Administration Minutes 2008 10-09-08 Page 1 of 9
APPROVED WITH CORRECTIONS
11/13/08
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
ADMINISTRATION COMMITTEE MEETING
City Hall, Conference Room
Thursday, October 9, 2008 — 7:00 P.M.
PRESENT:
Chairperson Munns, Committeemen Golinski, Spears, Werderich
ABSENT:
None
ALSO PRESENT:
City Administrator McLaughlin, Assistant City Administrator Olson, Finance Director
Mika, Treasurer Powell, Mayor Burd, Alderman Sutcliff, Glory Spies of Community
Relations, Scott Sleezer of the Parks Department and Tony Scott of the Record.
Chairperson Munns called the meeting to order at 7:00 p.m. in the Conference Room of City
Hall.
PRESENTATION:
None
MINUTES:
None
NEW BUSINESS:
1. ADM 2008 -88 Monthly Budget Report for August, 2008
Committeeman Golinski inquired as to when the City receives the sales tax.
Finance Director Mika stated that it is received monthly. City Administrator
McLaughlin added that the sales tax lags behind approximately two months,
which is why the year -end books are not closed for two months.
Committeeman Golinski stated that sales tax revenue is projected at $2.9 million
and asked if the City would be close to that projected. Finance Director Mika
stated that projected is approximately $2.5 million.
Committeeman Golinski stated that revenue from development was projected at
$1.5 million, but noted that the revenue is currently at $180,000.00. City
Administrator McLaughlin stated that the fees are received when the final plats
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are recorded, and there are not a lot of projects being recorded at this time. Travis
has been asked to look at this figure and estimate how many projects will be
recorded soon such as Cobblestone, Lincoln Prairie and Yorkville Crossing. This
matter is being watched closely.
Committeeman Golinski stated that he is concerned that the general fund is at
80% of the project deficit and thinks this matter should be monitored.
Committeeman Spears stated that page 54 indicates that the total revenue is at
14.1%, however the cost under maintenance general is at 153.4% and operating
supplies is at 119.6% and office supplies is at 98.3 %. There seems to be
discrepancies. Chairperson Munns stated that he would like to see the figures that
correspond with these budget accounts. Finance Director Mika stated that she
would work with Mr. Mogle to get these accounts in order, as there seems to be a
problem.
Committeeman Spears shared her concern over the general fund. Committeeman
Golinski stated that the City needs to be sure they are watching what is spent.
City Administrator McLaughlin added that the directors are scaling back and that
all accounts were reviewed at the 3 -month mark and that the 6 -month budget
review will take place in November. Mayor Burd stated that the directors have
scaled back $1.4 or $1.5 million dollars; therefore, no additional direction is
needed to do so. Committeeman Spears stated that she would not like the City to
be forced into layoffs, but it may have to be a consideration in the future. Mayor
Burd stated that several stores have opened up so that should help the revenues.
Chairperson Munns stated that the City cannot spend. funds based on what funding
`may' come in. Committeeman Spears added that the City should no longer count
on development fees as a source of revenue.
This item was moved to the Consent Agenda.
2. ADM 2008 -89 Monthly Treasurer's Report for August, 2008
Treasurer Powell stated that the beginning balance was $12,811,830.00, with
revenues of $2,630,256.00 and expenses of $5,520.767.00 for an ending balance
of $9,916,319.00. The fund balance reserve dropped from 21.64% to 19.08 %. It
should be between 15 -25 %.
Treasurer Powell added that there would be 1 more real estate tax payments in
September.
With no further discussion, this item was moved to the Consent Agenda.
3. ADM 2008 -90 Hometown Days — Consumption of Alcohol
City Administrator McLaughlin stated that no one would confirm which
employee might have drank during working hours at Hometown Days.
Additionally, he spoke with those members of the Police Department that conduct
BASSET training and was surprised that there are no regulations regarding the
person serving alcohol not being allowed to consume alcohol.
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City Administrator McLaughlin has 3 recommendations for the future:
1. Employees who wish to volunteer may do so on an individual basis,
however, they will not receive comp time as reimbursement for their time.
2. The City will look for volunteers from the community. However, some
employees will be needed for responsibility of funds and keg exchanges.
3. Reduce the beer sales to one location.
Additionally, he stated that all volunteers would be told that there is no drinking
until after their work shift.
Committeeman Spears stated that she would prefer if employees received straight
time compensation for their time worked at these events. Scott Sleezer stated that
it is difficult to get people to handle the trash, however, if they looked at flex
time, that might help. His concern is that there is so much involved with set up
and take down, that flex time could not be used in the same work period. City
Administrator McLaughlin stated that legally, flextime has to be used in the same
pay period. Mayor Burd added that the event makes money; therefore, it pays for
itself. Chairperson Munns stated that overtime and split shifts would be looked at
through the Public Works Committee; therefore, this may not be an issue if
changes are made to work schedules.
Discussion took place regarding the number of attendees. It is estimated that
there were approximately 8000 attendees on Sunday.
Discussion took place regarding establishing a formal policy that states that
anyone representing the City, an event in a City park or any other City sponsored
event should not drink alcohol during the event. A draft policy will be prepared
for the November 13, 2008 meeting.
