Administration Minutes 2008 09-11-08 Page 1 of 8
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, September 11, 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, Attorney Orr, Alderman Sutcliff, Alderman Bob Allen, Charlie
Graff, Travis Miller, Lt. Swartzkopf and Tony Scott of the Record.
GUESTS:
Keith Degen of Konica Minolta Business Solutions, Mickey Smith of Konica Minolta
Business Solutions and Chris Borgsdrom of McGrath Office Equipment.
Chairperson Munns called the meeting to order at 7:00 p.m. in the Conference Room of City
Hall.
Chairperson Munns asked Attorney Orr if people who are not on a committee are in attendance
at a meeting, could there be a violation of the open meeting act. Attorney Orr stated that the
criteria of having the members there has been met. Committeeman Golinski asked if the other
Alderman could be counted. Attorney Orr stated that if the Chairperson recognizes them, they
could speak. Chairperson Munns stated that the record would reflect that legal counsel states it
is all right.
PRESENTATION:
None
MINUTES:
Committeeman Golinski stated that under Old Business #1 — it was determined that meeting
must be cancelled 72 hours prior to the scheduled start of a meeting. Attorney Orr added that
most special meetings are called 24 hours in advance. Committeeman Werderich reviewed that
if 3 people agree to call a special meeting and 1 person backs out in more than 72 hours in
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advance of the meeting then it can be cancelled, however, if it is less than 48 hours, they must
move forward with the meeting.
NEW BUSINESS:
1. ADM 2008 -80 Monthly Budget Report for July, 2008
Committeeman Golinski stated that the general fund summary shows revenues at
$951,743.00 but the detailed report shows $2,375,071.00 on page 17. Finance
Director Mika stated that there is an error and that the detailed report should be
looked at. The error will be corrected tomorrow.
Committeeman Golinski stated that in the Streets budget, mosquito control is
budgeted at $30,000.00 and the actual expense is $29,832.00 but is lists that
24.8% is used. There must be an error. He also stated that Beecher and Public
Works Maintenance would need to be looked at during the 6 -month budget
review. City Administrator McLaughlin stated that in past years, the City funded
minor building repairs under the Municipal Building Fund. This practice is illegal
and therefore, they are moving the line items here. It was missed during the
initial budget preparation and therefore funds will be found to cover the expenses.
Finance Director Mika stated that her staff would do a journal entry to put the
expenses in 1 place for easier tracking.
Committeeman Spears stated that under Finance Part -time Salaries there is an
error. Finance Director Mika stated that the part-time intern worked the I" week
of May to complete a project. Funds from the regular salary account will be
moved during the 6 -month budget review to cover the expense.
Committeeman Spears asked about the maintenance cost for office equipment.
Finance Director Mika stated that the cost is due to the folding machine, which
has been talked about in the past. This will be adjusted during the 6 7month
budget review.
This item was moved to the Consent Agenda.
2. ADM 2008 -81 Monthly Treasurer's Report for July, 2008
Treasurer Powell stated that the beginning balance was $10,852,335.00, with
revenues of $4,173,148.00 and expenses of $2,169.400.00 for an ending balance
of $12,857,353.00. The fund balance reserve is at 21.64 %.
Committeeman Spears asked what the City's bond rating is now. Attorney Orr
stated that to the best of her knowledge it is not rated. Finance Director Mika
stated that it was A- to A, but there is no letter since last year.
Committeeman Golinski asked under the July Revenues, what is "Trust &
Agency ". Treasurer Powell responded it is money collected for other agencies
such as the garbage company. The funds are collected one month and distributed
the next.
With no further discussion, this item was moved to the Consent Agenda.
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3. ADM 2008 -82 Copier RFP Results
IT Analyst Graff stated that 7 packages were received back and that after being
analyzed the award will go to Konica Minolta Business Solutions. Highlights of
the award include:
• 48 month lease rather than a 60 -month lease as technology gets better and
more breakdowns occur in the 5 t " year,
• The black/white laser will print 45 pages per minute. It is a good quality
machine with a retail cost of $1400.00. The cost includes the lease cost, plus
the maintenance cost and is lower than the current lease cost.
• We can reduce the number of copies if it is determined we don't need that
amount.
Mr. Chris Borgsdrom of McGrath Office Equipment stated that his company was
the low bidder but they did not receive the award due to issues with some of the
specifications. He is not sure what that means as all specifications have been met.
McGrath Office Equipment offered a 48 month lease with a $148.00 /month less
per copy charge = $7104.00 over the 48 months. Additionally, their cost was
$459.00 /month less on the machines for a total of $22,000.00 over the 48 months.
That equates to a $29,000.00 savings over the 4 -year term. Finance Director
Mika stated that the following was not included in the bid: the timeline,
information regarding the billing cost, the process for reordering supplies, the
contact information, information regarding equipment hook -up, fulfillment of the
maintenance contractor and calling procedures. Mr. Borgsdrom stated that he
completed all forms that he was given to complete. He feels that if McGrath
Office Equipment could save the City that much money, the City should have
called to clear up this situation, Chairperson Munns - stated that there are legalities
to be followed during the RFP process. Attorney Orr stated that the City has the
right to waive the low bidder, however, it is not a practice that is usually
recommended. Committeeman Golinski stated that the City lost confidence in
how McGrath Office Equipment will fulfill the process. Additionally, he stated
that there is a lot to consider during the procurement process other than just
money.
