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Admin Committee Minutes 2005 08-04-05 i Page 1 of 6 APPROVED WITH REVISIONS 10/6/05 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, AUGUST 4, 2005 6:30 PM City Hall Conference Room CITY OFFICIALS IN ATTENDANCE: Alderman Paul James Treasurer Bill Powell Alderwoman Rose Spears (arr. 6:36pm) Mayor Art Prochaska (7:10- 7:15pm) Finance Director Traci Pleckham Interim City Clerk Bart Olson Alderman Dean Wolfer (arr. 6:38pm) GUEST: Tony Scott, Kendall County Record The meeting was called to order at 6:30pm by Alderman Paul James. PRESENTATION: None OLD BUSINESS: 1. Minutes for ApprovaUCorrection: July 7, 2005 Not all committee members had an opportunity to review the minutes, so it was decided if there were any corrections, they should be brought to the September meeting. 2. Monthly Budget Report for June 2005 It was noted that the monthly Budget Report as of June 30 showed expenses being greater than revenue, however, some tax distribution and state revenues are still expected. Ms. Pleckham stated that transfers are being done quarterly and the numbers will be "trued up" in July. She also stated that the report is given to all Aldermen and in the future months, "FYI" will be added to this report. 3. Monthly Treasurer's Report for June 2005 The following items were specifically discussed: • The "Municipal Building" item is a carryover from the renovations and fees are still being collected. • #85 Fox Industrial -will be adjusted based on a transfer from MFT. An appropriation resolution was done earlier this year. Page 2 of 6 • #95 Trust & Agency -funds collected by the City for other agencies such as the School District (land cash), Library etc. This report will move to the C.O.W. consent agenda.. 4. Create Ordinance for City Administrator a. Revising of City Administrator Job Description Mr. Graff noted that his position was never created by an ordinance, but rather by a job description. The revised job description was reviewed by the committee and it was decided to discuss this after the IML conference. Ms. Pleckham said that she now tracks items from meeting agendas so that no item will be dropped off. It was suggested that these lists should be printed quarterly for a review. This agenda item will be brought back to committee in October for further discussion. 5. Powers of Council as it Relates to I and 4 Year Appointments This item will move to a future meeting when the Attorney is present and after more research from him. 6. Revising ofAdministrative Secretary Job Description Bart Olson's memo was discussed and he noted that the education requirements have been a point of conversation for each job description. The high level of education was the minimum for support staff. He had done a survey of similar positions in other towns to compare functions for this particular position. Ms. Spears asked him to also do a salary survey for this job, however, Mr. Graff said this information could be found on the computer Mr. Graff said this position was mostly clerical, but this particular position has evolved and includes extra duties. This position works with the Mayor, Administrator and Attorney and a confidentiality requirement was added to the job description. Mr. Olson said that if the education requirements are raised, it could be challenged and the City would have to justify the change. The job description will be reviewed by an attorney after the committee finalizes the revisions. Alderman Wolfer shared some recent information he received that it may be illegal to conduct a background check as a requirement except for Police Departments. It was noted by Ms. Pleckham and Mr. Graff that at the present, a release must be signed for such a check. The attorney will be consulted and Mr. Graff said this requirement should be placed in the employee manual. I Page 3 of 6 After much discussion, it was decided that the job description should require a high school degree along with a preferred Associate degree and/or 64 hours of job- related college courses. Alderwoman Spears recommended a rubber stamp to note "legal review" on all documents being reviewed. Mr. Graff responded that a "synopsis page" is being drafted to indicate legal, financial or other types of review and the action to be taken. He said it will be brought to the next meeting. Mr. Olson was asked to email surrounding towns requesting a job description for similar positions. This job description will move to C.O.W. after a final revision and legal review. 7 Videotaping Public Meetings This is an item that had been discussed at a previous meeting and no decision was made. Mr. Graff added that in the past, there was no one qualified to do the videotaping. At this time, City employee Glory Spies is qualified to do so. Ms. Spears said she is also qualified to videotape and Mayor Prochaska said that the person who tapes "Music Under the Stars" might also be available. The City I.T. Tech -Ron is coordinating with the consortium regarding the videotaping. This will be placed on the next C.O.W. agenda for input from the other Council members. 8. Salary Survey: Mayor, Aldermen, Clerk and Treasurer This item was skipped at this time. NEW BUSINESS: 1. Clerk and Treasurer — Elected Positions? The Clerk and Treasurer positions were necessary in the past, however, with full time staff positions, the question arose if those two positions can be handled by present staff. Mr. James said he spoke with Treasurer Bill Powell and City Clerk Jackie Milschewski and both of them feel their positions could be appointed rather than elected and should be full -time. Two separate referendums would be needed to take this action. The current stipend for each is $3600 annually. This item will be brought back next month for discussion. Prior to the next committee meeting, a survey will be done of surrounding communities to determine if the positions are full -time, elected or appointed, the salaries, etc. Bart Olson said that some communities do not have a Treasurer position or the role is minimal. Mr. Powell added that it is difficult to oversee the financial functions as a part-time official. The "check and balance" of the finances is done by auditors. i Page 4 of 6 Also prior to the next meeting, Attorney Wyeth will give an opinion on the legality of this issue. If the City moves forward with a referendum, 90 days must be allowed. (Moved back into agenda to discuss #8 under Old Business) 8. Salary Survey. Mayor, Aldermen, Clerk and Treasurer This issue was brought back from a previous meeting. Alderman James said that he wished to keep the salary on the lower end in order to attract citizens who want to serve the City, rather than those who do it for the money. He wishes to bring this item back to the next meeting when Alderwomen Burd and Ohare are present. (Moved forward in agenda to item #2 under New Business) 2. Special Census Update The special census coordinator recently met with Bart Olson and Annette Williams. The City will solicit office space in town by using an RFP and a contract will be obtained and brought directly to a future C.O.W. Three to four locations have already been identified. The office must be set up by September and must be off -site from the City building. This census should bring in more than $600 per home. The cost of the survey is approximately $102,000, up from the previous time due to more homes. 