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Admin Committee Minutes 2001 11-13-01 1 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING PMDVFJ TUESDAY, NOVEMBER 13, 2001 6.30 P.M. - REVISED JANUARY 10, 2002 In attendance: Paul James Rose Spears Art Prochaska Tony Graff Valerie Burd Tracy Pleckham Guests: Harold Martin Bob Allen Dave Parros REVIEW REVISED BUDGET PROPOSAL FOR FY01 /02 Mr. Graff discussed the proposal for the revised budget fiscal year 200112002. He stated that there had been many line items that himself and Kim King had broken down to make sure it was an accurate amount. We still have some contingency funds left, and will still be able to hire. There are some changes in the salaries and positions, but we have added and came out balanced. The revised number is $4, 997,000. Mayor Prochaska asked if the state taxes show a reduction. Mr. Graff stated yes, that there was a 10% decrease. There is an $110,000 for the full year reduction. This is a safe number that will work. Mr. Graff went on to discuss real estates taxes, liquor licenses, filing fees, city utility tax, and COPS grant. He went on to discuss the alternative revenue bond, and stated that we are projecting $650,000 if we sell it. This will go into the general fund, which eliminate the transfer. There will be a debt service next year. Mr. Allen asked how this would be less. Mr. Graff stated that this is the actual bond that was paid. IDOT approved $51,000 to spend, and all together we are anticipating $770,000. We are $17,000 short depending on what bid it is. The storm drain will run $10,000 to $12,000, which is part of the bid. We anticipate starting the work in April. The payments will get paid in May, June and July. We might be able to minimize some of the work. We will see how this comes in. The $17,000 will be paid out of next year's project. Mr. Graff went on to describe the Illinois truck grant and the Commonwealth Edison Grant. Mayor Prochaska wondered if the larger developments would have an impact on this. Mr. Graff stated yes, we would look at a "master planned community ". We are requesting $100,000 for the water improvement project for administration costs. 2 i Mr. Graff reviewed the working cash fund, building/zoning and health/sanitation. He discussed the Finance Director's salary and the engineer's salaries. He also discussed the increase in IMRF related to the Police Pension Fund and also discussed the vision/dental policies. Mr. Graff went on to discuss the transfers in parks. Debt services, municipal building fund and the program that will be paying for the downtown study. He also reviewed the TIF expenses and added that there needs to be a line item for Public Relations. Alderwoman Burd asked if there was money spent on ads. Mr. Graff stated that there would be a publishing/advertising line item for this. He added that there needs to be office equipment for the Finance Director. He went on to discuss the AutoCAD system and the computer equipment. Mayor Prochaska stated that there is a difference of $2,500 for the AutoCAD system. Mr. Graff agreed and stated that Mr. Dhuse feels that they would need a seat at the Public Works. This all needs to be on the same version. Chairman Spears stated that in the summary the $1,162 should be $10,162. Mr. Graff agreed. Chief Martin reviewed the Police Pension and Police Commission. He also discussed the Labor Attorney fee, testing and exam fees, the Clasy Grant, ammunition costs, technical training and rifle purchases. Mr. Graff agreed and discussed the hiring of new versus seasoned officers. He added that there was nothing budgeted for the Nextel phones, which will run $6,300. He reviewed the gas prices, snowplows and tree and stump removal. Chief Martin asked in regards to the Kennedy Road tree. Mr. Graff stated that this would cost $2,006 to $3,000. We will look into this. Alderwoman Burd asked if we are responsible for the cutting down of trees in the parkway. Mr. Graff stated yes. He added that the tree trimming is with Commonwealth Edison. Mr. Graff then continued his review of the proposed budget. He discussed the meter readings, the electricity, the water samples, water improvement fund and sewer maintenance. He added that the connection fees would be increased for water hookup. The radium grant was also discussed. He added that the equipment fund has stayed normal for the Police Department and Public Works. 