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Admin Committee Minutes 2001 05-08-01 i LNITED CITY OF YORKVILLE ADIVIINISTRATION COMMITTEE MEETING TUESDAY, MAY 8, 2001 6:30 P.M. In Attendance: Rose Spears Bob Allen Mike Anderson Art Prochaska Paul Tames Tim Nanninga Valerie Burd FINANCE DIRECTOR/BLDGET OFFICER JOB DESCRIPTION Chairman Anderson passed out a copy of an old ordinance from DuPage County, stating that this would be something to refer to for our ordinance purposes. Mayor Prochaska stated that he was unsure about the language pertaining to the `resident' requirements. Chairman Anderson agreed. Mr. Allen asked in regards to the finance officer's position in a `village' as opposed to a `city' . Mayor Prochaska stated that we have the same powers as a village. There is some wording to be changed. I i Chairman Anderson asked if we would refer to this draft, or spell these items out in the description. Mayor Prochaska stated that we might refer to this as part of the job description. 'We will check with Mr. Kramer on this. The first draft should be put together, and it would be better to refer to the job description for this. This would be consistent with the other cities. We should also delete the `resident' within a certain span of miles. Chairman Anderson agreed, and stated that we should also delete the `assistant director' position. Mr. Allen asked if the director of finance work directly with the treasurer. Mayor Prochaska stated that he is not the keeper of the accounts; this person will advise the city on spending. There will, though, be communication. Chairman Anderson asked to contact. WL regarding a. template on this. Mr. Nanninga stated that it carne from Financial Officers Group. 1 Alderman James asked if the City Administrator was appointed in terns. Mr. Nanninga stated that it was on annual terms. Mayor Prochaska stated that the ordinance states that it is yearly. There are contracts in other towns, and top officials have these. These cannot go any longer than the mayor's term, which is two years. He added that this needs to be looked at in the state statutes. Chairman Anderson agreed. Mayor Prochaska stated that this would take an ordinance change, and we could look into this. The maximum time is four years + 60 days. Alderwoman Spears asked if this would create a problem for the other positions. Mayor Prochaska stated that we would look at this for all top positions. Chairman Anderson stated that we also need to look into the Public Works. Mayor Prochaska stated that there is a risk in taking an appointed position. He added that we should speak to Mr. Framer on this. We need to get a draft form on this. Chairman Anderson agreed. He stated that this should come back to the next meeting. Mr. Allen stated that lie would like to see language stating that the treasurer would be informed about any major changes in finance. j Mayor Prochaska stated that the treasurer would write and provide checks. He is an elected official, and the keeper of the accounts. The treasurer will also notify the finance director of any changes. There will be communication between the two. Chairman Anderson stated that Ms. Baker would rewrite this. Alderwoman Burd asked if this person would report to the City Administrator. I Mayor Prochaska stated that it would be his direct supervisor. He will advise people j also. Alderwoman Burd asked if he will be channeling through administration, or by himself. Mayor Prochaska stated that we would determine this. When the time arises, we will ask them to come to the meetings, and we will be assigned to the administration committee meeting. j Mr. Allen asked if this person is required to be appointed by the treasurer. i 2 Mayor Prochaska stated no, he would be the city's finance officer. This will be brought back next month. CITY ADMINISTRATOR POSITION Mr. Nanninga stated that he has put together a schedule for this. One is posted interna% and the other is overlapping. We will have a special interview committee on Tuesdays and Wednesdays. May 23' would be the internal, and if we need to advertise, there would be another on June 5"' and 6 We would life to post these for the City Administrator, the Public Works Director, and the Superintendent of Parks and Recreation. Mayor Prochaska stated that we need to wait on the Superintendent of Parks /Recreation because of the hourly/salary information. Mr. Nannirrga stated that these are established positions, and there are salary- ranged. There was a 3 -1 % o COL given today. We would like to post this tomorrow. R Chairman Anderson asked where these would be advertised. Mr. Nanninga stated that they would be in the Record, Beacon, and the Suburban Tribune. Alderman Jaynes inquired about the `three years experience' in public administration. j Mr. Nanninga stated that this would be an assistant administrator, or administrator. Mayor Prochaska stated that the Public Works Director is an administrator, as well as the police chief, etc. Mr. Nanninga agreed. i Alderwoman Spears asked if there would be enough people applying for these. Mayor Prochaska stated that he believed there would be. g Chau-inan Anderson asked if it could be posted on the website. Mayor Prochaska stated that it was a good idea. Mr. Allen stated that we could post it on the E"L website. Mayor Prochaska stated that it would be good also. 3 I Mayor Prochaska added that there would need to be questions written up for the interviews. If You have any specific questions, let Ivir. Nanninga know. Chairman Anderson asked if we would receive resumes prior to the interviews. Mr. Nanninga stated yes. There would also be a draft list of questions put together for your review. Mayor Prochaska stated that the deadline is the 19 and all of the interviews would be with the administration committee for the City Administrator. Alderwoman Burd asked if wed could wait to make the decision until we have seen who is coming in for the interview. Mayor Prochaska stated that the policy of the City is to give the opportunity to promote from within. Alderwoman Burd asked if interviews could be done, and then a decision made after. Alderman James stated that there would be no recommendation until June 7` Chairman Anderson asked if there would be enough time to negotiate. Mayor Prochaska stated _yes, based on the point system. Mr. Nanninga stated that he wanted this person to become familiar with things. Alderman James stated that we should stick with the schedule, and then delay it to June 7 "' if need be. Mayor Prochaska stated that he would determine this. 