Admin Committee Minutes 2004 05-13-04 Page 1 of 7 APPROVED
WITH REVISIONS
6/10/04
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
THURSDAY, MAY 13, 2004 6:30 PM
City Hall Conference Room
In Attendance:
Alderman Paul James Chief Harold Martin
Alderman Larry Kot City Administrator Tony Graff
Mayor Art Prochaska (arrived 6:50pm) City Treasurer Bill Powell
Guests:
Drs. Tim and Victoria McGrath, McGrath Consulting
Barbara Chevalier, Speer Financial, Inc.
The meeting was called to order at 6:35pm by Chairman Paul James.
PRESENTATION
Victoria McGrath o McGrath Consulting
1. Job Description Presentation by /' g
Drs. Tim and Victoria McGrath gave a half hour presentation regarding a Strategic Plan
they formulated for the City of Yorkville.
Dr. Tim McGrath stated that he recently completed a study for the Bristol- Kendall Fire
Protection to determine future station location and impact fees. He then gave an
overview of his credentials and background. The presentation was turned over to Dr.
Victoria McGrath. Ms. McGrath shared her multi - faceted background and credentials
with the committee also.
A review of their proposal was then discussed. Ms. McGrath stated that she had met
Alderwoman Spears last year and they briefly talked about Yorkville's strategic plan and
performance evaluations. Ms. McGrath also met with Laura Brown prior to this meeting.
A handout of McGrath Consulting's Strategic plan was given to the committee members.
Dr. Victoria McGrath explained the major phases and the steps to accomplish each:
1. S.W.O.T. analysis, i.e. determine strengths, weaknesses, opportunities, threats and
decide on future goals, purpose
-- prioritize
-- determine direction
2. Formulate mission statement
- -work with department heads to develop
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-- develop long/short range projects
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3. Determine necessary accomplishments and "how to get there"
- -set long/short range plans
-- develop strategies to get there
- -what is object, who will do?
-- financial impact
An additional service the McGrath's could provide is development of performance
evaluations. They would develop a plan to hold employees accountable for job
performance, develop a communication plan and hold employee meetings to establish
communication. Department heads would also be instructed how to mentor and provide
guidance to employees.
Dr. Tim McGrath stated that the ultimate goal is what the City wants, taking into
consideration, recommendations from department heads. Alderman James said he felt
the City has a very good comprehensive plan, however, the City has no Human
Resources Department at this time. He feels it is important to focus on how the staff will
implement the plans to make sure everyone is heading in the right direction. Alderman
James would like the department heads to do the S.W.O.T. analysis with Council
members as observers.
Alderman Kot said that 2 months ago, goals and objectives were established. He asked
how that process was different from the procedure the McGrath's proposed. Dr. Tim
McGrath replied they want to insure all involved clearly understand the goals and
objectives. An example given by Dr. Victoria McGrath illustrated how people have
different ideas of the definition of "controlled growth ".
Both Mr. Graff and Mr. James agreed that the City Council is not present for the day -to-
day operations of the City and that it is important for the staff to know the Council
approves of the long -range plans. Mr. Graff feels that the staff is now reactive rather than
proactive due to daily stresses, challenges and being overworked. He further stated the
staff works very well with Mayor Prochaska and now the next step of good
communication is needed.
The discussion turned to job descriptions. Ms. McGrath said the present job descriptions
were good, however, ADA requirements were missing. She recommended changing the
list of job duties to job expectations, i.e., expectation: superior customer service. The
example of behavior to achieve that is: answer the phone by the third ring. By changing
to expectations it empowers employees to make decisions to meet City objectives.
Alderman James asked if the McGrath's would be evaluating the salary structure. Ms.
McGrath would review the salary structure, but would not change the salaries. She also
recommended meeting with employees and asking for their input on compensation and
evaluations. Further, she recommended evaluation forms be reviewed every two years.
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Dr. McGrath felt the evaluation number rating system should be replaced with
"met /exceeded ". Cross training was also recommended.
Administrator Graff asked if the McGrath's could provide reports of other plans they
have completed, to show to the Council. They will provide these. Mr. Graff reported
that Greg Kuhn of the PAR Group would give a presentation at the June I& meeting.
The Administration Committee will then make a recommendation to the Committee of
the Whole.
Mayor Prochaska left the meeting at 7:30pm.
