Admin Committee Minutes 2006 05-04-06 Pace 1 of 2
APPROVED 7/6/06
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ADMINISTRATION COMMITTEE MEETING
Thursday, May 4, 2006
6:30 P.M.
City Conference Room
Present
Alderwoman Rose Spears Denise Kasper
Alderman Jim Bock Bart Olson
Alderwoman Valerie Burd City Treasurer Bill Powell
City Administrator John Crois Police chief Harold Martin
Lynsey Johnson
The meeting was called to order at 6:30 pm by Alderman Jim Bock.
Presentations: - None.
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Old Business:
1. Minutes for Approval/Correction: - April 6, 2005 — The minutes were approved.
2. PW 2006 -39 Project Manager — Proposed Position and Draft Job Description
— The title of this position has changed from Project Manager to Public
Improvement Technician and it is budgeted for a November hire. New
"knowledge, skills and abilities" items were added as well as a new "physical
demands" section. The salary range is $41,000 - $57,000. Alderwoman Spears
said she would like to have the candidates tested on Excel and CAD systems so it
can be proved the candidate is proficient in these programs. Alderwoman Burd
does not know why this position is needed. The individual would be doing routine
things that City Engineer Joe Wywrot does such as letter of credit reductions and
punch list items. This person would notify residents of projects in their area.
Alderwoman Burd said when the last person was hired in this department she
asked Joe Wywrot if he would need any more staff, and he said no. She would like
to put this job description on hold until the City Engineer can come up with a plan
for his department. This will come back to Administration in July.
3. ADM 2006 -27 Quarterly Department Vehicle Reports — This will be postponed
until June.
4. ADM 2006 -28 Hoover Boy Scout Camp — Update on Process — The piece of
land being held by Corlands for the City is not in the Hoover Camp, it is in Grande
Reserve. Maybe some of the land in Grande Reserve could be swapped with some
of the land in the Hoover Camp. The property in Hoover is being held for the
Forest Preserve. With Corlands holding land for the City the land can be used for
grants such as the OSLAD grant. The 1 year contract extension for Corlands to
continue holding the land will cost $10,000. John Crois still has to find out if there
is an intergovernmental agreement with the Forest Preserve for using some of the
land for active recreation programs. This will move on to COW on May 16, 2006.
PaLye 2 of 2
New Business:
1. Monthly Budget Report for March 2006 — No further action is necessary.
2. ADM 2006 -33 Monthly Treasurer's Report for March 2006 — The beginning
balance is $29,125,778.38. Revenues were $2,478,189.14 and expenses were
3,300,349.32. There were $60,832.78 in transfers. The ending balance is
$28,364,450.98. The combined Fund Balance Reserve is 41.49 %. The City wants
the Fund Balance to be closer to 25 %. This will move on to COW.
I 3. ADM 2006 -34 Park Board — Beecher Center Rental — Right now the process is
being handled by 2 people in 2 separate locations. The Beecher Building will
determine the availability and the deposits will now be paid at the City. Ron
i Robinson will be consulted to see if the 2 computer systems can be linked. Maybe
this could be put into the website. No further action is needed for the committee.
4. ADM 2006 -35 Park Board Bonding Coverage — This is informational. No
further action is needed. There was a question about why the Park Board members
sign checks. Dave Mogle or Scott Sleezer may be able to explain. It is thought is
has something to do with Land Cash.
5. ADM 2006 -36 Assistant City Administrator Related Job Descriptions
a. Administrative Assistant
b. Office Assistant
c. Administrative Secretary — This is informational. Only the reports to line was
changed. They now report to the Assistant City Administrator. The memo will go
on to COW.
Additional Business:
John Crois said the Mayor has reviewed a recommendation for the Finance Director.
He will be coming forward with his recommendation.
Chief Martin asked what the City Council's policy was for people who have retired
from the City and then come back to work in another position for the City. This will
be investigated and a policy will be made. Gary Collins is the attorney for the Police
Pension. He will be contacted to see if there are any ramifications.
Bill Powell said as a FYI there is online access to the Parks in the works.
Alderwoman Spears asked about the hiring policy of department heads. This will be
coming back to COW.
The meeting was adjourned at 7:40 pm.
Minutes submitted by Laura Leppert.