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Admin Committee Minutes 2001 09-19-01 i UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING - CORRECTED MINUTES WEDNESDAY, SEPTEMBER 19, 2001 6:30 P.M. In Attendance: Bob Allen Many Munns Art Prochaska Valerie Burd Rose Spears Paul James Tony Graff Guests: John Weber DRAFT /AUDIT REVIEW F/Y 2000 -2001 I Chairman Spears and Mayor Prochaska opened by discussing the audit review, and Mayor Prochaska stated that the state statute needs to be discussed for the spendable dollars. i Mayor Prochaska then stated that we need to develop a policy. After we decide what kind of balance we would like to keep, then we should decide how the money would get allocated for other things. He added that there needs to be a cushion for this, and stated that we would like to see the dollars in the bank. I Alderwoman Surd and Chairman Spears agreed, l Mr. John Weber, from P.T.L. Group, discussed information on the overtime numbers. He asked if there was any other information pertinent to this. Mr. Graff stated that there was only one, and there was no revised draft for this. Mr. Weber then gave an overview of the information, looking at page 3 of the review. He stated that in the general fund, the balance is $871,744, which is three months of expenditures. We need to decide what we want for a fund balance. Alderman James asked what is typical for this. Mr. Weber stated that 3 -6 months depending on revenue sources. The state tax is 30% of the revenue, which could go up or down.. We might want to increase the fund balance. Mr. Graff stated that in 1997, the fund balance was $676,192. We have increased. Mr. Weber agreed, and stated that for the year, the general fund was positive to $36,000. He added that pages 6 -7 show the budget to the actual numbers. We can do a non -gap and then present it. This must be a policy decision. f P 1 f The financial condition if the City is getting stronger. NVe need work on the cash position. The cash reserve for the water fund needs to accumulate. You also need history of income funds and fund balance for the bond market. Rating agencies will look at these. He added that these are some things to consider as the City is growing. Mayor Prochaska asked how to do a `surplus budget', and asked if this needs restriction. Mr. Weber stated that there might be many concerned citizens, and you might need a policy for restrictions. Mayor Prochaska stated that this should be looked into. He then stated that it was nice to see the numbers so low with regards to page 20. He added that we need to create a policy for maximum numbers also, along with an explanation. We need to discuss the large numbers. We might not find the cause of this, and for many years, we have had an agreement with the sanitay district to pay the bill regardless of the balance. The numbers kept growing. When we look at the fund, this disrupts that. We need to look into reduction of this over a 3 -4 year period. Mr. Allen has looked into this. Chairman Spears stated that this needs to be cleaned up. Mayor Prochaska agreed. Mr. Allen agreed, and added that we could eliminate the working cash fund. The alternative could be to take the working cash and put it into the general fund. He also discussed the idea of the trustfagency. Mr. Weber stated that he was unsure of the trust /agency. Mayor Prochaska stated that it could be put in a general fund with a `forgive'. We need to look into this. Mr. Graff stated that there are 10 years to life minimums on the working cash fund. Mr. Weber stated that he would check with Mr. Framer on this. Mr. Graff stated asked if Mr. Weber would recommend the first week in April for conducting a `housekeeping ordinance', or in May after the snapshot is done. Mr. Weber stated that it would be based on how the economy goes. The income tax is lower this year, and the thing to remember is the new sales tax dollars. Mr. Graff stated that we have seen in the first quarter the income tax increased by 7 %. The utility tax increased by 104% (because of the loss of money), and the sales tax increased by 62 %. This shows a positive revenue balance increase of a quarter of a million dollars. The growth is absorbing the downturn, and we were conservative. Mayor Prochaska stated that we would see an increase in the future for revenue sources. We will need to look at expending. He asked how we would show this. Mr. Weber stated that the best support is the five-year cash flow and capital budget plans. Mayor Prochaska stated that we do this. Mr. Graff agreed. Mr. Weber stated that the key to the capital budget is the revenue side. Mayor Prochaska stated that $50,000 is in the revenue fund. We want to transfer this to the general fund. Mr. Graff asked if we label it a `fund balance' or `restricted fund bahance' when we pass the budget, and wondered how an audit trail gets created. Mr. Weber stated that the wording and line items in the budget could be changed. Mr. Graff stated that it is not uncommon to spend a lot of money one year versus the next. 11•'Ir. Weber agreed. Mayor Prochaska asked that if we were to budget for spending, and got close, then we would show a defecit. j Mr. ' eber agreed and stated that your actual figures would be what you budgeted