2. Water Works System (Financial Analysis) Presentation by Sneer Financial
Overview: Administrator Graff stated the City Finance Director Traci Pleckham had
requested Speer Financial to formulate a suggested financial plan regarding radium
compliance. This plan would be an alternative to an IEPA loan. The City would not
know their loan eligibility for 6 -9 months. The availability of the money is also in
question. The City staff is recommending the Debt Service Schedule, rather than risking
eligibility for the IEPA loan. The 25 -year back weighted plan is- favored so that the
current water rate can be maintained and new growth can pay the debt.
Ms. Chevalier of Speer Financial presented a handout detailing the various financial
options. Alderman James asked if interest only could be paid. He also asked if the IEPA
loan could be applied for as well. Administrator Graff replied that the City would not
apply for both. Mr. James suggested paying off the Debt Service Schedule with the IEPA
loan if the loan was applied for and approved. However, Ms. Chevalier stated there
would be a penalty for an earlier call for the Debt Service Schedule and that this
suggestion should be discussed with the City Engineer to verify if the EPA would even
allow this procedure. Administrator Graff felt the IEPA loan would be denied if the
other plan were already in place.
Administrator Graff stated he prefers the IEPA loan. But, he explained there would be a
delay of 7 -8 months before the loan decision would be known, the City would not be
compliant until 2007 and no water increase would be incurred with the IEPA loan. The
uncertainty of the EPA loan process stems from a combination of many applicants and
Yorkville's higher ability to pay. There are 20 -30 projects pending for this year and there
was $50 million available last year. Yorkville has uncertain eligibility at this time,
however, in November the City will be compliant due to new wells being dug and will
then have the ability to serve a 10,000 population.
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Treasurer Powell estimated there is less than a 50% chance of obtaining the EPA loan.
He recommended moving forward with the plan presented by Speer Financial to save
$300,000 over the life of the bond. He recommended a 5 -year callable rather than a 7
year callable loan. Alderman James felt that a decision should not be made by this
committee and that it should be forwarded to C.O.W. with a recommendation. It was
noted by Mr. Graff that since Yorkville now has a bond rating, the State would view that
as having the ability to pay, while more rural areas would be viewed as having a greater
need for the loan money.
After much more discussion, Alderman James summarized that the committee must
either make the decision to proceed now or wait until November and then determine
financing if the EPA loan is not available. He suggested finding out how many other
towns this size were also seeking the loan and their funding capability. Administrator
Graff will go on -line to get this information. Ms. Chevalier was asked to provide a
further breakdown showing 3, 4 and 5 -year interest programs and provide them to Traci
Pleckham.
This item will be placed on the C.O.W. agenda for Tuesday night.
OLD BUSINESS
1. Minutes for Anoroval/Correction: April 8.2004
Alderman James would like to use a master binder to incorporate minutes, which can
then be reviewed by each committee member prior to the next meeting. Each member
would do a red -line markup or make comments /corrections on the master copy. A due
date for all comments would be specified. Mr. Graff will implement this process.
2. Monthly Updates
a. Planning Coordinator's Fees Spreadsheet
In the previous meeting, the 17 hours of time for reports was questioned. Administrator
Graff spoke with Bill Dettmer who stated there were numerous requests for variances and
inquiries about zoning. It was determined that Anna Kurtzman had been asked to do
more administrative duties and she is paid $75 per hour for her services. In the future,
Bill Dettmer will be addressing many of the issues Ms. Kurtzman was being asked to
review.
The remaining monthly updates items were then addressed as a whole.
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Alderman Kot asked if it was necessary for this committee to address the vehicle reports
since Public Safety already does this review. Administrator Graff stated that the
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Vehicle Policy states that all vehicle reports would be brought to the Administration
Committee.
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Discussion turned to delinquent water reports. Administrator Graff reported that such a
list had not been done in a while. He further stated that there was some discussion that
reporting of such names in a public meeting might not be proper. Many delinquent
accounts have been shut off and in the future, landlords will be required to pay before a
new tenant moves in. Mr. Powell reported that he had met with Traci Pleckham and
Kelly Kramer regarding overdue bills and proposed ordinance changes. This item will be
reviewed at a later time.
Past due invoices for developers were discussed next. Mr. Graff stated that when plats
are coming before City Council, they can be excluded from the agenda if invoices have
not been paid after a follow -up notice has been sent. The Past Due Invoices Worksheet is
used to track delinquent invoices. This procedure also helps to send a message to future
developers. In addition, occupancy permits can be withheld for non - payment.
