Admin Committee Minutes 2001 04-10-01 UNITED CITY OF YORKVILLE
ADMIINISTRATION COMMITTEE MEETING
TUESDAY, APRIL 10, 2001
6:30 P.M.
In Attendance: Art Prochaska Rose Spears Bob Allen
Valerie Burd Jim Nanninga Paul James
Tony Graff
Guests: Barbara Chevalier
PROPOSED FINANCE DIRECTOR
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Mr. Nanninga opened by stating that a plan had been presented for the Finance and
Park/Rec Director. There is approximately $58,000 for the budgeted salary for the
finance director. There are also job descriptions from several other towns, and he /she
would report to the administrator. He then passed out the information regarding these.
Vice Chairman Spears asked how much was budgeted for this mid -year.
Mr. Nanninga stated that the amount was $58,000, and stated that Sugar Grove's
information is recommended.
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Mr. Allen asked if there was anything in regards to the city treasurer being informed of
the City finances.
Mr. Nanninga stated that he was not sure, and that Sugar Grove has a finance director,
but he was not sure of a treasurer.
Alderman James stated that we should look at other towns to see if they have finance
directors.
Alderwoman Burd agreed.
Alderman James added that he would like to see the flow charts on these.
141r. Nanninga agreed.
Mr. Allen stated that he would like to see keeping the elected treasurer informed.
Alderman James asked if Ave should move quickly on the city administrator position,
regarding the drafts.
Mr. Nanninga stated yes.
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Alderwoman Burd asked about the deputy clerk, st��ting that they have no connection
with the city clerk.
Mr. Nanninga stated that he would look into this.
Chief Graff discussed the flowcharts, stating that the language will clear this up. �
Vice Chairman Spears stated that these will be reviewed, and the changes will be made
accordingly. She added that origin dates should be put on the job description sheets.
11vir. Nanninga stated yes.
TELECOXI[MUNICATIONS /TONER MARKETING,
Mr. Nanninga stated that `Vertical Partners, Inc." is the only estimate that we have on
this. They would keep 20% of the revenue if they install the tower on top of the water
tower. There were no real bites on this.
Vice Chairman Spears asked if other cities had been contacted.
A%Ir. Nanninga stated that North Aurora had, but they were approached on this.
Vice Chairman Spears asked if we should take this route.
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Mr. Nanninga stated yes, and he would check into this.
FOX INDUSTRL4L PARK—PROJECT FINANCING
Mr. Nanninga introduced Barb Chevalier, who would be discussing the financing for the
Industrial Park.
Ms. Chevalier opened by stating that the general idea is to abate the levy every year by
generating alternate revenue bonds. A secondary pledge would be the TIF revenue, and
the motor fuel tax would pay the debt sen4ice on the bonds. The city would go through j
other procedures, and at the next meeting, the bond review must be published. There will
be a bond council to guide this. There will be no issue of bonds until after the TIF is in
effect.
Alderman James asked if there would be a penalty from early pay -off.
A /Is. Chevalier stated that there is no maturity until 8 _years.
Alderman James asked if this was typical.
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Nis. Chevalier stated yes.
Mr. Allen inquired about how much the city is proposing to bond.
Ads. Chevalier stated that it was between $400,000 and $500,000.
Mr. Nanninga stated that the figure was $580,000, with a state grant for the large trucks.
Mr. Allen asked if there could be ameturization on this.
Ms. Chevalier stated that we could do any scenario on this.
Mr. Nanninga stated that this was an issue of time, being that May 10' is the final vote
for the TIE.
Ibis. Chevalier then passed out an information sheet on this, stating that the first step is to
adopt an authoritative ordinance.
Mr. Nanninga asked if we get the money on July 15, then can we go to bid.
Ms. Chevalier stated that nothing should be done until the TIE is in place. Everything
should be in place for this.
Mr. Allen stated that IDOT was concerned with the MET funds as an alternate revenue
source. He asked if this was common.
Ms. Chevalier stated that using the motor fuel tax as a levy is acceptable.
Mr. Nanninga stated that we receive $120,000 per year, and we just received a. letter from
IML on this. The motor fuel tax is fine.
Mr. Allen asked if it was in writing.
Mr. Nanninga stated yes.
Ms. Chevalier stated that we would work with you on this.
Mr. Allen stated that he had spoken with Darryl McMurray from A1L Magazine in
regards to the population increase, with the concern being the bonding money, based on
the hg'T values. He then stated that he is waiting to get the numbers from us.
