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Admin Committee Minutes 2002 08-08-02 Pagel of 5 1 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING THURSDAY, AUGUST 8,200f.- ��..i� i 6:30 P.M. APPROVED L =Y to 10 .p In attendance: Alderwoman Rose Spears Alderman Paul James Alderman Marty Munns Alderwoman Val Burd City Treasurer Bob Allen Mayor Prochaska Guests: John Wyeth Paul Kraber OLD BUSINESS MINUTES FOR APPROVAL The committee approved the minutes from their April 11, 2002 meetings. POLICY FOR ELECTRONIC RECORDING ALL PUBLIC MEETINGS The members of the committee reviewed the policy. Mayor Prochaska commented that the definition of a public body should not state "parent body" but rather "city". The committee agreed. This item was sent to the August 20, 2002 Committee of the Whole (COW) meeting. NEW BUSINESS UTILITY COLLECTION FOR MULTI- FAMILY UNITS Chairman Spears distributed a survey taken regarding utility collection for multi - family units. She stated that there have been inquires by property owners who have tenants who leave without paying their bills as to who is responsible for the utility bills. She stated that the city policy is for the building owner to be responsible. She stated that the committee asked the staff to survey other communities and the result was that other communities also hold the landlord responsible. About half of the communities surveyed also require a tenant deposit. Mayor Prochaska commented that the city could only hold a deposit for a year whereas a landlord could hold it over the term of the lease. John Kraber, a property owner, addressed the committee. He stated that he also contacted other cities and he felt that the city should collect a deposit for the water bills. He also suggested that tenants sign a document informing them that their water will be shut off if the bill isn't paid within five to ten days after it is due. He felt that they needed to be sent a message that they have to pay their bills. In the past, delinquent water users were allowed to run up large bills before any action was taken. This sent the message to tenants that if they don't pay their bills someone else Will. Mayor Prochaska commented that he had a discussion about this with residents at the "Coffee with the Mayor" and the issue is that multiple water billing periods are allowed to be delinquent. Owners of the properties were not notified until several years later after the bill has gone unsuccessfully to collection. He felt that delinquent bills should not be allowed to go past multiple billing cycles. He suggested that part of the deposit that the landlord keeps should allow for a water billing cycle. When someone becomes delinquent for a month, the tenant and landlord should both be made aware of the delinquency and that the water will be shut off. Page 2 of 5 2 Alderwomen Burd and Spears noted that the committee had previously discussed this issue several months ago and it was decided to contact the landlord and tenant and turn the water off. Mayor Prochaska stated that this had not been communicated to the Water Department because they are not following this procedure and they are billing for multiple periods. The committee remembered that this was discussed with the former City Administrator, Jinn Namiinga, right before he retired. They thought the matter was sent to the COW. Alderwoman Spears stated that this was also discussed with the current Administrator, Tony Graff. Mayor Prochaska clarified the Administration Committee's recommendation. There will be a Emit to the landlord's liability and they, along with the tenant, will be notified after the first delinquent billing cycle. The water would then be shut off. Alderwoman Spears recalled that the committee recommended that landlords get a deposit toward the water bill. If the tenant would move with the bill still being delinquent, the landlord would have the deposit to apply toward the bill. It was recommended a policy be created, reviewed by City Attorney Kramer and sent to the next COW meeting. Mayor Prochaska stated that he would put the staff on hold with the delinquent tenant's bills until this is done. The committee discussed delinquent bills where the landlords owe substantial amounts because they were never informed that their tenants were delinquent. Some were not informed for two to three years later. Alderwoman Burd recalled that the committee discussed that the landlords should not be held responsible after such a long time. The committee recommended that these bills be excused with the understanding that a new policy is in effect. The policy would make landlords responsible for the first billing cycle and ask them to collect a deposit to cover the expense. Mr. Kraber felt that this was reasonable and recommended monthly water bills. Chairperson Spears asked Mr. Kraber to attend the August 20, 2002 COW meeting and told him she would call him if the matter were table to another meeting. He agreed to attend. Chairperson Spears noted she would check the minutes from previous Administration Committee meetings to see where this matter was left. She also stated she would get a current listing of the delinquent accounts and she was going to request the committee receive this regularly to review. Mayor Prochaska stated that upon the committees recommendation he would instruct the staff accordingly and he would check the legal issues in regards to the policy. ALTERNATE CITY ATTORNEY Mayor Prochaska introduced John Wyeth, a local resident who is an attorney practicing in Naperville. He stated that Mr. Wyeth is active in the community especially with the schools and youth sports. Mayor Prochaska noted that Mr. Wyeth did not practice in Yorkville and specializes with park districts. Mr. Wyeth addressed the committee and explained that his practice includes park districts (currently working with nine), business, real estate and estate planning. He stated that he familiar with ordinances, resolutions, etc. and he deals with municipalities routinely. Alderwoman Burd questioned a statement in Mr. Wyeth's May S, 2002 letter to Mayor Prochaska regarding his representation of land developers within the City of Yorkville. She asked if this would present a conflict of interest and Mr. Wyeth stated no more than it does City Attorney Kramer. He stated that he currently does not have any clients who will be coming before the city. Page 3 of 5 3 Alderwoman Spears commented that she was impressed that he works with park districts. Mr. Wyeth explained that if the Illinois Association of Park Districts was asked to list ten attorneys, he would be on the list because there are only a handful of attorney who work with park districts. Alderwoman Spears