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Admin Committee Minutes 2007 11-06-07 APPROVED WITH CORRECTIONS 12/4/07 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING City Hall, Council Chambers Tuesday, November 6, 2007 — 7:00 P.M. PRESENT: Chairperson Munns, Committeemen Golinski, Spears, Werderich ABSENT: None ALSO PRESENT: City Administrator Brendan McLaughlin, Assistant City Administrator Bart Olson, Finance Director Susan Mika, Human Resources Manager Denise Kasper, Treasurer William Powell, Police Department Lt. Swartzkopf, and Mayor Valerie Burd GUESTS: Tony Scott of The Record and Rowena Vergara of the Beacon News I Chairperson Munns called the meeting to order at 7:03 p.m. in the Council Chambers of City Hall. PRESENTATION: None MINUTES: Committeeman Golinski stated that under Old Business, Item #5 that Committeeman Golinski was for the committee voting on the liaison and Committeeman Munns, Werderich and Spears were for the Chairperson appointing one. Committeeman Spears stated that under Old Business, Item #2, she asked about `Glory's' overtime. After the corrections are made, the minutes are approved. i NEW BUSINESS: 1. ADM 2007 -87 — Monthly Budget Report for September, 2007 Finance Director Mika supplied the following information to questions regarding the report: • The low revenues will be reviewed at the 6 -month budget review, but could potentially be due to money being delayed at the state level. Additionally, sales taxes are down from the City's target. I • The coding of crack filing on page 17 could be a miscode and she will contact Eric or Joe to check, otherwise, it will be adjusted at the 6 -month budget review. • On page 1, the expense of $1964.69 listed as Administrative printing and copying is for annual dues and the explanation will be corrected. • The City Manager's computer was scheduled for replacement. • Under Water Operations / Hand Tools, where it states `will not exceed 123 %' means that after the budget amendment is completed, the department will not exceed that amount. • Under Parks Salaries, the reason it is 5% over budget is that the previous salaries were used when determining the budget amounts. At the time, the department was hiring a new employee, therefore, the head count was off. It will be adjusted at the 6 -month budget review. • Under Parks / Electric, there were no funds budgeted because it was not known at the time the budget was prepared that lights were needed at the ball fields. 2. ADM 2007 -88 — Monthly Treasurer's Report for September, 2007 Treasurer Powell stated that the revenues equaled $3,602,456, expenses j equaled $2,569,318, leaving an ending balance of $18,033,932. The fund balance reserve should be 25 %; it is presently 29.70 %, which is slightly over. With no further discussion, this item was moved to the consent agenda. j 3. ADM 2007 -89 — Annual Treasurer's Report for September, 2007 Treasurer Powell stated the report is a summary of all activity through April 30, 2007. The reason that some figures are shown as negatives is that debt service is always shown as a negative if it was paid out. Finance Director Mika stated that it has to do with the bonds and that a journal entry will be done at the end of the year to correct that. Treasurer Powell stated that after reviewing the annual audit report, he would like to submit the following observations: • Total assets are up $5.9 million or 8.7% for a total of $130.5 million. • There is 17% restricted use for debt, insurance, motor fuel tax, etc. • The general fund balance is $5.3 million, which is down $500,000. • There is an unreserved balance of $2.8 million on the 101" day of 2007 expenses. • Real estate taxes are down. • Local sales tax is up from $4.6 million to $5.4 million. • Total revenue is $6.4 million. • Expenses are $5.3 million. • IMRF is 109% funded. • The police pension is under - funded as it was under - funded when it transferred from an IMRF pension to a police pension. In 2003 it was funded at 15.15 %, now it is funded at 31.5 %. They have been fortunate not to have any retirees, but now there are 2. After the contribution, there is only a $1000.00 per month difference. • He suggests possibly increasing the tax levy by $50,000- 75,000. • Bond requirement remains at AAA. • Municipal service expenses are $3 million, with revenues at $3.1 million; sewer service expenses are $1.2 million, with revenues at $3.5 million. Garbage expenses are short $77,500.00 from the actual cost. • In summary, he would like the City to fund the tax levy at the maximum. With no further discussion, this item was moved to the consent agenda. 4. ADM 2007 -90 — Monthly Vehicle Report for September, 2007 Assistant City Manager Olson stated that this is informational only. 5. ADM 2007 -91— Monthly FOIA Report for October, 2007 Assistant City Administrator Olson stated that the Clerk provides the information. Committeeman Golinski noted that Mr. Milliron asked for copies of bills that were not paid by the City. Assistant City Manager Olson stated that he was provided copies of the bills, however, they were not marked `paid'. 6. ADM 2007 -92 — City Inventory Report Chairperson Munns noted that this report is in addition to the Public Works Inventory Report. City Manager McLaughlin stated that a physical inventory audit is completed annually. The Committee will continue to receive this report monthly for information only. 7. ADM 2007 -93 — Proposed Administration Committee 2008 Meeting Schedule As the meeting scheduled for January 1, 2008 falls on a holiday, that meeting will be changed to January 2, 2008. The Committee chose to leave the November 4, 2008 meeting as is. 8. ADM 2007 -94 — Review of Governing Ordinance Committeeman Werderich stated that under Section I, Ethical Standards, item E, the sentence `that creates a conflict with official duties' should be changed. After extensive discussion including a suggestion that a separate Ethics Ordinance be created, a suggestion that the Ethical Standards be abolished or at a minimum several items should be removed, that the Committee of the Whole and the City Council meet on separate nights to stop the late night meetings, and that the Committee of the Whole be abolished, it was determined that the committeeman would prefer to have the COW and City Council meet on separate evenings, with committee meetings being held on separate evenings as well so that all councilmen have a chance to attend meeting for committees they are not on. City Manager McLaughlin will check with the City Attorneys to find out if the Mayor can turn the floor over to the committee chairpersons during their items of discussion. This item will be reviewed with the Committee of the Whole. Additionally, with regards to the Governing Ordinance, City Manager McLaughlin will email the entire document to the Committeeman to review. They will email the items to City Manager McLaughlin that they would like to see changed or removed. He will compile the information and bring this item back next month for further discussion. 