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Admin Committee Minutes 2007 10-02-07 APPROVED 7 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 ADMINISTRATION COMMITTEE MEETING City Hall, Council Chambers Tuesday, October 2, 2007 — 7:00 P.M. PRESENT: Chairperson Munns, Committeemen Golinski, Werderich, Spears I 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, Parks and Recreation Director David Mogle, Alderman Joe Plocher GUESTS: Richard Budd Wormley, Attorney Tom Hayes, Tony Scott of The Record I Chairperson Munns called the meeting to order at 7:00 p.m. in the Council Chambers of City Hall. PRESENTATION: None MINUTES: Committeeman Werderich stated that the word `lean' should have been spelled `lien' in paragraph 1 of page 6. Additionally, regarding the fee discussed at the end of the same paragraph, he thought it was placed on hold and not waived. Finance Director Mika confirmed that the fee was in fact placed on hold. After the corrections are made, the minutes are approved. i NEW BUSINESS: 1. ADM 2007 -79 — Monthly Budget Report for August, 2007 Finance Director Mika stated that there would be no substantial changes until the 6 Month Budget Review. This is an informational item. 2. ADM 2007 -80 — Monthly Treasurer's Report for August, 2007 The fund balance reserve was placed back into the report since the audit was done. With no further discussion, this item was moved to the consent agenda. 3. ADM 2007 -81— Monthly Vehicle Report for August, 2007 Chairperson Munns stated that the Administrative car should not have any new miles. Assistant City Administrator Olson stated that the vehicle is borrowed to other departments for conferences and occasionally to the Police Department for use. There is approximately 20 miles put on the vehicle each month. Committeeman Spears stated that she likes the notes regarding maintenance. 4. ADM 2007 -82 — Monthly FOIA Report for September, 2007 Assistant City Administrator Olson stated that the Clerk provides the information. Discussion took place regarding Mr. Paul Drexel. The Committee was informed that he is a developer. Committeeman Spears noted that there was a request for the City Administrator's contract. 5. ADM 2007 -83 — Employee Manual — Grievance Procedure for Personnel Assistant City Administrator Olson stated that the memo outlines the current grievance procedure, however, at this time they would like to review Personnel Policy Manual and bring this item and the manual back to the committee for a comprehensive review. City Administrator McLaughlin asked if this item could be tabled for a few months. Discussion took place regarding the fact that the Mayor is involved in the grievance process. City Administrator McLaughlin stated that in his opinion, the process should stop at his office, however with regards to the Police Department, there may be state statute regarding a grievance process. This item will be brought back to the Committee at a later date. 6. ADM 2007 -84 — FY 06/07 Verbal Audit Update Finance Director Mika stated that Wolf & Co. would have a draft of the audit submitted by Friday. The Committee will receive copies. She stated that it could be placed on the COW Agenda for October 9, 2007; however, if Council needs more time to review the audit then it could be moved to the October 23, 2007 agenda for approval. It is due to the state by October 30, 2007. Furthermore, she stated that she recognizes this is a tight schedule but there is a new company completing the audit which takes a little longer. She also stated that Mike Cinco would be in attendance at the COW Meeting to make a presentation. 7. ADM 2007 -85 — Proposal for Return Utility Bill Envelopes Finance Director Mika stated that the October bills would be letter size. She is seeking direction regarding adding return envelopes. The cost is $.03 per envelope, which equals $1300.00 per year. Chairperson Munns stated that other utility companies include payment envelopes. It was suggested that the Finance Department determine which customers usually pay on -line and exclude envelopes from those bills. Finance Director Mika stated that it would take a few billing cycles to determine that. 8. ADM 2007 -86 — Plan Commission Roster Composition Committeeman Golinski stated that he has reviewed the City Code regarding this matter and feels it is outdated. He has also reviewed 5 other City Codes. None of those communities have an even number of commissioners and most of them have 7, whereas the City of Yorkville has 10 members. Additionally, most of them only allow residents to serve on the Commission. However, Sugar Grove allows 1 voting member to be a non - resident, but the Chairman must be a resident. The breakdown is as follows: Oswego — 7 members, all residents Montgomery — 7 members, all residents Joliet — 7 members, all residents Sugar Grove — 7 members, 6 residents, 1 township resident, Chairman must reside in Sugar Grove Yorkville —10 members, 30% are non - residents Committeeman Golinski proposes a change with future appointments. He suggests reducing the size of the Commission to 7 or 9 members and allowing 2 liaison members from the School Board and Bristol Fire Department. Additionally, he feels the Chairperson should be a resident. Attorney Tom Hayes stated that there could be issues restricting the Commission as described this evening. He asked for a few days to research the matter and he will submit a formal opinion. Chairperson Munns stated the felt it was odd that the Chairperson did not have to be a resident. Committeeman Werderich stated he felt the proposed changes were reasonable and that the majority of the members should be Yorkville residents. He also felt that having an odd number of members was fine. If a change is made, it was determined that the current members would serve out there current terms. Chairperson Munns stated that the committee would await legal review and that this item would be brought back to the November Agenda for further discussion. OLD BUSINESS: 1. ADM 2007 -60 — Administrative Intern Job Description Review — Discussion Assistant City Administrator Olson stated the he and City Administrator McLaughlin have discussed this issue and would like to further their discussion as part of the Personnel Policy Manual review. They will bring this item back to the Committee in a few months. 