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Admin Committee Minutes 2002 10-10-02 Pagel of 5 UNITED CITY OF YORKVILLE _ ADNIINISTRATION COMMITTEE MEETING THURSDAY, OCTOBER 10, 2002 1 a' \a•o a �` 6:30 P.M. In attendance: Alderwoman Rose Spears Alderman Paul James (arrived 6:50) Alderwoman Val Burd Mayor Prochaska City Clerk Jackie Milschewski City Administrator Tony Graff OLD BUSINESS A111NUTES FOR APPROVAL This item was initially tabled because a quorum was not present but the minutes were approved when Alderman James arrived. RFP FOR ACCOUNTING SOFTWARE UPDATE Administrator Graff gave an update to the Committee. He stated that a meeting was scheduled with the two lowest bidders. He stated that John Weber from FPTW (accounting firm) would be involved with the negotiations and Finance Director Traci Pleckham will be available to go over the information. He currently did not have a cost because the Request for Proposal (RFP) stated that the City would negotiate options with the venders. The items to be negotiated are the implementation plan, options, phasing of modules such as payroll and the vender's ability to meet deadlines. He stated that Mrs. Pleckham recommended bringing the final recommendation to the Committee of the Whole (COW) on October 15, 2002 and then on to the City Council for a vote on October 22, 2002. He also noted that everything is within budget. The item was sent to the October 15, 2002 COW meeting. CLEANING OFFICES - UPDATE Mr. Graff stated that there had been a recommendation to RFP the cleaning service out again. He reported that he met with Lorrie Bahr, the currently cleaning service. She is available to work thirty hours. She will work from 10:00 A.M. to 1:00 P.M. and will do vacuuming from 4:00 P.M. to 6:00 to prep the public areas before meetings. Chairperson Spears asked if Ms. Bahr came every day and Mr. Graff stated that she came in Monday through Friday. He also stated that the Director of Parks & Recreation Laura Brown asked if Ms. Bahr would be available to clean the Riverfront Building. He asked Ms. Bahr if this could be done and she stated that she could do this between 10:00 A.M. and 1:00 P.M. Chairperson Spears asked of Ms. Bahr cleaned the Public Works building and Mr. Graff stated that someone else cleaned at that location and Public Works was satisfied with her services. Mr. Graff stated that the increase to thirty hours was in the budget. He stated that she would start the new hours on October 14, 2002 and would have a test period to see how the longer hours work out. Sterling Codifers, Inc. - City Name Update City Clerk Milschewski reported that Alderwoman Spears noted that the Yorkville City Code book prepared by Sterling Codifiers, Inc. does not refer to the City as the United City of Yorkville. Clerk Milschewski stated that she spoke with Rob Rollins at Sterling who said that they would be willing to correct the beginning pages that they generate at no charge. Mr. Rollins stated that to correct the City's name in the entire book could cost up to $3,000.00. Clerk Milschewski also 1 Page 2 of 5 noted that the City's name was changed with a resolution not an ordinance. Resolutions are not sent to Sterling. Mayor Prochaska commented that correspondence is still received from the state with the old name on it. He wanted to make sure that the State of Illinois was aware of the change and if an ordinance was necessary it should be done. CITY SECRETARY JOB DESCRIPTION Chairperson Spears reported that this job description (see attached) was originally being developed because of Liz D'Anna's position of doing duel jobs (Deputy Clerk & City Secretary). She stated that currently, this position is going to be created in case it is needed in the future. Mayor Prochaska asked if the position would be called secretary or administrative assistant and Chairperson Spears stated it would be secretary. Chairperson Spears asked if the types of software programs used for the position should be specified and Administrator Graff stated that yes it should. He stated that this would be added. Alderman James asked if this position would help with the reception desk and Mr. Graff stated that #7 under Essential Job Functions addressed this. Chairperson Spears noted that the duties listed are those that Mrs. D'Anna in currently doing and Mr. Graff agreed. He stated that #4 - regarding mailing list and #5 sending flowers has been given to the Administrator's Assistant Holly Baker because Mrs. D'Anna is charge of meeting packets. City Clerk Milschewski stated that Mrs. D'Anna was still doing #5. Mayor Prochaska stated that this function was related to Public Relations. The