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Admin Committee Minutes 2007 12-04-07 APPROVED WITH CORRECTIONS 1/10/08 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADNIlNISTRATION COMMITTEE MEETING City Hall, Council Chambers Tuesday, December 4, 2007 — 7:00 P.M. PRESENT: Committeemen Golinski, Spears, Werderich ABSENT: Chairperson Munns ALSO PRESENT: City Administrator Brendan McLaughlin, Assistant City Administrator Bart Olson, Finance Director Susan Mika, Treasurer William Powell, IT Specialist Charlie Graff and City Attorney Kathy Orr LATE ARRIVALS: Councilmen Joseph Besco and Robyn Sutcliff GUESTS: Tony Scott of The Record Vice Chairperson Werderich called the meeting to order at 7:11 p.m. in the Council Chambers of City Hall. PRESENTATION: None NEW BUSINESS: 1. ADM 2007 -100 — Monthly Budget Report for October, 2007 This item is informational only. 2. ADM 2007 -101— Monthly Treasurer's Report for October, 2007 Treasurer Powell stated that the beginning balance was $15,751,316.00, with revenues equaling 3,702,283.00 and expenses equaling $2,985,359.00 for a new fund balance of $16,468,240.00. With no further discussion, this item was moved to the consent agenda. 3. ADM 2007 -102 — Monthly Vehicle Report for October, 2007 This item is informational only. ' I 4. ADM 2007 -91— Monthly FOIA Report for November, 2007 This item is informational only. 5. ADM 2007 -92 — Monthly Inventory Report for November, 2007 Committeeman Spears stated that under Community Relations the value of a camera is listed at $75.00 but the replacement cost is $200.00 and she inquired as to why there is a difference. Finance Director Mika stated that the value is the current resale value, but replacement cost is higher as buying a new camera would be at a higher price. This is also true for the easels and parks equipment that Committeeman Spears pointed out. Committeeman Spears noted that some departments have replacement dates, but not all of them. Finance Director Mika stated that a staff member is working on adding the dates and information is being compiled from the departments. 6 -21. Abatement Ordinances Finance Director Mika stated that there are 2 separate abatements. 1 is Special Service Areas (SSA's) and the other is City owned bonds. Each needs to be abated in order to reduce the principal that is owed. This is done every year. The SSA information was received from David Taussig and Associates and the bond information was received from Spear Financial. Treasurer Powell added that they are abated because the interest is less. Committeeman Spears stated that with regards to Item 11, page 2 she does not feel that the numbers are correct. Finance Director Mika will check with David Taussig and Associates and change the numbers if need be. Discussion took place regarding the following: o Attorney Orr stated that each county has different due dates. Finance Director Mika stated that the City needs to have this completed by the end of the calendar year. o Countryside had capitalized interest for 3 years, which is up in March, 2008. Spear Financial states there is enough funding to cover the 2008 payments. o Item #9 is $0.00 as the property has not been developed yet. It shows that the City has collected $693,333.00 as the developer, Pasquinelli, has paid that amount until the homeowners take over. o Item #13 has already been corrected by Treasurer Powell to read `pond maintenance' rather than `trail'. o Item #14 was used as the basis for Sunflower; however, Committeeman Werderich thinks it is too high. City Administrator McLaughlin stated that $15,166.20 was paid so far and while the bulk of that was for mulch, which would result a reduction in cost next year, vendors are stating that prices will be up 5 -10% next year. I i i o The reason for the exact same cost for mowing at Foxhill and Sunflower could be due to the fact that some areas require more work, regardless of their size. With no further discussion, items #6 — 21 were moved to the Consent Agenda. 22. ADM 2007 -121— Exchange Service Proposal IT Specialist Graff stated that the City would like to move the email server in- house. The City is reliant upon email as evidenced by the fact that there were over 20,000 sent and received emails last month. Assistant City Administrator Olson stated that if a meeting was to be scheduled through the proposed email system, the scheduler could check the others calendars and schedule the meeting through email. At the present time, the scheduler needs to call each person to check availability, which is very inefficient. IT Specialist Graff added that the system would allow for information to be shared much easier. Additionally there would be a greater ability to recover deleted documents where now that information cannot be recovered. I At the present time, the City pays $36.00 per month for email. IT Specialist Graff stated that there would be an increase due to the major upgrade that would take place. Additionally, there would be 1 time infrastructure costs involved. However, the cost benefits include time saved to recover documents. Committeeman Werderich stated that he felt the upgrade would be useful and it is beneficial to spend the money. City Administrator McLaughlin stated that all Department Heads would like an exchange server. He stated that the technology is worthwhile and where businesses are going. The initial cost is $20,000.00. There are currently 125 users on the system. There would be a $75.00 per user fee, however, that would be included in the initial purchase price. To add additional users in the future would be $70.00 per user. IT Specialist Graff would purchase anti -virus software in 2 -year increments in order to save the City 50% of that purchase price. Additionally, he will attend training and then train all other users. Although this item was not budgeted, there were funds budgeted for a document server. Instead the exchange server could be purchased with those funds. With no further discussion, this item was moved to the Consent Agenda. 