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Admin Committee Minutes 2004 01-08-04 Page I of 5 [APPROVED 03 -03 -051 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, JANUARY 8, 2004 6:30 PM City Hall Conference Room PRESENT: Mayor Art Prochaska City Administrator Tony Graff Alderman Paul James Finance Director Traci Pleckham Alderwoman Rose Spears Treasurer Bill Powell Alderwoman Valerie Burd Police Chief Harold Martin The meeting was called to order at 6:43pm OLD BUSINESS: 1. Minutes for ApprovaUCorrection: None 2. Monthly Updates: a. Planning Coordinator's Fees Spreadsheet (Spreadsheet not available) Anna Kurtzman is on vacation at this time so no spreadsheet was available. This item will be brought back to committee next month. b. Past Due Invoices Worksheet for October, November and December It was noted that several Dresden invoices for development fees were past due. Also discussed were the past due invoices for A. Norton who is no longer in the area. Administrator Graff then handed out a list of checks that had recently been received, one of which was Dresden. He said he had spoken with Mr. Norton and told him that the late invoices would be turned over to the legal department and that the bond would be called. Mr. Norton said he would make a payment within 2 weeks, however, that has not been received. The bond will cover the costs to the City and money owed to other firms. These will be reviewed again in February. Ocean Atlantic was also discussed and it was noted that they do not have a bond yet because they have no annexation agreement. Mr. Graff will check to see if they have used all their deposit. Mayor Prochaska asked if there is a minimum balance policy. A deposit is required by an ordinance pertaining to development fees, however, there is no minimum balance. Next month the committee will consider recommendations for minimum balances and an amendment will be made to the ordinance. Page 2 of 5 c. Water Billing Accounts Due Report Eric Dhuse had suggested to Mr. Graff, that the water billing accounts report be reviewed at Public Works so that Eric could answer any related questions. The committee agreed to this suggestion and Alderwoman Spears added that repairs should be dated. Treasurer Powell asked if the revenues paid for the basic service provided. Mayor Prochaska answered that the revenues did cover the service and some funds were actually transferred out to the general fund and money was added to the reserve d. Billing Software & e. Accounting Software Ms. Pleckham reported that the W -2's would be out before the end of the month. f. Website Status The status report and "hit" information report were received by Ms. Pleckham. At a previous meeting, Mr. Powell had asked if a resident's email address would be included on an email to the City and referred to a City staff member or Council member. It was established that any such address would be included. This website report will be briefly reviewed each month. g. Revised Project Financial Tracking Worksheet Alderwoman Spears questioned the actual amount received from MPI since various reports showed different amounts. She asked that all line items be included since it was such a large project. After a brief discussion, Mr. Graff said he will verify the amount with Jennifer Woodrick and report back next month. h. Quarterly Review of Grant Status Spreadsheet It was noted that Ms. Ohare asked that this spreadsheet be sent to C.O.W. for general review. Alderwoman Burd agreed that it would be beneficial for all Council members to see this report. Mr. Graff listed the grants currently being worked on and noted that the Road and Hazardous Intersection grants do not apply to the City at this time. Ms. Burd asked about a grant for preserving green areas and maintaining a rural look. It was suggested that the grant coordinator be asked to search for these types of grants. Mr. Graff reported that Laura Brown, Parks Director will meet with Mike Schoppe to update the land plan as it pertains to the Riverfront. The Mayor said that IDNR has to support the efforts to keep the dam before any grants will be pursued. The IDNR is looking for additional riverfront acquisitions. L Final Review of Updated Vehicle Policy Ms. Spears identified some language changes that had not been made to the policy. These changes will be made and the policy will be forwarded to the January 20 C.O.W. meeting. Treasurer Powell suggested leaving a block for the name and date on the mileage form. I Page 3 of 5 j. Review Results of Employee Daily Time Study Alderwoman Spears recommended that each committee member review this study and it will be brought back to committee next month. Any suggested revisions or comments are to be submitted in advance of the next meeting. NEW BUSINESS: 1. Job Description for City Council's Administrative Assistant A change