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Admin Committee Minutes 2003 02-13-03 r • �� 3I13�0� UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, FEBRUARY 13, 2003 Meeting called to order at 6:45 PM. Members present Others present: Mayor Arthur Prochaska, Jr. Finance Director Traci Pleckham Alderman Marty Munns City Administrator Tony Graff Alderwoman Rose Spears City Treasurer Robert Allen Park & Recreation Director Laura Brown OLD BUSINESS 1) Minutes for Approval/Correction Chairwoman Spears presented minutes from September 19th, November 14th and December 12th, 2002. The December 12th minutes need adjournment time and the minute taker's name. These (3) minutes will be brought to the next meeting for approval, as there was not a quorum present to approve the minutes. 2) Review Employee Manual Administrator Graff stated his staff and all FOP have had the manual for three weeks. Department heads have been distributing copies to their staff asking for comments. The appendix will be cleaned up and scanned by Molly Batterson, with supplemental information received by Mr. Graff on February 13. "Yorkville" will be on top of the forms. Chairwoman Spears asked a question regarding page 2, item 3 under Department Heads, stating that the City Administrator, not the city council, will read all evaluation forms. Administrator Graff pointed out that this revision was changed based on information received from legal council and labor laws. He suggested the evaluations will now begin late February with completion scheduled by March 1 st. This date is conducive to completion of on -time budgets, with merit raises better addressed with the new timeframe. Chairwoman Spears, in discussion of item 7, suggested the time consuming task of reading all recommendations. Administrator Graff suggested that in the past, changes suggested were getting channeled into committees and that follow -up processes were delayed. Mayor Prochaska suggested that this will be an efficient manner to have these items funneled in one direction, and ultimately, Mr. Graff stated he is responsible for interpretation of many of these items, that appeals would be taken fast to the mayor and then to the committees, and finally city council. Bob Shaw will be able to receive information from one source, Administrator Graff. Chairwoman Spears addressed questions under Section 1.4.4 - Part -Time. She believes the last sentence should read "a regular tour of 30 or more hours ", before they are entitled to any benefits. Administrator Graff stated that the EVW is at 20 hours and that it would be in effect only after 1000 hours in one year. Chairwoman Spears stated that employees have always been eligible for 11VIRF after 1000 hours but she understands the increase to 30 hours had been discussed prior to this meeting. Mr. Administrator Graff says anyone hired for more than 1000 must have council approval, and any benefits outlined, before he /she is hired and that there are part- time classifications that are seasonal or intermittent. The employee works less than 1000 hours and does not receive any benefits. Mayor Prochaska suggested anything over 20 hours per week or 1000 hours annually would be an exception. Chairwoman Spears suggested that this statement be approved by Dan Kramer in writing and brought to the committee members. Upon final agreement, the statement change reads: " Any requested exception to the definition to this paragraph requires mayor and city council approval ". Chairwoman Spears questioned the 90 day notification and the hiring period of two years on page 6, item 2.4 - Layoff, and, given the current economy, whether this time frames are too lengthy. Mayor Prochaska did not believe these extreme, and Alderman Munns stated that in 90 days an employee could secure another position. Administrator Graff stated that many of the city's budget dollars come in 2 -3 months behind (eg. sales tax) and he believes the 90 days time period gives the city adequate time for budget adjustments, if need be, as demonstrated after forecasts following the 9/11 crisis. Chairwoman Spears brought up the fast sentence on page 17 - Section 4.6 Personal Use of Telephones. Alderman Munns suggested that disciplinary action may be be appropriate, and use of phone could be stopped, if need be. Mayor Prochaska also pointed out the statement: "The policy is subject to change, as the City deems necessary", in the manual. On page 20, Section 6.1.2, Chairwoman Spears pointed out that the manual now states that 2 hours of overtime will be paid, and the prior manual stated 1 hour. Administrator Graff stated that it takes two hours to check all the stations and that the 2 hour minimum was requested by Eric Dhuse. Mr. Dhuse had given time records justification that two hours was the minimum time being used, much of being drive time. He believes with the addition of the new well that the time will be over two hours. The "weekend" wording was taken out, as requested by Director of Public Works, Eric Dhuse, and "on call" was the new terminology inserted. Chairwoman Spears suggested this item be on the agenda at COW. Administrator Graff clarified that it was not two hours at 7 AM and 2 hours again in the PM, but that it was a total of two