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Admin Committee Minutes 2002 04-11-02 1 UNITED CITY OF YORKVELLE ADMINISTRATION COMMITTEE MEETING THURSDAY, APRIL 11 200y a 7:10 P.M. ti $•�•oa In attendance: Alderwoman Rose Spears Alderman Paul James Alderman Marty Munns Alderwoman Burd Administrator Tony Graff Finance Director Pleckham City Treasurer Bob Allen Mayor Prochaska (arrived at 9:05) Guests: Park Board Members ! Chris Rollins Lisa Scherer Bill Wedge MINUTES FOR APPROVAL The Committee approved minutes from their January 17, and February 14, 2002 meetings and the March 6, 2002 Special Administration Meeting, SPECIAL CENSUS Administrator Graff reported on a memo he drafted to the Administration Committee on March 18, 2002 regarding the Special Census. Mayor Prochaska received a letter from the U.S. Department of Commerce dated February 27, 2002 explaining that a special census cannot begin until 2003 at the earliest. Mr. Graff recommended conducting a Special Census in the 2003/2004 ! fiscal year. He felt that at that time Yorkville could have 1200 more residents. The increase in { residents would bring about $75,000.00 more revenue per year. The special census would cost the city $25,000.00 to $40,000.00. Mr. Graff stated that he would update the Committee at the end of the next fiscal year. I COMPARISON SALARY SURVEY OF ELECTED OFFICIALS Chairwoman Spears reported that she had surveys distributed to several communities regarding salaries. Mr. Graff asked for clarification regarding which elected positions that the Committee wants surveyed. The Committee discussed this and it was decided that the positions surveyed should be alderman, city clerk and city treasurer. Chairwoman Spears asked that the information be presented at the next Committee meeting on May 9, 2002. i REVIEW SANITARY DISTRICT FEES/EXPENSES Chairwoman Spears asked if the formula for the fees was based on the number of homes. She stated that the Council was receiving inquiries about the fee from residents. Mr. Graff explained that the Yorkville/Bristol Sanitary District (YBSD) has a $76.11 bimonthly fee per home. From this fee $61.02 is dedicated to the debt service for the Illinois Environmental Protection Agency (IEPA) $11 million loan which should be paid off by 2013. Also taken in to consideration was the proposed loan that would be paid of in 2021. The remainder is for operation, maintenance and replacement. The fee is based on 2500 customers even though there are currently fewer customers. Mr. Graff explained that YBSD has not gone on record to say that if the number of homes increase above 2500, they would re- e xamin e the charge. By law, everyone should be advised when the debt has been paid off. This item was sent to the April 16, 2002 Committee of the Whole meeting and Mr. Graff explained that Ralph Pfister from the YBSD would be willing to make a presentation to the 1 1 � I 2 Council. The Committee discussed this and felt it would be a good idea for Mr. Pfister to make a presentation. RESIDENCE OF SCHOOL BOARD MEMBER APPOINTED TO PARK BOARD & RESIDENCE OF SCHOOL BOARD MEMBER APPOINTED TO PLAN COMMISSION Chairwoman Spears explained that this subject came up when appointing a School Board member to these commissions. It was discovered that only one school board member lives within city limits. The Committee is recommending that the requirements be changed and the ordinance amended to avoid this problem in the future. Legally, this can be changed to indicate that a member living within one and one half mile of the planning area of the city and not within another municipality could be appointed. Park Board member Chris Rollins commented that the ordinance states that the person selected by the School Board to serve on the Park Board does not specify it has to be a School Board member. He spoke with Dr. Engler, Superintendent of School District # 115 and was told that the person appointed is usually a former School Board member because the Boards meet on the same night. Alderwoman Spears was unaware of this and indicated that she would check into this before making any changes. Mr. Graff stated that Plan Commission Ordinance allows up to three members to be within 1- 1 /2 miles of the City and the School Board representative does not have to be School Board member. The Committee further discussed the appointment of active School Board members versus inactive members and School Board recommendations. It was decided to table these items until the May 9, 2002 Committee meeting in order to have time to discuss this with the School Board and the Mayor. EMPLOYEE INSURANCE (DENTAL/VISION) Chairwoman Spears distributed information on the proposed insurance changes. She stated that she met with the Employee Benefit Committee (EBC) and the employees have elected to j implement the VSP Vision Plan. They will have to pay $348.00 /year or $28.00 /month for family coverage. The dental coverage the employees have chosen is one half of their ctuTent coverage but will now fall under medical coverage. The current three -year rollover will also be maintained. This