4. ADM 2008 -91 Proposed Administration Committee 2009 Meeting Schedule
Chairperson Munns asked if there were any issues with the proposed schedule.
Mr. Sleezer stated that it is difficult for Mr. Mogle to attend this meeting as the
Park Board meets the same evening. It was determined that it would be easier to
attempt to change the Park Board Meeting schedule and that the Administration
Committee Meetings would be changed to 6:30 pm for the next few months to see
if that works better for everyone involved.
5. ADM 2008 -92 Policy on Employees Taking City Vehicles Home
Committeeman Spears stated that the Supervisor of Recreation had requested to
take home their City vehicle but was denied, however, the Supervisor of Parks is
taking his vehicle home and she does not recall the City Council approving that.
Mr. Sleezer stated that he has taken home his City vehicle for over 5 years as he is
on call 24 hours a day. He gets called in for park damage, recently because kids
stole a grind rail from a park, for ball fields being flooded or for lighting issues,
among others.
Mr. Sleezer stated that John Sleezer is called out far more frequently than he is for
issues such as traffic signals or lights not functioning and downed trees.
Committeeman Spears stated again that in the past requests for taking home
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vehicles was approved by City Council and this was not approved. Mr. Sleezer
stated that both he and John live within 1 mile of the City.
Discussion took place regarding the members of the Police Department that take
City vehicles home. It was determined that Lt. Hart, Lt. Schwartzkopf, Director
Diederich and Officer Pleckham reside in the City. Chairperson Munns was
uncertain what emergency situations Director Diederich would be called in for.
The issue of Director Diederich's call -outs will be addressed with the Police
Department, with information returning to this committee.
City Administrator McLaughlin stated that with regards to Scott Sleezer and John
Sleezer, the vehicles they take home are the same they drive during the workday.
When John is called out, he responds directly to the scene of the call -out and does
not need to come into the shop and pick up a truck or equipment.
Committeeman Spears asked if Public Works employees still take home vehicles.
City Administrator McLaughlin stated that occasionally they do for snowstorms
so that the employee can go directly to their route and not come into the shop.
Committeeman Spears asked for an informal report of call -outs for the next 3 -6
month period.
Committeeman Spears noted that this committee no longer receives the City's
department vehicle usage report. Assistant City Administrator Olson stated that
the report is now issued quarterly and is located in the Administrator's Weekly.
Committeeman Spears also asked if driver's licenses, are checked yearly. Finance
Director Mika stated that they are checked on the City's fiscal year. She will
check with Human Resource Director Kasper to determine if it was done this
fiscal year.
This item will return to the Administration Committee for further discussion.
6. ADM 2008 -93 Special Events Policy
This item was previously covered under item #3.
7. ADM 2008 -94 Bank Signature Card Policy — Discussion
Committeeman Spears stated that she was concerned that bank signature cards
were being left out for signatures when the cards include information such as
name, address, social security number, mother's maiden name, etc. She is
concerned about identity theft. Treasurer Powell stated that he couldn't seek out
each person individually for his or her signature so he was open to another
suggestion regarding how to handle this matter. It was determined that the cards
would be distributed at City Council meetings for signatures. Treasurer Powell
stated that he has requested the bank issue separate cards for each person,
however, they refuse. Finance Director Mika will speak with them to try to
resolve this issue and report back to this committee at the next meeting.
8. ADM 2008 -95 Reverse Employee Evaluation Policy
Committeeman Spears stated that she is aware the some larger corporations
conduct reverse evaluations to get a sense of how the employees feel about their
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supervisor, etc. It helps to bring out the supervisor's strong and weak areas.
Chairperson Munns stated that Rush Copley has employees gather evaluations of
themselves from 5 peers. Discussion took place regarding how the City would
handle this and who the information would be disseminated to. Committeeman
Spears stated that the Council used to read department head evaluations and this
would be the same general principle. Mayor Burd stated that she is against this as
the persons reading the evaluations do not have disciplinary control.
Minute Taker Hartigan stated that her former municipal employee conducted
reverse evaluations. The matter was included in the Personnel Policy and
bargaining unit agreements that "employees would be asked but not required to
evaluate their supervisor once annually ". We were asked to complete the
questionnaire anonymously. She stated that at first the Village tried to code the
forms by using different colored forms for each department, which upset the
employees. Then, the Village sent them all out the same and many employees
completed the forms. It was a good way for employees to let the upper
management know what was going on, especially when departments are split into
different facilities. The only time a problem arose was when an employee had
something personal against their boss, however, with several people completing
evaluations at the same time; those could usually be weeded out. All forms were
returned to Human Resources who would forward them to the supervisor's
supervisor. It really was a good program.
Chairperson Munns stated that he thought sending the forms to Human Resources
was a good idea and asked Finance Director Mika to work with Human Resources
Manager Kasper to develop protocol on how to administer this program. The
matter will be brought back to the November Administration Committee Meeting.
