Admin Committee Minutes 2004 12-01-04 APPROVED 1/6/05
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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.
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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.
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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.
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