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.
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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
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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.
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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.
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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.
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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.
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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
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reviewed as well.
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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
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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