Committeeman Werderich stated that he finds it difficult to reject a $30,000.00
savings to the City. Chairperson Munns reminded him that if a bid is not
complete, it does not need to be considered. State law states that after a bid
closes, the City cannot go back to a bidder without going to all of them.
Committeeman Golinski advised Mr. Borgsdrom that McGrath Office Equipment
would have an opportunity to submit another bid in 4 years.
With no further discussion, this item was moved to the September 23, 2008
Consent Agenda.
4. ADM 2008 -83 Water Shut -off Analysis
City Administrator McLaughlin stated that at the last meeting, Alderman Besco
asked about water shut offs. He stated that it is more difficult to shut off water
customers during the winter months. Generally, residents who are 2 months
behind on their bill will be put on the shut off list. Finance Director Mika stated
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that when residents become delinquent, they are sent a pick letter and put on the
list. Some residents make payments at that point. With regards to the other,
Public Works goes out and puts a note on their door advising that they have 24
hours to make a payment or they will be shut off. Those that don't make payment
get shut off after the 24 -hour period.
Attorney Orr stated that the City code is not written well and will be written to
match the procedure.
City Administrator McLaughlin stated that Judy would like a policy for renters to
be required to put down a deposit, as most chronic violators are renters. Attorney
Orr suggests that perhaps renters be required to put down a deposit once they have
been shut off.
5. ADM 2008 -84 Overtime Policy Discussion
There is a need to reduce overtime. Discussion took place regarding exempt
employees having comp time. The committee was reminded that Glory earned
comp time in 2007, prior to becoming an exempt employee.
Finance Director Mika stated that the total regular and overtime hours for
Hometown Days was calculated this afternoon. Chairperson Munns stated that if
people have volunteered their time, he does not understand why the City still
needs to pay overtime for this event. Committeeman Spears stated that members
of the Citizen's Police Academy offered to volunteer and were turned away,
because all of the time slots were filled. Chairperson Munns also inquired as to
why the Foremen are getting overtime when the City has free volunteers. City
Administrator McLaughlin stated that he would speak with Mr. Mogle regarding
this matter. He added that much of the overtime is for garbage hauling and it is
difficult to get volunteers to do that. Additionally, he stated that he would like to
go to the service organizations to get volunteers to staff the booths.
Committeeman Golinski noted that an Administrative Assistant / Receptionist
was paid time and a half for manning a booth and his understanding is that those
employees would receive comp time at straight time. Chairperson Munns
directed City Administrator McLaughlin to speak with Department Directors first
about volunteers prior to scheduling employees for overtime for future events
such as Music Under the Stars.
Committeeman Spears stated that she received a report of an employee drinking
beer while on duty and that photos can be made available. If the employee is
getting overtime or comp time, that would be a violation of City policy and the
employee should be reprimanded. City Administrator McLaughlin will
investigate this matter and return to the committee next month with a report.
Chairperson Munns stated that the entire overtime policy needs to be reviewed as
over 50% of the 2007 budget amount has been expended. He noted that the
highest number of overtime hours are listed for the highest paid employees. The
same Foremen always have large numbers of overtime and he feels the City needs
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to look into this matter. He also suggests a change in work schedules such as
Tuesday through Saturday or Wednesday through Sunday to reduce the overtime
hours.
Committeeman Spears stated that the survey should include towns that are
comparable such as Plano, Montgomery, Sugar Grove, Oswego, Sandwich, and
Plainfield. The survey that was completed was bad.
Committeeman Spears asked for a monthly report on overtime, including
explanations on why it was used.
Chairperson Munns asked if an employee is called -out, how much overtime do
they receive. City Administrator McLaughlin stated they are paid 2 hours. He
also stated that Mr. Dhuse's department has IEPA samples taken and read daily.
It was suggested that the employee who handles those samples on Saturday and
Sunday and receive 4 hours of overtime should instead be paid regular time and
be given a day off during the week. Chairperson Munns would like to know why
policies established in October, 2007 have been ignored.
It was noted that overtime is calculated on a calendar year, not a fiscal year.
Therefore, overtime is not over budget at this time, in fact, it appears that the
Water Department is down $10,000.00 from last year. Finance Director Mika
will change the report to fiscal year.
6. ADM 2008 -85 Compensatory Time Program — Current Balances Report
Chairperson Munns feels the City's policy is very generous, he would like it
reduced to 120 hours by the end of the fiscal year. Finance Director Mika stated
that it has been reduced from 240 to 120. Employees have until May 1, 2009 to
use or lose the time.
It was suggested that employees be allowed to have flextime in order to reduce
comp time. For example, if an employee works an extra 3 hours during the week,
they should be allowed to take 3 hours off later in the workweek.