3 Chief Martin agreed. Mr. Allen asked if the transfer to debt service is being zeroed out. Mr. Graff stated yes and added that this is going to motor fuel tax. This will go into the reserve. Mr. Allen asked if this was expended. Mr. Graff stated no and added that we are showing this. Alderman James asked about the last item on page 16. Mayor Prochaska stated that the Recreation Department is showing a deficit. Mr. Graff stated that we might have to do some adjustments here. Mayor Prochaska stated that this needs to be balanced and noted. Mr. Graff agreed and stated that Sue Swithin is working to see about this. REVIEW 2002 TAX LEVY PROPOSED OPTIONS Mayor Prochaska stated that we have maintained an amount of dollars that existing residents are paying. The rate is equal to .920326 based on a $150,000 home assessed at 5.15 %. He discussed the two options listed and reviewed the EAV versus the exempt values. Mayor Prochaska added that the Police Pension does not fall under the tax cap. This would raise the taxes on a $150,000 home approximately $65 per year. Option 1 is to keep taxes the same and Option 2 is a minimal difference. This can change with the assessor's office. The recommendation is Option 2 with a re- evaluation in February. Chairman Spears and the committee agreed to Option 2. Mr. Allen stated that it is a good idea to put us into a good position. Mayor Prochaska stated that we could always accept less for this. If it continues, it will drop some. We have the opportunity to take less. Mr. Allen stated that this was seen a few years ago. Mayor Prochaska agreed and asked for the committee's approval. Chairman Spears agreed and stated that this would go to COW. 4 Mr. Graff stated that this would need to be published on November 22, 2001. December 6, 2001 would be the Public Hearing and December 13, 2001 would be the final passage. Chairman Spears agreed. PROPOSED REVISED ICCI CONTRACT BUILDING INSPECTIONS) Mr. Graff stated that City Attorney Kramer has reviewed the proposed contract by Building Inspector Bill Dettmer. He discussed the information and added that we would see an increase in dollars. There are some issues that are more specific and Mr. Dettmer would like to discuss them. Chairman Spears agreed and stated that it would come back to the committee next month. Alderwoman Burd asked in regards to section 5 of the Ordinance - on clarification. Mayor Prochaska stated that this area regarding the doubling of fees needs to be clarified. Mr. Graff stated that he would bring it back to the committee then. RESOLUTION - FIRST TEM HOMEBUYERS Mr. Graff stated that the standard Resolution has been passed and it is time for renewal. He added that he would find out if anyone has used this. Mr. Allen stated that there were two from Castle Bank and one from Yorkville National Bank. Mr. Graff stated that it would go to COW in December. Chairman Spears agreed. Alderman James stated that there are certain qualifications that must be met for this. I Alderwoman Burd agreed. Mr. Graff stated that this would be looked into. i I EXPENSE ACCOUNT (ELECTED OFFICIALS) - SURVEY Chairman Spears stated that there should be an expense account. This was discussed at the last meeting. Mayor Prochaska stated that the Board has to approve this. 5 I Mr. Graff agreed. Alderwoman Burd stated that the City of Morris lets the Mayor decide upon this direction. Mayor Prochaska stated that the mayor of Morris is a full time mayor. Chairman Spears stated that this is open for discussion. Alderwoman Spears stated that she likes the way it is done now and added that there is a fine line between this and campaigning. Alderman James stated that we should have a line item for accounting and for contingency /public relations. Mr. Graff stated that there are conventions and travel in there now. This will be $2,500. Chairman Spears agreed. Mr. Graff stated that he would distribute a survey to all of the aldermen. Chairman Spears agreed. CITY FLAG UPDATE Chairman Spears showed the patch and stated that this is the final patch. She added that there should be a yellow flame instead of the red. Everyone agreed. Alderwoman Burd suggested a white background. Chairman Spears agreed and stated that she wants to move forward with this. Everyone agreed. Chairman Spears stated that if there were any changes, she would let her know about this. She added that she would get back with the figures for this. Mayor Prochaska stated that this would go to the City Council for a vote. Mr. Graff stated that this should go to COW for the vote this week and then to City Council. Chairman Spears agreed. 