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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 i Page 2 of 9 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. Page 3 of 9 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 i Page 4 of 9 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 Page 5 of 9 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 Page 6 of 9 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. �I 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. Page 7 of 9 Assistant City Administrator distributed a handout. The Committee was asked to review it and bring feedback to the next meeting. �,I Page 8 of 9 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. Page 9 of 9 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. i I PLEASE SIGN IN MEETING: DATE: NAME BUSINESS PHONE # lro -W� �7 o'� (4 i