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Admin Committee Minutes 2007 08-07-07 APPROVED WITH CORRECTIONS 9/4/07 United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Administration Committee Meeting Tuesday, August 7, 2007 7:00 p.m. City Hall Council Chambers In Attendance: Gary Golinski — Alderman Marty Munns — Alderman Wally Werderich — Alderman Rose Spears — Alderwoman William Powell — Treasurer Susan Mika — Finance Director Gloria Spies — Committee Relations Officer Bart Olson — Assistant City Administrator Denise Kasper — Human Resources Manager Guests Tony Scott - Reporter Meeting called to order at 7:00 pm by Alderman Marty Munns Presentation: None Minutes for Correction/Approval: July 3, 2007 X. z.,, .. n eeded-. Minutes approved. New Business: 1. ADM 2007 -56 Monthly Budget Report for June 2007 Alderwoman Spears brings up a question on page 44 regarding the deposits. Susan Mika explains that line was set up for persons putting down a deposit to rent out the facility and after their party they get their deposit back. Alderman Golinski said we take deposits for parks, ball fields, etc. Ms. Spears said that covers quite a few different things and Ms. Mika agrees it's a broad category and will talk with Dave and find out what this line item is really for. Mika said she will bring back and let everyone know. Alderman Munns states that this will be moved to 8/14/07 City Council meeting. No vote needed. 2. ADM 2007 -57 Monthly Treasurer's Report for June 2007 1 Treasurer William Powell states that the beginning balance as of June 30 was $16,110,642. June revenues were $3,748,515 and June expenses were $6,273,088 for an ending balance of $13,586,069. Alderman Munns notes this will go consent after approved unanimously on voice vote. 3. ADM 2007 -58 Draft Agreement for Aux Sable Creek Watershed Bart Olson states that this agreement was put together by Stephanie Sheets and notes that the agreement includes two payments of $3,500 each. One this fiscal year and 1 next fiscal year for a total amount of $7,000 to the Conservation Foundation for expenses associated with the Aux Sable Creek Watershed Study. Alderwoman Spears asks if any other municipalities contributed. Mr. Olson does not know of any. Ms. Spears notes that when she figured out everything that she's asking for $26,500 from local governments and when Spears added up their total project cost there was a $5,755 dollar difference. Ms. Spears asks if that's for advertising, administrative costs or what exactly. Mr. Olson said he would ask Ms. Sheets and states that this is coming out of the Community Development Budget. Alderman Munns asks for any objections. None rose however this will go on the consent agenda until they find out who will contribute to the project, states Mr. Olson. 4. ADM 2007 -59 Community Relations Associates Draft Job Description Bart Olson explains that this job description has not yet been - reviewed by the labor attorney however if it proceeds out of committee then he will have it reviewed. I Mr. Olson explains that there are currently 1.5 employees in the Community Relations Office, the Community Relations Officer and an intern. Gloria Spies is looking to replace the intern with a Community Relations Associate. Mr. Olson explains that the salary budgeted for the interns position was $7,500 and notes that the remaining funds not expended in this budgeted item could be used to offset the full -time employee's salary. The salary range for this position is $37,000 to $54,000. Mr. Olson explains that it is a large range and there aren't a whole lot of jobs like this out there to compare to right now. Mr. Olson states that this is an unbudgeted item and we would be looking at a revised budget. Alderman Gary Golinski wants to know what our needs are. Mr. Golinski wants to know if we have critical needs in finance or engineering or police. Gloria Spies states that the position has grown into something that no one thought it would be. She explains that this position as it was before did not include the constant updating and implementation of the website it didn't include backing up Parks and Recreation on their promotional material and it has created a job that goes way beyond her job description. Ms. Spies feels that some of these job duties have become 2 i essential and those things shouldn't be cut back on. She has instituted a lot of this as far as video taping, additional advertising and backing up. Ms. Spies would like constant communication from the residents of Yorkville and she feels that she doesn't have time because of attending meetings and backing up and representing meetings as organizations and it has become more than she has anticipated. Ms. Spies feels she can't accommodate all this and still have a constant flow of communication with residents as she would like. The intern is great but once she is gone I will need someone full time. Alderwoman Spears feels that most of what she is doing is in the job description and feels that if need be job duties should be prioritized and is not in favor of hiring a Community Relations Associate. Alderman Werderich feels more comfortable going forward with the new position if it were in the budget. Alderman Golinski feels Gloria is doing a good job and feels however that we are not ready for the position. Alderman Munns states that it will go on the back burner and if we can budget it then we can bring it back to the table. S. ADM 2007 -60 Administrative Intern Draft Job Description Bart Olson goes over the proposal for a new position and job description. Mr. Olson states that this is an approved job description. It's actually part of administrative intern policy which governs internships in Public Relations, and Parks and Recreation. Mr. Olson would like to hire a graduate intern next year. Alderman Munns wants to know if the intern will be hired to work just for Mr. Olson or can they go on other projects. Mr. Olson wants to put them on all departments and a wide range of projects. Mr. Olson states that if it's not in the budget then we're not hiring anyone until he comes back for a second request. All in favor for consent agenda: Golinski — yes, Werderich — yes, Munns — yes & Spears — yes. Alderman Munns notes that this will go to COW for vote next week on 8/14/07. 