23. ADM 2007 -122 — Ethics Ordinance Committee Golinski stated that he requested to discuss this item as he attended an IML Meeting in which presenters from Aurora discussed their ordinance. While much is mandated by the State, Aurora's ordinance has i everything in one place. By comparison, the City's is ok, however, information is located in several difference places. Additionally, Aurora's covers items such as annual disclosure, outside employment, unemployment and whistle blower protection. Attorney Orr stated that Aurora has an excellent ordinance, however, it is not all in one place as it refers to the State Standards of Ethics. Additionally, she stated the following: o Outside employment belongs in the Personnel Policy as it applies to employees not councilman. o Annual disclosure is mandated by the State and is constantly amended. o Employment and Procedures refers to the Ad -Hoc Committee, which creates a Kangaroo Court type event. As it stands now, these items go to the State's Attorney's office. o Interest and contracts discusses conflicts of interest. State law has absolute guidelines regarding this matter. Aurora has stricter guidelines than the State has. o Although Aurora's ordinance reads well, it is not in one place and not everything is covered. o She and City Administrator McLaughlin have reviewed the City's ordinance and everything is covered. She suggests that they prepare a pamphlet for everyone. Committeeman Spears stated that the ordinance states that they are required to go through annual training. Attorney Orr stated that she is required to do so, not the council. It was determined that Attorney Orr and City Administrator McLaughlin will put together a packet. The information will be summarized and not verbatim case law. This item will be tabled at the present time and moved to Old Business when the packet is prepared for a future agenda. OLD BUSINESS: 1. ADM 2007 -52 — FY 07/08 Revised Budget City Administrator McLaughlin stated that the City is experiencing a shortfall in revenues, therefore, expenses needs to be cut back to meet the revenues. Every department has cut back. There is some capital money that could be cut back, however, it has remained in the budget for the present time but the Director's were advised to hold off on those items just in case they need to be cut. Discussion took place regarding the following: • There are no new hires proposed. • On page 34 where is states that Dave's memo is attached, it was attached to the original budget. Descriptions from the original budget have remained on this document. i o Revenues from the state are delayed but the City is getting what was anticipated. o The cable bill will change in February or March, but it will include mostly transfer customers. o The garbage surcharge that is up 136% was a description from the original budget; the City is on target in this line item. o With regards to the Brownfield Community Development, Travis has been inundated but the information will be received by the end of the year. o The City Council would like a spreadsheet that shows all expenses (employees, salaries, overtime, comp time, food, etc.) for the Holiday Under the Stars event setup and take down. o On Page 3 under Community Relations, items 8, 9 and 10 were not increased, that description is from the original budget. City Administrator McLaughlin stated that those items were reduced approximately $15 - $20K. o With regards to NiCor Gas, there are no expenses YTD and Finance Director Mika was asked to move the $250.00 to operating supplies. o Tennis court refurbishing was reduced by 50 %. o Community events were decreased by $10,000.00. o Page 7 Engineering fees are for personal engineering licenses. o Tuition reimbursement of $2580.00 was from the original budget, but there have been no expenses yet. o The Clasy Grant was eliminated last year. o The Human Resources Grant was moved to Administration Sponsorships to keep those items separate. Committeeman Spears stated that City Council would be asking for more money. o Sidewalk construction was reduced last year from $25,000.00 to $2500.00 as the Department Head stated that it would be part of the traffic program. City Administrator McLaughlin stated that not many residents as asking for this. Committeeman Spears feels that not many residents are aware of what the City offers. o Palmer Court was reduced to $67,348.00. o On page 20 the $385,000.00 was reduced to $313,316.00 as the purchase of 1 vehicle was removed. The department will have to make the vehicle last another year. o Facility expenses were reduced from $200,000.00 to $53,600.00, as the revenues are not available. o On page 23 the contingency was reduced from $3,608,441.00 to $442,823.00. Finance Director Mika stated that revenues were drastically reduced; therefore, the contingency must be sacrificed. o On page 24 under IEPA Drinking Water, this is new as it is the first year that payments were made on the bond. o On page 26 safety equipment was reduced. Eric is comfortable cutting the budget, however, safety will not be sacrificed. If something is needed, it will be purchased. o On page 29 under Land Cash, Dave Mogle confirmed the City was awarded those. o The bike path grant was awarded in 2005 through the developer. o On page 31 under Clark, Finance Director Mika was advised to separate the $150,000.00 and the $49,000.00 for Clark. o On page 35 under Grants, it is unknown if all have been awarded. City Administrator McLaughlin will meet with the Department to discuss this matter. o With regards to the Library, City Administrator McLaughlin stated that he added 10% for the levy next year. Committeeman Spears feels that they are being too cautious. City Administrator McLaughlin feels that they will have a good handle on their budget by the end of the year. Additionally, he feels that Michelle is doing a great job. o On page 38 the administrative fees for the TIF are legal fees. o The tax levy will be on the December 18, 2007 agenda. City j Administrator McLaughlin stated it is paramount that it is approved that evening. Additional discussion took place regarding a special meeting as City Attorney Orr has a presentation planned for December 18, 2007 regarding updates on all litigation. 