hours for this job. Hopes are that this process eventually will be computerized to save workers from driving time. Chairwoman Spears stated that "Work Schedule" in Section 6.1.2 should be in bold print. In Section 6.2, Shift Changes, Chairwoman stated that there was a change from 7 to 14 days. Administrator Graff suggested that Eric Dhuse, Public Works Director, normally has shift changes posted far in advance of 14 days. The employees at public works had suggested that a 7 day notice posed problems in re- scheduling child care and other prior commitments. Police Chief Martin suggested that long -term shift changes notices of 14 days are fair to employees and if an unexpected shift change was done (eg. sickness) that the employee was willing to work with Chief Martin. In Section 6.3 Payroll Administration, Chairwoman Spears asked if there was sufficient time for paychecks to be completed by noon on payday. Finance Director Pleckham stated payday now is on Wednesday, and that the paychecks are usually ready for signatures on Tuesday evening after City Council. Administrator Graff suggested that a change of payday to another day of the week could be made if necessary. In paragraph b, Ms. Spears is recommending the second sentence be changed to read: "This fee is subject to change due to economic conditions and/or budgets ". Mayor Prochaska said this would limit the fee changes the council could make. Administrator Graff stated that the plan we participate in may undergo some changes, in higher deductible (eg). Chairwoman Spears also questioned a 90 days advance notice, recommending a 30 or 60 day notice would be more attainable. Administrator Graff suggested that should a review of the insurance benefit package begin, that the employees would receive a notice along with their paychecks. This review would proceed any change in benefits by a minimum of 90 -days. In Section 6.6, Overtime Pay, there should be a space after half (times). Alderman Munns questioned the compensation in "b" at 1 1/2 hours for each hour. Mayor Graff suggested this may not be so for a salaried employee, pointing out that a memo was received in regards to the 240 hour stipulation, and Chairwoman Spears suggested that this change had already been voted on. Mr. Graff stated that under federal law the employee may take comp monetary time for overtime. Alderman Munns presented a problem should an employee bill 240 hours at today's wages, and then expect monetary compensation in 20 years, there would be a huge discrepancy in wages. Mayor Prochaska suggested this is why the limit of 240 hours was added by the labor department. City Treasurer Allen noted a question in "e ", if an employee will receive cash compensation for any accrued comp time remaining "at the regular rate ". Administrator Graff Administrator pointed out that, (eg), if you work 3 hours on the books at the regular rate, that the comp time would be 4 1/2 hours, meaning it would be 1 1/2 hours times your regular hour of pay. If employees are booking too many hours in overtime, it would be deemed necessary that the department head look at the possibility of adding more staff. Chairwoman Spears noted the addition on page 31, Section 8.3 that the "increased from time to time by resolution ". Administrator Graff stated this was needed because of the latest resolution made for coverage amount changes. I I In Section 8.6, item "a ", Chairwoman Spears suggested there may be problems in determining who is eligible and suggests that council approval be needed. Mayor Prochaska said any issue of education for a part-time employee would be covered under the exception agreed upon at this meeting, Section 1.4.4 - Part-Time. Administrator Graff, with legal counsel, suggested that the prior approval of training be okayed before employee is able to attend. Department heads would determine eligibility depending on the job descriptions. Alderman Munns pointed out the language in "b" stating that the city "may pay ", and that payment is not a 100 % guarantee. Graff suggests we may want to write in "all training requests must be subject to an approval process ". Mayor Prochaska cautioned there are training sessions that do not allow enough time to go through a lengthy approval process. Alderman Munns and Park & Recreation Brown believe training and college level classes are two different issues. Chairwoman Spears suggested adding that the city would be financially obligated to an pre- approved degree program for a city employee. Alderman Munns questioned item "c ", in that the courses must be paid for up front, then if not completed with a "C ", the city has to pay 1/2 back. Administrator Graff stated that when employees in the police department signed up at Waubonsee, the billing was deferred until completion of the course. There was a form signed by the employee stating that they would complete with a "C" or better, or be held responsible for paying the fee at Waubonsee. The problem is that there are schools now that are not willing to defer payment. Attorney Kramer suggested requiring the employee to sign an agreement stating that he /she will pay back 100% of the tuition by payroll deduction, if a their grade is not a "C" or better. Alderman Munns pointed out that the manual states a 50% payback. Chairwoman Spears concurred with Munns that employees would pay back 100% if the grade is not a "C" or better, and that the tuition can be deducted from a paycheck, if necessary. Mayor Prochaska suggested a letter of understanding be signed by the employee authorizing payroll deduction, and Mr. Graff suggested this form be an additional appendix. Chairwoman Spears suggested track changes be completed by Administrator Graff. Regarding the appendices, Administrator Graff suggested that the committee look at these, and in particular, the safety resolution, which needs to be updated. 