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Admin Committee Minutes 2006 01-05-06 Paae 1 of 3 APPROVED 3/2/06 WITH CORRECTIONS ADMINISTRATION COMMITTEE MEETING Thursday, January 5, 2006 6:30 P.M. City Conference Room Present Alderman Paul James, Chairman Finance Director Traci Pleckham Alderwoman Rose Spears Denise Kasper Alderwoman Wanda Ohare Bart Olson Alderwoman Valerie Burd City Treasurer Bill Powell City Administrator John Crois Presentations: - None. Old Business: 1. Minutes for Approval/Correction: - December 1, 2005 — The minutes were approved. 2. ADM 2005 -12 Tuition Policy — In the additions to the existing Employee Manual, Section 8.6b (proposed), the first sentence where it says college degree or certificate was changed to say a college degree program or certificate program, and there was discussion about adding a list of eligible certificates. There was discussion about schooling for Maintenance Workers, and they may want to go for Certifications. The eligible degree level list should include certificates for Parks, Recreation, Streets, Sewer, or Water department employees, and any other departments it would apply. The staff that needs to be included in this list would be the Police Department Office Staff and the Community Relations Director. There was concern that the schooling requirements for the new job descriptions were not reflected in this list. These will be checked and the list will be updated if necessary. A footer should be added to tell the draft date and updated dates on the bottom of documents. This will move on to COW. New Business: 1. Monthly Budget Report for November 2005 — The year is 58.3% of the way through, and the General Fund revenue is at 49.76 %, and the expenditures are at 35.92 %. There are a lot of contractual expenses which may mean more personnel is needed. There was a question about why some of the expenditure percents were so high for certain items. Those items were one or two time collections or payouts, and they are finished for the year. The revised budget requests will be at February's Administration Committee meeting. This does not move forward at this time. I Paae 2 of 3 2. ADM 2006 -01 Monthly Treasurer's Report for November 2005 — The Sewer Maintenance Fund Balance is high because they have a smaller fund balance, and when the percent is taken, it is higher. This is for maintenance items they have not yet expended this year. There will be a new expanded Treasurer's Report format hopefully for next month. This will go on to COW on Consent Agenda. 3. ADM 2006 -02 Quarterly Department Vehicle Reports — The new format was not coordinated yet. These reports should be done monthly, but reviewed quarterly. This does not need to go on to COW. 4. ADM 2006 -06 Fox Industrial Park Abatement Ordinance — Items 4 — 7 are similar. These were city issued bonds that the city will not need to collect the dollars from the taxpayers for. They are alternate revenue bonds with an alternate revenue source. Taxes can be levied if the alternate revenue is not available The Tax Levy is attached as a third funding mechanism for the protection of the Bond holder. The county is required to levy the tax unless the City tells them to abate it. This is something that must be done annually. The abatement ordinance must be sent to the County by the last Tuesday in February. Glory Spies will be asked to send out a press release for these abatements. This will move on to COW on Consent Agenda. 5. ADM 2006 -07 Countryside Interceptor Abatement Ordinance — This will move on to COW on Consent Agenda. 6. ADM 2006 -08 Countryside Center TIF Abatement Ordinance — This will move on to COW on Consent Agenda. 7. ADM 2006 -09 In -Town Road Program Abatement Ordinance — This will move on to COW on Consent Agenda. Additional Business: FY 2006/2007 Budget Requests — There should be a separate line item for the Rt. 47 improvements. This will go on the agenda next month. A punch list will be created of items to add or delete identified from other committees and Staff. Alderwoman Burd would like to see more money for the Facade Program and for Public Relations to be expanded. She would also like to work on an incentive program for Small Business. Alderwoman Spears said Mrs. Austin called her about the rezoning of the duplex sold to the Van Riper Insurance Agency. Alderwoman Ohare spoke to her also. She had a concern that there was no covenant mentioned. Mrs. Austin pays a monthly association fee and the Business is not exempt. Mrs. Austin was concerned because the restrictions don't come out until after the closing. Alderwoman Spears has had concerns from residents that some of the residents were not notified of the Public Hearing or of a vote.. The city sends out a certified letter to the residents for the Public Hearings, and knows they received the letter, but they do not notify the residents of when the voting will take place, that is up to the residents to track. Rose Spears asked about the turnaround time of meeting notes from minute takers and court reporters. She said the two week turnaround policy should be enforced. This will be brought back to Administration next month. Page 3 of 3 Tracy Pleckham said there will be a special meeting, possibly on March 13 for the next fiscal year's budget. Goals and Objectives should be thought about beforehand. Alderman James said there are 5 Tuesdays in January, and that maybe the 5 th Tuesday should be set aside for Goal setting. Alderwoman Burd would like to see a resolution put on the agenda for Tuesday night supporting the School District Referendum. John Crois said there was a press release that FE Wheaton was purchased by Lanoga Corporation. They now have more capital and staff and expertise and will be expanding their services. Bill Powell said there is an inverted yield curve right now and the City is making such good interest on the short term investments that there is no rush to turn them into long term investments. The meeting was adjourned at 7:30 pm. Minutes submitted by Laura Leppert. i I i