4 attorneys will be attending the meeting. City Administrator McLaughlin will look at the possibility of changing the meeting. With no further discussion, this item was moved to the City Council and Consent Agenda. 2. ADM 2007 -94 — Review of Governing Ordinance Discussion took place regarding separating the City Council and Committee of the Whole Meetings. It was previously determined that this item would be discussed at the December 18, 2007 City Council meeting. However, at this time it was determined that the dates would be discussed at the next City Council meeting, but the text of the ordinance would be tabled and discussed at the next Administration Meeting. 3. ADM 2007 -96 — Discussion of Legislative Attorney City Administrator McLaughlin stated that $10,000.00 would cover approximately 66 hours of attorney time. Discussion took place regarding the following: o Attorney Orr feels that if the record reflects 2 different opinions, it could be brought up later and used against the Council. o Councilman Besco stated that forms should be completed and distributed so everyone is aware that legal advice is being sought. Additionally, the attorney would need to respond in writing. • It was determined that a process needs to be in place regarding seeking advice. City Administrator McLaughlin will prepare a draft based upon Councilman Besco's suggestion. At least 4 Councilmen need to agree that advice should be sought out. The question should be put in written form and the question and answer should be submitted to all Councilmen, the City Attorney and the City Administrator. • A budget and job description should be prepared. • Attorney Orr suggests seeking a Municipal Attorney. This item will be tabled and brought back at a later date. 4. ADM 2007 -97 — Number of Aldermen and Redistricting of Wards Assistant City Administrator Olson stated that there is no change other than the City can now map in -house which will be much more technologically correct. There are no guidelines yet. This would occur if the population were certified over 15,000. If the population reaches 15,000 the number of districts will automatically increase to 5. The following discussion took place: o City Administrator McLaughlin suggests they seek advice from an Elections Attorney. o Committeeman Golinski and Werderich are comfortable with 10 Aldermen. Committeeman Spears prefers 8. o Attorney Orr stated that with more people there is less control. o Assistant City Administrator Olson stated that when the number of Aldermen reaches 10, they could cut back to 1 per district for a total of 5. Attorney Orr confirmed that could be done by referendum. With that Committeeman Werderich stated he would rather stay at 8 Aldermen. o Attorney Orr recommended the Council speak to Matt DeLord from Robyn Swartz who was recently appointed to the bench. He may be willing to give advice. This item was tabled for later discussion. 5. ADM 2007 -86 — Plan Commission Roster Composition Committeeman Golinski brought this back for discussion as he feels constituents are concerned that non - residents are on the Plan Commission. All other communities have residency requirements. He states that there is a growing feeling that recommendations from the Plan Commission should be coming from tax- paying residents. While he is not an advocate of making an immediate change, he feels a change should be made if someone were to step down or not be re- appointed by the Mayor. The opinion received by Mike Roth is that the Mayor should have the power to appoint. The current ordinance states that the committee must be comprised of residents within the municipality or within the contiguous area within 1.5 miles. i I The additional issue is that the current number of members is 10. No other community has an even number. Committeeman Golinski feels that either the ordinance should be abolished or changed to limit the Committee to residents only. Attorney Orr stated the ordinance could be changed so that appointments made by the Mayor cannot extend beyond the Mayor's term in office. Committeeman Golinski is in favor of that change. This item will be tabled for the next agenda. ADDITIONAL BUSINESS: Attorney Orr — She is working with City Administrator McLaughlin on reviewin g g the following ordinances: curfew when an Alderman can vote while away, and the nuisance ordinance. Committeeman Spears asked her to look into the open space in Countryside as it is a common area and there are snowmobiles there all the time. Attorney Orr stated that would be included in the nuisance ordinance. Additionally, she needs to go to the EDC regarding recapture fees. Councilman Golinski informed her that Councilman Plocher is the chairperson. Committeeman Golinski — In order for him to attend the Cable Consortium on December 6, 2007 he is seeking someone to take his place at the Waubonsee Meeting. Committeeman Spears — Asked for the Council to receive a list of who is assigned to each of the committees as liaisons. Committeeman Werderich —none ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 9:34 p.m. I Minutes respectfully submitted by Margaret M. Hartigan. I �I