Committee discussed this item and decided to omit it from the description. Mayor Prochaska asked about the Deputy Clerk position description. He asked if two descriptions were needed, one for the Deputy Clerk position with a stipend and one for the full - time position. Mr. Graff stated that the stipend was being eliminated and added to the full -time positions pay. Mayor Prochaska stated that there should still be a Deputy Clerk position and Mr. Graff stated that this position still exists but now will be a full -time position incorporating the City Secretary duties. Mayor Prochaska asked if Mrs. D'Anna could just move into the position or would it have to be posted. Mr. Graff stated that other positions that were realigned were not posted. Alderwoman Burd questioned #4 under Minimum and Preferred Experience and Education. She stated that the wording made it seem like the secretary was doing the background investigation. She recommended that the phrase "complete a background investigation " be changed to "undergo a background investigation ". The Committee agreed with the change. Alderwoman Burd asked if the City had any interest in a Public Relations position. Mayor Prochaska stated that he asked Mr. Graff to investigate creating a position similar to one Oswego has called Community & Development Coordinator. He would like this person to deal with tourism and Alderwoman Burd also suggested that this person could also be responsible for the City's newsletter. Mayor Prochaska stated that this position could be included in the next year's budget. Mr. Graff noted that the description still needed to be sent to the labor attorney for review and the Committee agreed to send this item to COW after the review. 2 I i Page 3 of 5 j OLD BUSINESS Heartland - Spring Street Sewer Recapture Mr. Graff reported on City Engineer Joe Wywrot's memo from September 24, 2001 regarding the recapture, which was discussed by the Economic Development Committee. Their recommendation was to have this come before the Administration Committee when the City was ready to do it's six -month budget review. He explained that this is for the work that the City asked Richard Marker & Associates to perform beyond what was required. The City owes Marker $7,560.00 for the additional driveway work and $6,320.00 for half of the roadway cost. Mr. Graff noted that Mr. Marker has been patient in waiting for the review and reimbursement. Chairperson Spears asked if Mr. Marker went out to bid for the blacktop. Mr. Graff stated that because the job was small and needed to get done, Mr. Wywrot approved the use of Kendall County Blacktop. Mayor Prochaska also noted that initially this project was not going to be City funded. Alderman James asked how a reimbursement of 50% was determined. Mayor Prochaska stated that the City asked Mr. Marker to repair areas of the street that were not related to the sewer work such as a dip in the road. Mr. Graff recommended that Mr. Marker be paid in full when the budget is revised. Mr. Graff stated that he tried to negotiate with Mr. Marker to pay this through credit for fees but this was too complicated. He also noted that Mr. Marker paid for the services in 2001 and is not asking for interest for his portion. The Committee agreed that if Mr. Graff and Mrs. Pleckham find the funds the bill should be paid in full. Mr. Graff stated that he would discuss this with Mrs. Pleckham and the matter would be brought to COW. Williams Architect - Finance Plan Update Administrator Graff gave an update on the financing for the City Hall renovations. He stated that mechanisms for refinancing were discussed with Kevin McCanna of Spear Financial. Mr. McCanna recommended financing the total amount needed rather than financing the renovation separately. Mr. McCann explained that the City could save about $270,000.00 in interest if it paid off the $600,000.00 needed in five years. However, the payment will be $160,000.00 /year whereas the current payment is about $99,000.00 /year. Mr. Graff stated that the City will be getting a lower interest rate that is locked in for nineteen years. The current interest rate is locked in for three years with a balloon rate after that. The Committee went over the information provided by Mr. McCanna. Mayor Prochaska stated that Mr. McCanna did not provide information on what straight twenty -year financing would cost the City. The Committee suggested getting this information before discussing it further. Mr. Graff asked if the City should wait to give notice to Williams Architects to proceed until the financing for the entire City's projects (streets, water, etc.) was determined. He noted that the budget review is still six to eight weeks away. The Committee discussed the cost for the road project, Smith Engineering's study and the financing for the project. Mr. Graff suggested advising Williams that the project is on hold until the City can figure out the debt service. By December, all the numbers for the debts will be determined and the six -month review will be done. He stated that he would ask Mrs. Pleckham if she could perform a debt analysis while she is on maternity leave and then bring the information to the November 5, 2002 COW meeting. 