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Administration Minutes 2009 10-15-09 APPROVED W/ CORRECTIONS Page 1 of 6 12/17/09 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, October 15, 2009 6:00pm City Hall Conference Room CITY OFFICIALS IN ATTENDANCE: Alderman Robyn Sutcliff Alderman Rose Spears Alderman George Gilson Alderman Gary Golinski Mayor Valerie Burd Alderman Diane Teeling (arr. 6:27pm) Finance Director Susan Mika Interim Parks & Recreation Director Bart Olson Treasurer Bill Powell Police Chief Harold Martin (arr. Approx. 7:15pm) GUESTS: Tony Scott, Kendall County Record The meeting was called to order at 6:01p.m. by Chairman Robyn Sutcliff Presentation None Minutes for Correction /Approval None New Business: 1. ADM 2009 -62 Ordinance Amending Ordinance No. 1993 -26 Establishing a Fee for the Collection of Delinquent Utility Bills Susan Mika identified an error in the ordinance and said rather than $25 shown, it should be 25% of the utility bill. She said a new collection agency has been found that charges 25% of the utility bill rather than the previous agency that charged 35 %. Attorney Orr had advised that the collection amount can be added onto the bill and passed along to the customer. Ms. Mika suggested removing the term "utility bills" from the ordinance and replacing it with "delinquent bills" adding the ability to recoup other past due amounts. Alderman Golinski suggested informing residents about this possible charge by adding verbage to the message line of the bill. Treasurer Powell said verbage should also be added that states the amount includes "current cost of collection ". This matter will move to City Council on the consent agenda. i Page 2 of 6 2. ADM 2009 -63 City Newsletter Article Policy — Discussion Mayor Burd requested this item be placed on the agenda due to issues with the previous two newsletters. She wished to discuss the establishment of a policy to not allow self - promotion of Mayor and Aldermen in the City newsletter. Alderman Gilson questioned if accomplishments for the City could be included. She gave examples of what would be acceptable. Ms. Spears said previous articles she submitted had been condensed without notification, while the Green Committee had been allowed 2 -4 pages. She said there should be a limitation of 400 words. She also said her senior citizen information had been removed. Mayor Burd responded by saying 7% of Yorkville's population is senior citizens and a majority of the newsletter cannot be dedicated for that information. She added there is already a senior services newsletter. I Deadlines for the newsletter were also discussed. Mayor Burd said a deadline must be set so that the material can be submitted to the printer. In view of the recent budget cuts, Alderman Golinski suggested that the newsletter be discontinued. He said it requires staff resources and costs money when the information could be placed on the website. Past arguments were that senior citizens did not have computers, however, he reiterated an earlier statement that only 7% of the population was seniors. Taking an opposite view, Chairman Sutcliff said she thought the newsletter was valuable. The current newsletter is now delivered through the Parks and Rec Department. Alderman Spears said she felt drafting the policy for the newsletter was a waste of time if the newsletter would be discontinued. This discussion will come back to the next Administration Committee meeting. 1. ADM 2009 -64 Committee Liaison Review _ Chairman Sutcliff said there was a concern that some Council members were not attending their liaison meetings. She said this is the only connection to other organizations to find out what is happening. Alderman Golinski said he had attended all Cable Consortium meetings and said that the Council is a voting member. He said he was going to invite Consortium member Mike Reynolds to attend a Council meeting to present an overview for the benefit of the new Aldermen. OLD BUSINESS 1. ADM 2009 -43 Discussion on Amending City's Ethics Ordinance Several area ordinance samples were included in the packet. Aldermen Golinski and Gilson said they were happy using the Attorney General's model and the County's Ethics Commission. Gilson also said the Montgomery and Sugar Grove policies were well - i Page 3 of 6 written as well. Teeling thought the Montgomery policy was well - written while Spears favored the Sugar Grove model and using an Ethics Officer rather than a commission. Ms. Spears said Montgomery provides for no fines or incarceration. Chairman Sutcliff noted that the Mayor would appoint an Ethics Officer and 3 residents to serve on the commission. Alderman Golinski said he would prefer appointees from outside the City who would be unbiased. He and Mr. Gilson said that someone other than any sitting Mayor should appoint the members. Mayor Burd said that in a conversation with Eric Weis, he identified a problem with the City ordinance because it does not provide for penalties. He also said he would serve as Ethics Adviser if so appointed. Alderman Gilson encouraged the opportunity to have Mr. Weis speak at this committee meeting. This matter was tabled until next month so that Mr. Weis can attend this meeting. 3. ADM 2009 -59 FY 9110 Budget Update The transfer of funds from the Police capital fund was discussed and some concerns were raised. The amount in the fund is approximately $170,000 4180,000. Roughly $85,000 would need to remain for warning sirens even though they are not needed at the present time. It is hoped the loan could be repaid in 2 years. Alderman Golinski said he was concerned about building the reserve fund rather than transferring the Police Funds. He would rather see more budget cuts rather than transfer the money. He pointed out that Land Cash already has a huge deficit at this point. Gilson agreed and said it is "patching an issue" and that borrowing is a long -term detriment. Chief Martin has also applied for grants for equipment. Contingency money could be used in the event of a needed major purchase. Treasurer Powell suggested borrowing the money from the siren funds since it is unlikely subdivisions will be built in the next couple years. It was noted that the funds originate from development fees and there was brief discussion on this process. Mayor Burd said the City might have to consider possibly cutting Police personnel. Ms. Spears suggested that personnel in other