Mr. Nanninga stated that we have sufficient funds.
Mr. Allen asked if this was for a 10 year period.
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Mr. Nanninga and Ms. Chevalier stated yes.
Mr. Nanninga asked if there should be language included on the TIF being a secondary
pledge.
Ms. Chevalier stated yes, and that when you issue an alternate revenue bond, a secondary
source would be to levy the tax if you do not have the money. You should always plan to
evade the tax levy.
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11/Ir. Allen discussed the Hopkins Park Municipality, which is a co- generation plant in
Chicago.
Mayor Prochaska stated that even if there is no increase in the MFT, we have enough to
cover this. There is also a promised source of revenue from dollars generated from the
TIF.
Ms. Chevalier stated that a schedule would be run at $550,000.
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Alderman James asked if the overall budget is looked at.
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1\4s. Chevalier stated that on the day of the sale, you would have to demonstrate this. We
till do an abbreviated statement, and we might submit a copy of the last audit.
Mr. Alen stated that the bond is set at $550,000, but the figure is $800,000.
Alderman James stated that this is an elevated fib re, which is a leeway.
11layor Prochaska stated that you have to give a number once the TIF is there. You make
your estimates higher, and the final cost won't be known until the project is finished. The
final engineering will get an accurate price.
Asir. Nanninga stated that the figures are $825,000.
Mayor Prochaska added that this was the highest end. There are still some unknowns,
and we are using the money we have now to estimate it.
Mr. Allen stated that the $585,000 would include the administrative costs for the bond
consultants.
Mr. Nanninga stated no.
Mr. Allen asked what the amount of the grant was.
Mr. Nanninga stated that it was approxirnately $50,000.
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Mayor Prochaska stated that we wanted floating space, and our goal is the lowest
responsible cost. We cannot get the exact bond numbers until we have completed the
engineering
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Ms. Chevalier stated that with regards to the numbers, you need to tell us what you'd like
to bond, and then we will provide you with scenarios.
Mayor Prochaska stated that we have a limit in the TIF.
Alderman James stated that we would do a coverage report for verification. He then
asked that if you make a recommendation, when do you have the results.
1•.-Zs. Chevalier stated that we would proceed at the next meeting with this.
Mayor Prochaska stated that when we issue bonds, we have the estimated cost. My
concern is that we want to make sure that what we bond out for is o.k.
Chief Graff stated that this is coordinated.
Mayor Prochaska stated that we could wait until we have the bid.
Mr. Nanninga and Ms. Chevalier stated yes.
Mayor Prochaska stated that there is enough money in the NET, and we will use the
increase. We now have three businesses expanding in the Park, within the next tax _year,
and we will see revenue in the TIF.
Ms. Chevalier stated that we would look at the audit, the motor fuel tax that we received,
and the ameturization schedules applicable by law.
Mayor Prochaska stated that we have not borrowed on the NIFT, which there isn't a
major concern. We're o.k. with what we are doing. In the future, to use MF•T, we will
have to look at this.
Ms. Chevalier agreed.
Chief Chaff asked what the numbers were for the RIFT.
Mr. Nanninga stated that they are $28,000 approximately.
Alderman James asked when these would be issued.
MS. Chevalier stated that the final report is issued on week 8, on the bond sale.
Mr. Allen asked if we have talked to the TIF consultant _yet on the reduced amounts.
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Mayor Prochaska stated that it was taken out before it was noted on.
1\1r. Allen stated that this includes some things that do not appear in Mr. AY)
wrot's
estimate.
Mayor Prochaska stated that it was only these two items.
Vice Chairperson Spears asked if anyone had any more questions.
No one responded.
JOV DESCRII'TIONS— PUBLIC WORDS, PARKS AND RECREATION
Mr. Nanninga stated that we are pretty close on these. We are looking at the foreman
position, and all seem in good order.
Vice Chaupeison Spears asked if anyone had any comments on these.
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No one responded.
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Mr. Nanninga stated that these would go to the next COW. !
Chief Graff asked if these should be sent to the labor attorney.
Mr. Nanninga and Vice Chairperson Spears stated yes.
Chief Graff stated that he would get a memo out by next Thursday.
CITY ADMINISTRATOR/BUDGET OFFICER POSITION
Mr. Nanninga passed out a new job description on this, taking out what was needed.
Mayor Prochaska stated that the job description for the administrator was in the same
format.
Mr. Nanninga stated that this was to discuss only.
