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Administration Minutes 2008 01-10-08 1 APPROVED WITH CORRECTIONS 2/14/2008 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING City Hall, Conference Room Thursday, January 10, 2008 — 7:00 P.M. i PRESENT: Chairperson Munns, Committeemen Spears and Werderich ABSENT: Committeeman Golinski ALSO PRESENT: City Administrator Brendan McLaughlin, Assistant City Administrator Bart Olson, Finance Director Susan Mika, Treasurer William Powell, Human Resources Manager Denise Kasper GUESTS: Tony Scott of The Record Chairperson Munns called the meeting to order at 7:00 p.m. in the Conference Room of City Hall. MINUTES FOR CORRECTION /APPROVAL: Committeeman Spears noted that on page 3; paragraph 2 the words `City Directors' should be replaced with `Department Heads'. PRESENTATION: None NEW BUSINESS: 1. ADM 2008 -01— Monthly Budget Report for November, 2007 Committeeman Spears stated that she likes the format with explanations. This item is informational only. 2. ADM 2008 -02 — Monthly Treasurer's Report for November, 2007 With no discussion, this item was moved to the consent agenda. 3. ADM 2008 -03 — Monthly Vehicle Report for November, 2007 City Administrator McLaughlin stated that the Administration vehicle was loaned to the Police Department in order to delay making one vehicle 1 2 purchase this fiscal year. It was determined that the Police Department would get more use of the vehicle. This item is informational only. 4. ADM 2008 -04 — Monthly FOIA Report for December, 2007 This item is informational only. 5. ADM 2008 -05 — Resolution Relating to Elected Officials IMRF Participation j Chairperson Munns stated that the City previously passed an ordinance in which Council members can purchase insurance and make contributions to the IMRF. However, with regards to IMRF contributions, Council members were not given the opportunity to buy back time from when they were first elected into office. This resolution will give them that option. By law, Council members can purchase 4 years of time back. There is no cost to the taxpayers. Committeeman Werderich stated that he feels those Councilmen that are eligible for the buy back have worked hard and deserve it. With no further discussion, this item was moved to the consent agenda. 6. ADM 2008 -06 — Foundation for Senior Community Center Discussion Committeeman Spears stated that this issue was discussed in previous years and it had been determined that a foundation was the route to take. At this time, the seniors are interested in their own center as they are not comfortable with the Beecher Center. Committeeman Spears feels that there is public interest in contributing to a Senior Community Center. She would like the City to establish the foundation. and maintain the funds. Kathleen Orr is going to do more research on this matter. Additional discussion took place regarding the following: o City Administrator McLaughlin feels that the City Council should be considered the Board of Directors in that they would make the decisions regarding the building size, locations, how it is set up, etc. o Committeeman Spears stated that discussion took place recently regarding the new Police Department including a community center. If the Senior Community Center were located there, it would save the City funding from the Police Department Project. Those funds could be utilized elsewhere in the project. o Committeeman Spears suggests that the Senior Provider Organization handle the rental of the building. o Treasurer Powell suggested looking into the Beecher Center becoming the Senior Community Center, however, it was determined that many renovations would need to take place. o Assistant City Administrator Olson stated that in 2005, the Senior Ad -Hoc Committee had a study completed regarding a community center. At that time, it was projected that they would need a 22,000 sq. ft. building, which would cost $4.8 million. When you 2 3 take inflation into account, that figure is probably between $5 -6 million. o Treasurer Powell suggested using some of the open space in the Kendall Point Center. o City Administrator McLaughlin stated that if tax money was used on this project, he feels that it would be upsetting to residents if non - residents were to use the center. Committeeman Spears stated that Yorkville residents are currently utilizing senior services through the Fox Valley Older Adult Center and Oswego Meal Program. It was determined that this item would be tabled for the next meeting in order to obtain further information. OLD BUSINESS: 1. ADM 2007 -74 — Overtime Policy Update City Administrator McLaughlin stated that he conducted a salary and overtime study for a 12 -month period. While there were a few salt and snow events recently, they are not yet included in this report. He stated that overtime is down during the summer months and in October. Additionally, Well #7 has been offline and the department is not comfortable yet with the SCADA system therefore, that has resulted in additional overtime. His intention is to have more