9. ADM 2007 -95 — Tax Levy Finance Director Mika stated that the tax levy would lower homeowners tax bills by $4.00. City Manager McLaughlin stated that he recommends that the City Council use the maximum tax cap and abate in the spring. He does not want the City to be restricted by limiting the rate. It was determined that the City Council would hold a Public Hearing on November 27 and discuss and vote on the matter on December 18 10. ADM 2007 -96 — Discussion of Legislative Attorney Committeeman Spears stated that in the past, she and Mayor Burd felt that the City Attorney did not give information and direction to the City Council that they should have gotten. Several Councilmen feel that the City Attorneys only represent the Mayor. She recommends placing $5000.00 in an account for a Legislative Attorney. Furthermore, she recommends that the attorney be someone they are all comfortable with, that only one person from the Council be allowed to speak with the Attorney and that the attorney could only be contacted if the majority of the City Council agreed. Chairperson Munns stated that they would need to determine how much should be budgeted, how many Councilmen are required to request guidance, and should the requests be divided equally between the Councilmen. Councilman Werderich felt that 4 Councilmen would be enough to seek guidance. Committeeman Spears felt that it should be the majority and that the budget should be $9000.00. Chairperson Munns asked that the legal fees for the past 5 years, excluding the landfill issue, be researched. If the fees are over $150,000.00 annually, he feels that a full -time attorney should be hired. Treasurer Powell asked what category he and the City Clerk would fall into if a Legislative Attorney was retained. Mayor Bard stated that as they are not a part of the City Council, they would fall under the City Attorney. 11. ADM 2007 -97 — Number of Aldermen and Redistricting of Wards Chairperson Munns stated that at one point, Batavia had 22 Alderman and that he feels that the number of alderman should have a cap. This issue should be addressed before the next census. Assistant City Manager Olson stated that the cost estimate for the census should be received in the next 3 weeks and that the contract will be signed by February 28, 2008. City Manager McLaughlin stated that the count will take place in the spring or summer and will be certified in the fall. i Councilman Golinski felt that 8 or 10 Alderman would be fine, Councilman Spears was comfortable with 8, Councilman Werderich stated that he felt that 8 or 10 were alright, however, he would not commit to that answer until the census numbers were received. Chairperson Munns is comfortable with 8, but felt there should be no more than 10. With regards to redistricting, Councilman Spears feels that the districts should be more consistent. Chairperson Munns feels that each ward should have no more than a 100 - person population difference. City Manager McLaughlin will have the GIS staff person look at this matter and it will be placed on the next agenda for further discussion. 12. ADM 2007 -98 — Risk Management Annual Bill Finance Director Mika stated that the workers comp insurance rate has raised to $199,000.00 next year due to the submittal of claims this past year. However, by selecting the flat rate method, the city saved between $13,000 423,000 last year. She suggests the flat rate method this year as well. Chairperson Munns suggested the as the City grows, a Safety Team should be put into place. Human Resources Manager Kasper stated that she and City Manager McLaughlin would start working on a Safety Manual after the Personnel Manual review is completed. Chairperson Munns also suggested light duty assignments for employees who are injured. Human Resources Manager Kasper stated that she agreed and feels that it is good to have employees work in other positions. I The Risk Management Annual Bill will be moved to the consent agenda. OLD BUSINESS: 1. ADM 2007 -51— GPS Tracking System Assistant City Administrator Olson stated Greg Weber recommends not attaching a GPS Tracking System to the current computer system, as the system would require an overhaul. He does, however, recommend a separate system and the costs are included. This item is not budgeted. The Committee as a whole felt that if complaints were received regarding employees not doing their job or being where somewhere they were not supposed to be, they would then look into this matter. However, at this time, they will give the new Administration a chance to deal with those issues as City Manger McLaughlin stated he has very little tolerance for employees not doing their jobs and he expects the same from the department heads. Mayor Burd added that she would like the City to institute a policy regarding idling of vehicles. City Manager McLaughlin will talk to Eric about bio- diesel vehicles and will also look into a policy. This item is tabled for the present time. 2. ADM 2007 -86 — Plan Commission Roster Composition Committeeman Golinski stated that he feels that Attorney Roth's opinion and the state statute are different, therefore, he would like to look into this matter a little more closely and review this item at next month's meeting. 3. ADM 2007 -23 — Employee Policy Manual and Hiring Policy Update Human Resources Manager Kasper stated that she is working on these items comprehensively. She is looking at other communities that have recently updated their policies those are Batavia, St. Charles, Geneva and Montgomery. She will continue to update the Committee. ADDITIONAL BUSINESS: Committeeman Werderich — none I Committeeman Spears — none Committeeman Golinski — none Chairperson Munns —none � ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8:59 p.m. Minutes respectfully submitted by Margaret M. Hartigan. 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