Loading...
Administration Minutes 2008 08-14-08 i APPROVED W/ CORRECTIONS 9/11/08 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING City Hall, Conference Room Thursday, August 14, 2008 — 7:00 P.M. PRESENT: Chairperson Munns, Committeemen Werderich, Golinski ABSENT: Committeeman Spears ALSO PRESENT: City Administrator McLaughlin, Assistant City Administrator Olson, Finance Director Mika, Treasurer Powell, Mayor Burd, Alderman Sutcliff, Community Development Director Miller, Catherine Allen and Silena Worster of the US Green Building Council 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: Catherine Allen and Silena Worster from the US Green Building Council gave a presentation on Green Buildings. Highlights of their presentation include the following: • They are co- chairs of the state and local government committee • The US Council will be putting all information and forms online at www.usabc.orR • You do not need to be a member to access most of the information online • There are 79 chapters worldwide • There are 1200 members in the Chicago Chapter • There are 4 suburban chapters; 1 is for the Fox Valley area and that group meets in Batavia • The Chicago Public Library has a great battery recycling program • The new Naperville Public Works Building (213,000 sq. ft.) may seek certification • Green buildings typically have a savings as following: 30 -50% for energy costs, 35% carbon emissions, 40% water usage and 70% solid waste • There are sample ordinances and policies on the USGBC website • The City of Chicago has a green permit program in which green buildings will be expedited through the process • Normal, IL requires all new buildings in the business district over 7500 sq. ft. meet green standards • The US Conference of Mayors — 2007 Climate Protection Program plans to curb global warming and other things regarding carbon and the climate • Studies show that there are cost savings of 26% less energy, 13% less maintenance costs, 27% high occupant satisfaction and 33% few carbon dioxide emissions • The state of California requires all new and existing state owned buildings to be LEED certified Administrator McLaughlin stated that the Strategic Planning issue will return to next months meeting. Ms. Allen offered to bring the committee members along for tours. MINUTES: The minutes of July 10, 2008 were approved without correction. NEW BUSINESS: 1. ADM 2008 -74 Monthly Budget Report for June, 2008 This item was moved to the Consent Agenda. 2. ADM 2008 -75 Monthly Treasurer's Report for June. 2008 Treasurer Powell stated that the beginning balance was $10,496,445.00, with revenues of $2,514,173.00 and expenses of $2,157.283.00 for an ending balance of $10,853,335.00. The balance is up slightly With no further discussion, this item was moved to the Consent Agenda. 3. ADM 2008 -76 Bad Debt Update Director Mika stated that this information is provided per the policy and will be received by the Committee on a quarterly basis. She stated that items were moved that were accounts receivable, utility bills and payroll from 1997. Committeeman Golinski noted that the City still does business with Kritzberg Development and therefore should attempt to collect those funds. It was determined that the Finance Department will continue to pursue these debts; however, they will be taken off the books after 1 year at the auditors' request. An update will be given to this committee next month. I This item was moved to the Consent Agenda. 4. ADM 2008 -77 Re- titling a Position — Senior Accounting Clerk Director Mika stated that due to a recent resignation of the Senior Accounting Clerk and the elimination of the Assistant Finance Director from the budget, she is requesting to upgrade this position to Senior Accountant. She is also requesting a raise in the salary range from $37,320.00 - $50,575.00 to $42,320.00 - $55,575.00. This is comparable to other municipalities for this same position. With approval from the committeemen, this item was moved to the Consent Agenda of August 26, 2008. i 5. ADM 2008 -78 Solid Waste Facility Siting Ordinance 6. ADM 2008 -79 Mining Ordinance Committeeman Werderich stated that he would like the committee to review the attached ordinances (Solid Waste Facility Siting Ordinance and Mining Ordinance) to determine which would be more appropriate for the City. Chairperson Munns suggests that Attorney Orr should be asked which she prefers based upon her experience. Also, Attorney Orr should be asked to bring additional ordinances forward if she is aware of any. The committee was asked to review both ordinances and bring discussion points back to the next meeting. Members of the public that were in attendance were advised to submit information to Assistant City Administrator Olson if they would like it discussed at the next meeting. OLD BUSINESS: 1. 2008 -67 Protocol for Canceling City Council Meetings There was previous discussion regarding this item. With regards to item B, Chairperson Munns feels that there should be a time frame in which a meeting can be canceled. It was determined that meeting must be cancelled 72 hours prior to the scheduled start of a meeting. Attorney On 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 advance of the meeting then it can be cancelled, however, if it is less than 48 hours, they must move forward with the meeting. Additionally, Minute Taker Hartigan had previously suggested that Minute Takers should also be listed as those that should be notified of a cancelation under item D. With the previous changes being made, this item was moved to the Consent Agenda. 2. 2008 -72 City Council Goal Action Plan — City Hall Assistant City Administrator Olson stated that the departments were being asked to do a SWOT analysis to determine what they like and dislike about the City Hall Facility. The following analysis took place: S (strength) Location (central) Shared parking resources Close — open staff areas Access to technology Building is fairly new Fiscally conservative Rain garden Connected to the Police Department Emergency power W (weakness) Architecture Size Front parking lot is small Location (not downtown) Inside /outside break area Office furniture Meeting space Layout (restrooms) HVAC system Storage area Technology (presentations, etc) Emergency exit location in Chambers Natural light More fresh air Not green Desks for elected officials O (opportunities) Own land on Post Office Authority over land use Developer assistance (opportunity to negotiate) Current building has strategic location for re -use T (threats /problems) Downturn in the economy Prioritization of City Hall vs. Police Department Financing Parking at a downtown location Current Chambers will be cramped soon Assistant City Administrator Olson will combine the staff comments and bring this back to the September meeting. ADDITIONAL BUSINESS: Committeeman Werderich — None Committeeman Golinski — None City Administrator McLaughlin — None Mayor Burd — She attended meetings with the Forest Preserve and with the attorney. The Forest Preserve wants to negotiate, however, she informed them that the City is happy with the agreement and now wants it enforced. Additionally, Tom Gilmore was very uncomplimentary to the City and stated that the City will turn into a carnival. There was also talk about tearing down the old jail, to which she informed them that the City was against that. The building has been identified as 1 of 10 most endangered buildings I I in the state and identified as potentially historic. She will continue to monitor this situation as the Forest Preserve was given 30 days to execute the lease with the City. She did ask if someone could take the annexation agreement to them tomorrow as they have 30 days to fill it out. ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8:06 pm. Minutes respectfully submitted by Margaret M. Hartigan. PLEASE SIGN IN MEETING: )6KW)lw-A orl M cr�o -9 DATE: NAME BUSINESS PHONE # � C -Wci�� � y�2n 4) UU 1� Hool y 6 7� V�T �_,��;� ►? 1L , l J�ii�i s ie, 670 1.77-7 '0 ©19 �av