6. ADM 2007 -61 IML Attendance Policy Alderwoman Rose Spears believes that those staff members that attend the IML conference being compensated in payment of fees, hotel rooms, and compensation, attend the daily workshops. Ms. Spears feels that staff member should attend a certain number of workshops while there. Ms. Spears doesn't feel a policy needs to be put in place however Bart Olson states that he will send out a memo outlining the rules and that they need to be at least attending the workshops. Alderman Munns agreed that they should come back with some good ideas from attending workshops. It is requested by the committee to draft a memo for staff. 7. ADM 2007 -62 ICMA National Conference Request Bart Olson brings to the committee a request to attend the ICMA National Conference. It is in the budget to attend the conference and there is a fee of $635. 3 However Mr. Olson is interested in the Friday before the conference the ICMA is coordination an "Assistant's Exchange" program, where assistants register their areas of government interest and ICMA coordinates a day -long visit with governmental entity in the Pittsburgh area. He is requesting that he be sent three days earlier to the conference and he would take three classes before the actual conference began. In this request there is an additional fee of $510 for three night hotel cost. Since he was already going to Pittsburgh he wanted to bring to the committee if they felt there would be any value to the City or to Mr. Olson personally. Mr. Olson believes that this would not put us over budget because there have been a few people who have backed out of going to the IML conference. He also believes that if they hire a City Administrator by the time of the conference it is his strong interest to send them and states that they would still be within the budget to send them as well. Alderman Marty Munns believes that if attends the workshops and comes back with something that will benefit Yorkville it is worth the extra $500. Alderwoman Spears, Alderman Werderich, Alderman Golinski, and Alderman Munns are okay with Mr. Olson's proposal and feels it would be beneficial to attend the conference's "Assistant's Exchange" program three days earlier. i This does not need to be voted on by the City Council. 8. ADM 2007 -63 Revised FY 07108 Library Budget Susan Mika explains that the 07/08 budget that was submitted on behalf of the library was different that what was submitted to Council. The Library Board and Ms. Mika have revised the budget accordingly and have received approval from the Library Board to move forward with this. Mr. Mika has added a column to show the revised budget and then a column that shows the specific line item that changed due to the revisions. Alderman Marty Munns wants to keep in mind that when we look at their budget for next year to let them know that they are spending tax payer's money. Alderwoman Spears, Alderman Werderich, Alderman Golinski, and Alderman Munns vote yes to move this ahead to consent agenda. 9. ADM 2007 -64 Council Chambers —Furniture Purchase Bart Olson goes over the quote he received on thirteen new chairs at $735.00 /chair which comes to just under $10,000. Mr. Olson notes they are high quality leather chairs. Alderman Marty Munns thinks we need to get matching chairs. Mr. Olson states that these are not budgeted and that the decision to purchase new chairs would come out of the contingency line -item of $146,500 with no expenses approved yet this fiscal year. i 4 i Alderman Rose Spears believes that we should spend this money where we need it most. Ms. Spears believes more money will be spent for quality chairs but because some developers are going belly up we're not getting the money that we thought we were going to get and she feels that we shouldn't take that money out of contingency. Alderman Gary Golinski believes we should get new chairs however he would not want to use contingency money for chairs either. Bart Olson explains we have had some chairs that have been fixed but there will come a time that they will need to be replaced. Alderman Wally Werderich feels that $700 is too much to spend on a chair. Mr. Olson believes they push this for discussion for the revised budget as well. Ms. Spears feels that if we have the money she is definitely for it. Alderman Munns states that they will bring it back on September's agenda to see if there is money there. 