for the prior year. The simple way is half way through you look at the figures, and do the operating transfers before the end of the fiscal year. There is no worry then. Mr. Graff stated that we do this internally throughout the year. Mr. Weber stated that you could also take a board action on this. Mr. Graff agreed. Mayor Prochaska stated that he had a question on the public works, on page 49. Mr. Graff stated that the expense stated $106,000 for a skid steer. There was $77,000 expended, which was the cost of the backhoe purchased. There was also a loan for the dump truck. We showed a debt service as payments. With the loan proceeds, the money never came in our hands, but it was expended to the vendor. These types of things would benefit from a finance director. I i i 3 Mr. Weber stated that with the management letter on page 2, the accounting records are in good order. The job is well done. With the fixed assets, this will be addressed when working under the `Gasby 34'. Mr. Allen asked if this could be done in- house. Mr. Graff stated that our insurance company forced us to do the inventory. All department heads have the inventory submitted from last year. He added that the infrastructure is through the CAD system. The EEI is doing the water study, and we are getting this done. We will have accurate numbers. This will be the duty for the finance director. He added that we are short in our streets, and do we record this. NIr. Weber stated that we need to put a value towards our streets. We need to look at the street, sidewalk curb, flagpoles, etc. Mayor Prochaska stated that the first step is to update the CAD drawings. These are being worked on. Mr. Allen stated that it was suggested that our in -house people would be able to do this. Mayor Prochaska stated that for the larger projects, we need to look at directing some of these out. Mr. Wy rot is overworked on this. Mr. Graff stated that the developer would pay for the fee. Mr. Weber added that with the accounting manual, it needs to be well written. Chairman Spears asked if everyone felt comfortable with Kim doing this. Mr. Graff stated that we need to allow Kim the time to do it. Alderman Munns stated that we need to lie out the format. Mr. Weber stated that with the cash flow project, we need to move forward in thus. Mayor Prochaska asked if we could change the budget if we have the consolidated fund. Mr. AATeber stated that it depends on your policy. You can provide the policy. Mayor Prochaska asked if we could allow for transfer with the Council's approval for the capital fund. Mr. Weber stated yes. Mr. Allen asked if anything had been done with the sewer expansion fund. 4 i Mr. Graff stated that there would be action in the fund; $21,000 for Prairie Gardens. There has been no activity, until the recaptures. He asked what are done with these. Mr. Weber stated that this is a City Council action. Mayor Prochaska stated that there was confusion on where the money was going. This was to make it very clear. We need to make sure we can identify where the recaptures are coming in. Mr. Allen asked if it could be put in the sewer maintenance. 11,-1r. Weber stated that it is your decision. Mayor Prochaska stated that our comfort levels have changed. This could include some major repairs with this. Mr. Allen stated that he would like to see the committee eliminate the sanitary sewer fund. Mayor Prochaska stated that we would get an ordinance for this by the next meeting. Mr. Allen stated that with regards to the computer data backup, is it electronic media safe. Mr. Graff stated that it is fire safe. Mr. Walters looked at this today. We, called the bank about the safe deposit boxes. We have a backup system in place, and we're looking to put something off site. Mr. Weber and Chairman Spears agreed. Mr. Weber stated that this could happen. Other communities can help with this. Chairman Spears asked about upgrading the software. Mr. Weber stated no, it would be difficult for the Gasby 34. We will look into this. Mr. Graff stated that he had contacted someone on this. Mr. Weber stated that we should definitely go with the Gasby 34. Mr. Graff stated that our software is not Gasby 34- ready. Mr. Weber suggested talking to vendors. Mr. Allen stated that with Gasby 34, it is a different presentation of information. This will be a change, and might be more difficult for us. 5 Mr. Graff stated that the contract is for Pandolfi for the audit. He asked heir. Weber about the timeframe. Mr. Weber stated that there would be 1 -2 years left. He would check into this. Mr. Graff asked if there would be additional charges. Mr. Weber stated that we would reformat in our computer system, ant that will be an additional charge. We do 3 yaear letters typically. Mr. Allen asked if we could sign the contract that goes beyond the Mayors term. Mr. Graff stated that you could for professional services. { I Chairman Spears agreed. WAGE AND HOUR AUDIT Mr. Graff opened, stating that Mr. Bergman, the attorney, stated that all were met properly The acceptable practice is that if the comp time is given for an employee, the salary people cannot accumulate this. Chairman Spears asked who is hourly. Mr. Graff stated that everyone is hourly except Mr. Wyvkirot, myself, The Police