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Admin Committee Minutes 2001 10-09-01 ' I UNITED CITY OF YORKVILLE ADII'IINISTRATION COMMITTEE MEETING TUESDAY, OCTOBER 9', 2001 6:30 P.M. In Attendance: Bob Allen Art Prochaska Rich Sticka Tony Graff Paul James Valerie Burd Rose Spears John Weber Harold Martin REVIEW ICCI CONTRACT BUILDING INSPECTIONS) Mr. Graff stated that there was a contract in 1994, which was signed and voted on. The mayor and deputy clerk signed it. We are looking at the contracts now, and we have this ordinance that has corrections to be done. ' Mayor Prochaska noted that there was the agreement that Mr. Allen had done, also. Mr. Graff stated that we would look for this. There was a letter to Mr. Nanninga stating that ICCI will pay 20% for the building permits, and 15% for every building peirnit for the single - family home. We have been honoring this since 1996, and we want to look into this further for cleanup purposes. We want this spelled out to vote on. lv1r. Kramer also recommends this. Alderman Sticka agreed. Mr. Graff stated that contracts have been done in the past through the Chairman, Mayor and City Administrator. The question is if the Committee wants to open up and enter into negotiations with ICCI. Alderman Sticka stated that there definitely needs to be a cleanup process, and gave an example as to this on page one of the contract. Mr. Graff stated that he would speak to Mr. Kramer regarding these issues. Alderman Sticka stated that there are several things that need to be changed. Alderman James asked in regards to reimbursement for time. Mayor Prochaska stated that this is all figured into the permit fees, etc. Alderman Sticka felt that there were many open -ended areas. Mayor Prochaska agreed. 1 Alderman James asked in regards to the itemized invoices —and asked if we receive these. We have not seen these at the administration committee. Mayor Prochaska agreed, and stated that we see monthly billing reports for this. Alderman James asked if we are at a point to be hiring someone internally. Alderman Sticks suggested that it was too soon now for this. Mayor Prochaska stated that we are not at this point yet. Alderman James agreed. Chairman Spears stated that on paragraph 5, the language should state within 30 days, not `with' . Alderman James agreed. Mr. Graff stated that we will be talking with Bill. We will bring it back to this committee. We will change the ordinance, also. Alderman Sticka added that the ordinance should be changed to united city of Yorkville. Chairman Spears suggested that Mr. Graff handle the obvious changes, and then have it come back to this committee. Mr. Graff agreed. REVISED BUDGET— REVIEW F/Y 2001 -2002 Mr. Graff stated that we have just received the numbers for the police pension. We need $78,113 of the $170,000 liability for the pension. Then we need to look at funding the rest around the tax levy time. We will be under funded for the police pension for a few years. There will be a note attached to this at the audit. Our annual payment is $175,000. Out of the $78,000, $21,000 is from IVIPX. We have missed this by $8,000. This will be voted on within reasonable time, Chief Martin stated that the money needs to be in place within 30 -60 days. Mayor Prochaska stated that we should aim for this by January of 2002. We need to make sure that everything is put together. Mr. Graff stated that he would have a draft done by later this week. i 2 i ELECTED CITY OFFICLALS -- EXPENSE ACCOUNT ($300 PER OFFICUL) Alderman Iviunns stilted that Alderman Kot had thought of this. The idea was to have this available for the promos for the wards. Alderman Sticka asked if this would be annual. Alderman Munns stated yes. Mayor Prochaska stated that guidelines must be put together for this. Alderman Munns agreed. Alderman James stated asked if this would be based on the expenses occurred for the functions. Mayor Prochaska stated that this is similar to the voted raise for the aldermen. Alderwoman Burd stated that only some aldermen received the raise. She wondered if this could be covered under similar things. Mayor Prochaska stated that this would be for items and information that would deal with the City. Alderwoman Burd asked if there would be a fund to draw from. Alderman James stated that it would be aline item, or a slush fund. Mayor Prochaska stated that in the past, there was a line item for `public relations', and was not done individually. This was a fund for the meeting refreshments, plaques, etc. I Alderwoman Burd stated that she would rather see the money Doing into the advertising. Alderman Sticka stated that this will be seen as self - promotions. Alderman James stated that he liked the public relations idea. Mayor Prochaska stated that someone would have to set up a policy for this. Chairman Spears asked where the money comes from now. Mr. Graff stated that it is considered an operating expense. Mayor Prochaska stated that there was a public relations liaison for this. Other communities do have this, as a discretionary fund. This is all in how the policy is issued. 