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