3) Review City Employee Nextel List/ Usage In discussion of the Nextel usage, Administrator Graff reported that the phone being used by the administrative assistant in the engineering department is now in the office after hours. The additional back -up phone for water main breaks and other usages, especially during the winter months, would be beneficial. There is an additional phone, used by meter readers, when they are not working also an additional office Nextel phone. 4) Water Accounts - Update Chairwoman Spears questioned what the next step is after sending notices and missed appointments. Finance Director Pleckham stated that a second notice is sent out to attempt to set an appointment with the customer. Administrator Graff pointed out that the city is collecting fees on the majority of these accounts, but if we are unable to get a reading, an estimate of water usage is used for billing purposes. Mayor Prochaska suggested a legal opinion, perhaps issuing a 1st notice, then a 2nd certified notice, and then a notice of service interruption, however, Ms. Pleckham suggested that we may not be able to interrupt legally, and reiterated the need for legal counsel. A legal mechanism is being suggested and perhaps a need to rewrite the ordinance. Attorney Kramer said that a special service area backup could be created. This addresses the multi - family dwelling issue, where there is one meter the city reads, and the landlord would have individual meters for each tenant. One bill is going to the landlord. At issue is the problem if the landlord, or a homeowners' association, becomes delinquent on payments, and the tenant/s, in turn, have made current payments to the landlord. A shut off would be unwarranted, as a judge would rule that the tenant had met the obligation to the landlord or association. The city is legally able to do a special services area backup at the time of annexation or zoning, so the city has just one property owner being billed, as is currently being established with Montabano, suggested by their attorney. The homeowners' association fee will include the water/YBSD fees payable to the city. The backup /charge back plan is advantageous for two reasons: 1) if the city must reinstall damaged meters, and 2) if any back billing is due the city, the back -up fees will be available for these expenses incurred by the city. In addition reports were produced showing new meters installed and also water billing revenue. Ms. Pleckham and Administrator Graff determined the codes as: 1) COM = commercial, 2) W = water, 3) S = sewer, 4) RES = residential, 5) CL3 = 3 tenants, 6) GOV = government and 7) IND = industrial. 5) Monthly Billing Finance Director Pleckham reported two options on the issue of monthly vs. bi- monthly billing: 1) splitting the YBSD billing opposite the water billing on a bi- monthly basis, or 2) reading water one month and estimating the next month. She spoke with a company that would be able to split the billing (option 1), however, the cost was prohibitive at $51518 hrs of spec -time, and additional set -up time to be billed. This would be a "first- time" for the vendor and it is Ms. Pleckham's opinion that once our system was specialized in this manner, it may be cause for unforeseen problems. Simplistically, the better option is to have monthly billing, with an estimate one month and a read the following month. Ms. Pleckham is asking for direction the committee would like to take on this. Mayor . Prochaska pointed out that he had recommended to Ms. Pleckham that the amounts due the city and the amount for YBSD be separate on the billing statement. He recommended a sub -total for the city fees, with the addition of a separate line item for YBSD, and one grand total due. Ms. Pleckham stated there are 77 direct debit customers, and hopes a monthly billing cycle would increase this number. She did not know, in speaking with the software trainer, if we would be able to produce a subtotal, but said the least that could be done is to show a line separating the city and the YBSD billings. Our logo will be at the top of the bills, the YBSD billing can be in bold print, and, due to pricing, Ms. Pleckham is. suggested the post card size for bills. It will be 4" x 6" printed side to side (versus up and down now) and it can also be printed in beige color for no additional charge or $30 more for pink. Alderman Munns suggested that pink may look like a shut off notice, but recommends a light blue or beige. Administrator Graff reported that Judy Dyon only receives 5 -6 calls after approx. 