3 i Chairman Spears asked if we can survey the neighboring towns for this, and ask what it is used for. Mr. Graff stated yes, and added that this would be a good idea. Alderwoman Burd suggested that the public relations person should be reinstated. Mayor Prochaska stated that you should have a policy for everyone to follow. This would be fair. There are differences in each ward. UPDATE 2002 TAY LEVY Mr. Graff stated that the schedule has been put together. The EAV's should be available after the 15 d `. I would like to bring this to Administration Committee meeting on the 13 th , and COW on the 15''. 15 days are need to provide the consensus for recommendations. We will have a public hearing at the COW on the 6 and then the final will be at the City Council on the 13`. Mayor Prochaska stated that this must be done by the nth Tuesday in December. Mr. Graff stated that we will now levy for the police pension fund. We budget $60,000 normally, and we will go up $115,000. We are $75,000 short. Mr. Framer will have to look into this, and we will have to do a 20 -day posting also. Alderman James stated that if it below 5 %, then there doesn't have to be a public hearing. Mayor Prochaska agreed. If you have enough growth, then it will be o.k. We have stayed pretty level with the taxes for the City. Alderwoman Burd asked if we are trying to ask for more with the growth. Mayor Prochaska explained that the EAV has a formula now for this. Since the tax cap has been in place, we have been decreasing it. Alderwoman Burd wondered how this was calculated. Mr. Graff stated that the software has good numbers for calculating the EAV. Mayor Prochaska stated that we won't get the final numbers until February. They will look at where we are. The Council has tried to tax the amount as close as possible. POLICE PENSION FUND 4 i Mr. Graff stated that the ordinance and insurance notice has been provided. The reconunendation is to bring to COW at the first meeting in November. Mr. Allen asked about NIr. Woods. Chief Martin stated that this was through the department of insurance. Chairman Spears agreed. BOARD NOTIFICATION PROCEDURE Mayor Prochaska stated that the Park Board and the Plan Commission brought this up. The recreation director gets the copies of all of the meetings. The question is that Plan Commission does not get these. Mr. Graff stated that if we provide the minutes in the packets, then that can be a starting process for them. We can talk with 1,1r. Lindbloom, and the City Liaison could give the follow up report. Chairman Spears stated that the City Council members do this. Mayor Prochaska suggested to ask if this would be acceptable. N&r. Graff and Chairman Spears agreed. - I REVIEW FILING FEE STRUCTURE Chairman Spears wondered if there was a list for the developers filing posting fees. Mr. Graff stated that it is a $500 fee, and for Tucker, the mailings alone cost us $3.92 for regular mail, (100 was $392), and the second mail was approximately $800. $500 does not usually cover all of the costs. Nft. ILramer's recommendation is that abase cost be established, and for required second mailings, charge the exact amount. The developer will pay for this. Mayor Prochaska stated that we have a large developer coming into this. Can we word it as a number of mailings up to $500? Mr. Graff stated that we should have a base fee for the publication, and administration costs, and then the mailing costs be actual. Mayor Prochaska stated that the City of Naperville does not mail there out. The developers do this. 5 i Alderwoman Bud stated that it was related to the size of the property. 11•Ir. Graff agreed. 1vIayor Prochaska stated that we need to determine the actual costs of this. Mr. Graff stated that Mr. Kramer can see this as a problem in the future. We should look into a base fee for the administrative costs. Mayor Prochaska stated that we could have them sign an affidavit. Mr. Graff stated that he would speak to 114r. Kramer on this. Alderman James stated that the time spent to do the mailing would be eliminated. Alderwoman Burd agreed. 