departments should be cut rather than Police personnel. Golinski and Gilson agreed that personnel should be cut before funds are borrowed from other departments. BUDGET COMMENTS AND DISCUSSION OF OTHER POSSIBLE CUTS ...... -- Treasurer Powell recommended that discounts on waste disposal should be based on need or on a percentage rather than a flat fee. Currently 600 people take advantage of the reduced cost. An extra $144,000 a year would be realized without the discount. Suggestions were made to charge $1.00 or pay 50 %, based on need. Alderman Teeling i Page 4of6 said senior citizens cannot go to work to make up the difference and suggested the payment be 50% of the monthly bill. -- Alderman Gilson questioned the $60,000 paid from the Bristol Kendall Sanitary District. This fee is paid to the City for the time spent processing their bills, including all supplies, time, etc. Alderman Gilson said he reported this in his liaison report and he didn't know if the City talked to them and expressed what we plan on doing there, but if we do that, they mentioned they would consider outsourcing this service. - -The amusement tax was discussed and it was noted it was much less than last year. -- Reclassfication of property insurance: This is insurance for all the City buildings. i -- Research is being done for a possible new health insurance broker. -- $30,000 permit fees — reimbursement terminated. This pertains to the new Code Official and the fact that permit fees will not need to be reimbursed to the former Code Compliance person. -- Gilson recommended against depending on police tows to generate revenue for the shortfall. -- Gilson noted that Bad Debt could be even greater and also asked for an explanation of landfill related costs and penalties not yet reimbursed. This is all considered Bad Debt and will be recognized in next year's budget according to Ms. Mika. There could be additional legal fees depending on litigation. - -It was noted that payment plans are offered for those who needed assistance in paying utility bills. There was a brief discussion for non - payment of bills and possible shut -offs. Gilson suggeted eliminating more personnel before taking the measure of shut -offs. i -- Police Chief Martin arrived at this point and Alderman Spears asked for a recap of the police capital discussion. He confirmed that most of the siren money will not be needed in the next fiscal year, however, roughly $18,000 419,000 will be needed. He confirmed i he will be receiving grant money ($30,000 - $40,000) and that he would not allow safety to be jeopardized. He will bring statistics to the next Public Safety meeting. He added that the City would be money ahead if no police officers were laid off. After much discussion about the possible Police Capital loan, the Mayor recommended that the loan should not be made. - -Ms. Sutcliff said costs should be obtained for the newsletter also and added that the newsletter could be put on the website. Alderman Teeling noted that Bristol Bay residents did not receive newsletters last month. i Page 5 of 6 - -Mayor Burd said the Library Board is willing to contribute money to the City (for services). Ms. Mika added that she had a partial final audit of their budget and they have nearly $799,000 in their Fund Balance. It was noted, however, that the Library quoted a $96,000 Fund Balance instead. Mayor Burd said she would meet with the Library Board. - -Other cuts suggested by Gilson were as follows: travel, liaisons, training, conference expenses, items from Public Relations, and possibly looking into no upgrades to computers and we look at stopping appreciation events. - -Salt prices were discussed and prices were expected to be lower than last year. -- Overtime in the Parks and Rec will be cut. - -Ms. Mika said there will be a budget workshop in November and prior to that, the department heads will have an opportunity to review the updated budget. Alderman Gilson noted that he would forego his salary for attending the workshop. And he added that special meetings should be stopped and all Aldermen should donate more time. - -Ms. Teeling asked how much money would be saved by employee furloughs. I Approximately $27,000 will be saved and an additional furlough may be possible in the Spring. Alderman Golinski noted that after the second furlough week, unemployment must be paid. Alderman Spears asked Ms. Mika if unemployment is being included in the budget. This will not impact the budget until next year. - -It was suggested by Mayor Burd to review the employee manual at the next meeting, to review layoffs and the subsequent payouts. - -Hiring a new employee for the upcoming FOIA requests was discussed. However, Ms. Pickering, Deputy Clerk, recommended purchasing software at $50,000 instead. This will benefit all City departments and will pay for itself Ms. Teeling noted that in a recent FOIA meeting, it was recommended at least one person should be in the office at all times to assist with FOIA requests. ADDITIONAL BUSINESS The audit report was expected to be presented at the October 27' City Council meeting, however, one audit partner cannot be present that night and November I W h was suggested as an alternative date. Gilson questioned a report regarding landfill expenses. He said the newspaper reported a detriment to the General Fund in the amount of $800,000 and he asked where this was reported in the report provided to him. Ms. Mika said appeal costs occurring in 2008/2009 were not included in the report. He said he asked for all expenses landfill - related. She will review it again. Page 6 of 6 Alderman Spears asked if all Council members were NIMS- compliant. Federal funding depends on this and to be compliant requires 2 -3 hours on the computer. This will be sent again to all Aldermen. Health insurance discussions begun in October were to continue with the brokers. This will occur at a later time. Ms. Spears asked if the City is still verifying Driver's Licenses for all employees and placing a copy in their personnel file. Ms. Mika will review. i There was no further business before the committee and the meeting adjourned at 8:15pm. Minutes respectfully submitted by Marlys Young i I i 0 ciA o United City of Yorkville al I %% 800 Game Farm Road 1836 Yorkville, Illinois 60560 �- Telephone: 630 -553 -4350 o� ®! s O Fax: 630 -553 -7575 coufft �It E PLEASE SIGN IN, MEETING: DATE: NAME COMPANY PHONE NUMBER i �I �I 1