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Admin Committee Minutes 2006 04-06-06 i Page 1 of 6 [APPROVED 5/4/06 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, APRIL 6, 2006 6:30 PM City Hall Conference Room CITY OFFICIALS IN ATTENDANCE: Alderman Paul James Interim City Administrator John Crois Alderwoman Rose Spears Assistant City Administrator Bart Olson Alderman Jim Bock Treasurer Bill Powell Payroll & Benefits Specialist Denise Kasper Mayor Art Prochaska (arr. 7:42pm) GUESTS: Jack Weber, Ryland Homes Matt Pagoria, Ryland Homes Brian Coleman, Brian Coleman & Assoc. Robert Ouve (sp ?) Brian Coleman & Assoc. The meeting was called to order at 6:32pm by Alderman Paul James. PRESENTATION: None OLD BUSINESS: 1. Minutes for ApprovaUCorrection: March 2, 2006 The minutes were approved as read. ( out of sequence) NEW BUSINESS: S. ADM 2006 -29 Bailey Meadows SSA 2006 -110 Proposing Ordinance Bart Olson said that in addition to the proposing ordinance, an Intent Resolution needs to be adopted as well. The ordinance will be brought forward to C.O.W. on April 18 Then in about a month it will be taken to Public Hearing and after 14 days it will be returned to City Council. This is part of the annexation agreement approved two years ago for Bailey Woods located at Baseline Road and Rte. 30. Mr. Olson thought this was one of the last two agreements for which the City had approved an SSA. Alderwoman Spears asked him to provide a copy of the annexation agreement. i Page 2 of 6 Mr. Pagoria of Ryland Homes said the proposing ordinance is in the amount of $7 million. He said this is a smaller amount than normal in order to keep the special taxes lower. The funds would be used for water /sewer infrastructure, roads and parks (a 5.4 acre park site will be developed). This development will include 150 acres at the southwest corner of Rte. 47 and Baseline Road. Twenty -two acres of that will be commercial along Rte. 47 and 113 acres of residential to the west. There will be 189 single family homes with a buffer of 153 townhomes. Since they will be extending sewer and water to the residential area, the commercial area will also be served by and benefit from that improvement. The SSA will also allow the developers to improve Baseline Road and the school fees will be pre- paid at 100% resulting in about $2.2 million. Alderman James asked if the developer could structure it so the price of the lots becomes part of the home price and the owner would not have the SSA plus the price of the home. Mr. Pagoria said the plan had been presented to his company as having a fixed rate SSA established, not a variable rate. Mr. Olson said the variable rate SSA typically is associated with the one -time payment. The per -year rate is the fixed rate. He said the agreement is structured to allow the developer to be on a year -to -year basis. Mr. Jack Weber of Ryland Homes added that their SSA is lower than those established for the City. He said the homeowner can pay this tax upfront or with their mortgage. It was noted by Alderwoman Spears that she thought Montgomery no longer allowed SSA's due to 12 foreclosures the first year because the owners did not fully understand the extra tax. Ryland Homes includes a sign -off for the buyer to acknowledge that they are aware of the SSA according to Mr. Weber. Ms. Spears requested a copy of this. The cost of this SSA is $1800 per year for a single - family home and $1000 for a townhome. If the City does not approve the full amount of the SSA, Ms. Spears asked what impact this would have. The developers said they would have to reconsider their position at that time. I The next step for this SSA is to proceed to C.O.W. on April 18 with the Intent Resolution. At that time an itemized list will be provided of the improvements included in the SSA. The sign -off letter will also be included. This SSA will be based on the new policy the City has set and will be fixed rate, according to Mr. Pagoria. Mr. Weber stated that their company has met with school officials so they are aware of the developer's intent. The school will receive all cash per a written request from Dr. Engler. This matter now moves forward to C.O.W. and the Public Hearing will be one month after C.O.W. This presentation concluded at 6:50pm. i Page 3 of 6 (Return to agenda sequence) OLD BUSINESS: Z ADM 2006 -12 Minute Taking Policy This is an update from last month. The committee had requested all minutes be received one week prior to the meeting and distributed on the Friday prior to allow for review time. No further action. 3. ADM 2006 -13 Hiring Policy John Crois drafted a memo detailing the hiring policy. He expanded on the policy for the two different groups of positions and listed steps for that process. It was agreed that this would be a policy rather than an ordinance and that the full Council would approve all policies. It was requested to have a policy on handling all hires not already addressed. This moves to C.O.W. on April 18th for more discussion. 4. PW 2006 -39 Project Manager —Proposed Petition and Draft Job Description Additional work is needed on this as it was too similar to an existing position. Mr. Crois will talk with Mr. Wywrot regarding this position. Alderwoman Spears added that a Project Manager should require a Bachelor's Degree and five years experience based on similar positions she has researched with Smith Engineering and EEI. Mr. Olson concurred. This item will return to Administration in May. NEW BUSINESS: 1. Monthly Budget Report for February 2006 Mr. Powell said he would like to combine the Treasurer's report and Monthly Budget into one report to save time. He said the Treasurer's Report is signed by him, while the Budget report is a summary for the month listing all the details. The Treasurer's report is done in compliance with State Statute. The Attorney will be consulted on this matter. Additional changes might be to add columns for "same month last year ", "last year's percentage" and "this year's percentage" on the Treasurer's Report. The Budget Report showed general fund revenue at 79.9 %, expenses at 61 % and the revenue side is not quite at the 10 -month level. This is due, in part, due to late payments from the State. Ms. Spears asked about the overtime on page 3 and who, specifically, was working overtime and who the part-time persons are. Overtime was paid to the janitor during the holidays, however, some other employees receive comp time. Ms. Kasper monitors the overtime and she said Administration does not reach the maximum for comp time, however, Public Works does. No employee is over the 240 hours maximum. i Page 4 of 6 The Planning and Development legal services were also discussed. This may be some of the Attorney's time and Mr. Crois will research this. It was also noted that the Streets Maintenance Equipment was at 110% in the budget detail. The Budget Report is FYI and the Treasurer's Report moves to the consent agenda. 