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Administration Minutes 2008 05-08-08 APPROVED 06/12/08 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING Yorkville Public Library, Meeting Room Thursday, May 8, 2008 — 6:00 P.M. PRESENT: Chairperson Munns, Committeemen Golinski, Spears and Werderich ABSENT: None ALSO PRESENT: City Administrator Brendan McLaughlin, Assistant City Administrator Bart Olson, Finance Director Susan Mika, Recreation Supervisor David Mogle, Treasurer William Powell, Sergeant Gary Groesch and Mayor Valerie Burd GUESTS: Tony Scott of The Record, Bob Pilmer (resident of Plano), Scott Gengler (Yorkville resident). Chairperson Munns called the meeting to order at 6:00 p.m. in the Meeting Room of the Yorkville Public Library. PRESENTATION: None MINUTES FOR CORRECTION /APPROVAL: None NEW BUSINESS: 1. ADM 2008 -38 — Monthly Budget Report for March, 2008 Committeeman Golinski asked if the revenues would catch up in the next few months, as the present deficit is $3 million. City Administrator McLaughlin stated that $2.5 million is for the road project. There is presently a deficit of less than 1 % of budget to actual. The City is expecting $830,000.00 in revenues by the end of the year. He feels the fund balance will be where it started at the beginning of the fiscal year. This item is informational only. 1 2. ADM 2008 -39 — Monthly Treasurer's Report for March, 2008 Committeeman Spears stated that he concern is the general fund. City Administrator McLaughlin stated that the revenues received in May and June that are applicable to April would be applied to April. McHugh Road estimates came in approximately $60,000.00 under the engineer's estimate. This item was moved to the Consent Agenda. 3. ADM 2008 -40 — Monthly Vehicle Report for March, 2008 City Administrator McLaughlin stated that he is uncertain at this time of the Police Department rotation of vehicles. Additionally, it is possible that 1 Public Works/Parks Department truck will be rotated the upcoming fiscal year. It was noted that you need to take into consideration that truck used for heavy work are replaced sooner than the mileage would indicate due to the wear on the truck. This item is informational only. 4. ADM 2008 -41— Monthly FOIA Report for April, 2008 Discussion took place regarding a request from the Carpenter's Union. Discussion took place regarding the costs for FOIA request. Assistant City Administrator Olson stated that the 1 St 20 pages of copies are free; thereafter they are $.18 per page. However, most requestors look at the information without getting copies made. This item is informational only. 5. ADM 2008 -42 — Purchase Order Policy Chairperson Munns stated that Attorney Orr feels there are many discrepancies between state statute and the City policy. The policy will be drafted to reflect the following: • The department head can approve purchases under $500.00. • Purchases between $500.00- $5000.00 must be approved by City Council and must be in the budget. • Purchases between $5000.00- $20000.00 require a bid in writing. • Additionally a tracking system will be put into place to track the supplies and services that local businesses offer in order for them to be placed on an email notification list for upcoming bid opportunities. • It was noted that Section C of Attorney Orr's document refers to a bid, but it should state `quote'. This item was moved to the May 13, 2008 Consent Agenda. 2 6. ADM 2008 -43 - Park Department to Park District — Discussion Chairperson Munns stated that discussion took place in the past regarding this matter and that perhaps it is time for a committee to be formed to investigate into this matter. The committee had copies of minutes from 2005 in which this matter was discussed. Mr. Bob Pilmer thanked the committee for allowing him to speak. He stated the following: • He works in the City of Yorkville, but is a resident of Plano. • He has experiences on the Park Board. He has also spoken with the current Park Board President. • In the past year he contacted the Illinois Association of Park Districts (IAPD) for information on how to form a Park District. • At the present time, a group is being formed to work on this matter. • The group is looking for more input. • This would involve the formulation of a new tax body and new taxes. • He will work with the City of Yorkville and Recreation Director Mogle during this process. • One option would be to annex into an existing Park District base, which immediately brings new facilities to the residents of Yorkville. Committeeman Golinski stated that he would be interested in attending the group's meetings. Additional discussion took place regarding the following: • Mayor Burd suggested a citizens group be organized to circulate petitions. • Mayor Burd