Admin Committee Minutes 2002 05-09-02 1
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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.
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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.
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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.
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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.
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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
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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
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