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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 Page 2 of 8 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. Page 3 of 8 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 i Page 4 of 8 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 Page 5 of 8 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 Page 6 of 8 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. I Page 7 of 8 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: Page 8 of 8 With no further business to discuss, the meeting adjourned at 8:55 pm. Minutes respectfully submitted by Margaret M. Hartigan. 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