Chief and Lieutenant, and Mr. Muse; who is classified as a professional because of the degree he has. In the Recreation Dept., Sue is also because of her degree. The library director is also salary. Mr. Graff then stated that with training times and traveling times, you don't get paid for normal travel times. If you are traveling beyond that, the person should get paid. There is a form to calculate the traveling out of areas, and only the driver gets paid. We should have documents for these things. There have been issues in the past with public works, and there will be a form to document this. With the citizens' volunteers, we paid them with the grants for lost wages. Mr. Kramer stated that it is considered `thud party employment'. Chairman Spears asked how it is in the office. Aix. Graff stated that there is a new process in place, where there is a half -hour lunch, and documentation of arriving and departing times. We are also checking to see that the 16/17 year olds at the Library are meeting the child labor laws. Mr. Allen stated that there should be a public document made. 6 i Mr. Graff stated that he states a `privacy of confident' until the client wants to make it public. He recommends that we adopt this. Chairman Spears agreed, and stated that we should go ahead with this. Mr. Graff agreed, and added that our bill is decreased. Chairman Spears asked if all department heads have this. Mr. Graff stated yes, but we have not adopted this yet. Mr. Allen stated that his concem with this is that comp time hours incurred liability. Every two weeks we receive a copy of the expenses, but we do not receive the comp time. Mr. Graff stated that it has been reduced. The police can only accumulate 60 hours, and they must give a 7 -day advance notice for this. Alderman Munns asked if employees who leave the City get paid their comp time. Mr. Graff stated yes, that by law it is hours worked. Alderman Mu stated that this is difficult. We need to look into this. Aft. Graff stated that you have a right to request comp time or monetary payment. Mr. Allen stated that it is not straight time either, it is s overtime. Alderman James asked if this was already compensated for in the books. 1\4r. Graff stated yes. Alderman James stated that we should just pay this. Mr. Graff stated that the FLSA could only accumulate 240 hours. Alderman James stated that the issue is if you take it now, you have two raises, and then you are banking future money. Mr. Graff stated that we are starting to look at the employee manual for this, and I recommend at the next meeting to discuss this. I will ask the department heads. Mderman Munns stated that if it is not recorded, then it could accumulate. Could they ask for it at anytime? Mr. Graff stated yes, and it is by law. This can be very costly. Mr. Allen stated that he would like to see the notification to the City of the comp time. 1\4r. Graff stated that we could produce a quarterly report for this. We won't be changing too much within the two weeks. Alderwoman Burd stated that we could put a limit on this, though. Chairman Spears stated that we would look at the quarterly report at the next meeting. CITY FLAG UPDATE Chairman Spears stated that she had discussed this with Holly, and she had everything one except the building picture. This will ao to COW in October. JOB DESCRIPTION FOR OFFICE ASSISTAND AND AMENDED JOB DESCRIPTION FOR THE SECRETARY/RECEPTIONIST Mr. Graff stated that Holly has put this on the agenda, and there was a change of 20 -30 hours per week for the part time. Chairman Spears asked about leaving it at the 20 hours per week. . 1\/k. Graff stated that we would start with the 20 hours, and up to 30 hours so that we would not have to come back later to change it. This is only for the budget process. The control is there through the resolution vote. There is no 1A4 F with this. Chairman Spears stated that this is good, and not to exceed the 1,000 hours annually. Alderman Munns and Alderwoman Burd agreed. Chairman Spears asked if the Labor Attorney has reviewed this. Mr. Graff stated that we would keep it at a more computerized language for this. Chairman Spears stated that with regards to #5, we should take out `when needed', which is a language issue. She added that it should be a recommended 50 wpm typing minimum. Mr. Graff stated that he agreed, and then asked in regards to the receptionist. s i Chairman Spears stated that there were changes that dated back to July of 2000, and they have cut out things. She inquired about who was doing the specific duties such as billing statements, weed notices, etc. 11/Ir. Graff stated that he would check into this. Chairman Spears stated that the office assistant should participate in cross training. Mr. Graff stated that lie would add this to the information. Chairman Spears agreed, and inquired about the hiring. Mr, Graff stated that the earliest that we would hire is when the money would be available. It would come back to this committee. Chairman Spears stated that we should consider getting a data entry clerk to help Judy and Kim. Mr. Graff stated that the office assistant could hopefully help with this. I see this position being also under the finance director. It will also get relief in the office as well. Chairman