3 Page 4 of 5 Alderman James asked about the cost of phasing the project. Mr. Graff stated that the total of three phases of renovation came to $600,000.00. This included the parking lot, finishing out the lower level, realignment of City Hall office space and renovating the Council Chamber. Mayor Prochaska suggested that Mr. Graff investigate the prepayment of developer's funds toward the municipal building fund. A portion of development fees collected is applied to the municipal buildings and this could be used to prepay the principal of the City's loan. This item was sent to the November 5, 2002 COW meeting. Status of Employee Manual Administrator Graff reported that he was downloading the new recommendations into the current Employee Manual. He stated that he would be meeting with Abbie Rodgers of Seyfarth & Shaw to go over recommendations in the report that he received. He stated that as soon as he gets his questions answers, he hoped to have a draft manual done by the end of the month. A staff meeting would be scheduled to go over management rights of the manual and then there would be an employee benefit meeting. Ms. Rodgers also recommended contacting other municipalities regarding how they handle certain benefits, hiring, exit interviews, etc. He stated that if he could get the legal manual done by the end of the month he felt that December would be the earliest that the manual would be able to be before the Committee for their review. Chairperson Spears asked that when the updated manual is brought to the Committee they have the old one available to compare with. Mr. Graff stated that he would try to highlight the new text in blue and the old text in red for easier comparison. Nextel/Cell Phone Use Chairperson Spears distributed a complete list of the Nextel Radios used by the City. She recommended that the City develop a policy for the use of phones. Mr. Graff explained that the City gets unlimited radio usage at no charge and 300 minutes with the basic plan. He stated that everyone has 300 minutes except himself (1000 minutes) and possibly the Mayor and Chief Martin. Chairperson Spears asked about the city office phone. Mr. Graff explained that this phone is in Kim King's office but is available for the whole office's use if they need to contact anyone else such as the meter readers or public work employees. Also discussed was the engineering department's secretary Jennifer Woodrick's phone. Mr. Graff explained that she uses hers to reach Joe Wywrot and Bill Barkley when they are in the field. Mr. Graff stated that Mr. Wywrot had Ms. Woodrick take the phone home with her because they were in the middle of projects and Mr. Wywrot wanted to be able to contact her. Mr. Graff stated that he reviews the bill's for the telephones when they come in and saw that Ms. Woodrick had about three calls from the phone to her home during the time she would travel home. Other that that, she had no other usage. He explained the City's policy that any phone usage after hours is the responsibility of the employees and they are billed for these hours. A few of the Public Work employees asked if their hours could be increased and they agreed to pay the difference. The Committee did not have a problem with the employees paying the difference in hours. Alderwoman Burd asked what Chairperson Spears felt the policy should cover. Chairperson Spears indicated that she felt that the policy should cover who should have a phone, personal use versus business use and who is allowed to take the phones home. She also asked to see the actual phone bills to see how they are being used. The Committee discussed the phone needs of the Park & Recreation Department and City personnel such as Mrs. Pleckham and other personnel not in the field. The Mayor stated that the phone usage should be reviewed to verify that the City is getting what really is needed. Chairperson Spears asked why some employees get the use of the phone (with the agreement that 4 Page 5 of 5 they pay for any overages) and others do not. This could be outlined in the policy. She asked why Ms. Woodrick