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Admin Committee Minutes 2002 05-09-02 1 I UNITED CITY OF YORKVIL,LE O ADMINISTRATION COMMITTEE MEETING THURSDAY, MAY 9, 2002 6:30 P.M. In Attendance: Administrator Tony Graff Alderwoman Rose Spears Alderwoman Valerie Burd Mayor Art Prochaska Alderman Paul James Alderman Marty Munns Finance Director Traci Pleckham MINUTES FOR APPROVAL There were none. i RESIDENCE OF SCHOOL BOARD MEMBER APPOINTED TO PARK BOARD This item has been tabled until the next Administration meeting. RESIDENCE OF SCHOOL BOARD MEMBER APPOINTED TO PLAN COUNCIL This item has been tabled until the next Administration meeting. CREDIT CARD POLICY Finance Director Tracy Pleckham stated that the policy formalizes whom may use the credit card account. Anyone who is not a department head, for example a city employee, would need to get department head's approval. They should also have an I.D. card, and anything purchased with the credit card should follow the P.O. Policy. Administrator Graff asked if the Finance Department was available 24hr /day. Mrs. Pleckham said that she added to the policy a "800" number as a contact for the credit card company in case there is any reason to do so. Alderwoman Burd asked what the purpose was for the valid I.D. card. Mr. Graff said that all City Employees have an I. D. card that is assigned by the City Clerk. Mayor Prochaska suggested using the digital photo that had been taken previously for the employees who do not have an I. D. card. Alderman Munns asked if the credit card has anything on the back of it to signify that it belongs to a city employee. Mrs. Pleckham said that they are considering putting on the back of the credit card some sort of notice saying that the person must show proper I.D. to use it. The committee agreed that that would be a good idea. This item will go to the Committee of the Whole. WATER SHUTOFF LIST UPDATE Mrs. Pleckham said that Judy Dyon provided the recent water shut -off list. There were a total of 45 shut -offs. There were only 3 individuals that made no payment at all, some made partial payments, or paid in full. The city will shut off services to those that are still delinquent on their payments. UPDATE ON AUTOMATIC DEDUCTION FOR UTILITY BILLS Mrs. Pleckham reported that there were 22 applications for the Automatic Deduction. She also said that there would be new software installed tomorrow. It should be ready to use by the due date of the recent bill. 2 ADMIrIISTRATION /SCHOOL ADVISORY BOARD JOINT MEETING UPDATE Mayor Prochaska stated that this meeting would involve going over some dialogue of what is going on with the schools and the city before they go any further with the Covenance Plan. He felt that the City Council should be the primary council to meet with the school board. Alderwoman Spears agreed and felt it would be better that the City Council meet with the School Board rather that the school Board's Advisory Committee. Alderwoman Burd asked what authority does the Advisory Board have. Mr. Graff explained that the Advisory Board is made up of about 8 citizens and 2 school board members as liaisons. They report information to the school board and report of any curriculum change, a sort of Planning Commission. Mayor Prochaska felt that the meeting should be between the School Board and the Administration Committee and/or City Council. Alderwoman Burd said that if a committee met with the School Board then they could report back to City Council. Mayor Prochaska thought it would be a good idea to meet with the School Board before a City Council Meeting. That way they could report back to the council what was discussed at the Administration/School Board meeting. Mayor Prochaska said he would call Dr. Engler to set up the meeting. He also said that he and Mr. Graff had talked about meeting with the Fire District Board. They thought that it would be a good idea since this is in the comprehensive plan and there might be some questions about the sites and set up of the plan and if it might interfere with any of their plans. He asked the committee what they thought about inviting the Fire District and Sanitary District to the meeting. They could give a presentation of the comprehensive plan and then ask them if there are any questions, concerns, or issues. That way they could be sure the plans would work out. The committee agreed to the joint meeting. REVIEW SPREADSHEET OF CARRYOVER HOURS /COMP TIME/VACATION /SICK/BUYOUTS Alderman Munns asked what the policy was for carryovers. Mr. Graff said that it could j be up to 40 hours above the employee allotment. Anything over that they get paid out. The sick time maximum is up to 960 hours. Anything carried over goes towards service credit or at retirement. I Mr. Graff reported that they are working with the employee manual on comp time. Right now Public Works by law can only carry 240 hours. In reviewing the spreadsheet, he mentioned that employee's 8 and 9 were over and will be notified about that. The risk there is that they could have the option of cashing out their comp time. Once the Employee Manual is done, it will be more specific on that option and answer questions they may have about their comp time. IMRF CONTRIBUTION RATE — 2003 Mr. Graff stated that the RVIRF people had notified the city and its current rate would go l from our current rate at 5.58 %, the required contribution, to 12.94 %. The letter explained why the changes were made, and it does not go into effect until January 2003. ALDERMAN'S SALARY SURVEY Alderwoman Spears said that she is doing another survey, which she would like to include with this item. She asked that the item be tabled for now. It will be brought up again at the next meeting. I 3 GASB 34 READINESS PROJECT UPDATE Mrs. Pleckham said that Kim Dahsy asked if the committee would like her to come to the COW meeting on May 21" to discuss the mandates coming up, and what