2. ADM 2007 -74 — Overtime Policy Chairperson Munns stated that he asked City Administration to look at the report and watch for any jumps in overtime. City Administrator McLaughlin stated that he has reviewed the individual time sheets since the beginning of the year. Overtime can be broken down into 4 basic categories which are 20% for snow plowing, 15% for water main breaks, 42% for well operations and SCADA, and 22% for other. He stated that the Water Department has the most amount of overtime. Discussion took place regarding the SCADA system. The system is broken down into 4 zones for monitoring. With the addition of the SCADA system and new well 7 this year, overtime is higher than it is expected to be in the future. Additionally, other employees will be trained on the SCADA system. Treasurer Powell stated that the department responds immediately to major alarms, but minor alarms are monitored and responded to the next day. City Administrator McLaughlin stated the he would continue to monitor overtime and also become more familiar with the department's operations. Discussion also took place regarding meter reading and hydrant flushing. City Administrator McLaughlin stated that hydrant flushing typically takes place during 12 hours of daylight (such as 7:00 am — 7:00 pm), which results in overtime. He stated that perhaps the hydrant - flushing season could be lengthened to reduce overtime. With regards to meter reading, he stated that some meters are read on weekends or after hours to accommodate customers. He felt that 70 hours of overtime in 9 months is a sign of good customer service. Committeeman Spears inquired about Glory Spies overtime. The hours were earned prior to her new position. She is now exempt from overtime, however, Human Resources Manager Kasper stated that she still has comp time to use within 1 year. Chairperson Munns asked City Administrator McLaughlin to continue to monitor overtime. 3. ADM 2007 -77 — Proposed Amendment to City Code Regarding Mechanical Amusement Device Licenses City Administrator McLaughlin stated that Attorney Roth felt the change from approval by City Council to approval by the City Clerk was fine. There are no legal issues. 4. ADM 2007 -78 — Waive Fees for Utility Customer Chairperson Munns stated that this item was continued pending legal review. City Administrator McLaughlin stated that Attorney Roth states the City can charge back 5 years, however, it is at the discretion of the City Council to review these matters on a case -by -case basis and to take a reduced payment. Mr. Richard Budd Wormley stated the following: • He has owned the property at 305 Colton, Yorkville for 25 years. • When he purchased the property it was a 3 -unit property. • He feels this issue was an oversight on the City's part, not his part. • He has paid every bill on time. • There is nothing on the utility bill which separates the units for him to have known that he was only being charged for 2 units. • He is not being deceptive to the City. • He has offered to pay 50% of the back charges and feels that he is being more than generous with his offer. Discussion took place regarding how many other residents were found to have been under - billed. Finance Director Mika stated that there are 8 -10 others with back charges of $400.00 - $600.00. At this time Mr. Wormley is the only resident that has not paid the back charges. She feels that if the City accepts a reduced payment, the other residents that have paid the amounts in full will want reimbursement. Discussion took place regarding this matter. Committeeman Golinski felt that accepting a reduced payment would set a bad precedent. The other Committeeman approved of a reduced payment. Committeeman Werderich felt that if other residents came back to seek reimbursement, then their cases should be heard on a case -by -case basis. It was determined that the City would accept a reduced payment (50% of $3508.50) from Mr. Wormley. He submitted a check to Finance Director Mika. Furthermore, he mailed the $100.00 lien fee on September 30, 2007 from Oswego. Finance Director Mika would remove the lien as soon as the City received the payment. 5. COW 2007 -19 — Amended Governing Ordinance Regarding Committee Liaisons Discussion took place regarding how Committee Liaisons should be appointed. Committeeman Golinski stated that there is a discrepancy in that ordinance states that the Mayor shall appoint the Committee Liaison to the Park Board. Committeeman Golinski feels that the Chairman should have the responsibility to appoint the liaison. Chairperson Munns, and Committeemen Spears and Werderich felt that the committee should vote on the liaison, with the Chairperson breaking a tie vote. City Administrator McLaughlin will make a draft of the ordinance change and bring it back to the Committee for approval. 6. COW 2007 -23 City's Hiring Policy Human Resources Manger Kasper stated that a presentation would be made with the Personnel Policy Manual changes at a later date. City Administrator McLaughlin stated that he would give an update on this matter at the next meeting. It was determined that the City Council and the Mayor would be left out of personnel matters as much as possible. City Administrator McLaughlin stated that he would point out specifically where the Mayor or City Council needs to get involved. ADDITIONAL BUSINESS: Committeeman Golinski — none Committeeman Werderich — none Committeeman Spears — She asked that if a Councilman wishes to have an item added to a Committee agenda in the future, that the Councilman should speak with the Committee Chairperson and the affected Department Head for review first so that there are no delays with items being placed on the wrong agenda. For example, she was informed that Somonauk Street should be placed on the Public Safety Committee Agenda. She had the opportunity to speak with the Department Head first prior to the meeting. Chairperson Munns — A few years ago, it was decided that the City would use a standard memo format, font type and size. That does not seem to be happening any longer. City Administrator McLaughlin stated that employees would need a reminder. ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8:10 p.m. �I e, Minutes respectfully submitted by Margaret M. 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