed some employee concerns. A letter had been presented to the Administrator expressing concerns and recommendations for solutions. Alderwoman Burd suggested that the City Council should not be involved in these types of situations and that employees should follow the proper channels. The Mayor said the final step is a hearing before the City Council. S. Investment Policy Draft Treasurer Powell presented a draft of an Investment Policy. He also reported he had set some goals for himself for the remainder of the fiscal year. Chairwoman Spears said she would include the "Goal" discussion as part of Additional Business. Mr. Powell said he wanted to meet with Dan or Kelly Kramer to finalize details of the policy and specifically the Collateralization portion. He said the funds are fully collateralized Also, as part of Additional Business, it was suggested by Mr. Powell that an Illinois Fund representative should be invited to the City to discuss setting up accounts with Illinois Municipal Funds. He would like to have them here by March 1 St and he would like this implemented before tax revenues begin coming in. He further explained that Illinois Municipal Funds has both short and long -term accounts. Mr. Powell will set up a presentation for a future C.O.W. meeting. The discussion returned to the scheduled agenda item — Investment Policy Draft. Mr. Powell reported he had changed some wording in the document, included statute references and restructured the draft after attending a conference regarding investment policies. He added "Local Considerations" which recognizes the need to keep money within the community. Treasurer Powell plans on meeting with a local bank to ask their opinion on this document. There was much discussion regarding the wording and understanding of the document. This item will be brought back to Administration with a revised draft. --------------------------------------------------------- - - - - -- Page 4 of 7 New Business: 1. RFQ For Facility Master Plan Administrator Graff reports this item has been under consideration since April of last year, but currently no funds are in the budget. Several firms who do this type of work, have been spoken with and some have submitted proposals. He said an inventory of current City buildings is needed first. Public input for proposed new structures is also recommended. Alderwoman Spears suggested that any presentations be given at the February 17th C.O.W. so that presentations would not need to be given twice. Some changes were made to the document "Request for Qualifications, Municipal Facilities Master Plan": 1. Under "Documentation ", only six bound and one unbound original will be required rather than 25 bound. 2. Page 3, 3rd paragraph —there was discussion of the sentence beginning "In conducting discussion.... ". Committee members decided to delete this sentence. Also, last sentence... "Selection shall be made by "Administration" rather than "selection" committee. Language will also be included which states, "a selection committee will select up to 5 finalists..." Finalists will then make presentations to the City Council for selection of the consultant team. 3. Under "Evaluation Criteria "... sentence 6 shall be changed to "Capabilities" rather than "Capacity ". Also, under sentence 8... sentence shall read "Provide" rather than "Demonstrate" Alderman James asked how much this project would cost. Administrator Graff answered that it ranged from $60/70,000 to $90,000. Mr. James said he felt it was premature to have a master plan, however, the Mayor pointed out a need for a new Public Works and Parks building and a possible location for them. Mr. James felt the committee should ask for input from the department heads and use the saved funds for land purchase. Other aldermen/women pointed out, however, that an overall plan is needed. Mayor Prochaska said the downtown had specifically been denied grant money because no plan was in place. A plan also allows for prior identification of monetary resources. Another important point was made by Ms. Pleckham —a plan helps to identify municipal building fees. Developers fees may be used for this Master Facility Plan when there is a written contract, per Attorney Dan Kramer. Mayor Prochaska pointed out that technically, he would not have a vote in the selection process, however, the committee decided he should have a vote. The item will be continued to C.O.W. Page 5 of 7 2. Nextel Phone Assignments Alderwoman Spears said she observed that two City employees, Kim King and Judy Dyon, must share a Nextel phone because both of these individuals constantly need to be in touch with employees in the field. Ms. Spears wondered if a "floater" phone could be borrowed from the Parks and Rec Department. She is also exploring the possibility of purchasing another phone for the office. Mayor Prochaska offered that perhaps some of the parks phones might be used more seasonally, however, parks personnel do work all weekend. Ms. Spears also asked if Ms. Pleckham had monitored calls to assess the need. While she had not been able to do that, Mr. Graff noted that the Police Department and Public Works do check their phone usage as some calls are reimbursible. Walkie talkie phones are expected to be available by Christmas. The cost of the current phone plan is $67 -$69 per month -per phone for the Parks Department and Public Works. The cost for the Police Department is $50 per phone with 300 minutes. Mayor Prochaska suggested that another company be surveyed for prices and that employees need to be efficient in their phone usage. 