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Admin Committee Minutes 2004 12-01-04 APPROVED 1/6/05 Page 1 of 3 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, DECEMBER 1, 2004 6:30 P.M. City Hall Conference Room PRESENT: Mayor Art Prochaska Police Chief Harold Martin Alderman Paul James Finance Director Tracy Pleckham (arrived 6:55pm) Alderman Larry Kot City Treasurer Bill Powell Alderwoman Wanda Ohare Intern Bart Olson Scott Sleezer The meeting was called to order at 6:35 p.m. by Chairman Paul James. Presentations None. Old Business 1. Minutes for ApprovaUCorrection: December 11, 2003, and November 4, 2004 The minutes were approved. 2. Monthly Updates Alderman Paul James recommended to stop bringing these to the monthly meetings. Alderwoma.n Wanda Ohare recommended they should be brought in quarterly. a. Planning Coordinator's Fees Spreadsheets for November 2004 No discussion. b. Website Status No discussion. c. Revised Project Financial Tracking Worksheet No discussion. 3. Monthly Budget Report for September 2004 We are at 41.07% for the year, 41.42% budget for the year total revenue and 31% total expenses for the year. Alderwoman Wanda Ohare questioned why the part time hours were so high. 4. Corporate Counsel Job Description A letter of resignation from Attorney Dan Kramer and Kelly Kramer was turned in to be effective December 31, 2004. Mayor Art Prochaska would like to fill the position with John Wyeth. He would have office time at the city. Art would like to see the city lawyer to be a liaison between the different legal firms that the city uses. That part of the job needs to be defined in a policy along with some of the other expectations of the position. A draft of the policy should be brought to the Administration meeting next month. The job title of Corporation Counsel should be changed to City Attorney or to United City of Yorkville Legal Counsel. A revised draft of the job description should be brought to Administration next month. A recommendation was made that John should come to the next C.O.W. and City Council meetings. Page 2 of 3 5. Mayor Pro -Tem Policy We have a copy of the policy for the city of Tinley Park. The verbage needs to be changed to apply to the city of Yorkville. A recommendation was made to bring this back to Administration next month as a revised draft. 6. Draft Tuition Reimbursement Policy Alderman Paul James made a recommendation to send a clean copy of this to C.O.W. consent agenda. 7. Draft Donation/Sponsorship Policy There were some corrections and additions made to this policy. The last sentence of the first paragraph should now read Sponsorships are not donations, the city expects the sponsorship will provide a measurable return or benefit for the residents or businesses of Yorkville. There was discussion about what exactly is in -kind? The paragraph about in -kind needs revising, and possibly there needs to be a list of things the city sponsors or partners that are in exclusion to this policy, such as police patrol for the schools and security for the YMCA. Under things the city will not sponsor are events for profit. Alderman Paul James made a recommendation to revise this policy and bring it back to next month's Administration meeting. 8. Draft Wearing Apparel Policy There were some corrections and additions made to this policy. It should specify that each year permanent part time and full time employees or elected officials can select a shirt from an approved dollar range. Up to $50 or $60. There should be a clothing allowance for people who work out in the field such as the Public Works Director, the Field Director, the Parks Planner and the people who work in the engineering department. Alderman Paul James made a recommendation to revise this and bring it back to next month's Administration meeting. 9. Sick Time/Vacation Time — Employee Pool Policy Alderman Paul James made a recommendation to consent agenda, and pass it on to C.O.W. 10. RFQ Policy Tabled until next month. 11. Videotaping Public Meetings There was discussion and questions arose about whether or not other cities do this, who would take the classes at Waubonsee to get certified to do this, whether there was any interest, and what would be their compensation? Possibly High School students could, for credit for school, extra credit, or as an extracurricular club. Alderman Paul James made a recommendation to bring this back to Administration in June or July to see if there was any more interest. 12. Park Planner Alderman Paul James made a recommendation to move forward on this and send it to C.O.W. also to bring back the city planner position to Administration next month. Page 3 of 3 New Business 1. Park Maintenance Positions Alderman Paul James recommended to move forward and hire the 3 maintenance personnel consent agenda. 2. National League of Cities Membership There was discussion about the costs to belong to this. A recommendation was made not to join this program because we already belong the Municipal League Conference, a similar group, and to drop this issue. 3. Fox Hill Tax Levy Estimated expenses for SSA are approximately $8,000. An ordinance will be drafted and per home expense will be evaluated. There is a time issue, so this will be brought to C.O.W. 4. Utility Locator Position Alderman Paul James recommended to bring this back to next month's Administration meeting with justification that this position is needed. S. Special Census There was discussion about whether we needed a partial or full census, and what will the cost be? Last year we spent $25,000 and received $180,000. Have it done earlier in the year than December, and possibly to do it every year until the cutoff in 2007. Alderman Paul James recommended to bring this back to Administration next month. 6. Risk Management Coordinator A H.R. person was hired and will be the liaison to the Risk Management Company. This will be revised and brought back in May. There was discussion about inviting new staff to the next C.O.W. or City Council meeting so that everyone can meet each other. Additional Business Alderman Larry Kot raised a question about how to control office equipment use after hours. Can the copy machines and phones be coded? This will be put on the agenda for next month. There will be a meeting for the revised budget on December 15 th . City Treasurer Bill Powell asked what is the status on E pay? Finance Director Tracy Pleckham said we just need to schedule the training and install it. Direct Deposit is in effect. Over 35 employees are currently enrolled in this. The grant writer is scheduled to come to a meeting on Dec. 21 or 28 The meeting was adjourned at 8:10 P.M. i PLEASE SIGN IN MEETING: DATE: 1 ' ' `4 NAME STREET ADDRESS CITY K 'f (-�4 1 1 1 I 1 1 1 1