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Admin Committee Minutes 2000 07-10-01 i UNITED CITY OF YORKVILLE AD1IINISTRATION COMMITTEE MEETING TUESDAY, JULY 10, 2040 6:30 P.M. In Attendance: Rose Spears Valerie Burd Art Prochaska Tone Graff Marty Munns Paul James ACCOUNTING STUDY PANDOLFI. TOPOLSKI. & WEISS Mr. Graff stated that this accounting study was received in December of 2000, and a proposal has been written. We have $9000 in the budget, and we now need to bring this to the committee. Mayor Prochaska stated that this is a standard that we will now conform to. We must give a value to everything every year. Mr. Graff agreed, and stated that there needs to be another letter composed with the correct wording changes. This is budget for, and we can support this. Chairman Spears stated that this would go to COW then. ACCOUNTING ASSISTANCE— PANDOLFI. TOPOLSKI, .& WEISS Mr. Graff stated that they would provide the accounting assistance to help reconcile the books. Mr. Nanninga informed them to put in a new proposal for the budget year, and we had budgeted $3,000. The numbers are $2,080 per quarter, which is attractive. Mayor Prochaska stated that this needs to be accurate, and it is important to be budgeted for this. Mr. Graff agreed, and states that this creates a `check and balance'. Chairman Spears agreed. PROPOSAL OF ASSISTANCE WITH SELECTION OF DIRECTOR OF FINANCE— PANDOLFI. TOPOLSKI, & WEISS Mr. Graff stated that there was a job description sent to Pandolfi, Topolski, & Weiss. This includes the qualifications, background checks, interview material, and possible help with the interview questions, or `consulting'. We pay $185 per hour, and the cost is driven by what we select. Included are the posting of job descriptions, the reviewing of 1 i resumes, and interviewing of the candidates, which can be time consuming. The budget has been reviewed to allocate money for these. We need forecasting for the projects that are expansive, and we also need knowledge. The advertising is also very important in this issue for bringing in candidates. Mayor Prochaska stated that we need experts who know the industry. The review of the resumes would be helpful, and they would be good at looking for the qualifications. Mr. Graff agreed. Alderman Munns asked if there was an estimate on the cost involved. Mr. Graff stated that it would depend on how many resumes we will get in, and then we would know more. They also have a service that will do financial reference checks. Mayor Prochaska agreed. Mr. Graff stated that we could control the amount spent; and added that he would get specifics on these. i Chairman Spears agreed. EMPLOYEE MANUAL— HIRING PRACTICES Mr. Graff stated that with regards to the packets, the issue is the internal hiring practices. Alder oman Burd stated that she was not sure about this, and asked if we are required to make the decisions. Mayor Prochaska stated that it doesn't say specifically that we can compare these to other candidates. Aldetwoman Burd stated that if there is something posted internally first, then it might not be equal. Alderman Munns asked if the language could be changed regarding this. Mr. Graff stated yes, ad added that it could be written in a couple of different ways. He recommended leaving a provision for hiring internally. The internal candidates have a preference, but not only a preference. Aldenvoman Burd stated that the best person for the job would be the priority. Chairman Spears stated that there is a timefiame regarding this matter, and wondered if it could all be done simultaneously. 2 i Mayor Prochaska stated that the employees should be encouraged to move up in positions. Mr. Graff stated that the employees know that they have the advantage. Mdeiwoman Burd stated that we could state that with the advertising. Mayor Prochaska stated that the wording has to soften the decision. 