work needs to be done to get ready for compliance. The compliance needs to be done before 2004. Much of it regards to getting software that is compatible for the infrastructure. The committee agreed it would be a good idea for them to come to the May 21 meeting. GARBAGE CONTRACT — SENIOR CITIZEN POLICY Administrator Graff mentioned that Alderman Sticka had asked if the policy was based on age only, or a combination of age and income. The reason he asked was that the tax freeze is based on age and income. Also the policy states that when the person is 65, there is no income restriction so it is the same amount off even if they are making more. It does not cause us to lose money. It is Waste Management that discounts the bill. It would be different if it was coming out of taxpayer dollars, but do to the fact that it is in the policy, they will honor whatever is in the policy. Mrs. Pleckham added that it would be a good idea for them to include that the active date will be the week after the date when the application is submitted. Mr. Graff also brought up the question of what happens if a person moves on or passes away. He mentioned that it would be a good idea to have the people come in annually to apply. Mayor Prochaska suggested putting a note on the water bill to make them aware that they would need to apply annually. This item will go to COW upon Attorney Kramer's review. PURCHASE ORDER SYSTEM Mrs. Pleckham reported that after taking a look at a lot of minor purchases being made, that anything under $75 would be a good starting point for not needing a purchase order. She said that some of the tiers have changed slightly based on what the old one was. They basically followed what was already there but got a little more detailed on anything that was a larger dollar amount these would need a purchase order. That way they would have more detail for audit purposes to see that it was actually approved. Alderwoman Spears asked the specific amount of bids needed for of any purchases made over $1,000. Mrs. Pleckham said that basically it is three. Alderman Munns asked who could make the purchases of $75. Mrs. Pleckham said that usually it was the department head. Mayor Prochaska said that the approval of a department head should be received first. Mrs. Pleckham also mentioned that there were a couple of exceptions added. They were replacement parts and/or tools that need to be replaced and also any purchase that might have been made that would have a bill over $75 a month. Mayor Prochaska suggested that it would probably be better to list the replacement parts as emergency replacement parts. This item will be sent to COW. ADDITIONAL BUSINESS Update on Redistricting Software Alderman Munns mentioned that Ed Marshall would be available on Monday to come out. Mr. Marshall is Dan Donohue's friend and Mr. Donohue has the software for the redistricting. Mr. Marshall should have 4 or 5 options to go over and run pass the 4 committee. If he does not come out on Monday or Tuesday then Alderman Munns will try to reach another software person named Tim Johnson. He will also call everyone with a specific time of when they will meet with Mr. Marshall. Officers per Population Growth Alderman James asked if there were a reference to show when new police officers would be needed to keep up with the future growth. Mayor Prochaska said that the police department actually does have a formula they use to add new officers. Eric Dhuse is looking into it so he can somehow emulate a formula for Public Works so they can know how and when to add employees as well. Mayor Prochaska said that should be more details within the next couple of months about how these formulas will actually work. Update on the 4 lots next to the Post Office Alderman James asked if there was any progress made with the 4 lots. Mr. Graff stated that they have not closed on them yet because they are still waiting for the final plan of approval from Worley. Alderman James asked if a memo could be sent out when and if any progress is made on the matter. Mr. Graff said that he would look into it. Update on Bristol Sanitary District Alderwoman Spears asked if any decisions had been made on the Bristol Sanitary District meeting. Mr. Graff said that COW couldn't do it at the May 7 meeting, so they will meet with Ralph Pfister of YBSD on May 21st. Mr. Pfister said that he could give an update on the sewer project then. Update of Joint Meeting with Park District Alderwoman Spears stated that the Park District wanted to pass out job descriptions to be approved by the committee. None of the job descriptions can be posted until they get the committees approval. Alderman James thought it would benefit to have the list more descriptive in categorizing job description and salary. Mr. Graff said that the salary could be added under the schedule status. Alderman James asked Alderwoman Spears when the committee's review needed to be turned in. She said she would like to have comments back in 2 weeks. She asked the committee to review other job descriptions and functions since she felt some were in the wrong position. Mayor Prochaska felt that they should establish titles so that all can be aware of the specific duties and job descriptions. Alderwoman Spears said that she was given copies of 2 other job descriptions that need to be changed and they are the Secretary to the Deputy Clerk and also Office Clerk. Alderman James said that the Administrative Assistant for Parks should all be the same for the city. Alderwoman Spears said that Attorney Kramer also felt they should try to keep all the positions for the district areas the same. The comments and reviews should be turned into Alderwoman Spears within 2 weeks and then they will be turned in to the Park District by the June 13 meeting. Meeting adjourned at 7:55 p.m. Minutes by Theresa Brady. Revised by Jackie Milschewski as per Administration Committee I