350 late notices go out. Typically, she will take the late fee off and make a note on the account that this has been done. Administrator Graff feels that on a monthly basis, customers will be expecting a billing and payments may be more prompt. He asked the committee to make a decision for: 1) monthly billing with YBSD and city water services on one bill, or 2) make the YBSD billing one month and the city fees the next month. His recommendation is the first option, because option two, cost wise, is not feasible at this point. Administrator Graff stated Ralph Pfister, Yorkville- Bristol Sanitary District Director, had no issue with either billing proposal. Ms. Pleckham noted that tracking on past -due accounts, if the YBSD billing was separate, would be virtually impossible with two billing cycles. Alderman Munns proposed a monthly billing. Administrator Graff said that Fox Metro in Montgomery puts their charge on the water billing, and we need to consider this because Grand Reserve is building in Fox Metro. Chairwoman Spears recommended this go to COW, because a committee recommendation could not be made. Administrator Graff and Ms. Pleckham believed we will begin the new billing in July or August. The new software will be utilized beginning the end of April. The city ordinance will need to be changed so that monthly billing can begin. 6) Utility Bill Payment Assistance Update Administrator Graff stated that Judy Dyon received confirmation from Kendall County, and if we wish to incorporate a program that Kendall Co. would put this in their utility assistance program, for Yorkville residents only. We need to budget the amount and create criteria, either following state criteria for utility billing, or use the criteria that companies like NICOR uses. Also recommended was a need for criteria for emergency hardship assistance. We would need to look at the annual budget, communicating our specified assistance amount to Health and Human Services, so when our monies were depleted the agency would know. The question is if we want to begin an assistance program. Mr. Graff pointed out that other communities participate in assistance programs, stating that it is distributed by the county, but, initially, the money is granted by the city. Administrator Graff stated that Kendall County has a utility assistance program, and that the city could supplement the county program, and would consider this a grant program. Mayor Prochaska suggested we would require a report back from the county for the expenditures made in the assistance program. Mr. Graff . stated monies can come from either taxpayers' monies or optional contributions. Alderman Munns' opinion is that he does not see it fitting for the city council to become involved in this social service issue. Mayor Prochaska believes that participating communities have a much larger revenue base than that of Yorkville and suggested should our revenue stream become significantly larger, that the city may be able to address supplementing utility customers. Mr. Graff suggested that at some time in the future that a representative from Kendall County speak to the committee concerning shortages in funding and that the county produce a report for the committee stating the needs of Yorkville residents. If there is a substantial number of residents who are needy, Mr. Graff will put out a memo together for the committee with statistics. 7) Proposed New Entry Way Sign Regarding the new entry way sign, Administrator Graff mentioned the mayor's name had been moved below the sign. The consensus was that the sign was too busy, perhaps not as many letter fonts were needed (suggesting three) and that this would make it easier to read. The fox at the top was well liked, and Mr. Graff suggested that it was removable, if a change was necessary in the future. Suggested coloring was: 1) posts and lettering red borders with a natural back and posts, 2) white lettering for the wording on the main signage (with the exception of Yorkville, which would be red), and: 3) "fox and settled" area will be painted in natural colors. Lighting was discussed and it was agreed upon that the landscaper will give the committee some ideas for ground or solar lighting. City Treasurer Allen suggested to Chairwoman Spears that, given there is an upcoming election, that the committee wait on results to proceed with the sign. This suggestion was tabled. 8) Salary Survey Update Finance Director Pleckham explained that a salary survey had been conducted and that she has: 1) computed an average actual salary per each job title based on current ranges and 2) made computations for adjusted salary ranges for the next fiscal year, based on 3 % cost of living increase. The city engineer ASCE supplemental survey report is based on the credentials for engineers, the level of responsibility given the engineer in the job description, and average pay given the midwest region. Administrator Graff pointed out that 25% of the agencies surveyed does not give us any indicator of population, so we would assume the population could be 25,000 100,000. In looking at those that did respond, like St. Charles and Geneva, $73,875 was their average salary, so using this as norm, Mr. Graff and Ms. Pleckham used the 25% ASCE results in the Yorkville range schedule. Mr. Wywrot's salary, given