Spears added that Kim also would be beneficial of the help. Mr. Graff agreed, stating that she falls behind when she has to do the relief. He then discussed the policy on the voice mail/phones issue. He stated that the policy is that we don't pick up each other's phones. Alderman Munns asked if we have a send call. Mr. Graff stated yes. I UPDATE NUNUTE TAKER SPREADSHEET STANDARDIZE FORAIAT/PROCEDLTRE FOR MINUTE TAKERS Chairman Spears stated that there is information on this, and a copy in everyone's packet. This is not in use vet. Mayor Prochaska suggested posting this somewhere. Chairman Spears stated that there should be one person in charge to schedule all of the minutes. Jackie could be responsible for this. She is willing to do this, and it would entail scheduling, recording, transcribing, noting of revision, etc. Alderman James asked if the notes should go through the committee. 9 Chairman Spears stated that it would go through the committee's chairperson. Mayor Prochaska stated that we nee to find out the state statute on this. Chairman Spears stated that the approval of minutes could be the first item on the agenda. The minutes should be done and issued within 7 days. Alderman James added that they should be distributed to everyone. Mayor Prochaska stated that if you need them for the next COW, would there be a problem. Alderwoman Burd stated that we could get the minutes at COW, and then any corrections would go to the Chairman. Then they would be distributed. Mr. Graff stated that Itir. Kramer recommends if the subject matter is not clear, and then delete it unless it is a recommendation. You must vote, and then the committee changes the minutes. I recommend recording of the minutes. Chairman Spears and Aldeiwoman Burd agreed. Ivir. Graff stated that the recoded documents would be kept for three years. Alder woman Burd asked if the recordings should be kept here. Mr. Graff stated that we need clarification on this. Chairman Spears agreed. Mr. Graff stated that he would ask Mr. Kramer what to do if the tapes were damaged. He added that recording seems to be the most sensible way. This should be a committee decision. Mayor Prochaska stated that COW is recoded, along with the City Council. Mr. Graff agreed, and stated that the Chairman took notes at the committee meetings. Mr. Kramer stated that it should be a policy decision. Chairman Spears asked how many recorders would we need. Mr. Graff stated that all minutes are taken at every meeting. Alderman Munns asked if Jackie keeps these. 10 i I Ar. Graff stated that the clerk does, but stated that he was unsure about the library. He added that NIr. Kramer stated that it should be a clear -cut policy. We are also capturing the citizen's input, which could be difficult. Mr. Graff added that it is the Chairman's prerogative as to how the meeting is run. � Alderwoman Burd stated that this should be done at all meetings. She added that with the software, it would be voice activated in the future. Chairman Spears suggested recordings for the four committee meetings only. Alderman James and Alderman Munns agreed. Chairman Spears asked for a memo when the procedures are finished. 1\/Ir. Graff stated that this might be a council action, and would check with Mr. Krasner. Mayor Prochaska stated we need to discuss whether it is a policy or an ordinance, and should go to COW for a recommendation on October e. Mr. Graff added that we would look into verbatim verses a summary of topics also. Mayor Prochaska stated that you must be careful regarding this. The state statute states what reflects the minute takers. Alderman Munns asked where they are trained. Alderwoman Burd stated that there should be a person to sit down with the minute takers. Chairman Spears stated that there should be procedures for this. Alderwoman Burd agreed, and stated that things must flow together. Nfr. Graff stated that there must be training and direction. Alderwoman Burd suggested pror4ding a manual for this. She added that with the meeting, everyone should be polled as to the topic discussed. Then you would have a consensus. Mayor Prochaska agreed. He stated that everyone has a chance to comment. He also added that this is up to the chairman. Everyone agreed. Chairman Spears then stated that in regards to the salary for the minute takers, the base bay would be $35 for the fast 2 hours, and then $5.90 more per hour. 11 Mr. Graff stated that this was a flat rate. This was a picked number from the surveys. Other towns pay an hourly and some pay a flat rate. He added that the transcribing fee would be the $10 per hour, and that would be for the 7 N day turnaround. Chairman Spears stated that in reviewing this, others are paying less. She stated that she was uncomfortable with this. She added that minute takers are being rewarded for producing the minutes, acceptable or not. Mr. Graff stated that with regards to Ms. Avlarker, in the wage and hour act, she- gets paid time and a half. She has the authority over the record keeping, and this should be addressed. The deputy clerk is hourly. Mayor Prochaska stated that there is nothing by law that states that she has to take the minutes. This is a stipend onto the other position. T\4r. Graff stated that once we get more people on