was noted in the second line and a Job Knowledge recommendation was made to say `proficient in Microsoft word..." with a working knowledge" for the other computer programs listed. Administrator Graff suggested a change in the Experience to read "minimum 5 years of experience... or related field". In the last paragraph, one other grammatical change was made. This position is to report to the City Council. There was discussion as to whether a position such as this is needed for the Council. Alderwoman Spears will do some research on whether other towns have such a position. It was pointed out that this position would free up some of the City Administrator's time. Alderman James expressed concern that this position would report to the City Council rather than one individual and also felt it would be a waste of taxpayers' money. This item will be brought back to committee in February. Z Review of City Purchased Palm Pilots This item was addressed at C.O.W. on Tuesday, so no further discussion was necessary. 3. Review of City Nextel Phone Accounts Alderwoman Spears recommended that committee members review these accounts and it will be brought back next month for discussion. 4. Review Annual Wal -Mart City Account Expenses It was noted that the item "Program Expenses" for the library, is actually under the library's budget. 5. Attorney's Interpretation Regarding City Administrator and Financial Director Reporting to City Council and Mayor, or Solely to Mayor An interpretation was given by the attorney at the January 6 th C.O.W. meeting that the Mayor is the sole supervisor of the City Administrator. However, Alderwoman Burd will research whether or not the Administrator could report to the Council as well. Page 4 of 5 6. RFQ for Financial Services Treasurer Powell presented a rough draft of a Request for Proposal (RFP) and gave the following information. He stated that he must have two other items to be able to go to the bank for proposals and they are the RFP and the Collateralization Agreement. He has given a copy of this proposal to Dan Kramer. He said he would prefer that a financial person structure the Collateralization Agreement. He would also like that person to review the Fund Balance Policy as well. Mr. Graff suggested using either Wm. Blair & Associates or Speer Financial. Mr. Powell will present this again at the next Administration meeting. 7. Administration Staffing FY 04105 Budget Mr. Graff stated the Mayor had asked each department head to review their upcoming staffmg needs. Immediate concerns in the next 6 -12 months were discussed by those managers. The part-time position in the Clerk's office is recommended to be full -time due to the volume of work coming into that office. Alderwoman Burd asked if there were a population projection tied to that full -time need. Although Mr. Graff said there is no projection for that, he noted that with the increased construction, there is increased work for the City Council and many other city departments. A Human Resource position will also be taking on payroll clerk duties as well as handling the payables. Mr. Graff expects 10 -15 new hires for the next year. Alderwoman Spears asked that a survey be done to determine if other communities have positions similar to the proposed ones, based on population and revenues etc. This would help justify the positions to the taxpayers. Administrator Graff pointed out that assistance is definitely needed for the Utility Billing Clerk as a good share of her time was spent on H.R. functions. And, Mr. Powell suggested that Finance Director Pleckham needs additional help as well. Mr. Graff would also like to see an assistant engineer, perhaps an intern. Additional maintenance help was also discussed and quotes will be obtained from ServiceMaster who might be used as supplemental janitorial assistance. The committee then discussed the organizational charts. Some additions and revisions were identified. A revised chart will be made and brought back to the committee next month. ADDITIONAL BUSINESS: Alderwoman Burd reminded the committee of the meeting with Tom Cross on Saturday, January 10th i Page 5 of 5 Mr. Powell reported he has a meeting scheduled with Jeff Flynn of Illinois Presentation, to begin the Illinois Funds application process. No money is required to being this process. Mr. Graff and Ms. Spears said that all invoices for Stevens will be pulled for this fiscal year as some invoices were mixed up. This will be brought back for discussion at the next meeting. It was noted by Alderwoman Burd that the Kendall County Record published an editorial regarding the review of City bills. There was no additional business and the meeting was adjourned at 8:32pm. Minutes written and recorded by Gail Denton, Minute Taker on January 8, 2004 Minutes transcribed by Marlys Young, Minute Taker on February 26, 2005