this consideration, is 9% below average. The other department heads are 6 -10% below the schedule. Mr. Graff suggested that staff wanted this information not to adjust salaries, but to adjust salary schedules, informing the committee and bringing the salaries into standards that are more conforming to the norms. Alderman Munns suggested those employees with greater responsibilities showed a higher percentage of salary increase, which Administrator Graff believes is due to the need for educational and professional qualifications needed by applicants to address Yorkville's increasingly larger population issues. City Treasurer Allen and Alderman Munns expressed concerned that the salary jumps suggested were too substantial. Mr. Graff suggested that this information suggested a direction for the mayor to follow, and reiterated that a range was needed when a park and recreation director was hired. Justifications above and below the ranges (eg. education, experience, longevity on the job) are needed in hiring considerations. Ms. Pleckham stated that two job titles veered from were: 1) engineering, because of limited information available, and 2) park & rec director, because of the varying types of districts involved. Ms. Brown said that all those surveyed in park and recreation were towns, and not park districts (with the exception of Oswego). To include information from the towns on their known annual budgets (in relationship to salaries paid), would produce much skewed information, based on many different interpretations of the term "annual budget" as pointed out by Administrator Graff. Ms. Pleckham pointed out that current ranges, and proposed ranges for the next fiscal year (with the exception of the executive director for parks and recreation) that all current salaries fall into ranges that are being suggested. Mr. Graff explained that once the average salary was determined, a low of 17% from the average, and a high of 13% from the average was calculated. Then a 3% COLA was calculated, not knowing what the council's determination would be. In a discussion of ranges and benefits, it was determined that, in the future, additional insurance benefits could be charged to the employees (eg. co -pay for insurance). A final determination for the COLA will be assigned, and a 3% increase was computed, based on prior council action. Mr. Graff recommended the department heads be given an opportunity to respond to these proposals, before going to COW. A determination was recommended to remove the adjusted salary schedule, revise the proposed adjusted 2002 -2003 schedules, and have the city council make the COLA determination based on these figures. Discussed was the possibility of making a salary range a minimum of $15,000, as the 17 - 13% split calculated some positions at a low average start range and too low at the cap, if salary was based on longevity on the job and expertise gained in those years. The changes will be brought to next month committee meeting. Mr. Graff also will put together a spread sheet with budget information compiled from the Illinois City Manager's Association. 9) Review Development Coordinator's Fees This was requested by Paul James. Anna Kurtzman submitted her hours, broke them out by activities. She accounted for 29.75 hours in one month, billable to the city of Yorkville. Feedback from those working with Ms. Kurtzman has been very favorable. Updates will be submitted monthly for this committee. 10) Project Planning Training & Cost of Software - no update 11) Visitor's Center Administrator Graff feels there will be adequate space, after building remodeling, for the brochure rack in the 'lobby. Chairwoman Spears reported that Wanda O'Hare will be asking for business addresses and labels for sponsorships in the three -fold brochures for the literature rack. Park & Recreation Director Brown suggested using a marketing intern, without reimbursement, to assist in creating a I brochure, and also has a protected volunteer who would be able to help with the project through September, and possibly longer. The worker, a former GE employee, whose job was eliminated, is currently volunteering 30 hours a week in public works, which assures him of compensation from GE. As the weather improves, he will be moved to the park district. The business (only) labels will be printed by Judy Dyon in the water department. It was determined by Administrator Graff that City Clerk Milschewski, will appoint a person to work with the Human Resource Commission during the nominating and street naming process, in completing all official documents. Chairwoman Spears asked that all correspondence from the city be kept in two binders, with one copy at city hall and another copy at the library. 