Committeeman Golinski stated that he asked City Administrator McLaughlin for
a list of comp time balances and comp time paid out for the year. He does not
want to pick on anyone; however, there is a responsibility to the taxpayers to
monitor this.
Assistant City Administrator Olson stated that on August 7, 2007, it was approved
that the comp time cut -off would be August 28, 2009. Anyone who has in excess
of 120 comp time hours would be paid out for those hours. Chairperson Munns
feels the department directors should push the usage of comp time rather than the
City having to cut checks for those hours.
It was suggested that the comp time maximum be reduced to 80 hours. City
Administrator McLaughlin stated he would like to research this matter with Mr.
Sleezer first as there are times when reducing the number of employees to grant
comp time would hamper his departments operations. Additionally, as the town
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grows, the City may wish to consider hiring a contractor to plow side streets,
which would reduce overtime /comp time. A vote was taken with the following
results:
Committeeman Spears — reduce to 80 hours
Committeeman Golinski — reduce to 80 hours
Committeeman Werderich — no reduction
Mr. Allen — reduce to 80 hours
Alderman Sutcliff — no comment as she would like to hear from Scott
regarding the needs of his department.
Attorney Orr stated that the legal issue is how long employees can keep comp
time. It should be paid out the year it was earned. Minute Taker Hartigan stated
that her former municipal employer allowed employees to earn up to 240 hours of
comp time, however, those employees had to `cash -out' that time on April 30,
2008 prior to annual raises being issued so that the employees were paid the comp
time at the same hourly rate in which they earned it. Committeeman Golinski
stated that 19 employees have more than 80 hours of comp time.
Attorney Orr suggested giving the employees another year to reduce their comp
time hours. She also suggests making the policy part of the Employee Handbook.
Chairperson Munns stated that this matter would return to the next meeting. He
added that overtime; comp time and flextime are serious matters that need to be
addressed.
7. ADM 2008 -86 Flex Time Program
This item will be held until the next agenda. Mr. Allen asked if there would be a
maximum for flex time. Chairperson Munns stated that would be dependent upon
variable schedules and shifts.
8. ADM 2008 -87 Review of Nextel Bills
This item was held for next month's agenda.
OLD BUSINESS:
1. 2008 -79 Mining Ordinance
Travis was in attendance to discuss this matter. He stated that the current
ordinance allows mining as a special use in M -2 zoning areas. Those areas would
be the southern part of the City — farming areas. Committeeman Spears stated
that her concern is regarding the fact that mining is being done in the City, but
then the materials are being taken to other towns and being sold. There is no
benefit to the City. Travis stated that the particular instance she is speaking of,
excavation was negotiated as part of the annex agreement. He stated that his
understanding that they are at about 90% completion on that site. Committeeman
Spears stated that the public is against mining as evidenced by discussions at
Public Hearings. Travis explained that the City Council approved the annexation
agreement in 2000 and that when the mining is complete; the area will be
developed as a lake.
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It was determined that Travis would take his staff recommendations to the Plan
Commission in October. Furthermore, Committeeman Spears stated she would
like the ordinance to be strict. Attorney Orr stated that the City has legal rights
against violators.
2. 2008 -67 Ordinance Amending the Governing Ordinance regarding Protocol
for Canceling a Special City Council Meeting
Attorney Orr stated that she feels that 72 hours notice is illogical. She stated that
the proposed ordinance only allows for one of the three scheduling Alderman to
cancel a special meeting. Committeeman Werderich stated that if a meeting is
called with only 48 hours notice, then the meeting has to proceed because it is less
than the 72 -hour cancellation policy. Attorney Orr stated that this was her
concern, as it does not allow for anyone to change his or her mind.
The proposed ordinance will be changed as follows:
• Section V, Item A shall state "Regularly scheduled City Council Meetings or
Special Meetings called by the Mayor may be called by the Mayor if advised
there is not a quorum of the members present ".
• Section V, Item B shall state "Special Meetings called by three (3) Alderman
may be cancelled by two (2) of the three (3) Alderman that called the meeting
if there is not a quorum of the members present or for any other reason ".
This item was moved to the Consent Agenda.
3. ADM 2008 -72 City Council Goal — City Hall
This item was moved to the next meeting's agenda.
4. ADM 2008 -73 City Council Goal - Green Building Design for Municipal
Building
This item was moved to the next meeting's agenda.
ADDITIONAL BUSINESS:
Committeeman Spears — None
Committeeman Golinski — None
Committeeman Werderich — None
Alderman Allen — None
Attorney Orr — The Executive Session meeting minutes through 1999 will be released
and available in Lisa's office. Please contact Lisa or Assistant City Administrator Olson
is you need to view them outside of normal business hours.
Keith Degen and Mickey Smith — (Representatives from Konica Minolta Business
Solutions) They wished to thank the City for the bid award as they had placed a bid 5
years ago and lost. They are very pleased to be working with the City.
ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING:
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With no further business to discuss, the meeting adjourned at 8:55 pm.
Minutes respectfully submitted by Margaret M. Hartigan.
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