Admin Committee Minutes 2006 07-06-06 Page 1 of 3
APPROVED 9/5/06
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, July 6, 2006 — 6:30 p.m.
City Hall Conference Room
MINUTES
CITY OFFICIALS IN ATTENDANCE:
Mayor Art Prochaska
Alderwoman Rose Spears
Alderman Paul James
Alderman Jim Bock
Bart Olson
John Crois, City Administrator
Bill Powell, City Treasurer
Susan Mika
Dave Mogle, Director of Parks
The meeting was called to order at 6:30 p.m. by Chairman Paul James.
Presentations: None.
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Old Business:
1. Minutes for Approval/Correction: May 4, 2006 and June 1, 2006
The minutes were approved as read.
2. ADM 2006 -35 Park Board Bonding Coverage
The Park Commissioners are not bonded but they are covered by liability
insurance.
3. ADM 2006 -42 Hiring Policy (non- department heads)
Updates from the previous discussion were provided. Alderwoman Rose Spears
provided Bart Olson with some changes to be incorporated in the packet. This
will be brought for discussion at the August 1, 2006, COW meeting.
4. ADM 2006 -31 Staff Salary Survey
Alderman Paul James recommended reducing the report down to just have the
current range and the medium range so it will be easier to read and compare. All
other documentation including the job functions /descriptions will be available in a
separate book. Further discussion of the salary survey will be brought to the
September 5, 2006, COW meeting. Dave Mogle indicated that the Park Board
was hoping that the findings would be implemented this fiscal year. Mayor
Prochaska would like to have a policy that when the Council votes in a cost of
living increase that it would be put into the salary range to keep the people in the
range.
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5. Clerk and Treasurer — Elected or Appointed Positions
According to the state statute, once the City population gets over 10,000 people,
both positions become elected. This will only be brought to the August 1, 2006,
COW meeting if there is any supporting documentation that allows those
positions to be appointed. John Wyeth, the City Attorney, can do the research on
this.
New Business:
1. Monthly Budget Report for May 2006
The monthly budget report will be put on the agenda for discussion, but it does
not need to be approved.
2. ADM 2006 -43 Monthly Treasurer's Report for May 2006
The Combined Fund Balance Reserve went up to 50.2 %. This is because in April
the general fund portion of the fund balance reserve had an included item of more
than $2,300,000 dedicated to the growth projects which was subtracted from the
dollars available for fund balance. In the May report those dollars are zero.
Adding the additional $2,300,000 in the general fund balance, it went from 29.4%
in April to 47.38% in May. This is the reason why the combined balance went up
so high. This will be put on the agenda for the next COW meeting.
3. ADM 2006 -44 Proposal for Community Relations Intern
The Administration Committee recommends hiring a community relations intern.
This will be brought to the July 18, 2006, COW meeting to be discussed and
voted on.
4. ADM 2006 -45 Staffing Needs Analysis Methodology
The staffing needs analysis methodology will be brought to the August 1, 2006,
COW meeting for discussion.
5. ADM 206 -46 IT Assistant Job Description Update
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The Administration Committee recommends changing the IT Assistant from part-
time to full -time. The Council had approved a second part-time position for this
fiscal year. With Ron Robinson leaving, instead of having two part-time people,
it makes more sense to have one full -time person. This will be moved to the July
18, 2006, COW meeting with the recommendation to make this a full -time
position.
Additional Business:
An intern was hired for the Finance Department. The MPA type of intern will be looked
at later in the year. Engineering is looking at their staffing needs, too, as are all
departments. Revenue projections and projections on how to pay for the additional
staffing will need to be done. John Crois would like to give Susan Mika some time to
familiarize herself before she starts on this project.
Alderwoman Spears asked about receiving an updated spreadsheet of where each
development is that was provided by the Engineering Department. John Crois will find
out if this report is still done on a regular basis.
The meeting was adjourned at 7:15 p.m.
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Minute taker — Jeanne Arbet
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