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Administration Minutes 2009 05-12-09 1' I I APPROVED 4/9/09 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING City Hall, Conference Room Thursday, March 12, 2009 — 6:30 P.M. PRESENT: Chairperson Munns, Committeemen Golinski, Spears, Werderich ABSENT: None ALSO PRESENT: City Administrator McLaughlin, Finance Director Mika, Treasurer Powell, Alderman Sutcliff, Mr. Jeff Wilkins of Kendall County and Tony Scott of The Record The meeting was called to order at 6:30 p.m. in the Conference Room of City Hall. It was noted that future meetings will be held at 7:00 p.m. PRESENTATION: None MINUTES: None NEW BUSINESS: 1. ADM 2009 -15 Monthly Budget Report for January, 2009 This item was moved to the Consent Agenda. 2. ADM 2009 -16 Monthly Treasurer's Report for January, 2009 Treasurer Powell stated that the beginning balance was $21,260,514.00, with revenues of $864,239.00 and expenses of $2,203,091.00 for an ending balance of $19,921,661.00. With no further discussion, this item was moved to City Council. 3. ADM 2009 -17 Resolution to Close Old Second Account #624071 for the In- Town Road Program Director Mika stated that this is simply a formality. It was an account from a bond from 2 years ago. The funds have been spent, and there is no balance in the account. This item was moved to the Consent Agenda. 1 i 4. ADM 2009 -18 Suggested Procedures - Ordinances Committeeman Spears feels that the City should consider having 1, 2 or 3 readings of ordinances due to recent problems with the leash ordinance and the wind tower as those items were placed directly on the Consent Agenda. She feels that if ordinances affect the residents of Yorkville or Kendall County, then the people should have an opportunity to come forth and be heard. Committeeman Werderich supports the idea of reading an ordinance once, then approving it at the next City Council meeting. Chairperson Munns is in favor of 2 readings. Committeeman Golinski supports the idea but is concerned about how to determine which ordinances require advance readings and which would not. After discussion, it was determined the attorneys would draft a policy. The policy should be ready by the March 24, 2009 meeting for I" reading. Additionally, Chairmen need to be cautious of what items are being sent directly to the Consent Agenda. 5. ADM — 2009 -19 Beecher Use Contracts Alderman Sutcliff feels that a dialog should be held with organizations that have contracts for use at the Beecher Center as the contracts expire this year. Committeeman Golinski noted that the contracts do not expire until 2010. This item will be returned to the March, 2010 Administration Committee Agenda. 6. ADM — 2009 -20 Small Inventory Log The report should be done quarterly, however, due to short staffing in the Finance Department, it hasn't been done that often. Chairperson Munns asked for a comparison from one report to the next as there is no way to determine if something is missing, etc. Committeeman Spears asked if the `replace date' is an actual replace date or is the item evaluated first to determine if it actually needs to be replaced. City Administrator McLaughlin stated that he expects staff to evaluate the need for replacement first. Director Mika noted that these items do not meet the GASB34 threshold as they are under $5000.00. Additionally, she will also add a grand total value at the end of the report. Committeeman Spears noted that a Vicks Vaporizer is on the list and feels that it is an inappropriate purchase. Chairperson Munns stated that perhaps employees would be embarrassed that such an item appears on the report and would not ask for such an item in the future. Director Mika was asked the include the comparison from one report to the next, the grand total value, the year the item was acquired, and the year the item was actually replaced on the report. She was asked to bring it back next quarter. She stated that she will do what she can to have it done next quarter with the skeletal staff. 2 7. ADM 2009 -21 Vehicle Replacement Schedule Committeeman Spears noted that they have not received this report in awhile. Additionally, she noted that the Police Department should have replaced M -5, but has not do so yet. Other vehicles are due for replacement in FY08 -09. Committeeman Spears asked if the vehicle information and the mileage could be added to the report. She also stated that each vehicle replacement should be sent to City Council for approval. Committeeman Spears asked if the '05 Taurus is the vehicle that Mr. Sleezer drives, to which City Administrator McLaughlin replied yes. She noted that the vehicle is scheduled for replacement and wonders if it really is necessary. Committeeman Spears asked for the mileage report. i This item will return to the next agenda for further discussion. 8. ADM 2009 -22 Parks Supervisor — 3 Month `Emergency on Call' Response Report Chairperson Munns stated that the committee asked for a list of call -outs. He noted that there were none during the months of December, January and February. Committeeman Spears noted that Gilberts Park was vandalized and asked if he responded to a call -out. Discussion took place and it was determined that City Administrator McLaughlin would speak with Mr. Sleezer about the use of the city vehicle. The vehicle would be reallocated to the extra car pool. Mr. Sleezer will be advised that he can keep a log of his call -outs and if they are higher in the summer months, he can approach the committee about revisiting this item. OLD BUSINESS: 1. 