6 OFFICE ASSISTANT POSITION - UPDATE HIRING OF MINUTE TRANSCRIBERS - UPDATE Mr. Graff stated that we have passed a job description after doing a staff review. Jennifer Woodrick can be moved into this position. It is a busy office and Mr. Graff asked that we allocate 12 more hours into the assistant. This 30 -hour position can be entitled to the modified benefits. We have had this on the police side for numerous years and the increased cost would be $4,500 at $11.25 /hour for 32 hours per week. This comes out to $4,450 for the benefits. Ms. Woodrick stated that she needs to increase hours and receive benefits. Mayor Prochaska asked if she would be the receptionist and the office manager. Mr. Graff stated that she would be an office assistant for half the day on Wednesday and for a full day on Friday. This will help with the office and project tracking. This could be the next full time position. Mayor Prochaska asked if 12 hours was enough time for the office assistant. Mr. Graff stated yes and that we would look into a split at the fiscal year. This could also be realigned. This arrangement would also be evaluated in 6 months, which could be her risk. It is still considered a part-time position. The first 6 months can be a trial period. Chairman Spears stated that the original part-time receptionist job paid $10 per hour and this position realized a savings since no benefits were being offered. If benefits were offered, this position would be costly for a part-time position. Mr. Graff stated that Ms. Woodrick is making $10.50 /hour now and the increased hourly rate can be negotiable. He agreed that the benefits were a challenge to the budget. Mayor Prochaska stated that eight hours pay is minimal for the benefits proposed. Mr. Graff agreed. Chief Martin wondered about Saturday hours. Mr. Graff stated no, that 32 hours is the maximum he is requesting. This will be expensive for the combination position. Chief Martin stated that he would need to look on the police side for this also. Mr. Graff stated that the part-time position pays $10.00/hour. They receive increment raises also. Alderwoman Burd stated that she wouldn't leave if she were offered this. i Mr. Graff agreed. Alderman James asked about the turnover rate. Mr. Graff stated that there have been five receptionists in one year. Mayor Prochaska asked if this would be worth it for the cost increase. Mr. Graff stated yes. He added that he would find out about constructing a notice about a review being done after 3-4 months. This will be entered as a "trial basis ". Alderman James added that the review would be for a "workload to be evaluated ". Mr. Graff agreed. Benefits are after three months. He stated he would discuss this with the labor attorney. Mayor Prochaska stated that we are looking for an office clerk. There is some need for clerical work in the Public Works office and wondered if someone could do this in the f different areas for the City. Mr. Graff stated that we also have the issue of minute taking. Waubonsee Community i College has a career center online and City Clerk Jackie Milschewski is setting this up. We can look into using this service with the clerical position also. Mayor Prochaska stated that this needs to be structured so that this can be spread out over the areas. This needs to be discussed. Mr. Graff agreed. Mayor Prochaska stated that it should come back to the committee next month. Chairman Spears agreed. EMPLOYEE BENEFIT COMMITTEE - UPDATE Mr. Graff stated that this is going through the process and there needs to be clarification on the roles. They are working well with the new broker. We are doing well with him. Chairman Spears stated that she would like to sit in on this. Mr. Graff agreed and stated that it is a good discussion. 8 i CITY CLERK PROCEDURE FOR DOCUMENTATION Mr. Graff stated that there is a letter from City Clerk Jackie Milschewski. The minute takers have been notified about the new procedures. This should be up and running by December 1, 2001. This should come back to the committee for approval. The minute takers can make corrections at the committee meeting and redo them at home. There will be letters going out to all three minute takers. Chairman Spears agreed. METER READER PROGRAM - UPDATE Mr. Graff stated that there was an employee hired but quit since this individual could not do the job. Director of Public Works, Eric Dhuse, will contact the Health and Human Services for the job. The shadowing will be done next month. Alderman James asked about December. Mr. Graff stated that NICOR would do the reads if we have problems. Alderman James agreed. REVIEW FILING FEE STRUCTURE - UPDATE Mr. Graff stated that this is a comprehensive review of all fees. Attorney Framer recommends that the developer do this. We can apply the cost if it is in excess of $500. Moser stated that they would pay for this. This is being set up with Mr. Kramer and Sandy Marker. EMPLOYEE MANUAL /COMP TIME - UPDATE Mr. Graff stated that there is a request of $3,500 to $4,500. Patty