3. Salary Survey and Performance Review Proposal Currently, the City is examining employee salaries and the Police Department will also conduct a compensation salary survey. Mr. Graff asked if the City wished to hire a firm to study salaries. Three companies have been contacted and asked for quotes. The questions to be answered are: 1. Does the Administration Committee wish to do an RFP for a study? 2. Does the City want to do a formalized compensation review? Mr. Graff said that firms that study salaries often review job descriptions and revise performance reviews. He said some initial prices for this were obtained from a website. Montgomery did such a survey at a cost of over $100,000. Chairman James suggested taking this matter to C.O.W. for further input and also obtain a copy of Montgomery's recent survey. It was stated that the City already has that copy and has been using it. Alderwoman Spears said she does not think the expense of such a survey is justified at this time. The committee discussed the current performance review and suggested that these should be updated. Alderman James suggested pulling one off the internet. Mr. Graff said IML could provide input or perhaps a Ph.D. candidate or intern could do a study for a stipend. It was noted that two interns are approved for the next budget. i Page 5 of 6 This item will be brought back in October for further discussion after more information is gathered. 4. Waterworks System Contract B.2 and B.3 Alternate Revenue Bond This item is an update on the EPA loan, though the loan is not certain at this time. Administrator Graff reported that two good bids had been received for running pipes under the river. He recommended moving forth with the alternate revenue bond available, since it is not known if the loan will be approved. He added that the low river level this year would be an advantage as well and the contractor already has equipment in the area. The City must be in full EPA compliance by 2007 and Mr. Graff said that the City would not be notified until at least November, if the loan is approved. There is $50 million dollars available in the State with 65 communities seeking a portion of those funds. j It was suggested to do the bond sale on August 23 award the bid contingent upon the funds and move this forward to C.O.W. on August 16 S. Liability Insurance Renewal Process This is a renewal update for IML -RMA. It was questioned if other rates were desired or if the current vendor should be retained. A past concern was a lack of response from the company, however, that has been rectified. In addition, they offered a better rate. Ms. Pleckham said that the current policy needs to be revisited after the Library expansion is complete to insure the proper coverage. It was decided not to seek other bids since this is a recurring contract, but a quote will be requested from the current vendor in October. This item will move forward to C.O.W. 6. Contracted Vendor Information Ms. Pleckham compiled a list of the current preferredCity vendors per an IML request. It was suggested by Alderwoman Spears to ask City staff if adequate service is being received from these vendors and if there is a good working relationship. Mr. Graff will ask department heads for input and report back to the committee. A "length of contract" column will be added to Ms. Pleckham's list. Alderman James suggested moving this on to C.O.W. to inform all Council members of the yearly contracts 7. City Administrator's Request for NIU Class This request is for approval for Administrator Graff s 3 rd of 12 classes. The cost is $900. This will move to C.O.W. for approval on consent agenda. The tuition reimbursement policy will be brought back to committee next month for more discussion. Bart Olson i Page 6 of 6 will bring the existing document and any proposed changes. The focus is to make the policy consistent for all employees and to make it very clear. 8. FY 04105 Audit Update Ms. Pleckham said the auditors are currently working at the City and also reminded the committee that this year the City must be GASBY34- compliant. Because of this, the auditors are also looking at all the fixed assets that includes such things as water, sewer, streets, any infrastructure, etc. On this date Ms. Pleckham received the fixed asset appraisal for the land portion. The draft of the audit is expected typically in September, but may take additional time due to the asset appraisal that will need to be added. Mr. Graff asked if an audit presentation should be done at a C.O.W. or at a special meeting. A presentation will be done at C.O.W., however, a decision on a date will be made at a later time. ADDITIONAL: Alderwoman Spears asked if the historical street naming procedures could be brought to the committee for discussion. This will be brought back in September or October. Ms. Spears also said the sponsorship policy does not match the form that is given out. It was decided to give it to Mr. Graff for revision by City staff and then bring it back to Administration. The Attorney will be asked to review it as well. Administrator Graff reported that Dr. Gabris from NIU will hold a special meeting on August 30 for strategic planning. A memo will be given to each Council member. An IML member will also be attending the meeting in compliance with their rules. It was questioned by Mr. Powell if item #1 regarding the Clerk and Treasurer becoming elected positions could move to C.O.W. However, it is desired to have the attorney review this matter first and it was felt the Clerk should be at the meeting too. There was no further business and the meeting was adjourned at 8:18pm. Respectfully submitted by Marlys Young, Minute taker i PLEASE SIGN IN MEETING: DATE: NAME BUSINESS PHONE # I'