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Administration Minutes 2009 04-09-09 Page 1 of 5 APPROVED W/ CORRECTIONS 5/14/09 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, April 9, 2009 7:00pm City Hall Conference Room COMMITTEE MEMBERS IN ATTENDANCE: Chairman Marty Munns (arr. 7:10pm) Alderwoman Rose Spears Alderman Gar Golinski Alderman Wall Werderich Y Y OTHER CITY OFFICIALS IN ATTENDANCE: Mayor Valerie Burd City Administrator Brendan McLaughlin Alderwoman Robyn Sutcliff Treasurer Bill Powell j Finance Director Susan Mika Community Development Director Travis Miller GUESTS: Tony Scott, The Kendall County Record j Susan Dohoney i The meeting was called to order at 7:05pm by Vice - Chairman Wally Werderich. j I Presentation: None Minutes for Correction /Approval: February 12, 2009 and March 12, 2009 The minutes were approved as read. New Business: 1. ADM 2009 -23 Monthly Budget Report for February 2009 No comment, no further action. 2. ADM 2009 -24 Monthly Treasurer's Report for February 2009 Treasurer Powell gave the following information: Beginning Balance: $19,921,661 Revenues: $ 1,672,996 Expenses: $ 1,509,692 Ending Balance: $20,084,965 He said the General Fund balance has dropped to about 9 %, much lower than a year ago. Ms. Mika added that the sales tax is 3 months behind, the utility taxes are in arrears and i i Page 2 of 5 both should be reflected at the end of June. She anticipated the Fund Balance to be 14 -15% at the end of the year. This item will move to the consent agenda. 3. ADM 2009 -25 Compensation Time Caps Administrator McLaughlin said that due to the harsh winter, there were many callouts for snow removal resulting in many hours of overtime. He said some employees wished to bank the hours while others explored putting the hours into a retirement account. He spoke to the attorney about this. Currently the overtime hours are capped at 120 hours. Because of this, some employees will be forced to take overtime checks. Mr. McLaughlin asked if the committee preferred this overtime payment or allow the cap to be 240 hours. Mayor Burd said that some employees preferred to have time off in lieu of the overtime resulting in a savings for the City. The extra hours are spread fairly evenly among seven employees according to Mr. McLaughlin. Alderman Munns pointed out that if the money were paid later, it could be at a higher rate, however, the employees agreed to sign a document to take time off, rather than take money. 1 Chairman Munns said the overtime must be spread evenly so that large sums are not liable to be paid and managers must monitor the time. He cited a document dated August 2007 that stated employees would stop accruing comp time at 120 hours. I Ms. Spears referred to the approved minutes of September 11, 2008 that said "employees had until May 1, 2009 to use or lose the time ", however, she said the typed resolution dated 2007 was somewhat different. Even though they signed an agreement, Mr. McLaughlin said the City would still be legally liable. Ms. Spears added that all City policies need to be re- addressed I Alderwoman Spears also handed out a survey of Park Districts. It stated that if there was comp time, it must be taken in the next pay period. She also said that Elgin did a cost analysis and found that outsourcing was less expensive. Administrator McLaughlin will contact Elgin for information. Mr. Munns suggested that if the plowing was outsourced, no overtime would need to be paid and a contract could be negotiated. Alderman Munns requested a list of accrued hours prior to the next meeting. Most committee members said that a limit of 120 hours was more than adequate, but they would prefer no more than 80 hours. Mr. McLaughlin said that other city employees receive flex time. It was agreed that the employees must start taking the comp time and that exceptions cannot be made. Employees who have reached their cap, should not be called for overtime. At the conclusion of the discussion, the committee said they would allow the 120 hours comp time for now. f Page 3 of 5 4. ADM 2 009-2 6 Review of Vacation Carryover /Cashout Policy Mayor Burd said two employees have asked to cash out more than 40 hours of vacation time. The handbook states that only up to 40 hours vacation pay can be cashed out, subject to department head approval. She said this had been allowed for other employees in the past, but she asked to have that practice stopped. At this point, these employees will lose this vacation. She asked the committee to review this situation. Alderman Munns stated that most companies have a cap on accrued vacation. Other comments included: every employee has received the handbook and you can accrue more than 40, but it must be used, not cashed out; if it has happened in the past, let it be paid out now, but give warnings, supervisor should be aware of policy; when you read the manual and sign off, it is employee's responsibility. The Mayor said she has denied one request already and all should be treated the same. The committee approved the present written policy. 