Hubbard is the attorney and the time frame is by May 1, 2002. There will be a draft after this. Chairman Spears asked if the attorney would like our suggestions. Mr. Graff stated yes. The attorney would also like to meet with the elected officials and employees. She would come back with the draft for the approval. CITY IIALL/POLICE DEPARTMENT CONSTRUCTION Mr. Graff stated that this was an FYI item and that he has met with Mayor Prochaska to discuss the options. Mr. Graff passed out copies of a letter from Mr. Mark Miller of the Concepts 3 architectural firm. There was an idea to move the City Council downstairs with the conference room. The reason for this is that we need to look atihe daily usage space. The space needs to be maximized. We could possibly have an office for the alderpersons. 9 Chairman Spears asked about access to the police evidence room currently located in the basement. Mr. Graff stated that this is all closed off now. Chief Martin asked about the time frame for this. Mr. Graff stated that we could look into the current needs /expansion. Both sides can be expanded. Alderwoman Burd stated that she is strongly against putting the City council chambers in the basement. We need to maintain the respect for the City Council. Mr. Graff stated that this is probably not the best scenario and other options could be reviewed. Alderwoman Burd agreed. Mr. Graff stated that we know that our community may grow to 20,000 people by the year 2010. Chairman Spears stated that staff size and requirements would change in just a few years as well. Everyone agreed. j Mr. Graff stated that Mr. Miller suggested phasing this expansion plan. Alderman James stated that we would have to build something in the basement ultimately. Mr. Graff stated that Mr. Miller is offering to meet with the City Hall staff to get input and review the plans with the staff at a cost of $3,400. Alderwoman Burd suggested we meet with other architectural firms to review the space and make suggestions because this firm's recommendation did not show that they understood what is important in municipal architecture. Chairman Spears suggested going out for bids. Mr. Graff stated that Mr. Miller knows this building already since his form designed it. Alderwoman Burd stated that historically the City Council chambers are the main event. Mr. Graff stated that he would try to make a feasibility plan of the use and space. 10 Chairman Spears asked for any additional suggestions from committee members. Alderman James stated that he is not sure if we are ready for this. Mr. Graff stated that there is money in the municipal building fund but no money allocated now. We have two options; refinancing with the including of costs or refinancing and the separation of costs. There needs to be a plan for this. Alderman James stated that we need long -term plans for this. Chief Martin stated that we are already having air quality problems. Alderwoman Burd asked if there could be some scheduling of other architects to look into this. Chairman Spears and Alderman James agreed. Mr. Graff stated that he would contact other firms as directed by the committee. He added that the office for Mrs. Pleckham is a temporary office as of now. ADDITIONAL BUSINESS Alderman James stated that cars are sliding at the corner of Route 126 and Mill Street due to the gravel on the pavement there. Mr. Graff stated that he would speak to Mr. Dhuse on this matter. He added that the receptionists have a form to fill out and get forwarded on this by calling 553 -4350. Chairman Spears stated that she would like to see an increase in the Mayor's salary. There should be a survey on this. Mr. Graff agreed. Chairman Spears stated that the survey was done last year and this would be effective for the next elected Mayor. This needs to meet the deadline of the state statute. Chairman Spears added that there was e-mail sent by the Keener family. He would like a cost put together for the Kennedy road safety upgrades so that he can pay for them. He suggested doing a fundraiser also for this. Alderwoman Burd suggested that he go to the township meeting with people. Chairman Spears agreed and asked if this could be recommended. She added that we could find out the meeting times in April. i 11 Chief Martin wondered about the annexation process here. Mr. Graff stated that the developer is asking them to do it in January. This will likely go to Plan Commission. We could discuss this also with Mr. Keener. Mr. Allen asked if there were any objections with him signing the checks on this committee. Everyone agreed. Meeting adjourned 9.42 P.M. Minutes by Lisa Sleezer Revisions by Jackie Milschewski as per Chairman Spears i