1\/Ir. Graff agreed, and stated that he would recommend that to Mr. Smith. There will be decisions made regarding the Finance Director, and the Recreation Director. He added that he would confer with Holly on this, and have it checked into. WAGE & HOUR AUDIT— SEYF.4RTH, SIIANV Mr. Graff opened by stating that there is $3,500 in the budget and there was a proposed $3,000. This is a good internal compliance, and offers opportunities in solving conflicts. We will be finding out the legalities on these. This could go to COW. Mayor Prochaska stated that this would be a good way to set things. Mr. Graff agreed. Chairman Spears stated that this would be a one -time expense, also. It is worth it. Mayor Prochaska agreed. Chairman Spears stated that we need the guidelines on these matters. Mr. Graff stated that this would be a learning experience for the employees. This then Will Ro to COW. Chairman Spears agreed. MEETING AGENDA PROCEDURES— CONSENT AGENDA Mr. Graff stated that we need a consent agenda, meaning that everyone gives into a consensus agenda for one vote. I am looking at this as a task. Chairman Spears and Alderman Munns agreed. Alderwoman Burd asked what would happen if there was a problem with the minutes. 3 i Mr. Graff stated that any corrections could be identified. If the minutes have not been reviewed, then that would be the main problem. This helps us to be organized. Packets would be done earlier, and everything could be done beforehand. I will create a council practices memo. This will be ready for the next administration meeting. Chairman Spears stated that there needs to be organization for adding the items to the agenda. Alderman Munns agreed. He stated that only certain people should be able to add/delete items. Mayor Prochaska stated that either Chairman Spears or himself should be contacted. Mderwoman Burd stated that the chairman should always know be made aware of the changes. Mayor Prochaska agreed, and stated that the Chairman should be notified. Aldeiivoman Burd stated that this is an authority issue, and should be in the Chairman's hands. Mayor Prochaska stated that this has been discussed before, and that the head of the Committee should be aware of what is going on, as well as the Mayor. Mr. Graff stated that he would come back with recommendations on this. I Mayor Prochaska stated that there should be a list set up to go to COW. Mr. Graff agreed, and stated that we need to come back with how we would want the structure to be on this. Alderwoman Burd stated that the final power of the agenda should be vested in the Chairman. Mr. Graff stated that he would work with the Mayor on these issues, and that we need to find this out for the staff and citizens. Alderwoman Burd stated that this should be handed out to new alderman, also. Mr. Graff agreed, and stated that it would be a good idea. Chairman Spears agreed. KATHLEEN FIELD ORR TIP POFESSIOlVAL SERVICES I 4 Mr. Graff stated that we would need approval if we decide to hire, because it would be a contract. lvir. Kramer said that this would be necessary; an allowable expense. This should go to COW. Chairman Spears agreed. CITY FLAG Chairman Spears stated that we would like the Police patch. Mayor Prochaska stated that the City Seal should be on it, also. Chairman Spears agreed. Mr. Graff stated that he could get a picture of the Cupola, and add it to a silk Chairman Spears stated that we need to determine how many to order. Alderman Nlunm stated that we want it to be attractive. Mayor Prochaska agreed. Mr. Graff asked if this should go to COW with the photo. Chairman Spears stated yes. WATER BILLING PROCEDURES Mr. Graff stated that we need to clear the past bills, and this should be a one -time act. Everyone agreed. Mayor Prochaska stated that a landlord should be notified of past due bills. Mr. Graff stated that there have been calls received for negotiation. Mayor Prochaska stated that there should be a motion to authorize the treasurer to clear the books of these. ,Alderman James stated that we need to review the list. Chairman Spears agreed. Mr. Graff and Mayor Prochaska agreed that the treasurer should be involved. I s i Alderman James stated that we need to confirm the totals. 11/Ir. Graff agreed. TERNIINATE CONTRACT FOR METER READING WITH NICOR, Mr. Graff stated that Nicor is terminating the service, and this is happening all over. We need to be aware of this. R ESTABLISH WATER METER READING PROCEDURES AND JOB, DESCRIPTION i Mr. Graff stated that there was a discussion with the water department on this, and we'll do the job description first with the wording changes. Mr. Dhuse recommended a part - time foreman, and he will write the procedure also. Mayor Prochaska stated that this needs to be done simultaneously, when we hire there. Mr. Graff stated that Mr. Dhuse recommends a training outline, and then field training. Mayor Prochaska asked in