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Admin Committee Minutes 2007 09-04-07 APPROVED 10/2/07 United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Administration Committee Meeting Tuesday, September 4, 2007 7:00 p.m. City Hall Council Chambers In Attendance: Valerie Burd - Mayor Gary Golinski — Alderman Marty Munns — Alderman j Wally Werderich — Alderman Rose Spears — Alderwoman William Powell — Treasurer Susan Mika — Finance Director Bart Olson — Assistant City Administrator Denise Kasper — Human Resources Manager Guests Tony Scott — Reporter Richard Budd Wormley David Mogle i Meeting called to order at 7:00 pm by Alderman Marty Munns Presentation: None Minutes for Correction /Auuroval: Ausust 7.2007: Wally Werderich states on page six he said that he didn't say drug users but he said drug addicts. New Business: 1. ADM 2007 -69 Monthly Budget Report for July 2007 Alderwoman Spears brought up a question on page three under the line item: Salaries — City Attorney, she questioned why it was only $309.68 and Susan Mika stated that it was John Wyeth salary for the one week he was here. Ms. Spears brought up line item on page 4 under professional services. She wanted to know what the $6,190.00 was for under line item: legal services. Ms. Mika said she would have to look into that but she believed it was for Mike Roth's salary however there might be some other legal attorney's salary included in that. 1 Bart Olson concluded with stating this is an informational item only. 2. ADM 2007 -70 Monthly Treasurer's Report for July 2007 Treasurer William Powell went over the budget report and stated that the beginning balance was 16,110,642 million; July revenues were 5,940,252 million, July expenses were 4,544,348 million and the ending balance was 17,506,546 million. Bart Olson asked if there were any questions; none rose and it is moved to consent agenda. 3. ADM 2007 -71 Monthly Vehicle Report Bart Olson explained this is an informational item only and there has been one division of the Parks and Recreation Department that has not responded yet. However when they do Mr. Olson explained it would be in next months report. 4. ADM 2007 -72 Monthly FOIA Report Bart Olson has added this item to show what the clerk's office goes through on a day - to -day basis and sometimes on an hour -by -hour basis. Mr. Olson stated it's for the committee's use so they know they aren't blind sided by anything down the road in case the press happens to write an article about information they've requested. This was an information tool for the committee to use and to see what they do on a daily basis. Alderman Golinski asked if there is a charge for the requests and Mr. Olson stated that there is a state statute that they aren't allowed to charge for labor but can for making the copies. Mr. Olson believes that the first 18 pages can be copied for free then they are .18 or .25 cents per page. Mr. Golinski also wanted to know how fast the clerk's office can turn around the requests. Mr. Olson stated that if one is looking for an ordinance that has gone through City Council it may only take ten minutes. However for example if a developer is looking for bonds it may take up to several weeks to get all the information. Mr. Olson stated they have seven days to respond and get requests filled or file an extension based on the need for more time. Alderman Werderich wanted the hours tracked and Mr. Olson said that they are going to start tracking because it will be beneficial. Alderman Munns stated that Gloria Spies should put out this information out on the website to show how much information we give out and to show that we are open and honest. Mr. Olson noted that this will be a monthly report. 5. ADM 2007 -73 Request for Records Class Bart Olson explained that Deputy Clerk Lisa Pickering has expressed interest in this certificate program. Mr. Olson would like this to be a part of her professional development. Executive Assistant to the Police Chief Molly Batterson is also enrolled in the class as well. Mr. Olson felt that it is essential to have two trained professionals in this class to help each other out. 2 Mr. Olson noted this class is specifically geared toward the public sector. For example they will go over how long to keep records, etc. Mr. Olson explained that per the employee manual this item of business only needed the committee's approval. Alderman Munns concluded with committee's approval. 6 ADM 2007 -74 Overtime Policy Mr. Olson explained that this was brought up two months ago. He went over the employee handbook sections on overtime and on -call status. He stated the only on -call duties are to maintain the city public infrastructure such as checking pumps, checking status of the wells, pumps, and lift stations. He noted that when the City Administrator, Brendan McLaughlin, begins his employment, the two of them will look at whether or not it would make sense to hire someone either part-time or full -time and have that be part of their regular job duties. Mr. Olson explained that there are only five employees in the division of public works and some of those may not even be allowed to do some of these job duties. j Alderman Munns wanted a clarification of what is exempt and not exempt. He noted that according to the overtime sheet we are paying the foreman, the most expensive employee, for overtime. Mr. Olson had taken a look at the over time and explained that a lot of that is the mandatory overtime and just getting calls in. Mandatory is the weekend- scheduled maintenance on the wells and pumps. I Mr. Olson explained that it is up to the committee to review the restriction of overtime on calls that are coming in. It is more of a policy of whether or not we want to establish service level or cost effectiveness. Alderman Munns asked Susan Mika for a month -to -month report on the overtime. He felt that too much is being spent on things that aren't necessary or aren't emergencies. He felt we need to hire someone else. Alderman Werderich noted that there are people out there that want second jobs working nights and weekends. Mr. Olson's main issue is whether or not to tell someone to come in when they get a call in. He thinks that they can cut calls however they'll be cutting service. There are only five employees and if you rotate the employees from night to day there might be a savings on overtime however there is an issue of efficiency if there are more than two guys on the team as opposed to one when it comes to emergency issues; the job may get done faster. Mr. Olson said that it is being looked into. Mr. Munns wanted the monthly over -time reports by department for the last year. Mr. Munns noted that this will come back to October's committee meeting. 