's Chairman Anderson and Mayor Prochaska stated that they would keep to the aggressive schedule. GASOLINE PRICES — BUDGET EFFECT Mr. Nanninga passed out a memo regarding the gas prices. He stated that the pump price is $1.85, and if we go to $2.50 on average, there would be a 35% increase. We would like to hold back until we see where it will be. Alderman. James asked if there is enough gas used to go with our own pumps. 4 Mayor Prochaska stated that there would be regulatory problems with this, and would be far more expensive. 1\.Ir. Nanninga added that we pay 60°.••0 of pmnp price. Mayor Prochaska stated that we might want to look at bidding out for gas, guaranteeing the amount you will purchase. Mdetwoman Burd stated that we could go in with other small towns on the purchasing of gas if we need to. Mayor Prochaska stated that there are creative ways to do this. 1\4r. Nanninga stated that we get a `city' discount. Mayor Prochaska stated that we need to watch this. TRANSCRIBED MINUTES OF MEETINGS— TWIEFRAME Chairman Anderson stated that we would like the minutes within two weeks. Alderwoman Spears stated that the ordinance states a week, but we could go with two weeks. She added that there should be a spreadsheet on these, which would be 1 explanatory to them. i Aldetwoman Burd stated that there might need to be minutes `verbatim'. Mr. Nanninga agreed on the spreadsheets. Mayor Prochaska stated that he would check the ordinance on the titnef - ame. Chairman Anderson stated that it would be within two weeks unless the ordinance states differently. Mayor Prochaska agreed. SALARY RANGES NIr. Nanninga referred to the memo, stating that the Financial Director, and the Parks Director need to be addressed. Mayor Prochaska stated that this puts us in a comparable range with other communities. He asked if there were any comments on this. Mr. Allen asked if the Finance Director's maximum salary was $75,000. Mayor Prochaska stated yes, unless the City Council wants something different. Alderwoman Spears stated that this seems to be average. Mayor Prochaska stated yes, it is within a normal range. Mr. Nanninga stated that we have budgeted within $58,000. Alderwoman Spears stated that this looks good. Chairman Anderson agreed. Mayor Prochaska asked if the Council needs to vote on this. Mr. Na nning a stated that lie wasn't sure, and would speak to Mr. Kramer on this. Chairman Anderson asked if this should be taken to COW. Mayor Prochaska stated yes. ADDITIONAL BUSINESS Chairman Anderson stated that he had received a memo from Kim on the vision and dental. Mr. Nanninga stated that Chief Graff and hunself had discussed this. We would like to put together a committee from each department to look through brokers to come up with someone to be helpful. Alderwoman Spears agreed, stating that there needs to be a good broker. Mayor Prochaska recommended putting together a committee to look at this with an alderman. Alderwoman Spears stated that she could do this, if time allows. Mayor Prochaska agreed, stated that we will investigate this further. Mr. Nanninga recommended the three-year carryover. Chairman Anderson agreed. Aldeivvoman Burd inquired about the signing of the letter for the Fox Mill Landing issue. 6 Mr. Nanninga stated that there wouldn't be anything that needed to be signed. Alderman James stated that with the proposing of military credit, could we put something in writing about the working number of years with the City of Yorkville, because of the combined years of IIMl RF. i Mayor Prochaska stated that this would be looked into. Mr. Nanninga stated that we would contact IMRF on this issue. Alderman Jaynes stated that it would cost $16,000 to put up the roof in the pavilion. We are short $4,000. We are looking for ideas. { Nlr. Nanninga asked if the money could be front- funded. Mayor Prochaska added that we could look into donations. Alderman Jaynes asked if we could look into the parks budget for this. Mayor Prochaska stated that their budget has been set now for the year. Asir. N anning a added that we could go to the bank. i I Alderman James stated that he would make phone calls to discuss this. i Mr. Nanninga stated that there was a phone message from Mike Schoppe on the `Fast Track', which is using Alike for the landscape design. Mayor Prochaska stated that this is against ordinance. Asir. Nanninga stated that it is against the ordinance without permission. He is bringing this up only to our ordinance. I Mayor Prochaska stated that if they want to alter it from the ordinance, then they need to contact someone else. Mr. Nanninga stated that they want to meet the ordinance, and then go quickly with it. AldeiNvoman Burd stated that this was not a problem, then. Alderwoman Spears stated that we could ask him to make no changes, and have no charge to the City for this. Mayor Prochaska stated that we should speak to Mr. Kramer on this. I Mr. Nanninga stated yes. Mayor Prochaska stated that in regards to the census, we need to look at getting information after Tune 30, asking for the counting of houses missed. Mr. Nanninga stated that there was a house count done. Mayor Prochaska stated that it has to be ever, house that was in by April V. We need to find out about the preliminary numbers, broken down into wards, so that we know if redistricting is required. IN&. Nanninga stated that he would check into that. Mr. Allen asked about the new signs for the population. i Mayor Prochaska stated that we would hold off until we know for sure. He added that AT&T has increased their rates. Alderwoman Spears stated that we should invite the satellite CEO's to come in for a discussion. Mayor Prochaska added that there would be a `river cleanup' on the 19` and Improve the Dam Committee is sponsoring this. Mr. Allen stated that he had discussed the Police Pension fund with Chief Graff. This involves financial matters. Mayor Prochaska agreed, and stated that we need drafts of the ordinances to do this. Mr. Allen stated that he would be interested in this. Chairman Anderson stated that there needs to be a sign at the handicapped swing so that persons in wheelchairs are only using it. I Mayor Prochaska agreed. Y Meeting Adjourned 8:20 p.m. Minutes by Lisa Sleezer I I i i 8