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Admin Committee Minutes 2003 01-09-03 1 UNITED CITY OF YORKVILLE REVISED 03/17/03 ADMINISTRATION COMMITTEE MEETING THURSDAY, JANUARY 9, 2003 6:30 P.M. UPM VED In Attendance: Mayor Art Prochaska Alderman Paul James Alderwoman Rose Spears 3 l3 •b"3 City Administrator Tony Graff Finance Director Tracy Pleckham OLD BUSINESS: Minutes for Approval There were none. Status of Emplovee Manual This item was tabled. Review Citv Emplovee Nextel List/Usaee Alderman Paul James stated that the Parks and Recreation were added to the Employee Nextel List. Finance Director Traci Pleckham said that the Parks and Recreation were on a shared plan and on their own billing. She said they were saving about $575 a year from where they were before. They have a total of 1900 minutes. Alderman James asked if when their plan comes due if it would be worth trying to negotiate to one plan. Mrs. Pleckham said that they would have to wait and see how their minutes are being used and if it would make sense to combine the minutes all in one. If they were to have a lot of excess minutes left then it would make more sense to combine them. Mr. Graff asked if they had received a bill for it yet. Mrs. Pleckham said no. Mr. Graff said that the minutes should be monitored. Monitoring would help with the decision whether or not to combine the minutes. There will be an update next month. This item will come back to the next Administration meeting on February 13, 2003. Water Accounts - Update Mrs. Pleckham stated that homeowners listed on the check sheet have been addressed by the water department by means of notices being sent to the homeowners or by setting up a schedule. She said the accounts that were completed from last month's list were taken off the list. Since the last time the packets were made up, there have been more accounts that had been completed. Mr. Graff asked if she had received Water Operator Joe Moore's notes. She said yes and that there were 25 and there are side notes for every one that had been addressed. Mr. Graff commented that Mr. Wywrot has visited the residents or has a solution written next to certain problems. Mayor Prochaska stated that Eric Dhuse Director of Public Works is trying to work out a schedule time with the residents so they would be home when the meters are being worked on. Mr. Graff suggested that they could pick out a couple of days of the month for the scheduled times. This item will come back on February 13, 2003. 2 Utility Bill Payment Assistance - Update Mr. Graff stated that Judy received information from the Health and Human Services. He said that the Human Resources want to take a look at it before they give their approval. Alderwoman Spears asked what the Human Resources would determine after examining the assistance plan. Mayor Prochaska said that they would make a recommendation to go ahead with it. This item will come back to the next Administration meeting on February 13, 2003. Proposed New Entry Way Signs Copies of the sign layouts that were printed off by Plainfield Signs were passed out to the committee. Mayor Prochaska pointed out that red and white are Yorkville's actual colors. Alderwoman Spears asked if the company would be able to add a fox or other animals to the sign. Administrator Graff said they could do that. There are all sorts of graphics that they can do and that it can be programmed into the machine that makes to cut into the sign, and then it is painted. Mayor Prochaska suggested adding a fox and greenery to one side then a river and greenery on the other side. He would like to see the settle of the town printed on the bottom of the sign. He commented that he would like to see the sign in a natural cedar color with red background and white lettering. He added that the Human Resource Committee has made a request to add a small Character Counts sign to hang beneath the sign. Alderman James suggested adding the mayor's name to the sign. Mayor Prochaska said that if adjustments were made to the sign they might be able to fit it in the recessed area. Alderwoman Rose Spears asked if there was an updated price quote. Mr. Graff said that the price still remains the same. This item will come back to the Administration meeting on February 13, 2003. Computer Hardware Reearding Accountine Software - Update Mr. Graff stated that in order to add accounting software they would need to get into the Microsoft server environment. He said that they did RFP out for the server and software and are now connected with the company Reliable Computer in Plano. They also ordered hardware from the current software provider. The service came up to about $3700, and the software came up to $2100. Mrs. Pleckham said that the server could not load the software because of the configuration of the current server and where the drives are. It would have taken about 12 hours @ $85 an hour to have the server come and continue to try to work it into the current program. Eventually the new hard ware will allow the program to integrate. Mr. Graff said that the new hardware would allow the money collected by the Police Department go right into the accounting package. A cash drawer will eventually be added to the Beecher Center once the white area is connected. NIU will help with getting that task set up. Salary Survey Update This item was tabled. Request for Special Census Mr. Graff reported that the Mayor did sign off on this item and it was sent out. He should receive a reply within 30 days. They hope to have a time line by June 2003. 