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Admin Committee Minutes 2006 02-02-06 Page 1 of 7 APPROVED 3/2/06 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, FEBRUARY 2, 2006 6:30 PM City Hall Conference Room CITY OFFICIALS IN ATTENDANCE: Alderman Paul James Finance Director Traci Pleckham Alderwoman Rose Spears City Treasurer Bill Powell (arr. 6:35) Alderwoman Valerie Burd Payroll & Benefits Specialist Denise Kasper Interim City Administrator John Crois Travis Miller, Community Development Director (arr. 6:45pm) Bart Olson, Deputy Clerk/Intern Police Chief Harold Martin (left 8:33pm) GUESTS: None The meeting was called to order at 6:30pm by Alderman Paul James. PRESENTATION: None OLD BUSINESS: 1. Minutes for ApprovaUCorrection: January 5, 2006 These minutes will be brought back next month so that the committee members can review. NEW BUSINESS: 1. Monthly Budget Report for December 2005 Ms. Pleckham reported that through the end of December the budget is at 58% of the revenue and 40% of the expenses of the general fund. Summary points were also added to the summary page. She added that the budget should be at 67% of the revenues, but that it is close. This report is for information only. Z ADM 2006 -10 Monthly Treasurer's Report for December 2005 The overall Combined Fund balance is 37% with 39% in the general fund. The general fund is up due to funds for the road program. This moves to C.O.W. consent agenda. i Page 2 of 7 3. ADM 2006 -14 Proposed Revised Budget — Fiscal Year 200512006 Ms. Pleckham reported on the budget. Department heads have reviewed their portions of the budget and they made recommendations for some changes. The following highlights were briefly discussed by Ms. Pleckham: 1. The summary page showed a revenue decrease of $2.9 million related to project timing in the Grande Reserve. The street department will take the major share of this decrease because the money is earmarked for roads. 2. Planning & Development shows a decrease of 20% due to the timing of the new hires in that department. 3. On page 1, some of the revenues were adjusted per the audit report 4. Planning fee removed from budget due to timing reasons. 5. Investment income has increased due to sound investments by Mr. Powell. 6. Road program has increased. 7. Interest rates have increased overall to about 4 %. 8. Page 2 has request for Assistant Administrator and salary is included here. This item will be taken back to the Administrative Task Force before the next Council meeting. Ms. Pleckham noted that the COLA increases were factored in this line item as well. Mr. Powell said he preferred to have this shown as separate line items when the initial budget is done and as one total in the revised budget and this is how is was actually done. Ms. Spears said she preferred to see the COLA amounts broken out by departments. 9. Insurance costs were down due to delay in hiring. 10. There is an additional request for funds in the Fagade Program for an applicant. 11. The State has asked the City for a commitment before Rt. 47 engineering is begun so capital projects and funding sources will need to be determined. Revised census should be available in 2 weeks that will provide additional money, plus the Fund Balance can be used if necessary. Other discussion of the budget: Ms. Burd asked if the Intern program would be continued if an Administrative Assistant were hired for the Council. Ms. Pleckham said it would be helpful to continue the Intern program because it allowed her more time for project- oriented tasks rather than day -to- day requests. Public Relations An additional $12,000 for Public Relations was then discussed. Some of that amount is earmarked for the employee appreciation dinner and some for new resident packets. Ms. Spears asked if the Chamber provided information for new residents. Ms. Pleckham said that they do, however, City information is not included. She thought that these packets were given to new residents when their certificate of occupancy is issued. Mr. Crois added that it is not unusual for cities to provide these packets and said that the new Page 3 of 7 parking ban information should be included. Ms. Burd added that she would like to see color on the newsletter. Page 3 of the proposed revised budget, showed that contingencies were up, however, Ms. Pleckham said she was not concerned since the City is close to the end of the fiscal year. Also on page 3, the computer equipment is up due to licensing being upgraded. Parks & Rec have decreased due to funds left from last year. Mr. Crois added that Dr. Engler had told him the recreation programs would cease at the schools if the school referendum does not pass. As a result, Mr. Crois asked the Parks Department to do contingency planning in that event. The basketball program would be the one most affected, however, alternative plans are being researched. Ms. Spears inquired about the merit pay. The $51,104 amount was split up amongst the various departments. Ms. Pleckham added that the employee salary increases were various percentages