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.
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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.
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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.
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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
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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