Mayor Prochaska agreed, and stated that we can start here. The finance director would
also be the budget officer.
Alderman James stated that for the city administrator, you have taken out the budget
responsibilities.
Mr. Nanninga stated that the language needs to be worked with.
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Chief Graff stated that we still need to have the budget officer for the format. He
suggested getting together with 1\/Ir. Kramer on this matter.
Mayor Prochaska agreed, stating that we have split the engineer and administrator when
Air. Nanninga came on. We need to have a budget officer. Someone needs to hold that
title. We need a description for this.
Vice Chairperson Spears asked if this should be brought back.
Mayor Prochaska stated that we want to reNiew this, and then bring it back here. Then
this will P-0 to COW.
XULITARY SERVICE CREDIT
Mr. Nanninga stated that under retirement, an option is to allow people who spend time
in the service to buy back years to add to their retirement. The figure is $25,000, which
can be spread over five years. This is the cost to the city for one person.
Alderman James asked if this was a one -time fee for each person.
Mr. Nanninga stated yes.
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Vice Chairperson Spears asked if there was anyone else who qualified. j
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Chief Graff stated that there are four of who are eligible. This is a timing issue for
it to happen, and Mr. Johnson states that it takes approximately 30 days. The potential is
for four officers, and Mr. Johnson did the figures. The most you can buy is two years.
The employer has to pay up front.
Mr. Nanninga stated that the numbers are steep.
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Vice Chairperson Spears asked if these would be taxable.
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Chief Graff stated that these are different.
Mayor Prochaska stated that this is a pensiorvbenefit only.
Chief Graff stated that this is a timing issue, and that the Police Pension does not allow
this yet for Home Rule.
Alderman James asked if we wait, and change this into the new system, then what would
happen.
Mayor Prochaska stated that this was only good for a year, and we need to look at this.
Chief Graff stated that this would be good for recruitment, also.
Mayor Prochaska stated that we need to find out the eligibility on thus.
Alder woman Burd stated that she had a question on the resolution, and the language
needs to be checked on this.
Mayor Prochaska agreed.
Vice Chairperson Spears stated that this would be discussed at COW on April 10.
ORGANIZATIONAL CHART
Mayor Prochaska stated that this was somewhat confusing because of the interconnecting
people.
Chief Graff stated that there is software available on this.
Mayor Prochaska stated that it is very complex, and should be moved along. These are
the answers to the questions about where the jobs fit in. This is shown for a specific
purpose. Until we have growth, the public works director will assign the maintenance for
specific departments. j
Chief Graff stated that ultimately, the job descriptions oversee the. organizational flow
chart. Each department can do their own detail.
Mayor Prochaska stated that this should be simplified somewhat.
Chief Graff stated that the police flowchart is more specific.
Alderwoman Burd stated that the chart shows the administrator, parks and rec, and chief
of police all on the same level.
Vice Chairperson Spears stated that the organizational chart could be taken personally.
Chief Graff stated that this should be displayed for the citizens, new board members, etc.
Mayor Prochaska stated that this is the detailed one, and we can create a streamline.
Alderw oman Burd asked in regards to the deputy clerk.
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Mayor Prochaska stated that this was a part time deputy clerk, and the job description is
`secretary /deputy clerk'.
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Chief Graff stated that this is mainly to tell you who to report to. Every citizen has a
light to access this.
A/layor Prochaska stated that we could streamline this some. We want it to flow more
easily. For now, we don't have the staffing yet to do this.
Mdetwoman Burd asked about the city manager.
Chief Graff stated that under the statute, you could give the administrator a certain
amount of authority.
Vice Chairperson Spears asked if this would be streamlined.
Mayor Prochaska stated _yes. It might not necessarily be finished, but we need to date it.
Alderwoman Burd asked if we have a future plan for this.
Mayor Prochaska stated yes, and that's what the job description does.
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Alderwoman Burd added that this would help with the hiring.
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Alderman James agreed, and stated that this was attractive, and gives us direction.
Vice Chairperson Spears stated that in the future plan, we would break it down into the
departments by page.
Mayor Prochaska stated that this was a good idea, and it creates a `lining document',
which is always a working project.
ADDITIONAL BLTSINESS
Alderwoman Burd stated that she had spoken with the Public Arts Commission head in
Aurora, explaining that there was money received from developers.
Mayor Prochaska stated that we will check with Asir. Kramer on this, and stated that you
have to be `home rule'.
Alderwoman Burd stated that it was under state statute.