so the total amount was split up accordingly. Engineering costs were increased due to contractual services related to Brownfield. There will be some reimbursement for this. Ms. Burd asked if the City had a GIS system (page 4). This system has been in place for about a year. Public Safetv It was noted that Public Safety showed an increase in salaries. The Chief commented on that cadet program, saying it was operating better than even expected and another cadet is planned. Ms. Burd complimented Alderwoman Spears for pursuing this program. The primary change in the Public Safety budget was the increased cost of gas. Planning & Development The numbers were trued -up due to timing of hiring. Legal services in this category also increased due to an increase of attorney services for development. Some of this is reimbursible if it pertains to a specific development. Another increase includes money earmarked for a plotter. This is a transfer from Parks & Rec. MFT Ms. Pleckham reported that the numbers were trued -up. The special census numbers were removed because there will not be a large amount of money realized this fiscal year as a result of the census. Municival Building The development fees showed a slight decrease at this time, but increased revenues should come in later. Page 4 of 7 Police Capital Mr. Powell asked the Chief if he anticipated any additional need for funds for disaster plans. The Chief does not need more funds at this time, but they will be needed when more growth occurs. Mr. Powell suggested the purchase of two laptops available to the Mayor or Chief, in the event of a disaster or if City Hall was damaged. Public Works Capital Ms. Pleckham reported the carryover balance was trued -up and the development fees increased sharply. i Parks & Rec There was a carryover of $60,000 for two trucks that were approved in the last fiscal budget. Also, there were increased costs for office supplies for a computer replacement. Merit pay decreased Sewer & Water Project costs were trued -up. The Bruell St. project exceeded original estimate. Countrvside TIF Demolition is scheduled for this spring. Mr. Crois will check on the status of the last tenant who moved out on December 31 Water Improvement This reflects many contracts that EEI is working on. Also shows'alternate bond. This concluded the discussion of the proposed revised budget. 4. ADM 2006 -04 Library Buildout Repayment Information Ms. Pleckham and Mr. Powell commented briefly on the payment schedule for the Library. Ms. Pleckham will ask Tom Lindblom to come to a future C.O.W. for an update of the Library progress. S. ADM 2006 -05 Fiscal Year 200612007 Budget Requests Some of these requests were discussed last month: Facade Program, Rt. 47, part-time secretary /minute taker for the Police Pension Board, electronic documents /scanning of documents, laptops for aldermen. Additional items will also come from the goal- setting meeting February 11 Any other ideas should be submitted to Ms. Pleckham before March 13. 6. ADM 200641 Health Insurance Information Quotes are being obtained by Caywood & Associates for a May 1 St renewal date. Ms. Pleckham said two vendors had declined the request for rates. Names of vendors should be available next month. It was noted the IML does not provide group health insurance. Page 5 of 7 Ms. Pleckham said that some communities are starting to charge their employees a small percentage of the monthly cost. Ms. Spears asked if this type of information could be gathered; it will be brought back next month. Ms Kasper said that she had .contacted Montgomery and Sugar Grove and neither town requires employee contributions. Mr. Crois noted that contract employees pay a certain percentage already. Ms. Spears also asked if the City contacts other companies in addition to Caywood. Ms. Pleckham replied that Caywood is recommended because employees can easily contact the rep directly and the service is very good. Broker fees are set by the plans so there are no better rates This item will be brought back to next month's meeting for more discussion. 7 ADM2006 -12 Minute Taking Policy Alderwoman Spears said she had found a memo that was issued by City Clerk Milschewski in 2001. The memo stipulated that the completed minutes and the tapes were to be turned in one week prior to the next committee meeting. Ms. Spears said it was originally two weeks prior and she thought that a policy had been implemented. Mr. Olson will review this with Ms. Milschewki and it will be brought back next month. 8. ADM 2006 -13 Hiring Policy Mr. Crois sent a list of questions to the committee members for input regarding a hiring policy. It was agreed that a search firm and RFP should be used for the City Administrator or Department Heads (a list will be made of these). Proposals for the firms would be brought directly to C.O.W. meetings. When the search firm finds candidates, those candidates will be brought to the appropriate committee to determine who will be interviewed. Those committees would then present the finalist's name to the Mayor for an interview and hiring decision. It was also noted by Ms. Pleckham that the Administrator/Mayor should have a role in the interviews of those employees reporting to the Administrator. Mr. Crois will draft a policy and bring it back to committee next month. 