Admin Committee Minutes 2004 08-12-04 Page 1 of 8 OPROVED 8/12/041
UNITED CITY OF YORKVIL.LE
ADMINISTRATION COMMITTEE MEETING
THURSDAY, AUGUST 12, 2004 6:30 PM
City Hall Conference Room
PRESENT:
Mayor Art Prochaska (6 :45) Treasurer Bill Powell
Alderman Paul James Lt. Don Schwartzkopf
Alderman Larry Kot City Administrator Tony Graff (6:35)
Alderman Joe Besco Finance Director Traci Pleckham (6:38)
Alderwoman Wanda Ohare Chief Harold Martin (7:37)
GUESTS: None
The meeting was called to order at 6:30pm by Chairman Paul James.
OLD BUSINESS
1. Minutes for ApprovaUCorrection : July 8, 2004 & November 13, 2003
Alderman James said he prefer clerical/grammatical corrections be "redlined" ahead of
time and turned in during the minute approval portion. If an item needs discussion or
clarification, it would be done during the meeting. He suggested that all committees
should follow this procedure including the C.O.W. and City Council meetings.
Administrator Graff was requested to bring this procedural change to the next C.O.W.
Wanda Ohare noted that she was not a committee member as of November 13, though
she was present at the meeting. Mr. Powell also noted several changes for the November
13' and July 8 1h minutes. These revisions will be made.
2. Monthly Updates
Ms. Pleckham reported that she hopes to implement the joint billing by the October I'
billing cycle.
3. Nextel Phone Service Billing Update
Mr. James commented that he liked the format. The Police Department now has all
Nextel phones according to Ms. Pleckham.
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It was noted that Eric Dhuse's phone bill was split among sewer, water and
administration. Additional standby phones are a possibility since there is only one in the
office for use during a power outage or emergencies. Mr. Powell suggested contacting
the service provider to check into possible accommodations by the provider, in the event
of an emergency.
No further action is needed on this item.
4. PayrolUBenefits Specialist Job Description
After prior discussion between Mr. Graff and Ms. Pleckham, it was decided that currently
this position should be titled Payroll/Benefits Specialist with a Human Resource position
being considered at a later date. This new position would handle workman's comp,
benefits, new hires, and more. It is in the current budget and was approved at a salary of
$45,000. Ms. Pleckham feels the salary could be decreased to about $30,000.
The projected hire date is October l and the labor attorney will be asked to review the job
description. Alderman James noted that all job descriptions should be drafted in the same
format and a title is needed on all descriptions.
The Specialist will be an hourly position and should report to the Finance Department,
according to Mr. Graff. Currently, the Accounting Department handles the Human
Resource function.
This item will be forwarded to the labor attorney for review and then to C.O.W.
NEW BUSINESS
1. Full -time Office Assistant Job Description
This position will be assisting in the City Clerk's office and would be titled "Clerk's Office
Assistant ". That person would report to the City Clerk, by statute, which will be verified
with the attorney. The projected date of hire is October 1".
2. Full -time Janitor Job Description
The committee discussed hiring ServiceMaster for full time service. Currently, the
cleaning is being done by a part-time person who works about 36 -40 hours a week and by
ServiceMaster 2 days a week, the ServiceMaster cost being $550 per month. A full time
person is not budgeted for at this time. If the current person were hired on a full -time
basis, the costs would increase due to benefits. The possibility of 2 part-time janitors was
also discussed. Administrator Graff stated that by October V, the City must either have a
second part time person or reduce the current person's hours to 20 hours a week.
Other city department cleaning arrangements were discussed. The library has their
custodial work done by ServiceMaster, Public Works employs a person 4 -6 hours a
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month and Parks and Rec has a part time person. Another suggestion was a full -time
facilities manager with part time - custodians. Mr. Powell recommended 3 part -time
positions, so the third person would be available to cover vacations. Some questions that
were raised were:
1. Who would manage the part time persons?
2. Are there persons in the job market to fill the positions?
3. Do part time persons receive any benefits?
Administrator Graff also said that some retired persons had inquired about part time
work. He said that it would be necessary to have someone manage the work if 3 part
time people were hired. Alderwoman Ohare felt a full time position should be offered to
the current custodian because of the good job she has done. A facility manager was
suggested to be included in next year's budget.
