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Admin Committee Minutes 2001 08-14-01 i UNITED CITY OF YORKVILLE ADMINISTRATION COIIBUTTEE MEETING TUESDAY, AUGUST 14, 2001 b :30 P.M. In Attendance: Tony Graff Art Prochaska Bob Allen Rose Spears Marty Munns Harold Martin � Valerie Burd CITY OFFICE HOURS AND STAFFING Mr. Graff opened by stating that the wage per hour conditions were discussed, and decided upon a nine - hour day, in which one hour would be non -paid. At 7:30 a.m., there is a minimal amount of customers in the office, and we also have employees who are not taking lunch, which in effect builds up comp time. The hour lunch puts a burden on us, and no one has issues with the different working hours, as long as there is flexibility. I Chairman Spears asked if this is hard to monitor. Mr. Graff stated that the employees do well, and we have dedicated people. The hours are set with the agreement of the Mayor and the City Council. There is a recommendation of 8:00a.m. - 4:34p.m. for office hours, with respect to the engineering tech, who comes in at 7:30. Chairman Spears stated that the efforts should be kept equal between the city staff and the police staff. Mr. Graff stated that we want to remain fair. Chief Martin agreed. Mayor Prochaska added that we need to make sure of the efficiency of the office. Chief Martin agreed, and then asked in regards to the Saturday office hours. Mr. Graff stated that Holly has requested to do Saturday hours if she could leave early during the week. He added that Holly knows what is going on with the citizen's groups and this helps us to make contacts with the citizens. Mayor Prochaska stated that we could monitor this for six months, and then do a report on it. Chief Martin stated that he would check into the police safety during the Saturday hours. i Chairman Spears asked if this has been offered to anyone else, and then stated that Kim should be asked as well, and she should have the option, being that she has the 1 i accounting work. She added that she could accomplish more work tasks without the daily interruptions. Mr. Graff stated that he does not see any problems with offering the flexibility to the employees. There could be alternating Saturdays between Holly and Kim. Mayor Prochaska stated that we need to remember to always have enough staff on hand during the week. Alderwoman Burd stated that the Saturday hours would be public- oriented. Mr. Graff stated that it would end up with a team atmosphere and a team approach. Mr. Allen asked if water bills would be payable on Saturday and added that there would be a concern about security with this. Mr. Graff stated that this would be looked into, and something could be worked out with the police. He then added that the new hours on Saturday, if approved, would be started in September. Alderwoman Burd suggested an open house for the community at this time. Mr. Graff agreed. Chairman Spears stated that this should go to COW on September 6"'. Mr. Graff added that we are realigning the receptionist job. Mr. Dettmer states also that Laura can handle the building permits, and the language for these has been changed somewhat. Holly will highlight the changes. Chairman Spears asked in regards to the incoming phone calls, stating that all calls should be answered by an individual, not voice mail, :. Aft. Graff agreed, and stated that this was addressed two weeks ago. Mr. Graff added that there is a job description for an office assistant, which is a new position for the committee's review. This would be for Mr. Wywrot. We want to track all of the projects, and this also gives a report on where the hours are being spent. Mayor Prochaska asked when we would need the additional staffing. Mr. Graff stated that it would be needed within the next 3 -4 months. Chairman Spears asked if this was in the budget. 2 i Mr. Graff stated yes and added that it is being worked on now. Holly is doing the response sheets, and Sandy does the accounts payable as of yet. Chairman Spears asked if 20 hours /week would be a good start for the position. Mr. Graff stated that the 25 -30 hours would be the span tinge. Chairman Spears stated that it could be started off at 20 hours, adding that we do not I want to create over - staffing. Mr. Graff stated that we could always expand. Aldeiwoman Burd asked if this employee could learn from all different areas. Mr. Graff stated yes, and that it would help with basic day -to -day things, as well as answering phones. Mr. Allen asked in regards to the revised budget numbers, stating that this needs to be looked into by the committee. He added the concern over the sales tax. Mr. Graff stated that our goal is to have all department heads filled by the 3e for the revised budget. Mayor Prochaska stated that this would be determined on how the chairman runs the committee also. Mr. Graff stated that the job description would szo to COW in September, and the office assistant would be discussed/revised at the COW on 9/6, with the hiring after the administration committee's review of the budget. Mayor Prochaska stated that if you go up with the expenditures, then the council has to vote. Chairman Spears stated that they would both Qo to COW on 9/6. Mayor Prochaska and Mr. Graff agreed. Mr. Graff added that the job descriptions would be dated and stamped also. EMPLOYEE NLANUAL REVIEW AND UPDATE Mr. Graff stated that there is no update as of yet. The attorney revised it two weeks ago, and Mr. Smith has it. We need to set up an appointment with the attorney and 3 i department heads. There needs to be an employment committee created by policy in the manual. Chairman Spears asked about the hiring process, regarding in -house procedures. Aldelwornan Burd asked if the attorney's interpretations have been in writing, and added that she would like to review these. Mr. Graff stated that if we ask the attorney to write interpretations, it would cost us. Chairman Spears added that this would be beneficial so we may all clearly