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Admin Committee Minutes 2004 10-07-04 Paget of 5 APPROVED 11/4/04 UNITED CITY OF YORKVII.LE ADMINISTRATION COMMITTEE MEETING THURSDAY, OCTOBER 7, 2004 6:30 PM City Hall Conference Room PRESENT: Mayor Art Prochaska (arrived 7: I Opm) Chief Harold Martin Alderman Paul James Treasurer Bill Powell Alderwoman Wanda Ohare Executive Director of Parks & Recreation Laura Brown The meeting was called to order at 6:30pm by Chairman Paul James. OLD BUSINESS 1. Minutes forApproval/Correction. September 9, 2004 The minutes of the September meeting were reviewed. Ms. Brown noted a clarification regarding the tuition reimbursement. Chief Martin explained that the Police Department has an `agreement' with new hires when they attend PTL Tuition costs for continuing education are reimbursed if the employee receives a grade of "C" or better. He shared a copy of a letter from Dan Kramer regarding a Training Reimbursement Agreement. Ms. Brown also stated that Mr. Graff asked that the minutes be changed to reflect that the policy is still being worked on and that it will be brought back to the next meeting. In addition, for the items which were not discussed in the previous meeting, it should be changed to reflect these items will be discussed at the "November" meeting rather than the "next" meeting. Finally, the policy to dispose of city property should say "Disposed of Property" rather than "Disposable Property". The minutes will be approved with these changes. 2 Monthly Updates: a. Planning Coordinator's Fees Spreadsheet Ms. Brown noted that Anna Kurtzman's planning coordinator spreadsheet was not included in this agenda packet as Ms. Kurtzman inadvertently was not notified of the change of meeting date. This report will be provided next month. b. Website Status Ms. Brown explained the following terms: • "Hits" are the number of times a person searches the City of Yorkville. • "Files" are the individual sections a person accesses. • "Pages" are the separate departments viewed. • 'Visits" focus on Yorkville and `Yorkville' is entered as a visit site. Page 2 of 5 c. Revised Project Financial Tracldng Worksheet There was no discussion on this report. 3. Corporate Counsel Job Description Speaking for Mr. Graff, Ms. Brown stated this description is under legal review and a project worksheet had been requested from Mr. Kramer. Because this worksheet would contain official confidential records, Mr. Kramer will provide a summary of the types of activities rather than specifics, Mr. James commented that a review was needed of these activities to determine if a full time attorney is needed. It is hoped that this description will be presented at a future C.O.W. meeting and justification will be needed for a full time position. There was no further discussion on this item. 4. Salary Survey: Mayor, Aldermen, Clerk and Treasurer It was noted that it is too late to take any action on this matter since there is less than the required 180 days prior to the election. However, the committee members felt this item should be kept on future meeting agendas. It was agreed that the current payment schedules of two times a year was satisfactory. The amount of pay and date of the last raise were then discussed. It was noted that the last raise was 3 -4 years ago and prior to that, it was 10 years. Alderwoman Ohare asked how the City of Yorkville compared to surrounding towns and noted Yorkville ranges from average to lower pay based on the available charts. Treasurer Powell suggested a possible raise of an annual salary to $4,000. Ms. Brown then summarized that this matter should return to the November meeting and Mr. Graff and Ms. Pleckham will be asked to determine the date of the last raise and amount prior to that meeting. Cost of living adjustments for the past four years will also be examined. Treasurer Powell suggested a possible of a cost of living adjustment should be researched. The incumbents would then be eligible as well. NEW BUSINESS 1. Park Planner The Park Board has recommended hiring a Park Planner. However, the means to fund this position must be determined. According to Ms. Brown, land cash could be used or $35,000 is available in the general fund for a Park Planner for projects that are not new construction. Land cash can only be used if a project is going to be constructed within a certain period of time. The downside to land cash is when all areas are fully built there is no more land cash. An enhancement to local parks is done approximately every 5 -10 year with replacement of equipment every 12 years. Also, Mike Schoppe's designs alone can cost up to $17,000, which uses a great portion of the land cash. Ms. Brown included job description samples for Park Planners and a copy of the IML Salary Survey. In the last 14 months, $154,000 has been paid for park planning services. Ms. Brown noted that Mr. Schoppe's fees for 2005 would be over $200,000. The cost I Page 3 of 5 efficiency of hiring an employee for this position was pointed out. Alderwoman Ohare asked if there was adequate work for a full time position. Ms. Brown replied that this was considered a light year. In addition, Chief Martin asked how long this person would be of value. A Park Planner could also act as a site manager and oversee the construction according to Ms. Brown. An example was given of Mr. Schoppe being paid an extra $5,000 to oversee the Country Hills Park. Currently, Ms. Brown and another employee oversee actual park construction. Three to five parks annually are being built at this time with MPI alone, building 9 parks. Mr. Powell questioned if any future parks could be "cookie cutter design ". Ms. Brown replied that each park is designed differently, so that would not be an option. Also, each park has different amenities based on acreage. Ms. Brown previously asked Attorney Kelly Kramer if land cash could be used for salaries for in house salaries if tied to new park construction. Ms. Kramer said land cash can be used for that, but suggested a ratio of 60% land cash and 40% general fund. Mss. Brown suggested a salary range of $40,000 - $62,000 for a Park Planner. Mr. James recommended moving this item to C.O.W. There was a brief discussion regarding the current Park Foreman. Ms. Brown recommended making his position exempt as she stated this position is more administrative. City Intern Bart Olson will do a salary survey for this position in two weeks. Wanda suggested the