Another option discussed was to eliminate ServiceMaster and employ a full time person
to manage the custodial work. In the future, another full time person would be needed.
Mayor Prochaska suggested examining the possibility of a groundskeeper, which would
allow Public Works to devote their time to their duties.
In conclusion, it was decided to create a full time position, for which the current part time
person could apply, when the position is posted. The salary will be classed in the
"general support staff' category. There would be no salary increase at this time,
however, that employee would receive benefits. In addition, a plan will be formulated
to eliminate ServiceMaster within the next 6 months.
3. Part -time Accounting Clerk I Job Description
This position would assist the Finance Department. After employing an intern for the
summer, it was determined that extra help is needed in that department, however, this is
not a budgeted position. Ms. Pleckham recommended hiring a 20 -hour a week person at
$10.50 per hour. This position could assist Ms. Pleckham and also provide support for
the new Benefits Specialist person.
The issue of adequate space for additional personnel was raised. There currently is
enough space; however, another full time position would decrease the available space.
Mr. Graff also stated that in the future the Utility Billing clerk could possibly move to
Public Works since that position interacts closely with that department.
Mr. Powell suggested a list of budgeted positions and those being considered, be drafted
for the benefit of the C.O.W. The committee agreed that would be helpful and Ms.
Pleckham stated she had already begun such a list.
This item moves to C.O.W.
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4. NIUMPA Internship Program
It was noted that interns are already included in the budget. NIU has a graduate program,
which provides a part time employee for 2 years. The former intern (Bart) was accepted
into that program in Public Administration. Tasks identified for him by the project
coordinator, included master planning, records and database for the Clerk's office and
assisting the Administrator. He would also assist with the Brownfield grant. During the
summer, Bart did a survey of intern position salaries in the area.
No contract from NIU has been received yet, though it is expected. The contract will
outline the salary, evaluation process, and will recommend the intern attend conferences
and join an intern organization. Treasurer Powell feels this is a "win -win" situation since
the City gains a high- energy person at a reasonable salary who will do a great job. It was
added by Administrator Graff that Bart had assembled the package for the purchase of
office furniture, coordinated that project very well and remained under budget.
Funding of this position was discussed next. Administrator Graff recommended a salary
of $11.50 per hour for the graduate program. There will not be adequate funds for the
full year, so some funds will be taken from an administrative position that was budgeted,
but not filled. The internship would begin in September or October. Chief Martin
suggested the Police Department could also use his services and could assist in offsetting
the salary.
The committee recommended moving forward with this program and also will examine
the salary and available office space for that person.
S. New Personnel FY 04105 — Cost Analysis
Ms. Pleckham is working on a draft, though it is not yet complete.
This item moves to C.O.W.
6. First -time Homebuyer— Down Payment Assistance Program
Alderman James reported this is a program approved each year with the resolution being
addressed in November. Previously, a report had been requested, detailing the number of
people taking advantage of this program. Ms. Pleckham will obtain a list of banks,
contact information etc. who deal with this program.
It was decided to wait until November for approval.
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7. Drug Testing Procedure
Administrator Chaff noted that some changes to the D.O.T drug testing policy were made
by the attorneys. He further said that D.O.T testing is specific by law, while the Police
Department does not do random testing, but only "for cause ". Two random tests are done
each year in Public Works and Parks. These tests are administered by Provena who will
be under contract with the City and who is recognized by D.O.T. Alderman Besco stated
he would prefer a more local agency to perform the tests and Administrator Graff said
Provena does offer on -site testing for a fee.
Attorney Kramer will be asked to review the contract and this item will then move to the
next C.0, W.
