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Admin Committee Minutes 2007 07-03-07 i i Page 1 of 6 APPROVED 8/7/07 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Tuesday, July 3, 2007 7:00pm City Hall Council Chambers COMMITTEE MEMBERS IN ATTENDANCE: Chairman Marty Munns Alderman Gary Golinski Alderwoman Rose Spears Alderman Wally Werderich i OTHER ATTENDEES: Mayor Valerie Burd Alderman Joe Plocher Finance Director Susan Mika Acting City Administrator Bart Olson Treasurer Bill Powell Community Relations Director Glory Spies Parks & Rec. Director David Mogle The meeting was called to order at 7:00pm by Chairman Marty Munns. Presentation: None j New Business: L ADM 2007 -47 Monthly Budget Report for May 2007 This was for information only. Z ADM 2007 -48 Monthly Treasurer's Report for May 2007 Treasurer Powell reported there were some adjustments due to the audit. He reported the following: as of May 1 beginning balance of $17,228,285, revenues of $3,641,530, expenses of $4,759,173 and an ending balance of $16,110,642. This report was for information, no further action. 3. ADM 2007 -49 Minute Turnaround Policy Mr. Olson said this item was to discuss whether or not the City should require a shorter turnaround time for meeting minutes (1 -2 days). In addition to receiving committee meeting notes in a timely manner, the policy would allow C.O.W. minutes to be available at the following week's City Council meeting. In a memo to the Administration Committee, Mr. Olson recommended against requiring a 1 -2 day turnaround time since the cost would be greatly increased (if a court reporting service was used) and due to the fact that the agenda items would likely not proceed to the next week's Council agenda. Page 2 of 6 He also said he has begun calling any absentee Council members the night after a meeting to apprise them of the meeting. Alderman Spears said the Council had previously asked for meeting minutes to be turned around in a timely fashion and said that it was surprising that the committee had just learned of the Robert's Rules of Order requiring the minutes to be available by the next meeting of the same body. She asked that all minute - takers be notified of this. It was noted that City Clerk Milschewski had sent out emails requesting feedback on this subject. Mayor Burd commented that the survey had found that other towns were able to turn their minutes around in a 1 -2 day period. Bart Olson said that one minute -taker will soon be leaving and the job will be posted for 1 -2 additional personnel. Alderman Golinski said he felt the committee should monitor the new structure and incentives and revisit if needed. Chairman Munns suggested a requirement that the notes be finished at least one week prior to the next meeting. Other suggestions made were to have the City Council and C.O.W. notes done in the same time frame and also to distribute all minutes as soon as they are received. It was also noted that meeting minutes are posted on -line after approval. In conclusion, this item will be informational now and will be revisited if needed. 4. ADM 2007 -50 City Inventory via Bar Coding Chairman Munns said he had asked Interim Administrator Olson to research the available technology for inventory purposes. Mr. Olson asked for direction on the scope of inventory, whether or not to include all City departments and on what dollar amount. The cost would dictate the system to be used. He said any items over $5,000 in value are now inventoried and that the "cost vs. loss" should be considered in choosing the inventory system. Mr. Munns said a comparison inventory is needed to determine if any items are missing. Mr. Olson asked if there is a perception that some City property has been stolen. The committee agreed that there is such a perception and that the City has received phone calls to that effect. The most frequent complaints concern tools according to Ms. Spears and she recommended that the City seal be placed on some of the equipment to prevent personal use. It was noted by Ms. Mika that laptops have an ID code and that she has a spreadsheet that shows the assignment of this equipment. Chairman Munns quoted Alderman Besco from an earlier meeting, saying that many companies use tool lockers from which tools are logged out to a certain user and then logged back in after use. Other suggestions were: assigning tools to certain vehicles, Page 3 of 6 engraving the City name on tools and to use a hand -held inventory device like meter readers. Administrator Olson said that overall, the City needs to establish a culture whereby it is unacceptable to steal or use tools for personal needs. In a related matter, it was noted that personal cars were observed being washed at a Public Works building. It was also noted there was another incident where it appeared that mechanical work was being done on a personal vehicle at a Public Works facility. It was also questioned why a television would be needed at the Public Works building. Mayor Burd suggested that a dialogue is needed with supervisors from Public Works and the Parks Department to establish a new culture since some of the traditions are no longer acceptable. It was noted that for the new mechanic position, the tools will be owned by the employee. Alderman Plocher said that the value of those tools could easily be $100,000. In conclusion, Mr. Olson will complete the comparison inventory by the next meeting and will meet with supervisors regarding the issues discussed at this meeting. S. ADM 2007 -5 Nextel GPS Tracking Plan Alderwoman Spears said she had received a complaint regarding the use of city vehicles j and addressed her concern with the department head who handled the problem. She said other complaints have been received as well. Alderman Golinski said he had mixed emotions about this issue, but citizens have told him about Public Works and Parks trucks being frequently seen in the Menard's parking lot for extended periods of time. Mr. Olson reviewed a possible tracking plan. Since most employees have cell phones, a program could be implemented through Nextel and department heads would need a computer to view location maps. However, Ms. Mika pointed out that such a system does not give a specific location, only a general range. A refresh button must be used in order to see movement. She discouraged this system. And, Alderman Werderich pointed out that if the phone is turned off, the system does not work. He said the problem should be addressed with the supervisor first due to the cost. It was suggested by Treasurer Powell to place a tracking system on vehicles instead of phones. The least expensive system according to Ms. Mika, costs $1,000 per vehicle. Mayor Valerie Burd thought that a whistleblower program should be instituted and that someone outside the problem department needs to investigate complaints. Other suggestions were to call City staff when problems are noted, establish a complaint and compliment system on website, establish a hotline for reporting problems and a suggestion box because employees are afraid of repercussions. In summary, the GPS idea will be tabled at this time. Administrator Olson will talk with employees about the new culture the City wishes to establish and department heads will Page 4of6 be allowed time to speak with employees as well. An update will be brought back in September. 