Park Planner position be put on C.O.W. in the spring so that it can be approved in the new budget. The Park Planner job description will be moved to C.O.W. in April. I Z. Mayor Pro -Tem Policy Chief Martin suggested a permanent Mayor Pro -Tem be appointed which would be more efficient during times of natural disaster. Mr. James said he felt Larry Kot should be appointed as Mayor Pro -Tem for a one -year period and specific dates of the term will be determined. He said a policy should be developed. i A draft of a policy will be brought to the meeting in November and this item will be further discussed at that time. 3. Intent Resolution for Raintree Village Phase H SSA This resolution is part of the annexation agreement and similar to the SSA at MPI. It identifies the SSA boundaries. The amount of anticipated recapture is $10 million. It was noted that Alderman Besco had previously asked for information on the impact of SSA's. There is limited information available regarding the impact, and that information is comprised of opinions. Per Ms. Brown, a legal opinion is forthcoming. MPI actually has four SSA's, one of which is paid for by MPI and the rest divided by the three phases of development. Mr. James and Mr. Powell expressed that they feel SSA's are beneficial so that new development pays for itself. Treasurer Powell stressed that communication is the key to the understanding of SSA's. Page 4 of 5 This item has already been approved and moves forward to C.O.W. 4. Rob Roy Creek Interceptor "Bridge Financing Proposal" A resolution was presented to identify funds in order to be eligible for reimbursement from developers. The Mayor explained that bonds would be issued by the City and that the bridge loan would be a short term loan. If the development does not occur, the money is returned. This item will move to C.O.W. consent agenda. S. Fox Valley Family YMCA 4 Annual TH -City Challenge - Sponsorship Request Alderwoman Ohare and Chairman James agreed that a policy needs to be established regarding donations/sponsorship requests. Ms. Brown stated that she, Tony Graff and Traci Pleckham had discussed this matter and suggested placing a restriction on donations to limit usage to Yorkville residents only. Mayor Prochaska added that events such as this draw many people to Yorkville, who spend their dollars in the City. Chairman James suggested giving donations "in- kind" such as set -up and services from park and police personnel. However, the Mayor pointed out that the YMCA furnishes their own tents and takes care of their own needs. He added that any donation should impact tourism for the City. Chairman James asked how the City could insure that the money benefited city residents. The Mayor stated it would be very difficult to measure. Ms. Ohare pointed out that such a policy would need to deal with 2 separate facets: 1) donations and 2) sponsorships. Mayor Prochaska suggested a letter be written to the YMCA stating that the City would like to partner with them and that a policy is currently being finalized. A $1500 donation is being requested, however, the Mayor suggested a donation of $250 (the same as last year). Donations in varying amounts have been given to the YMCA in the past. He reiterated his point that the City must remember the tourism dollars generated by such an event. He also suggested that the businesses should plan events to coincide with the YMCA event. A craft show, sidewalk sales or art fair were suggested. Mayor Prochaska identified another method of donation: an initial cash donation, then promotion by the City on TV or radio. Ms. Brown summarized the discussion as follows: a policy will be presented at the November Administration meeting. At the October 19' C.O.W. meeting, a letter will be presented recommending a $250 sponsorship be approved. Chairman James also added that the letter should mention the other services the committee is considering. The Mayor added that the City could reserve the shelter for the YMCA, which would save them additional money. Ms. Brown will draft the letter. Mr. James recommended returning this item to the Park Board to identify any other events to promote. Page 5 of 5 Treasurer Powell asked if there was a way to advertise events while motorists travel through town. Mayor Prochaska replied that 10% of the Aurora Tourism funds return to Yorkville and the money is used to promote local events on area radio stations. It was noted that banners across Rte. 47 are not allowed, however, Mr. Powell suggested the use of the mobile sign. In her letter, Ms. Brown will include the suggestion that advertising should be coordinated with the Aurora Tourism book and promoted on their website. The committee decided to donate $250 for the YMCA request. ADDITIONAL BUSINESS Alderwoman Ohare said that there should be no further delay on the "clothing policy ". It was clarified that the policy would be for Administration and the Council as all other departments have their own policy in place. Mayor Prochaska reminded the committee that education reimbursement needs to be resolved. He stated that the number one question to be asked is "do we want to encourage our employees to increase their education?" The Mayor pointed out that not all employees agree with the idea and therefore, he would like this item placed on the next Administration agenda for further discussion. Alderwoman Ohare reminded the committee that the employee policy handbook dealing with reimbursement, had been approved by the City Council. She wondered if the education aspect needed clarification and Chairman James added that long -term education plans are not addressed in the current handbook. The Mayor said that the education issue has been raised by some City employees as well as in a public meeting. He then ended the brief discussion as it was not on the official agenda on this date and asked that it be placed on the November Administration agenda. Treasurer Powell briefly discussed the emergency generator replacement. He told the committee there will be a 6 -$ hour power outage in the first phase and a 2 -4 hour outage in the second phase. During each outage the emergency panels will be in service. No firm date has been set for this procedure, however, Alderwoman Ohare had suggested at a previous meeting, that this work should be completed on a City holiday. There was no additional business and the meeting was adjourned at 7:46pm. Respectfully submitted by Marlys Young, Minute Taker