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Administration Minutes 2008 03-13-08 APPROVED 4/10/08 I UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING Yorkville Public Library, Meeting Room Thursday, March 13, 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, Treasurer William Powell, .Human Resources Manager Denise Kasper, Recreation Supervisor David Mogle, and Mayor Valerie Burd GUESTS: Tony Scott of The Record, Jeff Wilkins — County Administrator, Jim Smiley, Kendall County Committeeman Werderich (acting as Chairperson until Chairperson Munns arrives) called the meeting to order at 6:03 p.m. in the Meeting Room of the Yorkville Public Library. I PRESENTATION: None i Committeeman Werderich asked the committee to go to New Business item #6 first so that the guests could leave for another meeting. NEW BUSINESS 6. ADM 2008 -20 - Kendall County Waiver of Building Permit Fee Request City Administrator McLaughlin stated that the county is requesting the city either waive or reduce the permit fees on their courthouse expansion project. He stated that the cost of outsourcing the reviews is 75% of the permit fee. He suggests reducing the building permit fee by 25% and the water /sewer fees by 25 %. j Furthermore, he stated that he project is out to bid now. He would like to see a solution to the bike path issue and feels that perhaps the county would consider putting the funds in escrow to the City to reduce the 1 contentiousness. With regards to the bike path, the engineer feels that it can be placed within the IDOT right -of -way, Treasurer Powell asked for clarification with regards to the water /sewer fees. City Administrator McLaughlin was referring to water /sewer construction fees, not usage fees. Mr. Jim Smiley from Kendall County stated that the concern that the county has with regards to the bike trail is the location. The sheriff is concerned that it is too close to the back of the courthouse building. In order to maintain security, he would like to reduce the traffic behind the building. Additionally, he stated that the county board as a whole is in support of the regional bike trails. Mr. McLaughlin stated that the City's first choice for location of the bike trail is outside of the IDOT right -of -way; however, he recognizes the County's concerns. Mr. Mogle stated that he would be thrilled just to get the trail in and could work with the location. It doesn't create a huge problem for aligning the trails. Committeeman Spears stated she would like to see a deal worked out with the Hoover property. Additionally, she stated that historically the City has waived fees and although the budget deficit is shocking, she is comfortable with the 25% reduction in fees. Committeeman Golinski and Werderich were also comfortable with the reduction in fees. This item was moved to the Consent Agenda. Mr. Wilkins added that bids are expected next Tuesday. The project may be delayed. This is the largest project the County has taken on without going to referendum first. i Committeeman Werderich asked to move to Old Business, Item lb as guests were in attendance for this item as well. OLD BUSINESS: 1. ADM 2007 -11- FY 08/09 BUDGET B. City Administrator McLaughlin stated that he and Mr. Mogle have reviewed this budget and cut back as much as possible in an effort to keep the general fund transfer to a minimum. There are no full time employees requested, however, if there are any positions to be added outside of the Police Department, this is where they should be. Mr. Mogle highlighted the following items: • Land cash should be done for Prairie Meadows, and then he can put in for the reimbursement of $400,000.00. • Whispering meadows grant reimbursement is $362,000.00. 2 • At Grand Reserve, the developer built the bike path and the reimbursement will be this year for $200,000.00. • Land cash was challenging, as it is dependent upon residential and commercial building. • With regards to projects, Heartland Circle is the most critical. 75% of the land cash funds have been paid. A town meeting was held. This is a 5 -acre park that will have a space theme. Pending budget approval, this will be the next park of focus. The homeowners association has offered to help with fundraisers or a community build. The budget for this project is $167,000.00. • Other large expenses are the completion of Prairie Meadows and Whispering Meadows. • Caledonia will move forward when the $158,000.00 is received. They interpreted the contract as `paid by permit'; we interpreted it as up front. We are working to resolve this matter. • Raintree Village — it is unknown if the grant was approved. There is 2000' of asphalt to finish. This may be delayed to help this fund. • With regards to the operating budget, there is an 8 % increase in revenues and expenses. There are no new hires or position upgrades listed here. However, Mr. Mogle added that if there is a hiring freeze, it will create a significant problem for his department for the following reasons: 1. There are 130 new acres of park property, which is a 65% increase. 2. They are under developer obligation as agreed to in the annexation agreements. 3. This year, 5 new parks will be added. 4. If the Hoover Property moves forward, there is a need for maintenance personnel to maintain the leased property. 