2009 -08 Kendall County Paratransit Commitment Mr. Jeff Wilkins from Kendall County was in attendance and provided the following information: • The project has been in development for 4 years. • During vision sessions, transportation is always at the top of the list. I • Pace offers a service in Kane, Will and Grundy counties. • This system will serve the youth and mainstream. • It is not another taxi unit. • It will be overseen by the Mayors and Managers Association. • He has provided cost figures and grant fund information. • They applied for RTA and IDOT grants and were approved for 7 vehicles through the grants. • Between the change in the federal administration and with the governors situation, there was a slow down with regards to processing the request. However, the RTA grant was signed and is being processed and the IDOT grant requires a minor change, then will be signed and processed. 3 • The vehicles will be purchased through the State and he hopes to have the order forms next month. It can take 3 -6 months to receive the vehicles. • The light duty vehicle will hold 10 -15 passengers. • The medium duty vehicle will hold 22 passengers. • Operation of the program would start sometime August — November. • The map he distributed indicates full implementation of the program. • The brown area are 2 -3 specific routes, however, those can be deviated from for curb pickups. • He expects to have routes in the green areas to places such as the hospital, similar to Pace routes. • In the beginning the program will be on an as- needed basis. • The funding breakdown is as follows: $57,000.00 expected fares $1,035,000.00 downstate assistance program (Medicaid $915,000.00) $150,000.00 county /municipal share (1.55 per capita per 2007 Census figures $150,000.00 township share $100,000.00 donations • The program will be dispatched from somewhere in Yorkville, which will result in hiring of employees. • It is titled the Kendall Area Transit. • If Oswego does not participate, they will have limited services, such as no drop -offs in Oswego's commercial area. • The up -front cost to the City would be $7900.00, then semi annual payments of $11,774.50 (total annual payment of $23,549.00). Therefore, the contribution now would be between $17,712.50 and $25,562.50 depending on the program start date. • He meets with Oswego's Committee of the Whole next week. As Oswego is a larger community, they will have a larger contribution. • Once the vehicles are received and community commitment is in order, they will be looking for a building to house the dispatch center and the vehicles. • Although the services would be available for personal trips, the priority is for medical reasons, the disabled, seniors and low income. j • He is working with the schools to determine if they could set up routes for after school programs as there is currently no bus service available. • He hopes to have the Senior Center registered so that trips for seniors are coordinated through the center. • They will have to get a feel for ridership before designated routes are established. • Typically they request 24 hours notice of a pick up /drop off. However, the Volunteer Action Group could certainly speak better about this topic. They will be working the dispatch center. • They also anticipate having a designated route to Hines Hospital for Veterans. 4 i • They expect AID on Van Emmon to be a big user of the program. Committeeman Spears stated that Mr. Wilkins worked very hard on this project. She indicated that he could organize a tour of the facility in DeKalb if anyone is interested. Chairperson Munns asked if the funding was available, to which City Administrator McLaughlin replied that it was in the budget at the previously discussed (higher) amount. This item was moved to the City Council agenda of March 24, 2009. Mr. Wilkins has a resolution prepared that he will share with City Administrator McLaughlin. 2. 2009 -13 School Board Representative for Park Board Alderman Sutcliff attended the School Board Meeting and read Mr. Mogle's memo. Dr. Brenner was unaware that the representative had voting powers, Dr. Engler was against providing a representative. The School Board was informed that it is the wishes of the Administration Committee, the City Council and the Park Board to have a representative from the School Board. They were told if they choose not to have representation that the City would be required to change the ordinance. It appears at this time that a retired teacher has volunteered to serve on this committee. City Administrator McLaughlin will send a letter to the School Board as follow -up. It was noted that the next meeting is the 4` Monday of March. Committeeman Golinski stated that similar to the Plan Commission, the person could be a liaison to the School Board that simply makes reports to them. Committeeman Spears feels that the person should, tie into the school and the City. 3. 2009 -14 Anti - Nepotism Policy Amendments Committeeman Golinski stated he was not in favor of the changes. This item was removed from the agenda, no further action is required. 4. 2008 -78 Solid Waste Facility Siting Ordinance This item is to be removed, no further action is required. ADDITIONAL BUSINESS: Committeeman Werderich — None Committeeman Golinski — None Committeeman Spears — None Chairperson Munns — None The next meeting will include discussion regarding the email server policy. 5 1 ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 7:40 pm. Minutes respectfully submitted by Margaret M. Hartigan. a I i I i I I 6 I PLEASE SIGN IN MEETING: 41- y1'll(11 `- s�Y�(.'11oil DATE: -�v)I p NAME BUSINESS PHONE # i �I I I I I i I I I I I I I I i