Administration Minutes 2008 04-10-08 APPROVED 06/12/08
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
ADMINISTRATION COMMITTEE MEETING
Yorkville City Hall, Conference Room
Thursday, April 10, 2008 — 6:00 P.M.
PRESENT:
Chairperson Munns, Committeemen Golinski, Spears and Werderich
ABSENT:
None
ALSO PRESENT:
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City Administrator Brendan McLaughlin, Assistant City Administrator Bart
Olson, Finance Director Susan Mika, Human Resources Manager Denise Kasper,
Recreation Supervisor David Mogle, Attorney Kathleen Orr and Mayor Valerie
Burd
GUESTS:
Tony Scott of The Record, and Rowena Vergara of The Beacon
Chairperson Munns called the meeting to order at 6:00 p.m. in the Conference Room of
Yorkville City Hall.
PRESENTATION:
None
MINUTES FOR CORRECTION /APPROVAL:
The meeting minutes were accepted as presented.
NEW BUSINESS:
1. ADM 2008 -24 — Monthly Budget Report for February, 2008
Committeeman Spears stated that the budget is at 83.33 %, while taxes are
at 47.2 %, permits at 65.5% and filing at 22 %. She asked that everyone
keep this in mind when finalizing the budget. Committeeman Spears also
noted that there is an explanation on page 1 listed as `annual dues'.
Finance Director Mika stated that is in error and will have it corrected.
Committeeman Spears stated that these sheets are very helpful.
This item was moved to the Consent Agenda.
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2. ADM 2008 -25 — Monthly Treasurer's Report for February, 2008
Committeeman Golinski noted that the fund balance is up a little.
This item was moved to the Consent Agenda.
3. ADM 2008 -26 — Monthly Vehicle Report for February, 2008
This item is informational only.
4. ADM 2008 -27 — Monthly FOIA Report for March, 2008
Committeeman Golinski asked what happens when the city cannot fill a
request for information. City Administrator McLaughlin stated that they
report back that the information is not on file. With regards to the cub
scouts, there has been no cash reward. There are times that they are given
mulch, stone, etc. and they are working on a project for the City.
This item is informational only. J
5. ADM 2008 -28 — Amendment to Governing Ordinance regarding
Number of Aldermen Required to Add an Item o a City Council
Agenda
Chairperson Munns stated that they received advice from the attorney
regarding this matter. If this committee determines not to forward an item
to a City Council agenda, another Alderman can request that the item be
placed on the agenda. Attorney Orr stated that 3 Alderman are needed to
call a special meeting and place an item on an agenda. She stated that the
verbiage that was used before could be challenged, therefore she is
reviewing various ordinances to change their language and protect the
City.
This item was moved to the April 22, 2008 Consent Agenda.
6. ADM 2008 -29 Ordinance Amending City Code to Conform to State
Statute for Plan Commission Appointments
Committeeman Golinski stated that this is not what he wanted the
ordinance to be changed to, however, if the rest of the committee is ok
with it, he will accept it. Attorney Orr stated that the ordinance mirrors
state statute regarding this matter. Committeeman Golinski stated that
with regards to the change from 10 to 9 members, he does not want
someone to be removed from the committee. Mayor Burd stated that a
member is resigning. Committeeman Spears stated that there are 3
locations in the ordinance that state `City of Yorkville' and it should read
`United City of Yorkville'. Attorney Orr will make those changes.
Committeeman Golinski asked if the City obtains Home Rule, can they
institute a residency requirement, to which Attorney Orr replied yes.
This item was moved to the April 22, 2008 Consent Agenda.
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7. ADM 2008 -30 Plan Commission Roster Composition Policy
Committeeman Golinski asked that this item be removed from the agenda,
as it was determined that the committee could use their discretion when
appointing new members to the Plan Commission.
8. ADM 2008 -31 Purchasing Supplies from Local Businesses —
Discussion
Committeeman Spears stated that a local business that used to have a
warehouse in the City has moved their warehouse out of the City, but still
runs their business from within the City. This particular business is
concerned that they will lose supply contracts with the City. The owner
was informed that he needs to be competitive with his pricing. Mayor
Burd stated that the same person contacted her and told her that he was
informed by a City Department that he was not able to bid on the contract.
Attorney Orr suggests adopting a policy and developing a list of bidders.
She suggests using a $20,000.00 cap for published bids. City
Administrator McLaughlin asked for the person's name to be sure that
their business be on the list of potential bidders.
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9. ADM 2008 -32 Attorney Fees
This item was tabled until the next meeting.
10. ADM 2008 -33 Legislative Attorney — Discussion
This item was tabled until the next meeting.
11. ADM 2008 -34 Job Description Procedures — Discussion
This item was tabled until the next meeting.
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12. ADM 2008 -35 Alderperson Communications with Ward Residents —
Discussion
Committeeman Spears stated that she now has a link on the City website
to her in which she posts information in an attempt to eliminate some
items being placed in the newsletter, thereby saving the City money. All
of the Alderman could do this through Glory. It was suggested that the
link be a little easier, Mayor Burd suggested an area entitled "Message
from your Alderman". It was also suggested that ward maps or a lists of
subdivisions in each district be included in the next water bill.
13. ADM 2008 -36 City Credit Cards — Discussion
Committeeman Spears asked how many credit cards the City has and who
has possession of them. Finance Director Mika stated that City
Administrator McLaughlin carries a card for emergencies, all other cards
are held by Rachel. Employees are required to check out the credit card
and return it with the receipt for the items they purchased, however, Parks
and Recreation has 2 cards that they also hold and track the use.
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There are approximately 5 cards for each account and there are 3 accounts
(Police, City Hall, Parks and Recreation).
Discussion took place regarding gas cards. At this time the City has
accounts will Shell and BP Amoco. The City gets 3% rebate from Shell,
she will forward a recent memo to the Council regarding the information.
All cards are in the name of the United City of Yorkville and each
includes a notice on the back to see the employee's city ID card. The
cards have $15,000.00 limits on them, however, Finance Director Mika is
not aware if there are limits regarding each transaction.
This item will be tabled until the next meeting at which time Finance
Director Mika was asked to have the City policy regarding Credit Card
Use available for review.
14. ADM 2008 -37 Special Meeting — Public Forum — Club 47 Discussion
Committeeman Spears asked for a special meeting in the future for the
public to be heard on this matter as she has received many phone calls.
This item is listed as a separate agenda item on the next Council Meeting,
however Mayor Burd stated that the item is out of committee therefore
discussion should only take place with the whole City Council.
Committeeman Spears asked for special press releases regarding the
meeting. Committeeman Golinski feels that the public has very little time
to give input. It was suggested that this item be discussed at 6pm in order
to devote an entire hour to this subject.
This item was tabled until the April 22, 2008 agenda.
OLD BUSINESS:
1. ADM 2008 -11— FY 08/09 Budget Update
• Discussion will take place at the City Council meeting.
Committeeman Spears stated that she has issues with some of the
items and does not feel that she was given appropriate time to address
those concerns.
ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 7:01 p.m.
Minutes respectfully submitted by Margaret M. Hartigan.
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