rotation in the overtime by having the senior employees train the less senior employees so that they can be included in the overtime rotation. He also plans to have Well #7 back online, which will result in less overtime. It was suggested that the City offer an incentive for reducing overtime. Chairperson Munns suggested waiting until overtime is at a normal level, then offering an incentive for dropping below that. City Administrator McLaughlin will be checking with other communities on the SCADA system to find out where there overtime figures stand. Treasurer Powell reminded the group that, in his experience with SCADA, there are many different types of alarms. It is unknown how the City's SCADA system is set up. This item is informational only. 2. ADM 2007 -94 — Review of Governing Ordinance, Item a. Revisions to Reflect New Meeting Structure Assistant City Administrator stated that Meghan made the changes to the policy to reflect the new meeting schedule. She also includes changes from the general review at last months meeting. Chairperson Munns stated that under Section IV, Item D should read the `majority of those present'. Discussion took place regarding the previous revisions to the ordinance and where it is reflected. That information is included in the ordinance. 3 4 With no further discussion, this item was moved to the Consent Agenda. 3. ADM 2007 -96 — Discussion of Legislative Attorney City Administrator McLaughlin prepared a budget analysis of legal fees since Fiscal Year 04 and a Procedural Outline. The Committeeman were comfortable with the outline and instructed City Administrator McLaughlin to move forward with the ordinance. He will also seek input from local communities regarding attorneys available for this work. Committeeman Spears asked about the legal billings for John Wyeth and Dan Kramer. Chairperson Munns stated those fees are for the fiscal year beginning 5/1/07 and ending 4/30/08. With no further discussion, the ordinance will be moved to the non- consent agenda. Discussion regarding how to pick the attorney will occur at a later date. 4. ADM 2007 -976 — Number of Alderman and Redistricting of Wards This item was previously discussed as the City of Batavia had 22 Alderman at one time. When the population of Yorkville hits 15000, the City will be required to add alderman under current state statute. City Administrator McLaughlin stated that it will be required if it is determined through a decennial census, not a special census. However, he will get an opinion regarding requesting a law change to allow the special census to count as well. Committeeman Munns, Spears, Werderich are all comfortable with limiting the number of Alderman to 8. With regards to redistricting the wards, it is done when there is more than a 100 - person difference between wards. City Administrator McLaughlin { stated that the City's technology is advanced enough that this could be done in- house. Chairperson Munns feels that the boundaries should remain as close to the current boundaries and that there should not be little slivers of property included in 1 district when it logically belongs in another. With no further discussion, this item was moved to the Council Meeting in order for the other council members to be informed. City Administrator McLaughlin will seek an opinion from Springfield regarding changing the law to include the special census. 5. ADM 2007 -86 — Plan Commission Roster Composition As Committeeman Golinski was not in attendance, this item was tabled for the next meeting. i ADDITIONAL BUSINESS: Committeeman Werderich - None Committeeman Spears — Discussed the following: 4 I I 5 o She would like a breakdown as to the reason for legal fees. City Administrator McLaughlin will include this information in the Administrator's Weekly. o She would like Yorkville Big Band not to be allowed to rent the Beecher Center until they reimburse the city. At the present time they owe $2535.00 if they are considered private citizens, but if they are considered a Yorkville business, they owe $3315.00, plus $400.00 for security, plus maintenance and custodial costs. Committeeman Werderich likes the idea of them offering a free concert in order to make it even. City Administrator McLaughlin will try to work it out with them. Additionally, she stated that the standards should be checked for Park View, as she believes they allow 1 non - for - profit agency to use the facility per week. Chairperson Munns — Discussed the following: o Would like to see the Committee Liaisons to appear on the list. City Administrator McLaughlin stated that he is awaiting information from the EDC and then will update the list. o He will look into why the Council does not receive YEDC reports anymore. o The School Board meeting is Monday. Discussion will take place regarding why the school district will not allow others to use their fields. ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8:05 p.m. Minutes respectfully submitted by Margaret M. Hartigan. i I i I 5 PLEASE SIGN IN MEETING: OOrf DATE: I I doz NAME BUSINESS PHONE # I, � �I