1\/Ir. Graff stated that he would phone Naperville about the receipts. This would save substantial tithe. Chairman Spears agreed, and stated that this should come back to the Committee. DOCUMENTATIONS OF MOTIONS PASSED Chairman Spears stated that motions are not documented. The only way to find this is through the meeting notes. A numbered book of motions was suggested. Mr. Graff stated that this could be handled in two ways: Number each motion, or dated, numbered, and lettered for the specific committee. Alderman James stated that if it is on the database you can search this. Mr. Graff and Chairman Spears agreed. Mr. Graff stated that this would be the best way for this. Chairman Spears and the aldermen agreed. Mr. Graff stated that Jackie would come back with this. Chairman Spears stated that this would come back to the Committee. Mr. Graff agreed. I 6 EMPLOYEE MANUAL REVIISONS AND UPDATES Chairman Spears stated that this looked into and brought back to the committee next month. Alderman James asked what section the hiring practices was. Mr. Graff stated that it was #2, paragraph F. The administration committee passed things on the 15 of February. This never went to COW. We have the internal hiring done, and I have spoken with Mr. Kramer on the amendments. He stated that this was fine. Mayor Prochaska stated that there should be minutes from the other meetings on this. Mr. Graff stated that there is. With the comp time, we will work with the attorney on Otis, We need to create a policy on this. Mr. Allen agreed. Mr. Graff stated that this was passed on 2/13/01, Chairman Spears stated that she would check her notes for these. Mr. Graff agreed. This can all come back to the administration committee. Mayor Prochaska asked if there was any discussion on the internal hiring. Mr. Graff stated that there is verbiage now, and the attorney writes the revision. We have not adopted this yet. We are just looking into this. Mayor Prochaska stated that he remembered seeing the minutes regarding the per -diem. Chairman Spears stated that this should be put on COW. Aldeiwvoman Burd agreed. Mr. Graff stated that there was an amendment to the manual, and we are working on the re one. Alderman James stated that this should be done as an amendment to a section. Mayor Prochaska stated that for the Martin Luther King holiday, we must approve this soon. AldeYwoman Burd stated that she remembered Alderman Anderson being here for this discussion. I 7 Chairman Spears stated that she would check the records, then. ADDITIONAL BUSINESS Chairman Spears asked if the classified add for the minute taker was done vet. Mr. Graff stated yes, and added that it should be there next week. We are also looking into the electronic recordings. Chairman Spears asked in regards to the spreadsheet. Mr. Graff stated that this was mooting along. There will be some changes made, and then it will be put together. Chairman Spears asked in regards to the meter readers. Mr. Graff stated that none have been hired as of yet, that there was a problem with the flexibility of hours. There is some to be interviewed as of yet. Chairman Spears asked whom the minutes are given to for revisions for the Plan Commission. Mayor Prochaska stated that they approve their own notes. Alderwoman Burd suggested giving these to Ann. Mayor Prochaska stated that the minutes had come out, but the board had gotten them later. The boards should receive them first. If they make recommendations to the Council, then they should be written down the next day. The minutes are for reference purposes. The recommendations should be the next day. We should keep a copy of the draft for these things. Alderwoman Burd suggested getting them quickly, and then send a memo or call for a legal issue. Mr. Graff agreed. Mayor Prochaska stated that the corrected ones should be filed. Mr. Graff agreed. Chief Martin asked if there is a reason that the minutes are verbatim. Mr. Graff stated that Jackie is working on this. For the electronic recordings, a summary is best. s Alderwoman Burd stated that it can sometimes be difficult. Chief Graff stated that it takes longer to compile it also. u Mr. Graff agreed. v Mayor Prochaska stated that it would help if there was one speaker at a time. Chairman Spears asked in regards to the two floating holidays. Mayor Prochaska stated that Kim had looked into the worst -case scenario for this. Chairman Spears asked in regards to the maximum for the vision/dental. Mr. Graff stated that it is $31,800 approximately. The line item is $32,000, but it will increase to cover the dependents. Chairman Spears asked about the prior department approval with the holidays. Mayor Prochaska stated that this became a management question. I will look for this. Mr. Graff stated that this number was at 14. Alderman Munns asked about the inspection update. Mr. Graff stated that it was finished yesterday, and it is being reviewed. We want the procedures in place. This will be at the next City Council meeting. Mayor Prochaska added that this would take effect in April. Mr. Graff stated that it will be voted on October 25 Mr. Allen suggested looking into refinancing the City Hall. This can save approximately $200,000. Mr. Graff stated that we are looking into this, and we should have something shortly. Mr. Allen stated that refinancing would be a great idea. This is a big issue. Everyone agreed. Meeting Adjourned 9:53 p.m. Minutes by Lisa Sleezer 9 i