will allow for more coverage for the employees within the budgeted amount of $25,300.00. By doing this, the employees can elect to spend their accrued coverage amount for premiums, co- payments, prescriptions, or any other expenses involving health, vision or dental. The employees will get reimbursed for their paid receipts of medical services. Employees are currently allowed $150.00/year for dental expenses plus $125.00 /year for each dependent and spouse. The employees are requesting a $150.00 increase to their medical coverage (now including dental). This will bring their yearly allotment to $300.00 /year for employees and the dependent and spouse allotment will remain the same. By implementing this new plan, the city will save $3,970.00 /year, however the savings will be applied to offset the increase in premiums from Blue Cross/Blue Shield (BCBS). The Committee discussed the possibility of extending health insurance to the City Council. Mr. Graff stated he would check into the possibility and report back to the committee. Also discussed was an employee request for a longer rollover period. The EBC agreed that a longer period would be difficult to keep track of and that the current program was fair and i 3 generous. It was discussed that if an employee did not use the funds, $550.00 /year could be accumulated or $1,650.00 in three years. The EBC asked if the new plan could be approved and implemented by May 1, 2002 in order to keep it on track with the fiscal year. Chairwoman Spears reported that the proposed plan has been submitted to the Police Department's Fraternal Order of Police Union and the city's labor attorney for review. The EBC asked the Administration Committee to bring this item to the next Committee of the Whole (COW) meeting pending the approval of the Police Department and the labor attorney. The committee agreed to this and this item was sent to the April 16, 2002 COW meeting. I EXECUTIVE SESSION POLICY Chairwoman Spears stated that the Park Board generated this item. She reported that Chris Rollins (Park Board President) has developed a form for Executive Session that the city attorney has reviewed and the Park Board will be using for their Executive Sessions. Chairwoman Spears reported on suggestions from City Attorney Dan Kramer. He suggested that before the session is scheduled that he be contacted and advised of the subject of the session. He could then determine if it is legal to have the session and advise how to go into and come out of the session. He also suggested that Executive Session meetings be limited. The Committee went over Mr. Rollins' form. The form includes the reason for the session, the time the session starts and stops, who was present and who was discussed. The Park Board stated that they used the form already and it worked well. It was discussed that a policy regarding Executive Session meetings and minutes would clarify the state statute regarding this subject. The policy would be the guideline for all the city committees to follow. Mr. Kramer is preparing the policy, which will be brought back to the Administration Committee for review. ELECTRONIC RECORDING FOR ALL MEETINGS IN THE CITY The Committee discussed establishing a policy that all city meetings are electronically recorded. The minutes would not have to be transcribed verbatim and Mr. Graff explained that once the typed version of the minutes is approved, they become the official record. All tapes would be filed with the City Clerk along with the typed minutes and kept at City Hall. The tapes would be backup to the written record. The requirements for preserving the tapes were discussed. Mr. Graff stated that the policy should include clarification as to how long the tapes should be retained. Also discussed was policy versus practice in respect to litigation. Mr. Graff stated that he would discuss what should be specified in the policy with Mr. Kramer and get back to the committee for review. POLICY REGARDING PUBLIC HEARINGS Administrator Chaff stated that the city does not currently have a policy that states how to conduct public hearings. The need for a policy arose from the Plan Commission public hearings, which have become a debate rather than a hearing. According to Attorney Kramer, public hearings should be precise. The individuals addressing the committee holding the hearing should state their name, the topic they are addressing and who they represent. He recommended that the policy be posted at the meeting so the participants are aware of it. The committee discussed items that should be included in the policy: length of time for a public hearing, a time period for written response or comments from individuals who might not be able to attend, a sergeant -at -aims, limiting the discussion to a certain number of people, a three minute limit for speakers, a sign in form and accommodations for the disabled (hearing impaired, building accessibility, etc). Mr. Graff stated that he would like this policy written and approved by June 2002. He stated that he would bring this item back to the May 9, 2002 meeting. i I I 4 MIKE