staff, then there will be a transition. Chairman Spears suggested putting an add in the paper. Mr. Graff agreed, and asked in regards to the pay. Alderrnan Munns stated that we should be able to discuss this. Mayor Prochaska stated that this should be advertised. Chairman Spears stated that with the economy, people are being laid off. People would be willing to do this. She asked if they should respond to Jackie about this position. Alderwoman Burd stated that she could also take the minutes. Mr. Graff stated that she could get paid as an independent contractor, and this happens in many places. She is full-tine. Alderwoman Burd suggested that she could do this at the committee meetings, then. Mr. Graff stated that it would be acceptable outside of the City Council meetings. Chairman Spears asked if everyone agreed with Jackie being in charge of this. Everyone agreed. Chairman Spears asked about what the Council could do right now with the $22.50 per hour pay rate. 1? i Mr. Graff stated that this is an overtime issue, and a policy issue. If there are no minute takers available, then Ms. Masker does it. Mayor Prochaska stated that this goes back to the City Council again. This becomes difficult. Alderwoman Burd asked if anyone has contacted 'Waubonsee Community College, Mr. Graff stated that Holly IN11son sends these to Aurora and W aubonsee. Chairman Spears stated that one central person to report to and be responsible to would be a great idea. Mr. Graff stated that we are looking into this. Mr. Allen asked if it would be legal for the Council members to take minutes. Mayor Prochaska stated that they can, but do not get paid for it. Mr. Graf stated that Ms. Marker is a full-time clerk, and she is paid as a clerk for the City. She is also paid as an elected official. Chairman Spears stated that with regards to the minute - takers salary, we should leave it where it is until we get new people in. Then we could review this in three months. Mr. Graff stated that it would be $35 for the first three hours. (Guaranteed for the fist 1- 3.) Aldeiwoman Burd stated that it could be $35 for the first two hours, and then whatever the chairman would recommend. i Chairman Spears stated that it should be $35 for the first two hours, and then $13 per hour after that. Alderman Munns stated that they also receive a transcribing fee. Alderman James stated that it should be $30 for two hours, and then additional after that. Chairman Spears and Alderman Munns agreed. Mr. Graff asked in regards to the hourly. Alderman James stated that it should be $12.50 I Aldeiwoman Burd agreed. j 13 Chairman Spears stated that it would be discussed with Jackie, and added that it would take a couple of months to get in order. Chairman Spears asked if this should go to COW or Administration. Mr. Graff stated that he would discuss this with Mr. Framer. Mr. Allen agreed with this. Chairman Spears stated that we would distribute the spreadsheet on a monthly basis, and Jackie will update this. -ADDITIONAL BUSINESS Alderman Munns stated that he would talk with Lynn newt Thursday about the railroad issue. i Mayor Prochaska agreed. Alderwoman Burd asked if we need City Council approval with regard to the office hours. Mr. Graff stated that he was not sure. Alderwoman Burd stated that we need an additional microphone for the treasurer. Mr. Graff stated that the cost was $800. Jackie ordered it, but there can only be so many microphones on the box. We need a whole new box for the microphones. He added that they are all integrated into the recorder, and that's where the problem lies. Alderwoman Burd suggested putting this into the budget. Chairman Spears stated that we would need one anyhow, with the finance director. Mr. Graff stated that the benefit commission has been moved to next Tuesday, which will be the first meeting. Chairman Spears asked what time this would be. Mr. Graff stated that it would be 9:00 a.m. With regards to the computers, Mr. Walters will be our vendor. Linder law he is a non - compensated employed position. This will be Hourly- based, on an as- needed basis. He will work with Chris Rollins. Mr. Alen asked in regards to the dues for the aff -TA. 14 Mr. Graff stated that this is a line item, and stated that we have the money for the dues. Chairman Spears asked in regards to the financial director update. Mr. Graff stated that the date would be the first week in October. AIr. I\ reviewed it, and John did also. There are three who are highly qualified. He added that we will send the top candidate the audit, current budget, job description, community information, etc. We will call them to inquire about the job. At the City Council, we should look into and get a consensus of the questions. IVir.14IcKenna recommends the top three candidates be given a question to answer. We can have them send it in before the interview process. Wednesday, October 3Pd will be the interviews. Chairman Spears asked in regards to the meter readers. Mr. Graff stated that the advertising has been done. We will need to buy another transponder, which will cost approximately $9000. This depends on if one will work in the morning, and one in the afternoon. Chairman Spears agreed. Meeting Adiourned 10:00 P.M. Minutes by Lisa Sleezer I I i I i i 15 I I