suggested that the first step would be determining if the City Council would support dissolving the Parks and Recreation Department and forming a Park District. ! • Committeeman Werderich suggested that the first step should be for the City Council to start with a vision of where they stand an what they want (for example, City limits only, School District limits, beyond the aforementioned limits). • Mr. Pilmer stated that the City of Aurora has a Park District, but also has a Parks and Recreation Department. The City maintained ownership of some of the parks and the department maintains them. The Park District has an agreement to use the facilities. This matter would be up to the City Council to determine. • Mr. Pilmer stated that at this point more investigation needs to be done and information needs to be exchanged between his group and the City. • Mr. Mogle stated that the Park Board would discuss this matter at this evening's meeting. He will provide the minutes or a summary of the discussion to this committee. 3 • Mr. Mogle stated that the IAPD is a good resource. It was suggested that a representative come out to meet with this committee to discuss the pros and cons of such a change. • Mr. Pilmer agreed to share his information with the City as this matter proceeds. This item will be brought to the City Council on May 13, 2008 for discussion only. 7. ADM 2008 -44 - Food for City Council Meetings — Discussion Chairperson Munns stated that many City Council meetings last until late in the evening and that perhaps some type of food should be served on those occasions. City Administrator McLaughlin will try a couple of items that were suggested such as a veggie tray, bagels, etc. i 8. ADM 2008 -45 — Resolution to Close Countryside Sewer Project j Checking Account Finance Director Mika stated that the project is complete and there is less than $100.00 in the account. She is seeking approval to close the account and transfer the funds to the General Fund. j I This item was moved to the May 13, 2008 Consent Agenda. 9. ADM 2008 -46 — Policy Regarding Use of City Parks to Promote Special Events Sponsored by Local Businesses Chairperson Munns stated that a local business was denied use of a park for a festival. Mayor Burd stated that the business was denied because there was not a policy in place on how to handle the matter. Recreation Director Mogle stated that the fee for park rentals is $55.00, however the cost for cleanup is much higher. Mayor Burd suggested that the City partner with these venues and split the revenues with them. Recreation Director Mogle added that for this particular instance, there were other determining factors for the denial which include the fact that the ball fields were being used for games that day also the venue is a profit making venue. Mr. Mogle feels that if they were granted use of the park, the Park Board would be obligated to allow other profit making venues to use the parks in the future. Other considerations that need to be taken into account are liabilities, beer and damaged property (grass, bathrooms, etc.). Mayor Burd added that the liquor commission is responsible for grant licenses for alcohol sales. The following suggestions were made: • Increase the fee for maintenance and require it in advance. • Limit the number of festivals per venue to 1 or 2. • Contact the Police Department to determine what their costs would be and include that in the maintenance fee. Sergeant Groesch reminded 4 the committee that any event of 250 people requires additional police protection at $50.00 per hour. • Since increased festivals at the parks was a goal set by the Council, perhaps the Council should determine if this is really a goal they want. • Require the venues to have liability insurance that matches that of the City's policy. Recreation Director Mogle was instructed to bring this matter back to the Park Board who should develop a policy. The policy shall be brought back to this Committee in June for review. 10. ADM 2008 -47 — Appointment of a Deputy Treasurer On March 28, 2008 the Council approved a Deputy Treasurer and the funds are in the budget. Treasurer Powell is seeking permission to make that appointment. Jennifer is presently doing most of the job responsibilities at this time. Additionally, by appointing a Deputy Treasurer, she will be responsible for handling many of the duties related to the Police Pension in which Treasurer Powell is currently paid by separate contract for that. This item was moved to the May 13, 2008 Consent Agenda (City Administrator McLaughlin will check with Attorney Orr to be sure this item can be sent directly to the Consent Agenda). 