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8. Monthly Budget Report for June 2004
A few items were briefly discussed. Administrator Graff then asked Finance Director
Pleckham to make a chart of all funds. Mayor Prochaska noted there is an ordinance that
governs these reports, which committees need to see them and whether or not the report
needs to be forwarded to C.O.W.
9. IMRF Employer Contribution Rate
Ms. Pleckham reported that she had received notification that the City is overfunded. She
explained this occurred because the City made more money in investment returns last
year and the contribution rate increased to 20 %. Alderman James asked if the City could
reduce the amount the City sends for IMRF.
Administrator Graff added that the recommended goal is - -- to be funded in 4 -5 years for
the early retirement program. He also said that the excess could be used to pay off the
liability, which will lower the contribution rate. Currently, that rate is 10.2% for each
employee and next year 8.14% could be paid.
As the recognized agent, Ms. Pleckham has the authority to reduce the rate, but she stated
there is sufficient time to forward it to C.O.W. and then City Council, for consensus.
This item will be sent to C.O.W. with a recommendation to adopt option #2—using the
overfunding to pay off the early retirement.
10. Policy Regarding Disposal of City Property
The policy states that any item under $500 original value, may be disposed of with
Department Head approval. The committee also recommended that Attorney Kelly
Kramer be asked to review the draft. Item #3 of the draft addresses the sale of property
to relatives. Clarification will be requested regarding the "blood" relative and "officer"
of the City. After review, Administration will bring this item back to committee for
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more discussion. Additionally, it was suggested that other departments be notified when
City property is to be disposed of
11. Carpeting Quotes
Since the carpet in City offices has buckled due to the floor setting, there was a
discussion to determine a solution to the problem. The present carpeting is 4 years old.
The Council Chambers does not need to be repaired; however, the conference room,
Mayor's office and main office need to be redone.
Carpet samples for possible replacement were displayed at the committee meeting.
Restretching the present carpeting was discussed as an option, however, it was
recommended that it be replaced. Carpet padding was also suggested to reduce the noise
and for carpet longevity. One company suggested new underlayment, while another
suggested gluing the carpet down. The underlayment was not considered as a viable
solution and the carpet cannot be stretched in the future, if it is glued. Another
suggestion was felt pads.
Administrator Graff pointed out that action needs to be taken for safety reasons and that
funds would come from Contingency. Chief Martin agreed with the safety reasons,
especially if police officer's weapons were involved.
After much discussion, it was decided to fix/patch the carpet in the conference room,
Mayor's office and main offices with the non -snag carpeting. An attempt will be made
to match the Council Chambers carpet. Those patches will be glued. The carpet in the
Police Department will be replaced. Alderman Kot expressed concern that even though
the cost would be under $5,000, it's not a budgeted item. Mayor Prochaska said that
Council approval would be needed.
The committee recommended that estimates be obtained for a future C.O.W meeting for
more discussion. The item will then be forwarded to the City Council.
12. Resolution for Feasibility Study for Countryside Center TIF
Administrator Graff said that a developer had paid for a feasibility study of this area,
which includes the courtyards, theater, 3 buildings and the parking lot. The attorneys
who completed the study stated that the area qualified as a TIF district. The developer
then asked the City to consider this and move it forward to the public hearing stage. If
the TIF is approved, money will be expended, however, the money would be reimbursed
upon approval. Mr. Graff further explained that the resolution must be passed for the
developer to be able to recapture those dollars. The draft of the resolution has been
received.
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Alderman Kot requested current numbers on the industrial park TIF, the effect it has had
etc. He felt it would be good to have this for a historical perspective. The Mayor stated
this area has been very successful as a TIF area.
The committee recommended this item be moved to C.O.W.
13. City Attorney Job Description — Discussion
Mayor Prochaska referred to the sample Corporation Counsel Job Description in the
agenda packets. He said the City is in need of a full time attorney. During the time
period May 2003 to July 2004, a total of $30,140 was spent from the General Fund for
attorney costs. The annual salary for the City Attorney is presently $11,500. Ms.