12) Budget Update Finance Director Pleckham submitted all 20034 proposed budgets, with the exception of library and land cash fund. All changes were shaded. Administrator Graff pointed out that the city experienced a large carryover from Fox Industrial Park Bond revenue in the 2002 -2003 budget, approximately $620,000. Without the T IF revenue in the 202 -2003 budget, the budget increase is 7 %. The engineering department was added to the 20034 proposed budget. Major changes are the number of permits for new homes and the increase in municipal sales tax, primarily from Menards. Most importantly, stated Mayor Prochaska, is that we recognize that there will be a redistribution of dollars as new businesses open. Mr. Graff and Ms. Pleckham used the most current state budget redistribution of per capita dollars, obtained from the UAL website. There is speculation that MFT may change to the downside. Most of the budget is relative to growth, as pointed out by Mr. Graff, and this is a bare bone operational budget, with no new hires included , and all supplemental dollars being requested by department heads will come from new dollars coming into the city. Mayor Prochaska insisted this budget be operational and be done satisfactorily, maintaining the present level of service to the city. Supplemental monies need to go into operations, not just solely supplementing capital expenditures. When new monies from plats, building and administrative fees are received from developers, these monies will be channeled into supplemental requests made by the department heads. The council may receive additional supplemental budgets with proposed spending as early as August, which will show when new dollars are received by the city, where these dollars will go. Mr. Graff will also present the additional administrative dollars needed, because of the increased workload at the city, to new developers when they initially begin the development and planning process. Administator Graff pointed out that budgeting was easier this year, given 5 -year planning was in place, and that this year there were fewer dollars used in planning, but the plans are in place, and that the city needs to act on the plans. The revenue and enterprise funds are doing well, with identified sources for the radium and sewer projects, with earmarked funds for projects subject to approval by the city council. These revenues streams are objective and can be used, as mandated in the city ordinance. Mayor Prochaska stated the Fox Industrial TIF is very conservative and may need adjustment. It does not include any new EAV monies, and the city will be receiving figures from the county in the next week. Administrator Graff commented on the need for an additional committee, to deal specifically with city finances, as had been previously discussed. He feels the city needs an on -going process to implement new strategies, recommended by Finance Director Pleckham. With the increasingly large budget, Mr. Graff feels that the administrative committee alone will not be able to devote sufficient time to issues. Administrator Graff responded to City Treasurer Allen questions: 1) on page 21, the IEPA will be a loan program, for radium compliance; 2) page 20 - the Woodworth Lift Station Loan is in conjunction with the annexation agreement with Heartland Circle and will be an alternate revenue bond, identified with future use of sewers, and not using tax dollars; 3) the Countryside interceptor loan is a carryover - the proposed 3 million is identified as sales tax revenue from Menards, and annexation of Moser, Bristol and Menards properties into the sanitary district, these dollars will be coming into the city. Also the Hydraulic interceptor fee was pointed out by Mr. Graff, with the annexation development fees from Wiseman Hughes agreement, signed Feb. 12, 2003, and no loan is anticipated, with 3.3 million dollars dedicated to this project. Regarding city hall buildout, Administrator Graff is anticipating $320,000 from annexation agreements within 90 days and stated we have $93,000 in the buildout fund. The first phase buildout estimate is $534,000. We are $120,000 short on annexation dollars already committed. However, with additional Menards and Mosers up -front annexations dollars committed, the city is requesting the upfront dollars at the time of passage. Bidding is anticipated to begin in mid- March, with the awarding of the project in April. There may be a delay of 30 days on the bidding so that public hearings may be completed before the bidding. Phase I cost is $ 650,000, which includes the parking lot and architecture fees. All phases will be bid on at one time, with the understanding that phases 11 and III need to be voted on by the council. Adding developments the entire project is $1,030,000, and with all the options, $1,100,000. Director Pleckham noted an administrative related a $9570 transfer from MFT to general fund needed to be added to the budget. The transfer out of WT is already represented by all the inspections and engineering work done on the Industrial Fox project. It will be verified with Deb, our WT auditor. The budget will be presented to COW on March 4' NEW BUSINESS 1) Beecher Community Building Room Divider Park and Recreations Director Laura Brown investigated two divider curtain options to address overcrowding in the Beecher Center: 1) pull across - non concealed curtains, or 2) Porter retractable automated (concealed ) curtain, going into the ceiling. The ventilation system is mid- point, prohibiting a 50 -50 split. Ms. Brown is suggesting a 2/3 - 1/3 split, using the retractable system. The Dailey room would contain offices, with cubicles and dividers for staff. Current offices would become programming / storage rooms, and