11. ADM 2008 -48 — Bad Debt Policy City Administrator McLaughlin stated that Auditors would like the City to adopt a policy regarding writing off bad debt, which is good accounting practice. Finance Director Mika stated that this should be done as a part of day -to -day operations, but it has never been done before. Currently the City has outstanding utility bills dating back to 1995. It was determined that Finance Director Mika could write off debt less than $500.00 as part of day -to -day operations. Any amount above that would require additional approval from the Administration Committee and City Council. Finance Director Mika stated that the City would still attempt to collect the debt, however, by leaving the debt on the record, revenues are being overstated. Finance Director Mika was directed to work with City Administrator McLaughlin to develop a policy. The policy shall come back to this committee in June for review. Additionally, the City policy regarding deposits for annexations needs to be reviewed and adhered to. It is believed that deposits are to take place prior to any work being completed and this is not happening, therefore, the 5 City is paying engineering fees, etc. without having the funds from the developer to cover those costs. OLD BUSINESS: 1. ADM 2008 -32 — Attorney Fees It was unknown who requested this item be placed on the agenda. However, Committeeman Golinski stated that the contract with Attorney Orr includes her attendance at 5 meetings per month for a cost of $1500.00. Any additional meetings she attends will be billed at $180.00 per hour. He feels that Attorney Orr is attending 2 meetings per month for the flat rate, but Attorney Orr is billing the hourly rate for other meetings she attends. Committeeman Werderich stated that the March bill includes 5 meetings at $1500.00, plus 2 additional meetings (March 11 and March 25, 2008 City Council) as hourly billings. City Administrator McLaughlin stated that the City should get 4 council meetings, plus 1 committee meeting for the flat rate. Chairperson Munns pointed out that the City Council only meets twice per month now. City Administrator McLaughlin will discuss this matter with Attorney Orr to clarify it. Committeeman Spears asked if Staff could be more descriptive regarding what Attorney Orr is coming in to work on. City Administrator McLaughlin will do so. 2. ADM 2008 -34 — Job Description Procedures — Discussion Committeeman Spears asked that job descriptions be brought before this committee when a position is created, changed or upgraded. This information should include the job title and rate of pay. The whole committee was in agreement. 3. ADM 2008 -36 — City Credit Cards Committeeman Golinski asked about this policy, but after review of the City policy he feels that no further discussion is warranted. 4. ADM 2007 -97 — Number of Alderman When the City's official population reaches 15,000, the City will be required to add alderman. This committee needs to determine if the number of alderman should be capped. Assistant City Administrator Olson stated that if this occurs during the Special Census and those results are received prior in December, the City will be required to redistrict. Redistricting must take place 30 days prior to election filing date. City Administrator McLaughlin stated that the GIS department is working on this matter. A policy will be written and returned to this committee at a later date. OTHER BUSINESS: Committeeman Werderich: none 6 Committeeman Golinski: $10,000.00 was placed in the budget for a Legislative Attorney. Staff should start working on the job description and a policy regarding the selection process. Committeeman Spears: She feels that a stipend is in order for Lisa as she is doing double jobs. City Administrator Olson stated that the position is Administrative Assistant. Chairperson Munns stated that she is being compensated for City work being done between 8:00 am — 5:00 pm. Mayor Burd added that the job description states other duties as assigned. It was determined that this was not the proper format for having this discussion. Chairperson Munns: He had the opportunity to watch the video as the last City Council meeting and feels that the sound quality is horrible and that the room does not look professional. If there is an opportunity for funds to be added to the budget to upgrade the room, he would like that to happen. Additionally, he is concerned about the lack of cooperation from the Library regarding the use of their conference room. This meeting was to take place there this evening, but when he arrived he found the doors were locked and he was informed that an adult reading meeting was taking place. Mayor Burd stated that this matter would be discussed at the Library Meeting next week. Mayor Burd: none ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8:10 p.m. Minutes respectfully submitted by Margaret M. Hartigan. I I I 7