understand the { manual hiring procedures, and it would be a one -tune expense. Mr. Graff stated that he would check into this. Mayor Prochaska stated that this would be a major policy change if we change the ' interviewing procedures. Chief Martin asked if it opens up a contract with the union. Mr. Graff stated no, and added that everything is done by rules. Chairman Spears stated that we should check into this. Mayor Prochaska stated that it is difficult to say no to in -house applicants, and that with the changing of the policy, employees are in a pool with everyone .else. Alderwoman Burd stated that if the city employee were capable of the position, then they would be hired. Mr. Graff stated that they would have to display a reason not to hire them. Mr. Smith stated that you could change the externaUinternal to internal first. Then after interviewing both sides, decide. I will look into this. Mayor Prochaska stated that we are an `equal opportunity employer'. Mr. Graff stated that Mr. Smith would be contacted on the writing opinion, to meet the spirit of the extemal/internal interviewing process. Chairman Spears agreed. 4 i Mr. Graff stated that he would write these things in the general process. Chairman Spears asked if any interviewing positions would be coming up before the manual is revised. Mr. Graff stated that only the financial director would. I will check into this. Mayor Prochaska agreed, adding again that this was a major policy change. Mr. Graff stated that we would get answers back on this. Mr. Allen asked in regards to the finance director, wondering about the advertising. Mr. Graff stated that we are not doing the ]ML, and we did a fax to the IGFA. REVIEW OF DUE AND COLLECTABLE ACCOUNTS I Mr. Graff stated that Alderman Munns requested this. All of the information is now here. This is an update, and the accounting people have been contacted. There is no urgency to remove these from the books, and this should be an administrative action. We are moving to correct this. There was a document from Judy on the water bills above $500. We send them a notice for a lien. Chairman Spears was pleased about the handling of the situation. Mr. Graff stated that this would be formalized. STANDARDIZE FORMAT/PROCEDURES FOR MINUTE TAKERS Mr. Graff stated that the ordinance states meeting notes would be transcribed and distributed within one week. We will do a procedure for this. Holly received the procedure sheets from other cities. Alderwoman Burd asked if Jackie would oversee this. Mr. Graff stated yes. She is going to be checking these things. j UPDATE MINUTE TAKER SPREADSHEET Chairman Spears asked about working on a spreadsheet for this. Mayor Prochaska suggested a timecard for transcribing of the minutes. i Aldeiwoman Burd agreed. Mr. Graff stated that this helps us also with reading the minutes. Mr. Graff stated that there needs to be a formal recommendation by the minutes. Chairman Spears recommended that a formal spreadsheet be submitted to the committee chairperson. Mr. Graff stated that he would ask Jackie about a tracking system for the minutes. Chairman Spears stated that the review of our own committee's minutes should be on the agenda also. Mr. Graff agreed. 1 CITY COUNCIL CONI 41TTEE STRUCTURE Chairman Spears stated that in regards to the hiring of employees, she is in agreement that the appropriate committee should be able to give reconnuendations. Mayor Prochaska stated that this structure works well. Alderman Munns stated that every committee has a chance to hire people. Chairman Spears agreed. Mr. Allen asked in regards to a finance officer, asking if he could be in attendance for this. Mayor Prochaska stated that this is up to the committee. Mr. Allen asked if there were any objections to this. Chairman Spears stated that the committee would decide who should be present during the executive session interviewing process. She added that only the committee members would be asking the questions. Mayor Prochaska stated that this is a discussion about the common structure within the city. Alderwoman Burd stated that the council would decide their own procedure. Chairman Spears stated that the non - committee aldermen could sit in and not vote. i Alderwoman Burd and Alderman Munns agreed. Alderwoman Burd stated that Mr. Allen could give questions to the committee chairman. Mr. Allen agreed. Alderwoman Burd stated that she had a question on the flow of presentations through the committees. People tend to hear presentations two or more times, and it seems redundant. Mayor Prochaska stated that when they come to EDC, they might need more infoiYnati0 There will then in effect be another presentation at COW. My suggestion is that they should still come to EDC with a full presentation, and then come to COW for additional questions. Alderwoman Burd stated that when we go to COW, there is no report from the EDC. There should be reports on these. Mayor Prochaska stated that it is up to the committee and the committee chairman. He added that the question on the floor should be "is there a recommendation from the committee ", which opens up discussion. Alderwoman Burd stated that this needs to evolve. Mayor Prochaska agreed. Mr. Graff added that there might be multiple issues at stake. Alderwoman Burd stated that we need to make sure that the aldermen have a say. Mr. Graff stated that when we have the information on the issues, this would help. He added that the presentations should be at committee level and COW. Mayor Prochaska agreed. Mr. Graff added that the chairman of the committee has a right to limit the time. Alderwoman Burd added that this would give the chairman some control. PAST DUE WATER BILL ACCOUNTS Past due water accounts are discussed in agenda item #3. I �I i _ I MEETING AGENDA PROCEDURES /COUNCIL PRACTICES a, Propose change of meeting days for Citv Council and COW. Mr. Graff opened stating that Thursday night has caused grief for the work product on Friday. We are looking at a Monday /Tuesday night meeting directed for the City Council or COW. All packets would then be available on Friday. Wednesday would be the workday for the packets. We would direct the work to Mr. Framer. Mayor Prochaska agreed. Chairman Spears stated that Monday wouldn't work because of the library, school board and park board meetings. Alderwoman Burd stated that we need to find out the convenience for the aldermen. Mayor Prochaska stated that there needs to be logic to this. I Aldeiwoman Burd stated that Tuesday would be the easiest. Mr. Graff agreed, and added that Tuesday fits for Mr. Kramer. The staff is also better by Tuesday. Friday is a hectic day for getting hold of people. There should be a flowchart put together for this. Mayor Prochaska stated that we should look at this for COW on September 6 0 '. EMPLOYEE INSURANCE — APPOINTED EMPLOYEE COMMITTEE UPDATE Mr. Graff asked if the ChauYnan is part of the committee. Chairman Spears stated that the alderman could be a part of the meeting, depending on the timeframe. Mr. Graff stated that he would look into other cities on this. Mr. Englehardt is no longer with us. Our business is with a new company, which assists with a service on employee communication. There is scheduled an exploratory meeting on September 9 at 9:00 with the employees. There will be an update at the next meeting. SUNFLOWER ESTATES —LAND CASH REFUNDS Mr. Graff stated that the developer prepaid 59 permit fees. We need to refund the 11 fees, and we are checking with Pandolfi. The recommendation is refunding the money, and Mr. Framer recommends that it is a vote through the bill list. Alderman Munns asked how much this would be. Mr. Graff stated that the amount is $10600, and added that this is the proper thing to do. Aldervvoman Burd agreed, and stated that Sandy should be commended for bringing this to our attention. Mayor Prochaska stated that we are trying to get the procedures down. Mr. Graff stated that the finance director would review these in the future. He then added that this would be an FYI item to present at COW. ADDITIONAL BUSINESS Chairman Spears asked in regards to the additional clerk for the police department. Mayor Prochaska stated that the information goes to public safety, and then it gets recommended to the administration committee. Mr. Graff stated that the committee wants a recommendation from the administration chairperson. Chief Martin stated that the meeting is the 28 The position will be discussed. Mr. Graff stilted that there is not a job description as of yet. The hiring date is 11/1, supported by the budget. Chief Martin agreed. He added that he would contact Mike in regards to the job description and budget. Since motions were difficult to look up, Mr. Graff stated that there should be a tracking device— motions get numbers. Mayor Prochaska stated that he would check on the resolutions and ordinances. Mr. Graff stated that a motion book would be helpful, and that the date of motion and a number will help us to keep track. Chairman Spears agreed. Mr. Graff stated that we could take the motions and number them in the book. We can keep these as our backup. This program would also be computerized. Mayor Prochaska stated that we need an access file, then. i Mr. Graff agreed, and stated that we would like them to be in the folder on the computer. Mayor Prochaska agreed. Alderwoman Burd asked if the ordinances were being published. i Mr. Graff stated that the ones recommended by Mr. Kramer under statute are, and some have to be posted. Alderwoman Durd asked if these requirements are being met. Mr. Graff stated that he would be checking into this. There will be a meeting with Mr. Kramer on Tuesday. Alderwoman, Burd stated that for the next administration meeting, we should discuss the flow of developer projects through the city council. The concern is that we are last in order. They need input from us if we will accept it. With developers, time is money. Mayor Prochaska stated that some issues are with the statutes. The plan commission is supposed to be making recommendations to the council on this. Mayor Prochaska then added that everyone has a right to ask for these. The plan council and building and zoning check all technicalities. The plan commission looks at the policy. The biggest problem is when people try to go around the issues. Once something is submitted, the city has to act in 45 days. Mr. Graff stated that this is a challenge, and developers know this. This is a common issue for growth and transition. Alderwoman Burd stated that this is a guideline then, or a concept. Mayor Prochaska stated that he had discussed this with the chairman of plan commission. There are workshops for these members. Mr. Graff stated that we must look at this as a process. We are looking at changing the plan and review also. He added that people are hearing the concerns. Alderwoman Burd asked in regards to shutting down the Walgreen's. Mr. Oraff stated that there was a technical reason for this, and we have to have rules. They returned to work once the rules were in place. Alderwoman Burd asked if we could work out a possibility of the Illinois rail net with the landscaping in the riverfront area. Mayor Prochaska stated that he would speak with Jason Petit for the natural plantings. G Mr. Allen stated that he had received a memo for the distribution correspondence, for the hiring of the finance director. Mr. Graff stated that this was directed towards Sandy. We won't give the confidential records prior to the interview process. Mr. Allen agreed. Chairman Spears asked if we could have city maps available for distribution in the police department as well as City Hall, Chief Martin staters that he would check into this. Alderman Burd asked in regards of the placing of pamphlets in the city park area. Mr. Graff stated that there is no one assigned to do this. They will be sending them here. The parks people can check into this for us. Meeting Adjourned 9:27 p.m. Minutes by Lisa Sleezer i i