5. Last year, Mr. Mogle did not ask for additional staff after the hiring freeze was lifted, he also did not get the administrative person to handle grants. 6. In the recent survey, land acquisition for parks was 6 th most desired. Additionally, park quality received the highest grade of 53 %. People have high expectations from the parks. 7. There is currently $1.5 million in grant projects to go to the City. He needs an administrative assistant to handle this, as he does not have the time to scrutinize the records. 8. Bristol Bay is a sizeable piece of land north of Galena. It is slated for athletic fields. 9. He added money to part-time and contractual park maintenance. If he is able to hire new staff, he can scale back those accounts a little. 10. He has the same number of staff as 2 years ago and during that time, the following parks were added: Autumn Creek, 3 Whispering Meadows, Grand Reserve A & B, Prairie Meadows, Grand Reserve C, Raintree (3 parks), and Hoover. 11. Baseball has to assist in preparing the fields, as there aren't enough staff members to get it done. • When asked how many staff members were needed to get by, Mr. Mogle responded that he originally asked for 4 but could get by with 1. • Chairperson Munns stated that he previously asked for a cost per acre maintenance fee. Mr. Mogle responded that he is working on that document; however, it is a long process, as first they needed to do a time study. Additionally, some parks have ball fields and others have playgrounds only and that has to be taken into consideration. • Committeeman Golinski stated that the Park Board should be advised that the City Council is not interested in putting parks in every subdivision. Committeeman Spears felt that was a good recommendation. • City Administrator McLaughlin stated that perhaps all future annexations should be required to pay for parks up front. Mr. Mogle stated that front funding payments would be invaluable. • After lengthy discussion regarding Mr. Mogle's request for new hires, the committee determined that Mr. Mogle could have 2 hew hires and 1 upgraded position. Mr. Mogle could determine which 2 positions he would like to fill. With regards to the second request for an upgraded position, as there as some miscommunication regarding this request, Mr. Mogle was advised to bring the request back at mid -year budget review. • Committeeman Spears would like a copy of the job description supplied to the Council each time a new position is requested. MINUTES FOR CORRECTION /APPROVAL: Committeeman Spears noted that on page 1 under Minutes for Correction/Approval, the proper spelling is "Wyeth ". Also, on page 2, item #6 should read "The majority of those... ". NEW BUSINESS: 1. ADM 2008 -15 — Monthly Budget Report for January, 2008 City Administrator McLaughlin stated the he expects a shortfall on both revenue and expenses. He added that there will be no major purchases Citywide without his approval and that the City is being fiscally conservative. State funds are lagging, however, he expects to receive those funds before the fiscal year books close. The funds from the state include sales tax, income tax, personal property tax, and state use tax. All communities are in this same position. Mr. McLaughlin will keep the council posted. I 4 I This item was moved to the Consent Agenda. 2. ADM 2008 -16 — Monthly Treasurer's Report for January, 2008 Treasurer Powell stated that there was a beginning balance of $14,412,058 with revenues of $1,530,421 and expenses of $3,680,687 for an ending balance of $12,261,801. The general fund reserve balance is at 24 %. Discussion took place regarding the state fund shortfall. The committee was reminded that the reports indicate approximately 10 months of expenses, but only 8 months of revenue. Committeeman Golinski added that this is the lowest the reserve fund balance has been since he has been on the council. This item was moved to the Consent Agenda. 3. ADM 2008 -17 — Monthly Vehicle Report for January, 2008 This item is informational only. 4. ADM 2008 -18 — Monthly FOIA Report for February, 2008 Chairperson Munns noticed the requests have dropped. This item is informational only. 5. ADM 2008 -19 — Tuition Reimbursement Requests Assistant City Administrator Olson stated that he received 3 requests for Tuition Reimbursement. 2 are for degree programs; the third is above the city's policy of 1 degree higher than reflected in the job description. He stated that in 2005, the Council passed a substantial repayment clause, j which is in effect from the last date of class. This particular request is for $3800.00, which is half of the tuition. The employee has already agreed to the repayment clause. The courses are online. City Administrator McLaughlin added that this is a good employee in a position which usually has high turnover but by approving this request, the City could keep her here longer than it normally would have been able to. Committeeman Spears is not comfortable using City funds when the classes are not job related. The individual could assist Human Resources on project but not sacrifice their own department's job assignments. Committeeman Werderich feels that the employee would be overqualified for their current position. City Administrator McLaughlin states that the employee is very qualified and could leave now. She is doing a good job and wants to stay here while she gets her masters degree. Discussion took place regarding raising the period of time the employee must stay after completion of the courses without having the repay the City. It was determined that the period of time would be increased to 48 months. Assistant City Administrator Olson was asked to prepare this item for City Council review. City Administrator McLaughlin stated that there would be another request for tuition reimbursement next month. Chairperson Munns stated that if the request was unrelated to the person's job, that the request should not be brought forward. 