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Administration Minutes 2008 07-10-08 Page 1 of 7 APPROVED 8/14/08 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING City Hall, Conference Room Thursday, July 10, 2008 — 7:00 P.M. PRESENT: Chairperson Munns, Committeemen Spears, Werderich, Golinski ABSENT: None ALSO PRESENT: City Administrator McLaughlin, Finance Director Mika (via telephone conference), Parks Director Mogle Public Works Director Dhuse, Treasurer Powell, Deputy Treasurer Milewski, Attorney Orr, Mayor Burd, Alderman Sutcliff 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. DISCUSSION: Chairperson Munns feels that there is a need to expedite the agenda and reduce paper; therefore, he suggests that a few items be removed from this committee agenda such as the FOIA Report and the Vehicle Report. The committee agreed those items should be placed on the Administrator's Weekly on a quarterly basis. Chairperson Munns stated that with regards to item #9, if this committee approves such requests, he feels the committee is micromanaging. Attorney Orr stated that the committee can establish policy, however once a policy is set, it is an administrative function and no longer a concern of this committee. This also applies to job descriptions. She stated that liability is the concern and the City Council could lose its rights to indemnification. The City Council should rely on the department heads and Administrative staff to handle such matters and not take away their discretion or expose the City to a grievance. She is unaware of any other City Council that approves such requests. Furthermore, she stated that the City Council has their control in such matters through the budget process. Committeeman Spears stated that years ago, job descriptions and salary increases were presented to the City Council that were not justified, therefore after attorney review the City added the last paragraph of the job descriptions. Attorney Orr stated that in that instance, the City controls the budget and that the department head that did this should have been reprimanded. Page 2 of 7 NEW BUSINES: Chairperson Munns asked to move to item #11 so that Director Mogle should leave for another meeting. 11. ADM 2008 -68 Proposed FY08 /09 Recreation Center Budget Finance Director Mika stated that she initiated a new fund number called the enterprise fund. The budget figures for the new Recreation Center that were provided by Director Mogle have been added. It was determined that there would be no new change to the City budget as all funds coming out and the same funds going out. Finance Director Mika noted that there is a reduction in the transfer from the General Fund for coverage of full time employee salaries and benefits. There is a concern over the possible loss of some members. Director Mogle stated that if the revenues go down, the expenses will also have to go down. This item was moved to the Consent Agenda. 12. ADM 2008 -69 Participation of Part Time Employees in IMRF Director Mogle stated that due to budgetary constraints, he was unable to upgrade an employee from part-time to full -time; however, he was able to add 10 hours per week for this particular employee. This results in the employee working more than 1000 hours per year, which requires the employee participate in IMRF. The budget will need to be increased by approximately $1200.00 to cover the employer's portion. Additionally, there may be a request to add a part-time custodian to the night shift, which would also be more than 1000 per year. Attorney Orr stated that this it mandated by law, the City Council should not be exposed to a vote on an item where there are not options. Discussion took place regarding the best option as Committeeman Werderich suggested that perhaps the City consider hiring 2 part time employees to reduce the number of hours per person as it may be detrimental for a part-time employee to have to contribute to the IMRF. Director Mogle stated that he would consider this option for 1 of the positions. The item was moved to the Consent Agenda. 13. ADM 2008 -70 Recreation Manager Job Description Director Mogle stated that this position was approved in the new budget. He worked with Human Resources Manager Kasper on the final draft of the job description. It was determined that in the future these matters would be handled as follows: the City Council will approve the position which is a legislative act, however they will receive a copy of the job description at that time, then the remainder of the process is administrative, therefore, the department head will be held liable. Committeeman Werderich and Spears stated that there concern is that problems would be brought to the City Page 3 of 7 Council when it's too late. Attorney Orr reminded the committee that 99% of City business is conducted without the City Council present to scrutinize. No action is required at this time. OLD BUSINESS: Chairperson Munns asked to discuss this item at this time in order for a presentation to be made. 1. ADM 2008 -55 Team Building Exercise for City Council and Department Heads Ms. Amy Bennett from Life Skills Consulting stated that she would like to coordinate a team building workshop to improve communication and help other learn to interact with difference types of people. She received the following highlights: • The program was developed by Psychologist Michael Lilybridge. • The 4 -6 hour workshop will focus on team building. • Participants will be asked to self - score. • Reports will be provided that shows areas needing improvements. • The cost is $125.00 per person and the training would be tailored to fit the needs of the City. The training would start with City Council, Mayor and Administrator. Others could be considered in the future. The Committeeman agreed this training would be beneficial to the City. Ms. Bennett was asked to forward the information to City Administrator McLaughlin. Attorney Orr stated she would research the Open Meetings Act to determine if this training would apply. MINUTES: Committeeman Spears noted that on Page 6 there is a correction from Committeeman Spears to Committeeman Sutcliff. No other corrections were noted. NEW BUSINESS: 1. ADM 2008 -58 Monthly Budget Report for May, 2008 Finance Director Mika stated that department heads were asked to include more descriptions. Committeeman Spears asked about expenses on page 6 under Contractual Services / Maintenance of Office Equipment. Finance Director Mika stated that the City purchased a sort/fold machine last year. The machine broke and required repair and this overage is due to the repair charges. This item is informational only. 2. ADM 2008 -59 Monthly Treasurer's Report for May, 2008 Treasurer Powell stated that the beginning balance was $10,835,341.00, with revenues of $1,030,658.00 and expenses of $497,845.00 for an ending balance Page 4 of 7 of $10,302,528.00. Furthermore, he stated that he added trend information at the bottom of the page for comparison sake. Discussion took place regarding the current economy and state and county taxes. The state taxes are not coming in consistently and the City has not yet received taxes from Kendall County. When asked at what % of fund balance Mr. Powell would be uncomfortable going below, he replied 15 -25 %, however, it is better to have any fund balance than none at all because at least the City can continue to operate for a short time. Discussion took place regarding the Ocean Atlantic funds. The City has written those funds off as a loss, however, would like to get some of the funds back in the future. With no further discussion, this item was moved to the Consent Agenda. 3. ADM 2008 -60 Monthly Vehicle Report for May, 2008 This item is informational only and will no longer appear on this agenda. 4. ADM 2008 -61 Monthly FOIA Report for June, 2008 This item is informational only and will no longer appear on this agenda. 5. ADM 2008 -62 Resolution to Close Beaver Street Checking Account Finance Director Mika stated that this is standard procedure. The funds were from a federal grant in 2005. The final report has been issued. Attorney Orr started that since City Council opened the account, they need to approve closure of the account. With no further discussion, this item was moved to the Consent Agenda. 6. ADM 2008 -63 Deposit Policy City Administrator McLaughlin stated that he received a memo from Travis stating that the City does take deposits from developers and are therefore following policy. This item is informational only. 7. ADM 2008 -64 Year End Cash Balances and Debt Service Schedule Finance Director Mika stated that the memo shows the City's actual cash amount. Also listed is a debt schedule so that the committee can see when bond payments are scheduled. Committeeman Golinski asked if the Public Works Facility would be funded through bonds. Director Mika stated that the bank feels it would be best for the City to do that project through a negotiated deal. When asked if she investigated refinancing the bonds, Director Mika stated that the problem is finding someone to insure the bonds and that it puts up a red flag that the City is trying to reduce it's payments. Additionally, local banks will only issue loans for 5 years. I Page 5 of 7 Discussion took place regarding developer fees and agreements such as Lenar and Foxhill. Of concern is that the debt services payment in 2015 is $6 million. This City has never had so much debt. Director Mika stated that the municipal building project in 1999 was the start of the City's debt. Attorney Orr is also reviewing outstanding agreements regarding financial issues. Discussion took place regarding the $1.2 million MPI. City Administrator McLaughlin stated that it will eventually belong to Bank of America as he met with representatives today who stated that will take the project back to maintain it, and then open the pool and clubhouse. This item is informational only. 8. ADM 2008 -65 Legislative Attorney Committeeman Golinski stated that he feels is it time to proceed on this matter. He feels that if the tool is available, there should be a means with which to use it. Discussion took place regarding whether or not to write a job description or compile a list, etc. Attorney Orr stated that an attorney's opinion is just that, an opinion. That being said, if she need guidance regarding labor law, she would seek out a labor attorney. If she needs guidance regarding a bond issue, she would seek out a bond attorney. It was suggested that if and when 4 members of the City Council would like to seek a second legal opinion, they must agree on the attorney. When the funding is gone, it's gone. No further action is to be taken by this committee. City Administrator McLaughlin will notify the other 4 Alderman regarding this matter. 