7. ADM 200 7- 75 Disposal of Outdated IT Equipment I 3 I Susan Mika stated that they have 5 monitors, 5 printers /faxes and 10 computers that are outdated or not working and she is looking into potentially taking the equipment to a computer recycling firm that will recycle parts and in return the City would receive some minimal dollars for those sales. Alderwoman Spears recommended looking into giving them to a senior service center or preschool to see if they could use them. Ms. Mika said that she contacted a school but they never returned her call. Alderman Munns felt that a senior center might have more use for them. David Mogle said that he would check into Parks and Recreation's need for them. Alderman Werderich asked what the computer rotation policy was and Ms. Mika explained that every four years every department would update the computers and programs. Ms. Mika said that she would check around to see if she could donate them before she recycled them. She will research this and bring the information to the COW next week. 8. ADM 2007 -76 Assist First Time Home Buyer Down Payment Assistance Program Susan Mika stated that this program has been in effect since 2000 and the state recognizes that we can authorize 500 hundred million dollars in the next three years worth of mortgage revenue bonds. The state wants to help first time buyers by selling revenue bonds and making dollars available to residents for the purchase of a home in the City of Yorkville. When they sell those revenue bonds to -Fannie May or other mortgage brokerage companies they are getting a discount rate. With this selling of revenue bonds, residents will get a certain amount of dollars, depending on their criteria, to use towards their closing cost or save on their mortgage rate. Ms. Mika explained that the revenue bonds are something that the state issues but it has to pass through the US Treasury. The City has to give its okay. The reason why we'd participate in this is to assist bringing people into Yorkville. She explains that we are the middle man and there is no liability on the City's part. Alderman Munns noted this will be moved to consent agenda for next week. 9. ADM 2007 -77 Proposed Amendment to City Code Regarding Approval of Mechanical Amusement Device Licenses Bart Olson brought to the committee the City code sections governing mechanical amusement device licenses. He asked for any changes and advises they will have to go through the attorney. Mr. Olson stated that they inspect businesses yearly to make sure they are paying for the correct number of machines that they are using. There is actually a provision in this code stating that businesses aren't even suppose to be having these devices 4 delivered to their premises before they obtain a license. Mr. Olson wanted to let business owners know that they should come and apply first and get approved through the City Council, if need be, for their licenses. Alderwoman Spears brought up section 3- 4B -10: revocation or suspension of license. She felt that with a license, the business owner should be able to request a hearing before the City Council before charges are brought up against them. She compares it to the grievance policies that use to be in the employee handbook. Mr. Olson felt this would be a good one for Attorney Mike Roth and he would get his legal opinion on the grievance policy. He then stated that the main thing is he wanted to know is if the City Council wanted to continue to review these licenses and that was the debate of the license issues. Mayor Valerie Burd said that we should review. Alderman Munns wanted reports monthly of who has what and how many and who was denied. Alderman Werderich agreed. Bart Olson said that he'd bring this back next month with the legal opinion on City Council hearing process and what we need to do as far as amending that code. 10. ADM 2007 -78 Waives Fees for Utility Customer Ms. Susan Mika explained that the individual owning this building, Mr. Budd Wormley, owns a two unit building with a garage. Above the garage a third unit was added. She stated that the building has one water meter and all units are tapped into one line. She said even if they don't have three separate meters the City will bill the owner three separate water bills however Mr. Wormley has only been paying for two units for the last 20 years. Ms. Mika explained that this happens when owners build on without the proper permits and they go unnoticed. In this case they didn't get their garbage can so they've been getting free garbage as well. She figured out the total cost of garbage for five years would come to $327. The minimal amount for sewage for five years is $540 and the total for five years including water is $3,508.50. What Mr. Wormley would like to do to settle this dispute by paying half in the amount or $1,754.25. Ms. Mika's only concern with this is what she does with the others in the same situation. Do we make a deal with them as well? Alderman Golinski agreed with Alderman Munns in that, recently an owner paid for five years worth of utilities. They felt why would we cut