10. ADM 2007 -65 Amendment to Department Head Hiring Policy This was requested by Mayor Burd, states Bart Olson, who could not be here tonight. Mr. Olson explains that the current policy requires the appropriate committee to review the applications and select individuals for the first round of interviews. After the initial interviews, the committee then recommends an individual to the Mayor. Mayor Burd is proposing that the policy be amended to clarify the role of the Mayor in the process. Per state statute, the Mayor appoints the candidate with the advice and consent of the Council. Mr. Olson wants to interject a consensus on having both parties at least review the applicants choosing a joint group of people that both sides could agree on. He feels that both sides, City Council and Mayor, should be involved in reviewing the applications. Mr. Olson feels both parties should be involved from the get go. Alderman Munns feels that it defeats the purpose of having a committee and feels that the Mayor should be part of the selection committee then. Mr. Munns feels the Mayor should put her input into the group and not just have it be coming from the side. Alderman Werderich agrees that she should be part of the selection committee. Alderman Golinski doesn't feel that the Mayor should be part of the selection committee because he feels that the way it works now works very well. Alderwoman Spears agrees as well. Alderman Munns states that this has been working so why should we change it. No action will be taken at this point. 11. ADM 2007 -66 Public Works Tool Inventory Update i 5 Bart Olson explains this is an informational item only. This is what was requested in last months meeting. Alderman Munns wants to see month to month comparison. Mr. Olson states that the format is open to their request and he explains some things might not be on inventory. Mr. Olson explains that he and Eric are going to meet on inventory items and states that the candidate they just hired has quite extensive experience in keeping inventory and experience in using different tools. Mr. Olson notes this be will be an informational item for Public Works Committee for month to month so the actual inventory won't show up here. 12. ADM 2007 -67 Quarterly Department Vehicle Reports Bart Olson explains that this is an informational item as well. Mr. Olson explains that there is one department that has not responded at this time and they handed over their report today so it will go in the next month's packet. Their vehicle reports are in those reports so those will be updated as well. p 13. ADM 2007 -68 Employee Drug Testing Policy Alderman Marty Munns brings up for discussion a proposal for drugs testing. Studies show that 7 to 8% of employees are coming to work on drugs. Mr. Munns is proposing that we do random drug testing or testing on reasonable suspicion. Mr. Munns feels that if we start at something it will clean up any drug use that is going on. I Denise Kasper is proposing that we put in place a reasonable suspicion across the board for all employees within the next quarter just to give us time just to do it. Seeing that we do a few employees for the yearly DOT requirements we might as 1 well make it mandatory for all employees across the board and there would be no cost. In the employee manual right now there is a reasonable suspicion drug testing policy. Alderman Golinski feels that everything we're bringing up is already in the employee handbook and Ms. Kasper explains yes it is however we want to reiterate the policy to employees. Alderwoman Spears feels that we should throw in the random drug testing because this policy has been in the Employee Manual since 2004 and we've had problems since then. Alderman Werderich feels that a random test won't stop drug addicts from using however Alderman Munns feels that if there were drug user's amongst them those individuals would go to the EAP for help. Then the employers can't do anything because the individual has gone to employee assistant program for help. That is part of your benefit as an employee and that's there in place for employees to get help. Mr. Werderich feels that a random would help weed out drug users and is for it. 6 Mr. Munns feels that we should do the random for at least a year to help those who need help. He would like to get a cost on what it would be for the year and states we will bring this back on September 4 2007. Old Business: 1. ADM 2007 -26 Comp Time Discussion Bart Olson and Denise Kasper that a couple of months ago he took the proposal on the comp time to the staff and the majority of the staff, 25 members, said that they didn't want to get paid for over time and that they would rather get paid time off. They would like that as a security blanket in case something went wrong or to take extended vacations. Mr. Olson surveyed other communities and he found that none of them had a policy that was anywhere near as high as ours. However all the 25 employees found this to be a major benefit to have comp -time. Mr. Olson states that most of the employees who are banking a lot of overtime and comp -time are paying out in overtime so that's being tracked. Mr. Olson states that the 25 employees did not feel that a reduction in the amount of hours from 240 to 120 was something they could support. At the end of discussion 120 hours is a reasonable consensus by the committee. Bart Olson goes over the four policy options in the staff memo. However the one that the committee would like to go with is explained by Alderman Munns which is the we'll give them 120 hours today and give employees time to cash out or use days. They have until April 30 2009 to use anything above 120 hours explains Susan Mika. Will go on the agenda for 8/14/2007 and will not be put on consent. Additional Business: None Meeting was adjourned at 8:45 pm Minutes Taken By: Jamie Cheatham 7 PLEASE SIGN IN MEETING: Administration Committee Meeting ' Tu August 7, 2007 DATE: NAME BUSINESS PHONE # `"or -ysorr �aa0 3 -7cl3Y i i i