9. ADM 2008 -66 Tuition Reimbursement Policy Chairperson Munns asked for summarization on the City's policy. City Administrator McLaughlin stated that the employee submits a request through their department head. The budget reflects employee's request for tuition reimbursement. Mayor Burd stated that she feels that the City Council approval to allow for 2 levels beyond the employee's current position is discriminatory and should be removed from the policy. Chairperson Spears feel that any request for reimbursement should be for job related education. Attorney Orr stated that employees hired prior to the policy would be grandfathered in. Section 8.6b of the Employee Manual states "any requests for a degree program beyond one level above what is explicitly stated in the minimum requirements for each position's job description must be submitted to the Mayor and City Council for approval. City Administrator McLaughlin stated that this cost to the City is less than $10,000.00 per year. Committeeman Golinski feels that there are huge j benefits to the City to have employees further their education. Page 6 of 7 It was determined that the policy would be changed as suggested by Mayor Burd. Attorney Orr still feels that existing employees would be grandfathered. With no further discussion, this item will be moved to the Consent Agenda. 10. ADM 2008 -67 Protocol for Canceling City Council Meetings Attorney Orr reviewed a draft policy. Item A allows for the Mayor to cancel a regularly scheduled City Council meeting due to lack of a quorum. Item B allows for 1 of 3 Alderman to cancel a special meeting due to lack of a quorum or for any other reason. Item E states that a meeting can not convene without a quorum, however, agenda items can be discussed but not action can be taken. Mayor Burd is concerned that a meeting would convene without press notification. She does not want any situation where a complaint can be made against the City. She asked Mr. Scott from the Record for his input. He stated that he was fine with any decision as long as it's legal. ! Minute Taker Hartigan asked if the Minute Takers could be added to the list of persons advised of canceled meetings as they are not always notified. This item will return for future discussion. 14. ADM 2008 -71 Cell Phone Reimbursement for the Mayor Mayor Burd is requesting reimbursement for City business use of her personal cell phone as she had given her City- issued cell phone for Director Dhuse after his broke and he needed the additional features that were on the Mayor's phone. Discussion took place regarding personal cell phone records being requested through the Freedom of Information Act. Attorney Orr stated that her firm is watching this matter and will keep the City advised. With no further discussion, this item was moved to the Consent Agenda. 15. ADM 2008 -72 City Council Goal Action Plan — City Hall Discussion took place regarding the action plan for City Hall. This item was moved to the Consent Agenda. 16. ADM 2008 -73 City Council Goal Action Plan — Explore Green Design / Certification for Public Buildings Mayor Burd asked if this was accomplished through the joint meeting in Oswego. Alderman Sutcliff stated that the meeting was more of an overview. This item is just an action plan, not detailed. This item was moved to the Consent Agenda. ADDITIONAL BUSINESS: Committeeman Golinski — The City Council Meeting videographer does not like where the podium is located as he is blocked from camera view. He would like to see Page 7 of 7 a fixed camera and Mayor Burd would like a better audio system. For the time being, the podium will be pushed back. Also, what happened to the signs that were recommended? City Administrator McLaughlin stated that they would be at the next meeting. Committeeman Werderich — He asked for an ordinance to come back for review at a future meeting. City Administrator McLaughlin stated that it would. Committeeman Spears — She would like the committee to consider an ordinance regarding mining operations. Items are being mined here and sold in Oswego. City Administrator McLaughlin suggests prohibiting the activity, while Attorney Orr suggests taxing it. An ordinance will be drafted. Also, she would like to know if City Council members are allowed to have communication with the City Administrator. It was determined that City Council member should filter everything through Meghan as she works for the City Administrator and assists the City Council. Chairperson Munns — In an effort to reduce more paperwork, he asked if the members used the summary sheets located in the packets. Committeeman Spears uses them when she is the committee chairman, Committeeman Werderich uses them always and Committeeman Golinski never uses them. A few sets of the sheets should be made available for future meetings; however, they will not longer be placed in the agenda packets. Treasurer Powell — It seems as though he and Alderman Plocher are always the two people called in to sign paychecks. There are times where it is inconvenient for him to come in to sign the checks. City Administrator McLaughlin and Finance Director Mika are authorized signers with 1 Alderman. He is unsure why they are not utilized for this matter. Mayor Burd stated that she is in the office every day and could easily sign the pay checks. It was determined that if the Mayor, City Administrator McLaughlin or the Finance Director are available, they would be asked to sign the paychecks. ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 9:23 p.m. i Minutes respectfully submitted by Margaret M. Hartigan. I i PLEASE SIGN IN MEETING: �(Y11(ll.`�(� 1_l,^LYYYI Itt°P DATE: NAME BUSINESS PHONE # I;o�ys(-&/� / Z�co fz> j