regards to the timeframe for this. Mr. Graff stated that lie wasn't sure. He would check on the termination date. { Mayor Prochaska stated that we need to proceed with this then. Mr. Graff agreed, and stated that we can clean up the language, and get copies made. Chairman Spems asked if anyone had checked with the City of Aurora on this matter. Mr. Graff stated that Mr. IvVyv was going to look into this. The legalities on this were very good. Alderman James asked what the cost was to change out to the scanning meters. Mr. Graff stated that the water department is checking into this. Mr. Wywrot felt that there were 400 -500 homes that have this. It ultimately is expensive. Under the EPA loan, we could put this in as part of the project. Mayor Prochaska agreed. Mr. Graff stated that this must be submitted into the project. He added that he would try to get an ordinance by N& Kramer. 6 �I MEETING MINUTE TAKERS— PROCEDtTRES, RESOLUTIONS, AND /OR ORDINANCES Chairman Spears stated that we need to discuss the turn - around time for these. We need the minute notes one week prior to the meeting. This would also help with the revisions. Mayor Prochaska stated that in the old minutes, people made changes, and then filed the original. Aldeiwoman Burd stated that it should be done that way. Mr. Graff stated that it reflects the true action of the minutes. Mayor Prochaska stated that it would be better to inscribe it on them, and then file. Chairman Spears stated that the committee should approve their own minutes. Mayor Prochaska weed. I i i Mr. Graff stated that if we can get t6he minutes back to the staff, it would help. Mayor Prochaska stated that he would like the council to accept them. I would like someone to review them, and then they become open documents. Someone needs to approve them. Mr. Framer needs to be notified regarding this. i Alderwoman Burd stated that it would be good for reports. Mr. Graff stated that we would get a legal opinion on this matter. Chairman Spears passed out a spreadsheet regarding the minute takers, and added that one person would be responsible for setting up the minute takers. � Mayor Prochaska stated that he would look at the state statue for the minutes. They should follow the discussion of the meeting. Alderman James stated that it should identify what was discussed. Mayor Prochaska stated that it would be the general topic. Chairman Spears stated that it would be brought back here then next month. ADDITIONAL BUSINESS 7 Mr. Graff stated that there was a mistake made, in which on June 1=1 there was a motion to approve the purchase of a work truck, in which the truck was never purchased. The truck has now been sold, and there is another truck available to us, but it is $1,300 more. Mr. Dhuse recommends the purchase of this truck, being that there is a truck in use now with 97,000 miles, which is used to haul machinery. It is on the City Council agenda, and the truck will be held until Friday. There is $46,000 budgeted for this truck, and Teny Lincoln- IVlercui is the state bid. Mayor Prochaska stated that we would sell the truck that Asir. Mikkelson drives. Asir. Graff stated that there would also be an Internet check on this. It is a white truck, and not red. Mr. Dhuse has contacted the Public Works chairman. Chairman Spears asked in regards to alderman Boscoe to be a check - signer. Mayor Prochaska agreed that we should add him, and put Jacki on for the bank vault. Chairman Spears agreed. f Alderman James asked in regards to the audit. Mr. Graff stated that there would be a full audit draft in the 3r to 0 1 week of August. We should receive the numbers soon. Mayor Prochaska stated that we need to order the Hometown award Signs, and added that we will check into the specifics about the old signs. Mayor Prochaska asked if we had heard from the census people yet. Mr. Graff stated no, and he would go on the site to check it out. I Alderman Munns asked in regards to the Trees in the parkway in Fox Hill. I Mr. Graff stated that he would find out about this. Chairman Spears asked if Naden Court has been checked in regards to the snowplow damage. Mr. Graff stated yes, that it is on the Public Works list. Chairman Spears stated that there would be discussion on the velucle inventory at the next meeting, and passed out an information sheet regarding this. Meeting Adjourned 9:53 p.m. Minutes By Lisa Sleezer I 8