3 Open Space Grant Update Mayor Prochaska stated that Laura Brown received notice today that there is Grant money for $100,000 for Open Space. He said he expects to be signed off on that by tomorrow. Mr. Graff stated that with this Grant money, it would enable the City to buy the Corlands. Mayor Prochaska suggested sending a letter of appreciation to Mrs. Brown for her response to the Grant money that was available for the City. NEW BUSINESS: Utilitv Billins Clerk Job Description Mr. Graff stated that this item was updated and current of what the job responsibilities are supposed to be for this position. See attached. It will get incorporate the new GADSP. Once the Labor attorney has approved of this item it will go to COW on February 4, 2003.. Accounting Clerk IUHuman Resources Clerk Job Description Once the Labor attorney has approved this item it will go to COW on February 4, 2003. ADDITIONAL BUSINESS: Planning Coordinator Update Alderman Paul James asked if the Planning Coordinator has received any billing. Mr. Graff said she has not. She is working with the Menard's annexation and with Moser. She will be providing a sample report of her duties and hours on the projects. That should be on next month's agenda. Architect Design Phase Update Alderman James asked if the plans were moving ahead with this design phase. Mayor Prochaska said that the design phase plans have begun. Mr. Graff said that there should be an update of the progress of the plans by next week. He mentioned this item to go to City Council for bid. Then he would like to see the approval process for bidding on the next Administration meeting agenda. Mayor Prochaska said the final bid package will not be ready until the beginning of March. It should go to bid then that first week in March. Mr. Graff mentioned that they are looking into the standards for the architectural overlay in Phase 3. He was asked if there should be an option to bid for cedar siding, as opposed to brick since brick is so expensive. Mayor Prochaska was not in favor of cedar siding. He suggested considering using the cement siding (Hardy Board) as an option. Mr. Graff said that once the concept plan is in, then it would be passed out to the committee members. This item will come back to the next Administration meeting on February 13, 2003. Library Drive Update Mr. Graff mentioned that the library drive design from Williams will be on next month's agenda, then it will go to COW on February 21, 2003 for approval. 4 Project Planning Alderman James suggested sending someone to train for Project Planning. He said he would be a helpful scheduling tool in sorting out and setting up several projects for all departments. Alderwoman Spears said that she could check to see what that might cost and if it would fit into the budget. This item will come back to the next Administration meeting on February 13, 2003. Assessment Grant Mr. Graff reported that they are filling out a grant for Northern Illinois University to do an assessment of services that the City offers to the residents that would include City Staff through Public meetings. He said that it takes 120 days to do the assessment. They received a grant to do 3 communities. The only cost to the City would be some incidental costs of about $200, and our time. As part of the Grant process, they would like a resolution from the City to participate in this process. They will soon send a sample resolution report for the committee to go over. Mr. Graff felt that it would be a good tool to use. As soon as they have received the resolution from NIU, it will be sent to COW on January 28, 2003 for vote. Then the application would be sent out on January 31, 2003. Medicaid/Medicare Brochures Mayor Prochaska stated that he would like to get more of the Medicaid/Medicare brochures to pass out to the Beecher Center and the Senior Services. The brochure explains the differences between Medicaid and Medicare policies. Library Insurance Mayor Prochaska requested an update on the Libraries plans for insurance. Currently the insurance comes out of the City's budget. Mrs. Pleckham said that she would check on that. Department Head Report Mr. Graff stated that the procedure of the Department Heard Reports is that they must submit a request to the Mayor before it is put on the agenda. The request must also be in before the agenda is prepared. It gives an opportunity for the Department Heads to bring up issues before the agenda's go out. City Council Meeting /Consent Agenda Mr. Graff mentioned that other committee's that have gone to Consent Agenda have also gone to one City Council meeting. He thought it would more convenient to do it that way especially during the holidays. It would also allow for some open nights in which special or public meetings could be scheduled. It would make for an opportunity to do strategic planning. Strategic planning meetings allow elected officials to set up goals for the City for that year. This item will go to COW with a Consent Agenda on February 4, 2003. Meeting adjourned at 7:55. Minutes by Theresa Brady Revisions by Theresa Brady