6. ADM 2007 -52 FY 07108 Budget Revisions Chairman Munns expressed concern about the travel and conferences expenses. He said Administration travel increased from $13,000 to $19,000 and he cited other examples also. He said it was not appropriate for entire departments to attend certain conferences, just department head and /or assistant. Ms. Mika explained that most of the Administration expense was the IML conference that Aldermen attended. Parks Director Mogle said the Parks and Rec convention was closer to home this year and j more employees would attend. He believes this is part of staff development and promotes enthusiasm in the department. Some of his employees also rely on these types of conferences to maintain their professional certification. Excessive overtime and comp time were also discussed. Administrator Olson researched 6 -day shifts, however, he does not believe that is a viable solution. It was agreed that department heads need to be accountable. Mr. Olson summarized that there seemed to be many infractions related to the Public Works Department. He said he has already begun tours of various departments and he will compile a general report regarding the many issues discussed at this meeting. Mayor Burd suggested more connection between the Council members and the employees. She asked Mr. Olson to facilitate this with the two groups. i In conclusion, Chairman Munns asked for feedback from the various conferences also noted that a majority of scheduled conference workshops attended. It was a ) y s should be p attended due to past incidents whereby the employee would attend only one. i i Ms. Mika also said she is beginning the budget process and is instituting a "budget justification form ". This item will come back to the August Administration committee meeting for discussion and a policy concerning conference attendance will also be discussed then. j 7 ADM 2007 -53 City Hall Parking Lot Susan Mika said a new utility drop box has been ordered and will be installed by the flagpole at City Hall to facilitate easier access. She is awaiting an estimate of extending a one -way exit out of the parking lot onto the side road that runs between City Hall and the Middle school. She requested permission to move forward with this idea and the committee members approved. Another suggestion was to leave it at the present location so that it is not directly in front of City Hall. She noted that 50% of residents use the drop box. This discussion will return to the August Administration meeting. Page 5 of 6 7. ADM 2007 -54 Proposed Liquor License Ordinance Amendment —Temporary License Permit This item concerns the City's desire to sell alcohol for Hometown Days. Glory Spies contacted City Attorney Michael Roth and he advised that a temporary permit should be obtained. She added that last year two vendors sold alcohol at this event and the City did not reap any profits from those sales. According to another Alderman, the vendors made thousands of dollars in profit. Administrator Olson said this item should be moved to the July 24 City Council meeting. The following three items are necessary for the City to sell liquor: 1. Temporary license 2. State license 3. Dram shop insurance In a memo to the Mayor, Ms. Spies indicated that the Yorkville Moose has agreed to operate the booth for the City in exchange for a contribution to that organization. i The cost of the insurance is not known at this time and will be researched. Mr. Mogle commented that last year, the City required a certificate of insurance from each of the vendors selling liquor. The sale of liquor by the City was approved in a voice vote of 4 -0 in favor. 9. ADM 2007 -55 Formation of a Finance Committee Treasurer Powell asked to have this item on the agenda and suggested that perhaps a Finance Committee should be formed to expedite the budget process and review discretionary expenditures. Alderwoman Spears said that the Administration Committee is the Finance Committee and monitors the finances. Special budget meetings are held as needed. Due to landfill hearings last year, there was little time for the budget. As a result, Ms. Mika said she would conduct budget workshops and start the process in September this year. It was decided that Administration would continue to oversee the budget and finances. Old Business: 1. ADM 2007 -27 Verification of Driver's Licenses A memo from Benefits Specialist Denise Kasper asked the committee to discuss two items: 1. Should the City require driver's license audits for certain employees? 2. Should the City require notification within 24 hours if an employee's license is revoked? Page 6 of 6 She also made recommendations about changing certain job descriptions to include a driver's license as a necessity. The committee agreed that an audit was important and needed to be conducted on all employees on a yearly basis. They also agreed that both suspensions and revocations should be reported on the next business day /within 24 hours (per employee manual). The valid/invalid license checks will be conducted by the Chief of Police and the information placed in the employee's record. Alderman Golinski pointed out that a veteran might be precluded from being hired if he /she were blind and not allowed a license. It was suggested by Alderman Munns that job requirements could be amended in such a situation. Mr. Olson said the driver's license policy could apply to everyone without making revisions to job descriptions. The consensus of the committee was to check all employees for valid driver's licenses and move this matter forward to City Council next week. In addition, Administrator Olson will ask that certain job descriptions be reviewed and revised to require driver's licenses. Additional Business: As of July 1 the Acting City Attorney will be affiliated with the company Ice Miller according to Mayor Burd. His former company is handling the litigation for the landfill appeal and he has now been appointed as City Attorney. Since Alderwoman Spears had received a citizen call, she asked about the practice of taking city vehicles home at lunchtime. Some specific situations that had been observed, were discussed by the committee. It was also noted that part of this type of situation is perception. Bart Olson asked that he be contacted when these instances occur and he will address. The governing ordinance will be discussed on July 10 Liaisons for other committees were briefly reviewed. The status of the oversized, flashing red stop sign for Countryside and Center Parkway was questioned by Alderwoman Spears. There was no further business and the meeting was adjourned at 8:53pm. Minutes respectfully submitted by Marlys Young, Minute Taker