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Admin Committee Minutes 2004 07-08-04 Page 1 of 5 APPROVED WITH REVISIONS : 8/12/04 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, JULY 8, 2004 6:30 PM City Hall Conference Room PRESENT: Alderman Paul James Treasurer Bill Powell Alderman Larry Kot Chief Harold Martin Alderman Joe Besco Finance Director Traci Pleckham City Administrator Tony Graff GUESTS: None The meeting was called to order at 6:30pm by Chairman Paul James. OLD BUSINESS 1. Minutes for ApprovallCorrection: June 10, 2004 Alderman Kot commented that he liked the format of the notes. Treasurer Powell asked for a change on page 3, 1" full paragraph, 2 nd sentence should read "Mr. Powell noted that the worksheets should help show..." Also, same paragraph, 3 rd sentence should read "...and the worksheets should be used for projecting. (The actual changes needed are those shown in bold.). The minutes were approved with these changes. Z Monthly Updates It was noted that the website format had changed slightly and that the hits went up over 100,000. The new water bill format was reviewed and it was suggested the bill should say on the top: "combined billing ". It was also suggested that "Yorkville" should be underneath Yorkville Bristol Sanitary District. Ms. Pleckham stated that the most important change was the segregation of charges in the middle of the bill. The cost of this billing will be shared with the sanitary district. This item will move forward to the next C.O.W. as an update. --------------------------------------------------------------- Page 2 of 5 3. Gift/Grant Policy No draft has yet been completed by the attorneys. Ms. Pleckham reported that the attorneys have had conversations with the labor attorneys. Administration will bring this back to review next month. --------------------------------------------------------------- --------------------------------------------------------------- Q Tuition Reimbursement Policy Alderman James gave an overview of Jennifer Woodrick's reimbursement request. A copy of the Training Reimbursement Agreement used by the police was included in the packets for review in relation to this request. Mr. James felt this agreement could be adapted for general city use and a possible title could be "Training/Tuition Reimbursement Policy ". Chief Martin stated that in the Police Department, anyone hired with an Associates degree is eligible to complete work for their Bachelor's degree. However, to progress further, the specific department position must require a higher degree. He further stated that a limited amount of money was budgeted for classes for this year, (approximately $475 per class). Alderman Kot added that the classes should be tied to the employee's current position. The committee felt that Ms. Woodrick should be given information on the committee's stance in this issue even though no firm policy has been drafted. It was noted that she has already begun classes and would pay for them herself regardless of the committee's decision. Mr. Besco stated he would like to see a draft of the policy before a final decision is made on reimbursement for her. The City Administrator asked if the committee would agree to retroactive reimbursement when the policy is set [if the policy allows]. The committee agreed with this point and Alderman Kot asked that this preliminary decision specifically be put in the minutes to serve as a reminder in future meetings. Joe Besco asked if there is a limited dollar amount for possible reimbursement. Mr. Kot stressed that consistency is the key issue, keeping things equal for the police as well as other city employees where reimbursement is concerned. The current police policy will be used as a starting point for the general policy. It was noted that an engineering employee has also requested to attend classes, but his degree preference is outside his job description. However, his supervisor is mentoring him to become an engineering assistant and looking at technical schools to coincide with his current position. Alderman James suggested that the yearly employee review would be an appropriate time to identify education needs. Page 3 of 5 Administrator Graff also said that Waubonsee has offered to conduct classes at the city offices for topics such as stress management, time management, employee problems etc. In addition, a class will be taught regarding foreman/supervisor training with the possibility of developing a certificate for some non - credit classes. If a structured program were to be set up, credits could conceivably be earned. Partnering with other nearby towns to conduct classes was also discussed and Mr. Graff stated he had spoken with the Plano Mayor about this joint venture. In conclusion, it was decided that if Ms. Woodrick's classes are paid for on a retroactive basis, any other such requests must be for classes taken within this fiscal year. Ms. Pleckham asked if the degree being pursued needs to be specified. The committee decided that if classes /programs were changed after approval is given, the board would reserve the right to refuse reimbursement. NEW BUSINESS 1. Fund Balance & Contingency Fund Policy Treasurer Powell presented an overview of the two funds: a. fund balance – similar to a longer term investment or 401K b. contingency fund— similar to a personal checkbook and set aside for unexpected expenditures He further explained that the fund balance would be used in the case of loss of or decreasing revenues. It is recommended to maintain a 3 month balance or 25 %. Mr. Powell stated that more discussion is needed on what the 25 %, is a percentage of. It was noted that any expenditure over $5,000 from the contingency fund, requires Council approval. In further discussion, it was asked if the City's bond rating would be hurt if a certain level was not maintained in the contingency fund. Ms. Pleckham replied that the City would not be affected at this time because the bond companies are aware that the City is aggressively working on fund policies. Alderman Kot asked if money could continue to be set aside at the current rate. Administrator Graff believes the City can, since this is a good time to increase these balances with the current growth rate. Ms. Pleckham and Mr. Powell will include theses funds in the Monthly Treasurer's Report to keep the Committee up -to -date on these funds. There was discussion about the need to set up two separate accounts for these two funds and at this time, Ms. Pleckham believes it is not necessary. It was decided that the funds would be shown as separate budget line items instead. Page 4 of 5 December 1, 2004 was chosen as the implementation date of the policy after the audit is completed in November. After the policy is adopted, the City Council must approve any expenditure from the Fund Balance Reserve for various projects. When that occurs, caution must be exercised in the terminology used to identify the two funds. Alderman Kot suggested the use of [Fund Balance] "Reserve" as a means of identification. This item moves to the next C.O.W. as an item for discussion so Mayor Prochaska could identify it as a new policy and also for the benefit of the press. ------------------------------------------------------------- -------------------------------------------------------------- Z Human Resource Coordinator Job Description Administrator Graff stated that the Mayor had asked that this process quickly move forward. The goal is to hire a human resource coordinator and it is hoped that would be in October or earlier. Ms. Pleckham presented a draft of a job description for review. The position would be full time exempt and report to the City Administrator. This position would not have any subordinates, though it could become a supervisory position in 2 -3 years. Administrator Graff would like to see this position be included as part of the Finance Department at this time. A private office space would also be needed due to confidentiality issues. One possible plan is an office near the Accounting Clerk. It was decided to review the description, then forward any comments /changes so the description could be revised and reviewed by the labor attorneys. Then it will be forwarded to C.O.W. -------------------------------------------------------------- ADDITIONAL BUSINESS Alderman Joe Besco presented a handout from Data Financial Business Services. This business provides an imaging system that scans checks and then deposits the funds directly into an account. This process requires that the funds actually be in the account at the time the check is written. Ms. Pleckham and Mr. Graff will review this idea and ask for presentations from other companies if available and if they feel it is a workable idea. Mr. Graff reported that the City also wishes to implement direct deposit for payroll. As part of the committee's plan to review two policies /items each month, Alderman James suggested that next month the employee evaluations format be discussed. Page 5 of 5 Also up for additional discussion next month will be: 1. The Gift and Grant Policy 2. Human Resource Coordinator Job Description 3 Document Imaging Since there was no additional business, the meeting was adjourned at 7:45pm i Respectfully submitted by Marlys Young, Minute Taker