5 7. ADM 2008 -21— Benefit Renewal for 08/09 Human Resources Manager Kasper stated that benefit renewal is tied to fiscal year. Presently the City has Blue Cross Blue Shield and Met Life as insurance carriers. Cost is based upon usage, demographics and age. Last year was the 1 St year that employee's contributed towards insurance premiums. The City spent $37,000.00 for PPO, but $17,000.00 was received from employee contributions. Open enrollment will be held in April as the current insurance contracts expire April 30. Ms. Kasper recommends dropping Met Life and adding Blue Cross Blue Shield Dental. The employee maximum would increase to $1000.00, the deductible is decreased and overall is saves the City money. Additionally, there is an additional cost tier: employee, employee + spouse, employee + children. All committeemen agreed with the recommendation therefore, this item was moved to the Consent Agenda. OLD BUSINESS: 1. ADM 2008 -11— FY 08/09 Budget A. General Fund Overview City Administrator McLaughlin stated that the document was recently updated. Committeeman Golinski asked about the revenue carryover from FY05 /06 in the amount of $800,000.00. Finance Director Mika stated that it was a past accounting practice but it is really a reserve balance. I Discussion took place regarding the following items: • Page 3, Misc. Income in the amount of $5000.00 is for misc. items such as flags, maps, etc. sold at the front desk. • Transfers are costs that the general fund absorbs for items such as personnel, training and benefits. Finance Director Mika stated that she has a spreadsheet that shows the breakdown and will supply it to City Administrator McLaughlin for the next Administrator's Weekly. • Committeeman Spears stated that the Weekly Detailed Report shows a $2.5 million fund deficit. City Administrator McLaughlin stated that the deficit for next year is $237,405.00. • At the employee's request, there will not be an Employee Appreciation Dinner; there will be a family style picnic instead. B. Non - General Fund Overview Discussion took place regarding the following: • Chairperson Munns was happy to see that most departments have already scaled back. • The $25,000.00 from municipal buildings was moved to maintenance in the general fund. • Finance Director Mika will show the fund balance per the auditors. 6 • The auditors prefer that water and sewer be in a single account for both operations and capitol. • While there is still an in -town road program, there will be no roads done next year. However, at the mid -year budget review, they will look at adding engineering fees for this program. • Discussion took place regarding the perimeter study. The study is to determine if the City needs to install a bridge. Committeeman Golinski would prefer to see this money spent on Police Department or Recreation Department employees. • Sidewalk replacement and tree planting was removed from the budget. Chairperson Munns stated that the City is pushing a green theme; therefore, we have to plant trees. Assistant City Administrator McLaughlin stated that the bids were in for Palmer Ct. and were under budget; therefore, he could move $25,000.00 back to tree planting. • Chairperson Munns noted that every department has reduced their requests except the library. Mayor Burd reminded the committee that the library has a tax levy and can do what they want with the funds. The levy has already been set and no changes can be made to their budget. • City Administrator McLaughlin will rerun the revenue figures. • Committeeman Golinski is concerned about the $800,000.00 previously pointed out. He fears that the fund balance will be less than 20 %. • Committeeman Spears feels that the budget process has improved since Susan Mika was brought onboard. City Administrator McLaughlin stated she does a fine job and is appreciative of her work. I With no further discussion, this item was moved to the City Council. ADDITIONAL BUSINESS: Committeeman Spears — Would like to know when the change in IMRF would take place. Human Resources Manager Kasper stated that it was approved last month that council members could purchase back 3 years. She will supply the information or it could be received during open enrollment. Committeeman Werderich — None Chairperson Munns — Is in favor of the early start time. Committeeman Golinski — Likes the deadline for ending the meeting. ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8:23 p.m. Minutes respectfully submitted by Margaret M. Hartigan. 7