5. ADM 2009 -27 Contract Renewals Alderwoman Spears said that in the past, the Council would always meet with the insurance company at the time of renewal and also obtain quotes from other companies. Three or four years ago a committee was formed to hear all the proposals and they were able to decrease the costs. She added that all other contracts should also be re- evaluated and put out for bid. Previously, there was a spreadsheet of all the contracts coming for renewal. Chairman Munns asked for a list to be provided again which Mr. McLaughlin will compile. There was a brief discussion of auctioning used squad cars on e -bay or through a State auction site. Mr. Golinski said his company uses a site called "Bid for Assets" for excess property. j 6. ADM 2009 -28 Professional Services Contracts — Community Development Services The City is considering offering some of its professional services to other towns that do not have them. Travis Miller compiled a list of possible services and the costs involved. If the ordinance to do this is approved, any resulting contracts must be brought to the Council for approval. Mayor Burd said that the Planning Consortium provided valuable contacts from municipalities who already offer this service. The committee approved this and it will move forward to City Council on the consent agenda. 7. ADM 2009 -29 Purchasing Supplies from Local Businesses — Discussion Chairman Golinski said EDC had a discussion regarding local buying and he would like local vendors to get preference if the prices are reasonable. The City's website encourages local vendors to register with the City to be contacted when goods are needed. He suggested using a copy of the Chamber manual for potential vendors and sort it by commodity or type of business. The Mayor suggested that the Chamber might be able to help make sure businesses register with the City. Page 4of5 8. ADM 2009 -30 Amended Governing Ordinance Regarding Use of City Equipment Mayor Burd asked to have the Governing Ordinance amended. A policy is in place for staff, however, it does not address elected officials. Specifically, she said this amendment would concern the request for FOIA's for City emails. She would like to have these types of requests stopped. Alderwoman Spears requested this matter come back next month because she is appealing 72 FOIA's that were denied. She said she would have confirmation on the status of her appeals at that time. The Mayor said she did not understand the reason for all the FOIA's and that some are denied due to being confidential. She said any Alderman could request the information directly The portion of the ordinance Ms. Burd would like changed is under "Ethics" and concerns the City server. Mayor Burd said City equipment/taxpayer money is not to be used for campaigning or to encourage support for candidates. Ms. Spears also said that there should be a dress code because Aldermen are representing the City. Mayor Burd said she had written the Governing Ordinance and included a dress code due to a consensus at the time. It was discussed who would decide what was appropriate and how to enforce it. Alderman Golinski suggested putting the issue of City equipment on a future agenda for discussion. Chairman Munns said the City should follow the State's guidelines regarding City equipment. Alderwoman Spears questioned the legality of the City checking_ aldermanic emails since Aldermen were not required to sign documents regarding the usage of City email. Mayor Burd said the State election laws cover this issue. This matter will move forward to the City Council consent agenda. 9. ADM 2009 -31 Draft Resolution for Signing of Payroll Checks Treasurer Powell said City staff members sometimes have a difficult time finding personnel to sign the payroll checks. In order to streamline the signing procedure, he rewrote the resolution. It was also suggested to make direct deposit mandatory. Susan Mika said some employees had resisted this idea when asked some time ago. I In the proposed solution, the Mayor's signature would be electronic and the City Administrator or Finance Director would actually sign the check. This Resolution will move to the consent agenda. Old Business: 1. ADM2009 -21 Vehicle Replacement Schedule Only one vehicle is scheduled for replacement - -it is from Public Works. It was suggested that police officers could share cars instead of having one for each resulting in cost- savings. No further discussion or action at this time. i I Page 5 of 5 2. ADM 2009 -13 School Board Representative for Park Board Mayor Burd said Dr. Engler thought he had appointed Dave Dockstadter years ago to be the Park Board representative. Dr. Engler said he had sent a letter to the former Mayor with the understanding that Mr. Dockstadter would only attend in the event of a Parks discussion. However, the Park Board wishes to have someone there on a regular basis. A retired teacher was suggested as a rep to the Park Board. No further discussion. Additional Business: Gary Golinski asked about the status of the rundown building at the northwest corner of Hydraulic and Rt. 47. It is scheduled for demolition this summer according to Mr. McLaughlin. Alderwoman Spears asked about a mattress sign on Rt. 47. Brendan McLaughlin will ask Bill Dettmer for information. Signature cards will need to be updated as a result of election of new Aldermen. Treasurer Powell asked all Aldermen to sign the cards again so that checks can be signed. There was a brief discussion regarding picking new committees when the new Aldermen are sworn in. There was no further business and the meeting was adjourned at 8:38pm. Respectfully submitted by Marlys Young, Minute Taker i i Co. ® United City of Yorkville �` " 800 Game Farm Road 1 1 1636 Yorkville, Illinois 60560 Telephone: 630 -553 -4350 ' 70 C..Us m Fax: 630- 553 -7575 O CE `vv PLEASE SIGN IN MEETING: cP ,' 's - rr f t DATE: NAME COMPANY PHONE NUMBER a r� Y Sc 0-7-or- - f5 3 -7 d 3 4 �l,lSur� whore �3- 5'5 - 3 (v 3 9 i I i i I i