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Admin Committee Minutes 2006 05-04-06 Pace 1 of 2 APPROVED 7/6/06 i 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. i 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.