Pleckham also said no fees were included in regards to the bond issues. During the
aforementioned time period, a total of $146,000 was spent, not including salary and
benefits. Approximately $100,000 of that total was reimbursed. Currently, the City
Attorney does not charge for City Council meetings or other incidental discussions.
A survey of corporate counsel costs for other towns was completed by Administrator
Graff. Alderman Kot asked to review the study. The issue is whether the City needs a
full or part time attorney. If a full time attorney is hired, he /she would be a municipal
attorney with no other conflicts. Alderman Kot suggested that hiring a large law firm
might be advantageous since many areas of expertise would be represented. Mayor
Prochaska stated that the City is already utilizing the services of other attorneys, such as
labor attorneys etc.
Mayor Prochaska further stated that many times, the City Attorney is not readily
available for appointments. With the current growth and amount of work, he would like
to employ a full time attorney and a possible assistant for next fiscal year. At many City
meetings, developers/other interested parties are accompanied by their attorneys, while
the City is not represented. Meetings have been abbreviated due to lack of City
representation. The Mayor would like to have an attorney available at City Hall for
certain hours so meetings can be arranged around that time frame. This need is becoming
greater. This issue has been discussed with Attorney Dan Kramer. Attorney Dan
Kramer has tried to give Attorney Kelly Kramer more hours to utilize for City business,
however, that is not always possible. Administrator Graff said that an attorney is needed
to be able to deal with future major developers. Mayor Prochaska also stated that the
reimbursables will also increase as a result of the development.
Alderwoman Ohare asked if a paralegal could assist with research. Mayor Prochaska
replied that a paralegal could be considered, though they cannot give advice.
Administrator Graff advised that Attorney Kramer had asked City personnel to cease
copying documents, which had not been legally proofed. In addition, Executive Sessions
cannot be held without legal approval
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According to Mayor Prochaska, an assistant attorney might possibly be hired for less
money since they might be younger, just out of school, etc. Alderman Ohare asked if
Attorney Dan Kramer could hire another person at his office who could work at the City
a couple days a week to minimize costs. The Mayor stated that the statutes would need
to be reviewed. He pointed out that when a City Attorney is appointed, it is the actual
person who is appointed, not the firm. For example, the City cannot refer to Attorney
Kelly Kramer as the City Attorney, she is a representative of the City Attorney.
Alderman Kot suggested that a retiree might consider working part time.
In conclusion, more information is needed for continued discussion at the next
Administration meeting.
ADDITIONAL BUSINESS
Alderman James suggested a salary survey for the Mayor, Aldermen, City Council and
all elected officials. In order to vote on this issue, 120 -180 days must be allowed. The
exact time frame will be ascertained.
It was determined that the Data Guard, discussed at the previous meeting, is used for
scanning checks at banks and is not appropriate for City use. It was added that the
Technology committee will be looking at document recovery.
Alderman Kot questioned what had been resolved regarding the Public Works Director
salary survey. According to Alderman Besco, the survey had been flawed due to
improper data entry by another municipality. Eric Dhuse will gather some information
and the item will return to the Public Works Committee.
Treasurer Powell and Finance Director Pleckham drafted a standard proposal form to
issue to banks, to be utilized for any bond issues. This form has saved time and many
phone calls and the banks are happy with the form This is for information - -no approval
is needed.
Administrator Graff stated that Mayor Prochaska requested that items from specific
committees be addressed at specific C.O.W. meetings. As a result, the Administration
meeting would need to be moved to the first Thursday of the month with the time
remaining at 6:30pm. This would commence in October. An alternative
recommendation by Mayor Prochaska, is that items from Administration would be slated
for the first C.O.W. of the each month, unless the issue were time sensitive. It was
agreed that the Administration meeting would move to the first Thursday of the month.
The meeting was adjourned at 8:50pm.
Respectfully submitted by
Marlys Young, Minute Taker