asked if he would be available to attend City Council meetings if needed and lie stated that he understood that this is part of the job. Mayor Prochaska clarified that Mr. Wyeth would be needed if Mr. Kramer had a conflict. Mayor Prochaska recommended Mr. Wyeth for the position of Alternate City Attorney and the committee agreed with the recommendation. This item was sent to the August 20, 2002 COW meeting. IDOT OBLIGATION RETIREMENT RESOLUTION (Fox Industrial Park) Chairperson Spears reported that this item is a standard resolution that the City needs because the city is spending Motor Fuel Tax (MFT) funds for the Fox Industrial Park project. The committee recommended this item be placed on the August 20, 2002 COW meeting agenda. ADDITIONAL BUSINESS POLICY Chairperson Spears tabled this item to the next Administration Committee meeting because City Administrator Graff was working on it and he was unable to attend. BUSINESS REGISTRATION FEE Alderman Munns reported that the Yorkville Economic Development Corporation (YEDC) suggested this item. By having businesses register, information can be collected regarding what types of business are in the city, how many people they employ, which businesses are leaving, etc. This would provide a good demographic database. The recommended fee was $10.00 and this covers the time to send out forms and maintain the list. Mayor Prochaska noted that other communities do this in order to keep tract of sales tax and zoning. He stated that he would like to see this investigated more as to the process and the fee before presenting it to the businesses. Alderman Munns recommended that the YEDC to the research. Alderwoman Burd stated that it needed to be determined if die city needs this information or YEDC, Mayor Prochaska said Alderwoman Spears agreed with Alderman Munns that the YEDC should do the investigation and present the information and advantages to the Council. After further discussing the uses for the registration, Alderman Munns stated that he would ask the YEDC to get more information and have therm bring it to the next Administration Committee meeting on September 12, 2002. SIMPLE MUNICIPAL TELECOMMUNICATIONS TAX ORDINANCE Chairperson Spears reported that this ordinance was a state requirement. If the Council does not approve the ordinance, the city would only receive the telecommunication tax at a rate of 3 %. Currently, the city received 5 %. The city could charge 6% but the staff recommended maintaining the 5% rate. The ordinance needs to be passed by September 1, 2002. The committee recommended this ordinance and the item was placed on the August 20, 2002 COW agenda. CITY CLERK/COLLECTOR This item was tabled until the next meeting due to Mr. Graff s absence. i Page 4 of 5 4 BENEFITS FOR PART -TIME EMPLOYEES Chairperson Spears explained that benefits for part -time employees were discussed at a meeting on November 13, 2001. She stated that due to situations and time changing, the committee should review this again. The committee reviewed a memo dated July 19, 2002 from part -time employee Jennifer Woodrick to City Administrator Graff regarding her continuing education courses and the City's payment for the classes. They also reviewed a July 23, 2002 memo from Mr. Graff to Ms. Woodrick regarding his support of the funding of her education. The committee discussed that most business do not reimburse part -time employees for their education unless the classes are directly related to their job. They also discussed the Employee Manual, which states on page three that part -time employees working less than 40 hours/week are ineligible for benefit packages. In the Administration Committee minutes from November 13, 2001, Ms. Woodrick's position (Office Assistant) was discussed. They reflect that this position was part-time and would be a savings to the City because "no benefits were being offered ". It was felt that reimbursing for Ms. Woodrick's education was setting a precedent and defeating the purpose of hiring part-time employees. Ms. Woodrick's degree program of Electronics Technology was discussed. It was felt that this career was not necessarily beneficial to her current position. One suggestion was that she sign a contract to stay with the City for a two -year term. It was noted that the City was not asking her to pursue this line of study. Alderwoman Burd stated that she would be willing to reimburse a part- time employee for taking classes that enhance their job. Mayor Prochaska noted that there is a difference between someone requesting an education versus someone being sent to be trained. The Employee Manual and how it address this situation was discussed. It was felt that it was contradictory in regards to the approval of the reimbursement. Alderwoman Burd questioned if Mr. Graff had the authority to approve these classes. It was noted that his memo did not authorize the funding but stated that he supported the funding. She asked if he encouraged Ms. Woodrick to pursue the classes. Mayor Prochaska stated that he had a conversation with Mr. Graff who explained that he suggested that Ms. Woodrick take her job description to Waubonsee Community College and see what they suggested. Alderwoman Spears noted that the registration for the classes is currently taking place. If Ms. Woodrick has signed up for the classes, the tuition will be billed to the City. If this isn't going to be approved, she needs to be approached to see if she can afford the classes. Alderman Munns stated that he was not comfortable spending the City's money at this point with the information available. The committee gave direction to Chairperson Spears to discuss the matter further with Mr. Graff and Mayor Prochaska to talk to Ms. Woodrick about the reimbursement. This item was placed on the August 20, 2002 COW meeting agenda. ADDITIONAL BUSINESS BUDGET REPORT Treasurer Allen noted on the current budget report that the sale tax revenue is about a third less than what was anticipated. He also noted that expenditures are being held off. He complimented I Page 5 of 5 5 I the staff for watching the budget. Mayor Prochaska noted that the sales tax projection included stores that aren't open yet thus making the number appear lower. OFFICE CLEANING Chairperson Spears noted that the office cleaning crew isn't doing a good job. She suggested hiring a professional team. Mayor Prochaska noted that this is a good item to be discussed before next years budget is done. At that time, the cleaning of all the City's buildings should be reviewed. The committee agreed to this. There was no further additional business and the meeting was adjourned at 8:25 P.M. Minutes respectfully submitted by Jackie Milschewski, City CIerk �A 7,