9. ADM 2006-15 Municipal Building Impact Fee Mr. Olson asked the committee to review the memo regarding the current municipal building fee that is currently $150. He said he had reviewed Sugar Grove's capital impact fee and it is $6,600. Yorkville's capital impact fee is $2,800. A presentation was given by Mr. Olson that examined a timeline for city building construction. He presented seven different scenarios. Based on discussions at staff /committee levels, he felt that police and public works facilities were the most pressing building needs, followed by a City Hall. I Page 6 of 7 Approximately 7,600 units are not currently locked into an impact fee and could probably be negotiated for higher impact fees in future annexation agreements. Mr. Powell also asked about the possibility of a referendum or other taxes to finance construction. Various types of taxes were discussed. Mr. Olson suggested that the impact fee should be raised immediately with all the development pending. It was suggested that the fees for Montgomery and Oswego be i reviewed as well. i Alderman James said that a recommendation for an increase should be made and this matter moved on to C.O.W. A fee of $3,000 was suggested by Alderwoman Burd. A review of fees for surrounding communities was also requested. Scenario seven was selected as the most feasible: this would allow for construction of a police, public works and city hall to be built first. It would also include the cost of community, senior and aquatic centers to be financed through public - private partnerships or referendum. This matter will come before C.O.W. on February 21 10. ADM 2006 -16 Draft Job Description for Community Development Department a. Senior Planner b. City Park Designer c. Urban Designer d GIS Coordinator Travis Miller prepared a schematic of his vision of this department and also prepared Job Descriptions for a City Park Designer and Urban Designer. He would like to see the Senior Planner and GIS Coordinator be put into the 06/07 budget. The other two positions are already in the current proposed budget. He gave an overview of the job duties for all these positions. He added that outside services might still be needed even with a City Park Designer in place. Ms. Pleckham suggested that language be added to the City Park Designer description to include "works closely with Superintendent or Director of Parks /Recreation". Alderwoman Spears asked if any portion of these salaries could be paid for by developers. Land cash can be used. The City Park Designer and Urban Designer Job Descriptions and salary ranges will move forward to C.O.W. 11. ADM 2006 -17 Waterworks System — EEI Contracts B.2 and B.3 Abatement Ordinance 12. ADM - 200618 Rob Roy Creek Interceptor Abatement Ordinance These 2 items were discussed together. Ms. Pleckham said that these are the last 2 of 6 abatements. The deadline for filing is February 28. She is working with Glory Spies to i Page 7 of 7 disseminate the information. These will move to the C.O.W. consent agenda on February 7 th 13. ADM2006 -19 Plan Review Fees A memo from City Engineer Joe Wywrot recommended adding a surcharge of 0.35% for plan reviews outsourced to EEI. There is still City staff time involved in these reviews and this increase would help pay for that time. This will move on to C.O.W. consent agenda. 14. ADM 2006 -20 Amending the Administrative Assistant Job Description Alderwoman Burd said she asked that this item be placed on the agenda. She envisioned that one facet of this position would be to remind Aldermen of upcoming meetings to insure a quorum. Mr. Crois offered current City staff assistance to accomplish this. Ms. Burd also said she would like a "go to" person to assist the Council. She cited another duty as being able to obtain certain documents that Council members are not able to, in the course of a day. There was a brief discussion about past problems with securing documents and the need to avoid similar problems in the future. Mr. Crois interjected that all Council members should have the same documents /information to make decisions and that Council members should obtain those from the City Administrator. Ms. Burd asked to go on record saying that if a logical request for information is made, all Aldermen should be able to have original documents for decision - making. ADDITIONAL BUSINESS: Ms. Pleckham reported that the SSA bond ordinances for Bristol Bay and Autumn Creek will be moving to the C.O.W. on February 21. Peter Rafael and representatives of both developments will be present to answer questions. The ordinances are the last documents for the SSA and the SSA's are included in the annexation agreements. There was no further business and the meeting was adjourned at 9:05pm. Minutes respectfully submitted by Marlys Young, Minute Taker