OLD BUSINESS:
1. 2008 -87 Review of Nextel Bills
This item was tabled, however, Finance Director Mika stated that she has placed
called to Nextel trying to get the missing documents. She has been having
difficulty obtaining these records. The on -line billing is also missing the
information that the bill is missing. Finance Director Mika will continue to
pursue this matter.
2. 2008 -72 City Council Goal Action Plan — City Hall
Assistant City Administrator Olson stated that the SWAT analysis with staff was
completed since the last discussion. He stated that staff comments were very
similar to this committee's comments with regards to workspace.
At this time, he is seeking direction regarding moving forward with planning or
discussing how to make the current facility better. Committeeman Werderich
stated that he feels the committee needs to look at dollar amounts to determine
how they could make the plan a long -term goal. Committeeman Golinski stated
that he is concerned that the municipal building fund is currently $500,000.00
over budget and it's only 3 months into the fiscal year. Committeeman Werderich
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stated that he feels the committee should look at potential revenue sources to
create a cash stream or a constant revenue stream.
Chairperson Munns asked Assistant City Administrator Olson to lay out the ideas
and bring it back to this Committee and thanked him for his work. Assistant City
Administrator Olson stated that he would make this matter an addendum to the
space needs analysis.
Mayor Burd asked if the City could build another story on the current facility.
Assistant City Administrator Olson stated that he believes they can, but he will
check into the matter.
3. ADM 2008 -73 City Council Goal — Green Building Design / Certification for
Municipal Building
Assistant City Administrator Olson stated that he and Alderman Sutcliff have
worked with Travis to figure out what needs to be done as far as green municipal
buildings. Regardless of whether the City would seek Green design or
certification, a floor needs to be established for size. Most ordinances they have
reviewed have set a floor of 4000 or 5000 square feet or 1000 square feet for
renovations.
The cost to have the building reviewed is a couple of thousand dollars, but that is
minuscule compared to the cost savings.
Mayor Burd reminded the committee that this is for City owned buildings only.
Committeeman Spears stated that her concerns are as follows:
1. Does the cost increase to make the building Green?
2. There is a need to identify funding.
3. Does it escalate the cost up front?
4. She would like to see a cost comparison.
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There are several levels of Green. City Administrator McLaughlin explained
them as follows:
Certification - .66%
Silver — 2.11 %
Gold —1.82%
Platinum — 6.5%
Assistant City Administrator Olson stated that there is a point rating system for
certification. The City could receive points just for location, such as if the
building is located near mass transit.
Mayor Burd stated that it is a good marketing tool. She feels the City should lead
the way in order for others to want to come to the City.
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Assistant City Administrator distributed a handout. The Committee was asked to
review it and bring feedback to the next meeting.
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ADDITIONAL BUSINESS:
Committeeman Golinski — He received a call about a vehicle in front of Alderman
Plocher's house that is inoperable and un- plated. This matter needs to be addressed.
Committeeman Werderich — He asked the status of the Landfill Siting Ordinance.
Mayor Burd responded that it would be on the November agenda. Attorney Orr received
direction from Mayor Burd regarding a legal situation, which is not a staff issue. She
stated that she would not share the information at this time; however, it will be included
in a memo to the members.
Committeeman Spears — She asked about the mining ordinance. City Administrator
stated that there was a text amendment to the zoning ordinance. Mayor Burd stated that it
would be expanded to include agricultural areas. Committeeman Spears feels that he
document could hurt the City. She stated that she feels the wording should be changed as
it currently allows blasting. She would like to table this matter until more research could
be done. City Administrator McLaughlin stated that he would speak with Travis about
researching state regulations. Mayor Burd stated that the matter should return to the
Administration Committee.
She received a call from the Fox Valley Trading Company after a representative from the
City told him that the banners he sells which are on display in front of the business are in
violation of the City's sign ordinance. The caller was informed to contact another
representative from the City, however after 3 attempts he has not received a call back. ,
The violation notice states that the banners are to be removed within 3 days. These
banners are not advertisement and therefore, she does not feel that he should have to
apply for a special sign permit. Alderman Sutcliff that she was approached by someone
in the past regarding this same issue and that the City determined that they are not
permitted signs. The Roadhouse has one that they cannot use for the same reason.
Committeeman Werderich stated that he feels the committee needs to know what the
violation is before they can make a determination. City Administrator McLaughlin
advised Committeeman Spears to have Fox Valley Trading Company see him to resolve
the matter.
Committeeman Spears stated that Police Cadets have been delivering packets to the
committee members. She feels that the members should go back to picking them up.
The consensus of the Committee was to have the members pick up their packets.
Committeeman Spears gave information to Finance Director Mika regarding an
egovernment workshop through the Illinois Municipal League entitled `Beyond the
Webpage'. She feels it would be a good workshop for Charlie to attend.
Chairperson Munns — Inquired as to when the baseball team's photo would be hung up.
Mayor Burd stated that she discussed the matter with Travis earlier in the day.
Treasurer Powell — Kendall County says that investments are safe. He has a meeting
with Castle Bank yesterday. another with Old Second Bank on Monday regarding this
matter. He will give a report to the City Council on Tuesday.
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ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 8:40 pm.
Minutes respectfully submitted by Margaret M. Hartigan.
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