didn't use the City Office phone and Mr. Graff stated he would have to look into this. Chairperson Spears asked if the Committee could have the Nextel bills for review for the next few months. Based on this, the need for a policy would be discussed. Mr. Graff stated that he felt that all the city departments (Public Works, City Hall, Police, etc.) policies for the phones should be combined and a new citywide policy created. He also mentioned that the new Employee manual would be covering personnel that are "on call ". The policy may need to address this. This item will be discussed at the next Committee meeting. ADDITIONAL BUSINESS Items Removed from the Agenda Alderwoman Burd noted that she spoke with Deputy Clerk D'Anna last week about the agenda tonight. Alderwoman Burd asked Mrs. D'Anna if the tourism contract would be on the agenda tonight because Sue Voss had to rearrange her schedule in order to attend the meeting. Mrs. D'Anna assured her that the item was on the agenda. Ms. Voss was called yesterday and was told that she wasn't needed because this was taken off the agenda. Alderwoman Burd was not notified of the change and asked that in the future could Mrs. D'Anna could notify the Council members when an item they are particularly involved with is taken off an agenda. Tourism Contract Alderwoman Burd stated that at the last Tourism Council meeting she attended they approved offering Yorkville a five -year contract with an out after three years. She stated that this is a one- time only offer. She stated that the Council was upset in doing this. Chairperson Spears stated that she felt that the contract should have an out every year. Mayor Prochaska stated that this offer might serve the City's purpose because as discussed earlier, there is the possibility that the City will have staff/program to handle this. Currently, there is no one with the time or abilities to handle this. The three -year period would give the City time to develop this position. The Mayor recommended that Yorkville renew the contract. Aldermen Burd and James agreed. The Committee further discussed the Tourism Council, developing staff to handle this and Yorkville's lack of a tourism draw. It was agreed to bring this item back to the next Committee meeting for further discussion. Mayor Prochaska asked that the Committee receive copies of the contract for review/ There was no further additional business and the meeting was adjourned at 8:05 P.M. Minutes respectfully submitted by Jackie Milschewski, City Clerk Revised by Jackie Milschewski 5 i 8/30/02 CITY SECRETARY — POSITION DESCRIPTION Department: Administration Reports to: City Administrator Status: Full -time Position Description Overview This position is responsible for a wide variety of secretarial duties and a minim amount of administrative functions. This position also involves considerable independent judgment in daily work activities. Essential Job Functions 1. Prepare and make general and water department deposits, NSF deposits and payroll deposits daily before 2 p.m. 2. Copy and distribute facsimiles. 3. Gather information, organize and prepare the quarterly United City of Yorkville Newsletter. 4. Update and prepare mailing list and mail invitations as requested to invite individuals or businesses to City sponsored functions related to public relations. 5. Send various correspondence and/or flowers from the City when appropriate. 6. Reconcile cash drawer daily as a check and balance system. 7. Act as backup when needed to answer phones and provide customer service at the front counter. i 8. Other duties as directed by the City Administrator. Basic Requirements — Job Knowledge 1. Independent writing and proofreading skills. 2. Ability to communicate clearly and concisely in both oral and written format 3. Ability to understand and follow general instructions quickly and accurately. 4. Ability to operate a variety of office equipment including a typewriter, word processor, personal computer, facsimile machine and transcribing equipment rapidly and accurately. 5. Ability to type a minim of sixty (60) words per minute. 6. Ability to maintain strict confidentiality. Minimum and Preferred Experience and Education 1. Minimum of two (2) years secretarial experience or in a related field 2. High School Degree supplemented by courses in typing and business subjects, preferably with some college level courses in business related subjects. 3. Any equivalent combination of experience and education that provides the required knowledge, skills and abilities. 4. Must successfully complete a background investigation with findings of good character and no felony convictions. II i