3. Nextel Phone Service — Direct Connect Only Plan
City Administrator Graff recently met with the Mayor and department heads and did an
analysis of job functions for potential phone service. Two test questions were reviewed
to determine if a city employee needed a phone:
1. Does the department head need to communicate with field people?
2. Is the employee on -call such as a public safety employee?
It was determined that 54 phones were needed. With Direct Connect, a government plan
would allow minutes to be shared on the cell phones. The following phone plans are
recommended for purchase: 27 Nextel National 600 at $44.99 and 27 of the $13.50 plan
using direct connect. Voice mail and caller ID are extra charges, but are only needed on
the cell phone plans, not on the direct connect. Ten employees will have direct connect
and 17 will be sharing the cell plan. Chief Martin stated each officer will be assigned a
phone with a cell phone package and will no longer need a pager. The pagers cost $5 -6 a
month.
The new employee manual states if that if phone use is abused, an employee may be
required to pay the costs and/or receive disciplinary action. Monthly reports provide
detail of calls, which Traci Pleckham will review and then report any calls outside of the
norm. This would be reported to the department head.
Mr. Graff reported $37,000 was budgeted for this year and the cost would be $23,000 for
Nextel. He will prepare a revised report factoring in the cost savings if pagers are no
longer used. Chief Martin added that the new phones display the number of minutes
being used.
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4. Historical Street Naming Program
Alderman Kot said he felt when part of a name was used, that individual has been
honored and the remainder of the name should be removed from the list. Chief Martin
reported that the Human Resources Committee felt the rest of the name should remain
active. In a past Administration meeting, it was decided that only the part of a name
used, should be eliminated, not the entire name. Postcards are currently sent to notify
those who have streets named after them, however, Alderman Kot suggested sending a
computer - generated certificate. This item will be reviewed again at the next meeting.
NEW BUSINESS
1. GiAlGrant Policv
Mr. James reported he was unable to find any information on the internet regarding grant
policies. He suggested that a policy be drafted and discussed at the next meeting. It was
suggested that the policy address the "return" to the City. Alderman Kot cautioned
against using money from the general fund.
2 Meeting Note Transcribers Procedures
This agenda item originated from Alderwoman Rose Spears (who was absent at this
meeting). Mr. Graff asked City Clerk Jackie Milschewski about this issue who stated
there were some minutes overdue from previous meetings. The Clerk has spoken with
the minute taker in question and has given a due date for the minutes. Mr. James
suggested putting comments regarding this issue on the master copy of the minutes
discussed earlier in the meeting. It was discussed whether a statute was in effect
regarding the turnaround time for minutes. Ms. Milschewksi will develop a written
policy for minute takers and Alderman Kot asked for a copy of the written policy as well.
This item will be reviewed next month.
3. C. H. Schrader & Associates Contract for Grant Research Consulting Services
A renewal contract for this agency was presented. It was noted that one $75,000 grant
was obtained by C. H. Schrader and Associates. Ms. Ross -Stuart has been asked to meet
with City personnel to map out a 5 -year plan and how to apply for grants. Her expertise
is in parks and her presence could be instrumental with the possible acquisition of the
Boy Scout Camp. She is scheduled to attend the next department head meeting.
She is currently pursuing a $1.8 million grant for a forest preserve. $800,000 will be
added to that amount due to her efforts. Mr. Graff recommended retaining this agency.
This item will be moved to C.O.W.
ADDITIONAL BUSINESS
Administrator Graff reported that Chief Martin is investigating a citywide donated sick
time policy with the expertise of a labor attorney. Collective bargaining must also be
considered. A draft should be completed for the upcoming Mayor's report. Employees
could donate to a "pool" from which an eligible employee could request time.
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In additional business, Alderman Kot stated that due to a change in the Administration
committee, some of the policies be reviewed for "gray" areas and questions on
expenditures should not be just discussed, but also acted upon. Mr. Graff asked how
much narrative should be in the budget concerning expenditures. Alderman James
suggested the training policy will be reviewed at the next meeting, however, Mr. Kot felt
that training issues for the Police Department could be discussed at Public Safety. Chief
Martin noted that D.A.R.E. training is now held in Indiana or Missouri. He further stated
that some of the officers involved in past out -of -state training have paid part of their
costs, such as transportation.
Alderman James nominated Wanda Ohare as vice chair of this committee. There was
discussion of whether or not this position could be filled by someone other than an
alderman. This issue will be reviewed next month after checking statutes concerning
these positions.
Mr. Graff asked if the committee was ready for an update on the fund balance policy.
Mr. Powell replied there were still questions which need to be addressed.
As there was no additional business, the meeting was adjourned at 9:20pm
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Respectfully submitted by
Marlys Young, Minute Taker
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