this would free up the Perkins room, which is currently a storage area. Additionally, the Austin room would no longer be used exclusively by only one group, and breakaway tables would better accommodate differing types of activities for a variety of groups. Ms. Brown suggested she would meet with the Salvation Army regarding storage of the equipment, retaining their use of the center for the meals, and allowing them to block out the Perkins room for their activities. The recreation staff is also looking at contracting out other programs at churches and schools in the community. Park Board has agreed with the proposed structural changes, and wants to proceed now. There is land cash available, this being a structural change with a life span of more than three years. This is in compliance with land cash. This will be going to COW. 2) Park & Recreation Maintenance Plan & Standards Needed standards for the maintenance staff, and also allows for impact of new development on our overall park maintenance plan. Ms. Brown needed a measure to trigger new staff and operations, and prepared a task and time analysis. The summary gives us an overall acreage, factoring in those already annexed, - 119 acres total. Based on this acreage, cost for maintenance was figured per acre, using the current salaries and operations figures. This shows the impact on the department and a point at which additional staff would be needed, or 15 acres, not including specialty tasks. These summary plans allows Scott Sleezer to better time manage his staff, in the summer, showing his workers the time allotted for scheduled jobs. In addition, goals and scheduling issues are being addressed in the department. Mayor Prochaska says this gives the city a negotiating tool to use in communicating with developers, seeking monies for new staff and equipment before revenues. This will be going to COW on the 18''. 3) Program Supervisor Job Description The revision was completed, and approved by the labor attorney. The status of the position, which had been non - exempt, would now be considered exempt. The functions of the position remain the same, but the status gives the employee more flexibility. It has been approved by the Park Board. This will be going to COW. 4) Scholarship Guidelines Requests Youth scholarship needs have been asked for in increasing numbers, so these guidelines were put together by Park & Recreation Director Laura Brown. The intent is to work with service clubs for sponsorship. Three reductions were issued, and approved by the park board. The variable is based on available funding, at which time a lottery could be established. With the 50 -50 split as proposed, Ms. Brown has rarely, in other communities, found this program taken advantage o£ Partial payments over a period of time are also being proposed. There is a maximum of two programs per child per season allowed under these guidelines. This will be i on the agenda at COW. 5) Goals and Objectives for Parks and Recreation These 2002 -2003 goals and objectives unify the park and recreation departments, and it had to be completed for the park and open space master plan. Included is: 1 ) the overall mission statement; 2) three main objectives and 3) departmental goals, repeated in each of the departments. These can change as missions and objectives changes. All administration, recreation and park goals are the same, the difference being in bow they are achieved. These goals were reflected in staff evaluations Ms. Brown just completed, tying these goals to job performance. These have been accepted by the Park Board, and will go the COW. 6) Annual Tax Abatement - Fox Industrial Bonds Our bond ordinance states that in the event the revenue stream we are realizing is not there, we can levy taxes for repayment of the bond. However, if the tax levy is not abated, then the property owners will get an increase in the tax levy for the repayment of the bond. February 28` is the deadline for filing of the abatement ordinance. Finance Director Pleckham stated that Dan Kramer has prepared a draft of a sample ordinance, which will be presented at the COW. 7) Cost Estimate for City Hall/Police Department Buildout This item was discussed in old business, section 12, Budget Update. ADDITIONAL BUSINESS City Treasurer Allen asked Ms. Pleckham about a timetable for the trust in agency. The resolution is being drafted by Dan Kramer's office. The correct dollar figures will be given to the auditors. Administrator Graff stated Dan Kramer will be putting documents together for the working cash and south sewer funds. i Administrator Graff mentioned the Yorkville census cost of $85,000, with a timetable of 4 months, scheduled this summer. Certification at Secretary of State's office is generally within 90 days of completion. Conservatively, initial per capita dollars would be coming in until January. Mr. Graff estimates the population growth at 1800 - 2000. Census dollars are allocated in the 2002 -2003 budget. The contract with Department of U.S. Census will be signed in about 30.45 days, and then go directly to the COW. Meeting adjourned at 10:30 PM. Respectfully submitted, Annette Williams PLEASE SIGN IN- MEETING: Cad r vL c, DATE: NAME STREET ADDRESS CITY yalo V 1 _ I t