SCHOPPE'S CONTRACT RENEWAL Chairwoman Spears reported that City Planner Mr. Schoppe's last contract was negotiated in 1998. The proposed new contract indicates an increase in his rate from $90.00/hour to $115.00/hour, which will be reimbursed to the city by the developers. The increase to his fee for city paid projects will only be $5.00/hour (up to $95.00/hour). Chairwoman Spears asked for clarification as to the duration of the contract. Mr. Graff stated that the contract could be multi- year according to Attorney Kramer and that Mr. Schoppe proposed a three -year contract. The committee discussed Mr. Schoppe's duties, how the cost is budgeted and the need for an escape clause in the contract. The committee agreed on the terms of the contract with an escape clause added and this item was sent to the April 16, 2002 COW meeting. REOUEST TO AMEND FY 01102 BUDGET AND FY 02103 BUDGET UPDATE Finance Director Traci Pleckham reported on the $78,113.00 available from the police pension fund. The funds will be distributed to the Downtown Study ($11,500.00), speed trailer (22,450.00), new police department radios ($5,500.00) and replacement batteries ($3,000.00). Mr. Graff reported on and the committee discussed items that are currently over budget. It was requested that $18,500.00 from the pension fund be utilized for these items; computer maintenance ($1,000.00); telephone ($5,000.00), office supplies ($3,500.00), office equipment ($1,000.00), public relations ($6,000.00) and miscellaneous line items (2,000.00). The contingency fund was discussed. Mr. Graff indicated that there were items in the contingency fund that were not in the budget such as TIF expense and the telephone maintenance contract. Funds were also going towards things the Council had voted on such as studies. These items depleted the contingency fund for the current fiscal year. Alderwoman Burd asked if the police capital could be spread over other departments. Mrs. Pleckham explained that Public Works has enough money remaining in the current year's budget to purchase a new truck. The Parks and Recreation Department also purchased some things this year with remaining funds. The city staff did not have funds remaining. Items on the city hall capital list were the accounting system (unable to obtain due to cost), the City Administrator's car, (will be financed instead of using budget funds) and the City Engineer's car (Joe Wywrot happy with vehicle, would rather have a workstation). Mr. Graff reported that it was recommended that the amended FY 01/02 budget should be passed by the City Council along with an amended proposed budget for FY 02/03. The budget needs to be passed at the April 23, 2002 City Council meeting. Alderman James asked if there was a "rule of thumb" for the budget such as if the city's population doubles does the budget double? Mr. Graff and Mrs. Pleckham explained that there is noting that is precise to compare figures to. The Police Department uses a population base for hiring officers and there are studies available to use as a guideline. Mr. Graff explained that Northern Illinois University is preparing a fiscal impact study for the Moser development, which will help in the future. Mr. Rollins explained that the Park Board looked at the Illinois Park and Recreation Associations records to find out what the budgets were for communities of similar size. They found the budgets ranged from under $100,000.00 to over $2,000,000.00. The range was so broad because of the types of facilities and land the park districts had. 5 There was no further discussion and the item was sent to the April 16, 2002 Cow meeting. PURCHASE ORDER SYSTEM Mr. Graff reported that Sue Swithin, Superintendent of Recreation, recommended revisions to the Purchase Order Policy in a March 13, 2002 memo. He stated that Mrs. Pleckham will work with the staff and present a recommendation to the Committee. This item will be brought back to the Committee in May or June. AUTOMATIC DEDUCTION FOR UTILITY BILLS - UPDATE Mrs. Pleckham updated the Committee on the utility bill automatic deductions. She stated that there were some snafus but that Old Second Bank would be coming out to load the software in two weeks and they will provide training. There are currently six people who have enrolled in the program. Information regarding this service will be included in the newsletter. Mrs. Pleckham stated she would update the committee on the process at their May meeting. AUTHORIZATION FOR FINANCE DIRECTOR TO GO TO R.F.P. FOR THE POLICE SOUAD CAR/EOUIPMENT LOAN Mrs. Pleckham reported that it was approved at the April 9, 2002 City Council meeting for the Police Chief to execute a purchase order for squad cars and equipment. She stated that she now needs authorization to go to RFP (Request for Proposal) with local banking institutions for a loan. Mr. Graff stated that he and Mrs. Pleckham would like direction from the Administration Committee regarding this. Mayor Prochaska asked Mr. Graff to verify the process for this with Attorney Kramer. The Committee unanimously agreed, barring any concerns from