3. Office Supplies Procedure Ms. Spears stated that another Alderman brought to her attention, several office supply charges on the bill list. Chief Martin explained that the Police Department buys in bulk on a quarterly basis to obtain the best price, thus the high amount on some bills. Chief Martin added that Ms. Batterson constantly checks for the best prices on office supplies. 4. Expenses to Date: Walmart Beakdown Also questioned, were the Walmart expenses on the November 6` bill list. It was requested to have an itemized cost breakdown on the items purchased. Then after discussion, it was decided that the breakdown of the Walmart charges could be viewed at City Hall. As a side note, the City would prefer to purchase supplies locally in Yorkville. Additional Business Alderwoman Burd noted that the bid had been withdrawn, for the proposed old jail renovations and wondered what options were available. Mr. Graff said that he had spoken with the architect who withdrew the bid and he offered to talk with the City regarding the renovations. There will be a meeting with the Mayor and the County regarding this building. No further action was taken. Discussion turned to the City car used by Joe Wywrot. Mayor Prochaska noted that the car was offered to him as part of the terms and conditions of employment and is an implied contract. He noted that a vehicle policy must be passed before any action is taken. Administrator Graff noted that Mr. Wywrot is fully aware of these vehicle Page 6 of 7 discussions and possible impending policy. Mr. Wywrot asked for a 30 -day notice when a policy becomes effective. At this time, the City also pays for the gas for this vehicle and it was noted that use of this vehicle constitutes income for him. Ms. Spears recommended that if the City Attorneys make any recommendations regarding this vehicle, that they be put in writing for the benefit of the Council. Mayor Prochaska would ask the Council for permission to negotiate a settlement with the City Engineer when a policy is approved. (In relationship to this discussion, Alderwoman Burd asked about written job descriptions for the City Administrator and Finance Director.) Alderman James suggested that during any negotiations, the vehicle should be offered to Mr. Wywrot for $1.00. The City Attorney will be contacted regarding the legality of such a sale. Mayor Prochaska said he did not wish to further discuss any possible negotiations in a public meeting. Treasurer Powell asked about the preferred length of time for a presentation by the Illinois Fund representative discussed earlier in the meeting. Mayor Prochaska said 15- 20 minutes would be appropriate. This matter will be taken directly to C.O.W. after a policy is drafted, since discussions were held in this meeting. Committee members all agreed to this action. Mayor Prochaska asked for direction from the committee regarding videotaping of public meetings. He explained that Waubonsee Community College has a camera available for taping, but someone must be trained to use it. It is desired to have three people trained at a minimal cost of $100 per person. The City must decide if the person trained for the videotaping would be paid, do an internship or be given a stipend. WCC will be contacted for possible interested students. The Mayor announced receipt of a letter from Yorkville Economic Development that our invoice is due for our annual payment. This will be included on a future bill list. The City contributes the most, but also benefits the most when new business comes to town. The amount is $45,000. Alderwoman Burd noted that Sugar Grove and Montgomery are also doing something similar and patterned themselves after Yorkville. The Salvation Army Agreement had been received according to the Mayor. Ms. Spears offered to meet with them. Ms. Spears asked Administrator Graff if he had contacted the Parr Group. He stated he had looked at the website, but had no prices as of yet. She asked if the information could just be downloaded from the website or obtained from other sources, in order to avoid � I Page 7 of 7 consultants fees. Mayor Prochaska said a facilitator is needed and secondly, they are needed to set goals, first for the Council and then the staff. It was noted that the City also had the option to "join" the website and the City could set the goals themselves. No further action was taken at this time. There was no additional business and the meeting was adjourned at 9:12pm. Minutes recorded and written by Gail Denton on December 11, 2003 Minutes transcribed and respectfully submitted by Marlys Young, November 15, 2004