3. ADM 2006 -27 Quarterly Department Vehicle Reports Mr. Olson did not receive all the reports, so he will try to have them all by the next Administration meeting. The reports will come to committee each quarter, however, they , will be detailed by month. 4. ADM 2006 -28 Hoover Boy Scout Camp — Update on Process Mr. Crois said he found a copy of an agreement and the quarterly payment was coming due. The three staff employees involved with this agreement are no longer employed by the City and Mr. James said the committee must become familiar with the various aspects. Three parties are involved in this agreement: CorLands, the City and the Forest Preserve District. One of the three parcels has already been purchased by the City. Ms. Spears said Kay Hatcher of the Forest Preserve could probably assist since she is Chairman of the Forest Preserve. S. ADM 2006 -29 Bailey Woods (Discussed earlier) 6. ADM 2006 -30 Administrative Assistant Job Description Mr. Crois said he reviewed this description and found that it encompassed both clerical and non - clerical duties. It has evolved to the point that he said it needs to be upgraded and perhaps divided into two positions. The two positions would be Administrative Assistant and perhaps Administrative Analyst. The upgraded position would include development work, annexation agreements, title plats, preliminary plats, Plan Commission work and work for the C.O.W. In addition, this person would do special projects, research, work for the City Administrator and research for the City Council. The third function of that position would include a City inquiry complaint tracking system. This tracking system would also address certain items for a given ward and make it available to the respective Alderman. This would allow citizens to fill out complaints on -line. Alderwoman Spears suggested that some of the duties could fall into the Assistant City Administrator's position and only one position would be needed. The current City secretary could take on more responsibilities. She also said another intern could be hired for the research and it would be less expensive as well. i Page 5 of 6 Mr. Crois said a person with a college degree could most likely be found to take on the Assistant role. He agreed that some of the job duties could be shifted around. According to Mr. Olson, an intern should work fewer hours than he did and the focus should be more on the learning aspect of the internship. The deadline for obtaining another intern is in a month, however, Mr. Olson preferred to delay this for a year allowing him time to acclimate to his new position. The City Council would need to make the final decision. An intern for the Finance Department was suggested by Mr. Powell. It was recommended by Ms. Spears to move forward with securing another intern. A luncheon is scheduled at the end of the month to become acquainted with potential interns and Mr. Crois will attend. In conclusion, the Administrative Assistant position will be filled and an intern will be pursued. The Analyst position will be brought back to committee in six months. 7 ADM 2006 -31 Comprehensive Salary Survey Not all surveys have been completed and returned yet, however, this matter will be forwarded to the May 2nd C.O.W. The report was requested a week in advance of the C.O.W. to allow adequate time to review. ADDITIONAL BUSINESS: A list of all contracts, their length and expiration dates was requested by Ms. Spears. She specifically asked about the purchase of software. There was discussion of how the software is purchased and that it is done now by Mr. Robinson, IT Tech. Mr. Crois will verify the current process. Ms. Spears requested to place an item on the May agenda to discuss the Park Board's responsibilities regarding finances. Currently Mr. Powell only has access to those Parks records that are on paper, not electronically. He said he wrote a letter to that Department and Director, but he has not received a reply at this time. The Parks Department legally has authority to sign checks. Ms. Spears asked if that Department is bonded regarding check - writing- -this will be verified. The reservation process for the Beecher Center was also questioned by Ms. Spears. She said she thought Senior Services has been making reservations rather than Parks and Recreation. She asked who receives the deposit checks. Ms. Spears also related an incident whereby an individual had been refunded money for a Beecher Center deposit the individual had never made. That individual is questioning the financial processes of the City. She said that another incident involved a check that she I Page 6 of 6 was waiting for from the City and received much later. Yet another incident involved a check for sidewalk repair that took a year to be issued to a citizen who is also a City employee. Alderwoman Spears suggested that closer monitoring and structure of these processes is needed. These matters will be brought back to the next Administration meeting. The following issues need to be addressed: 1. What is the current procedure for the Beecher Center and who is managing? (The Seniors currently take the checks per the Mayor -he thought there was written instructions for this). 2. Procedures regarding checks from the City The Mayor said staff has been reviewing the budget and the comments received from Council members. The amended version will be presented at the April 18 C.O.W. Ms. Spears asked to see a breakdown of the amount of money allocated for each new position proposed. According to City Administrator Crois, a list is available. It was suggested by Mr. Powell that there might be some items that the City is paying for that the Police Pension should be paying. This needs to be researched in terms of the tax caps. An example of the kinds of expenses questioned was travel to seminars. Mr. Crois will research these questions. I There was no further additional business and the Council then entered into Executive Session at 8:OOpm. That concluded at 8:15pm. The regular Administration Committee meeting was adjourned at 8:16pm. Respectfully submitted by Marlys Young, Minute Taker i i I I PLEASE SIGN IN DATE: MME � BUSINESS PHONE # I ZZ4 • Z MATS �A & I I � I I I I I t I 1