Mr. Kramer, to authorize Mrs. Pleckham to do this. CREDIT CARD POLICY Mrs. Pleckham discussed the credit cards held by the city. She reported that the city currently has a credit card with Elan Financial Services in the name of "City of Yorkville ". The Recreation Department has two credit cards with First Bankcard in the names of Sue Swithin and Barb. For better accountability, the credit cards should be in the name of the city not an individual. First Bankcard was contacted but cannot handle this request due to liability issues; however Elan Financial Services can accommodate this. The Parks and Recreation Department will close their account and use the city's credit card in the future. Mrs. Pleckham explained the policy behind the use of the city credit card; the employee must have their city ID with them when using the card. The credit card is kept in the safe and signed out when needed. The Committee discussed employees using their personal credit cards for city- related purchases and then being reimbursed. Mr. Graff explained that when the credit card is signed out it is returned with all receipts to Kim King for verification. Mayor Prochaska stated that if the city credit card was maintained, all invoices should funnel through the Finance Director to the City Clerk to keep the records and there should only be one account for all the city departments. The liability of the credit card is on the City of Yorkville not the individual departments. Mrs. Pleckham stated she would put a policy in writing and bring is back to the Administration Committee in May. I I I r 6 WASTE MANAGEMENT SENIOR CITIZEN DISCOUNT POLICY Mr. Graff reported that the county's Homestead Exemption is applied to individuals who are 65- years -old or older. He reported that the county could provide a list of individuals who receive the exemption. He asked the committee if the county's age guideline should be used and if the discount should be applied automatically for the individuals on the list. The committee agreed with the age guideline and after some discussion recommended that the discount be applied automatically to those on the list. It was also recommended that the public be notified of the program and those who did not received the discount but qualify contact the city. Mr. Graff stated that he would draft a notification and have Attorney Kramer review it. This item was sent to the April 16, 2002 COW meeting. FY 01/02 BUDGET FOR DEVELOPING PRIORITY LIST Mr. Graff reported that items for the priority list are still being received from all the departments. The committee discussed a ball field groomer needed by the Parks Department as required by the agreement with the schools. Park Board member Lisa Scherer asked that it be verified that it was included in the budget. Mr. Graff stated he would check with Public Works Director Eric Dhuse if it were. Mr. Graff stated that he and Mrs. Pleckham would look at the requests, and present them to the Committee in June in order for the committee to prioritize them. ADDITIONAL BUISINESS Mr. Graff reported that the Park Board met with Rich Guerard, developer of the Highlands, and there will be a linear green path as recommended. He also reported that a meeting with Westbury was far off because they are not in agreement as to their product. The Park Board left the meeting at 9:45. STATUS OF EMPLOYEE MANUAL Mr. Graff reported that Seyfarth and Shaw was notified to begin work on the manual but a schedule has not been received from them. CARRY OVER HOURS - COMP TIME/VACATION /SICK TIME Mr. Graff stated that there isn't a policy regarding comp time but the state labor law is followed. The hours allowed are as follows: 240 hours for public works, 480 hours for police outside of collective bargaining and 60 hours with the police collective bargaining. He suggested looking at limiting comp time and the labor attorney advised making everyone aware of the limit. The use of a spreadsheet to show employees, accumulated comp time and used time was discussed. Also discussed was the effect on the budget if all the employees cashed in their comp time It was decided to work on the spreadsheet and bring this item back to the committee in May. MORE ADDITIONAL BUSINESS Administrator's Car Mr. Graff discussed a new car for his use. He stated that he would present options and recommendations to the committee at the next Administration meeting so that this matter could be sent to COW for discussion. Ball Diamond Agreement Chairwoman Spears noted that all parties involved had signed the lightening siren and building agreements but she questioned if the ball diamond agreement had been signed. Mr. Graff stated he would check into it. r Meeting with the School District Chairperson Spears asked if School Superintendent Dr. Engler had been contacted regarding a joint meeting with the City Council. Mayor Prochaska stated he would work on this once the budget process was completed in May. There was no fiuther additional business and the meeting was adjourned at 10:00 P.M. Minutes respectfully submitted by Jackie Milschewski, City Clerk I I I i I ' I