a deal now especially when we can only back bill, via state statute, five years when Mr. Wormley has been getting more than fifteen years of free services. Alderman Werderich wanted to hear what Mr. Wormley had to say. 5 Mr. Wormley stated that he's owned the property at 305 Colton since 1983 and he acquired it through the Oswego Community Bank. At the time he acquired the building it was a three unit building. Throughout the years he said he paid the bills received from the City. To his knowledge there have been no late charges and nowhere on the bills did it ever indicate that there were one, two or three units. He stated that since he owned the building there have been three garbage cans, three mailboxes, three gas meters and three electric meters. When the City took away the garbage cans and only brought back two did the problem arose. He stated that the problem is the City's. He remarked that someone in the record keeping has been over looking this for 25 years and he's angry that there has been a lean put against his property without a hearing involved. He feels he in no way has deceived the City of Yorkville and doesn't really feel like he owes anything. He also received a $100 lean fee which Ms. Mika said they would wave. Alderman Munns asked about the unit above the garage and asked if their water is included in the rent. Mr. Wormley stated that the water in included in all three tenants rent and he pays the one water bill which has never come itemized. Because it never was itemized he never knew that he was only paying for two units. The City never looked into the property until Mr. Wormley asked about the garbage cans. Alderman Werderich said he spoke with Susan Mika and Bart Olson about making a payment plan for Mr. Wormley to pay off the debt. I Alderman Munns wanted the council to vote on this. Mayor Valerie Burd wanted to put in place in policy. She felt it should not be a case -by -case decision. Alderman Munns said they would have to ask the attorney for his opinion and then decide if the council would be willing to negotiate. He stated that this will be brought back in October. Old Business: 1. ADM 2007 -52 FY 07108 Budget Revisions Bart Olson brought this to the committee to talk about. He stated this agenda item was scheduled to be brought back for general review of the budget. He said that the committee should hold off any major budget revisions until the audit is completed and the six -month budget review process is closer. Susan Mika said that the six months is up in October. Alderman Spears clarified that this will come back to us in November and if we have any suggestions or changes then it will be taken back to the department head. 2 ADM 2007 -50 City Inventory Bart Olson brought to the committee a summary report that has been kept by the current mechanic, Brian Yarborough. The lists of items were generated by hand and include the department's inventory of all items with a value of greater then $200. The 6 Public Works department has already inventoried every hand tool regardless of its value. Currently the City policy requires staff to inventory everything having a value of $5,000 or more. Bart Olson felt that before we look into getting a barcode system that we do everything by hand first. The committee's opinion is that everything $300 and over and sensitive items should be inventoried. Sensitive items were defined as items that are portable such as cameras that would cost under $300. Bart Olson said that he wants to go full speed ahead with this and he wants to talk to department heads to come up with sensitive item lists. He said he'd bring this back in November. 3. ADM 2007 -68 Employee Drug Testing Policy Denise Kasper brought back to the committee a letter from our employment attorney with some recommendations to strongly consider the legal risks of randomly drug testing employees. She also brought back a brief summary of local municipality's stance on drug screening in general. Non DOT's have to be in a separate pool of random drug screening. Alderman Werderich felt that since we are a governmental entity there is a different set of parameters. He felt that's what he gets from reading the Attorney- Client Communication memorandum. He felt that this should be taken into consideration. The memo states that it would be a search if a government employee were to be randomly tested. Alderman Munns said there are four times you can test an employee and those are: when you hire them, under reasonable suspicion after an accident and randomly. Alderman Werderich noted that the memo states that the supreme court looks at it that there has to be a special need for testing a governmental entity and that's when it pops up it's not necessarily one of those four times. That's what Werderich felt he understood from reading the memo. Alderman Golinski felt that the policy we have in place now is good. He felt drug testing pre - employment is okay. Denise Kasper felt that we should move forward with the pre - employment drug screening and that would be it. She said that Provenia would train all employees on reasonable suspension and on promoting a positive j work environment. Each employee would then have to sign off that they received training. Bart Olson stated that we'll bring this back with amendment to the policy to the City Council on September 25 Additional Business: I 7 Alderman Golinski wanted to know how to go about getting shirts. Alderman Spears said that they bought their own. Bart Olson said that they haven't funded shirts for about a year and a half. He said that when they amend the budget they could certainly take that into account. Meeting adjourned at: 9:00 PM Minutes respectfully submitted by Jamie Cheatham, Minute Taker i i i 8 PLEASE SIGN IN Administration Committee MEETING: _ Meeting Tuesday, September 04, 2007 DATE: 7 :00 PM NAME BUSINESS PHONE # ✓ del( a Y4�� �Y� 1 7f I I I I I I I I I I - -I I - I I - I