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Mayor Prochaska stated that if we are specifically given the authority from the state
statute.
Aldetwoman Burd then asked if we could pass a policy to be open with the residents on
the issues.
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Mayor Prochaska stated that we would like to do this.
Alderwoman Burd stated that the concern is that we don't follow the spirit of the law.
We encourage the public to speak to us.
Chief Graff agreed.
Alderwoman Burd stated that the information should be given out quickly.
Mayor Prochaska stated that record keeping has become better now that we have moved.
Alderwoman Burd stated that we are more progressive, and it looks good. We need
clarification on certain issues.
Mayor Prochaska agreed, and stated that we could even do a workshop. Once it is a
public meeting, then it's public knowledge. Anything that is on the agenda should be in a
packet for citizens to look at.
Chief Graff stated that there should be a preamble added stating that we will abide by this
resolution upon everyone's requests.
Mayor Prochaska stated that the web page is a good idea. Until the night the council
votes, everything is a draft. NVe need to make sure of this.
Vice Chairperson Spears stated that these need to be dated.
Chief Graff stated that the secretaries sign and date the drafts.
Mayor Prochaska agreed, and stated that we can refine this.
Chief Graff stated that the draft has also been stamped.
Vice Chairperson Spears stated that this is a good idea.
Mayor Prochaska stated that we could work on this. Any drafts that come through should
not go in for a vote if there are major changes to be made. This needs to be looked at.
There have been issues to finding records, also. This will work fine.
Alderman James stated that there should be a signed copy from the lvfayor if it is
approved.
Mayor Prochaska agreed.
Vice Chairperson Spears stated that as we type and revise the documents, they should all
be dated.
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Mr. Nanninga and Mayor Prochaska agreed.
Vice Chairperson Spears asked who would prepare the resolution.
Mr. Nanninga stated that he would check into this.
Mr. Nanninga passed out a memo regarding the transfer of water and sewer from general
funds. He stated that Xh Huston did samples on these. This memo describes why this is
done. This was discussed with Ivir. Johnson, and 3% at simple interest per year would be
a good number.
Mayor Prochaska stated that these are enterprise funds. These are not general funds
departments. The water and sewer are enterprise funds. This hasn't been adjusted in l2
years, and this needs to be changed. The water and sewer are beginning to be subsidized
by general funds.
Mr. Nanninga added that the water and sewer budget is a truer picture.
Vice Chairperson Spears agreed.
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Mr. Nanninga stated that a letter had been received from Illy, on the estimates regarding
the census. The numbers are coming in, and in the general fund, it was $38,050 less that
what we budgeted. We will generate approximately $32,020 in water.
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Mayor Prochaska stated that is wh_y we are looking at the enterprise funds.
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Mr. Nanninga stated that the plan is to revise and pass out the budget sheets, and have
them dated.
Mayor Prochaska agreed.
Mr. Allen stated that he had received a memo from Kim regarding the accounts of the
YNB. One is the building account, and the other is NTUT. Someone will need to be
present at the bank meeting for the signatures.
Mayor Prochaska stated that he could be present.
Mr. Allen agreed.
Chief Graff stated that the dues for the Illinois Fraternal Order of Police have been
increased for the new fiscal year, and stated that this would go to Kim and a notice will
be posted.
Mayor Prochaska agreed, and stated that Mr. Sticka had phoned him regarding the AT &T
services. AT &T has not yet had any response. If we are called, then the public will be
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aware of this. He then asked if the city administrator position could be discussed for
COW , and stated that this needs to move along.
Vice Chairperson Spears agreed, and stated that Mayor Dailey is pushing to continue the
Police grants.
Chief Graff stated that he would get an update on this.
Vice Chairperson Spears asked if anything could be done on this.
Chief Graff stated that we had planned for this, and we are o.k. We had asked for one
more officer, but are delayed with this.
Alderwoman Burd asked if we are against the budget cut.
Chief Graff stated no, that manpower is costh- for the city to maintain. It is time for law
enforcements to get back into prevention, conversion, etc.
Mayor Prochaska stated that we have taken that position as a community.
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Alderavoman Burd agreed.
Vice Chairperson Spears asked if there was a resolution concerning the meeting minutes.
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Mayor Prochaska stated yes, that there was a resolution.
Mderwoman Burd asked about a pay period sheet.
Mayor Prochaska stated that minutes from the committee needs to be accepted. They
should get included on the city council meeting.
Aldeiwoman Burd stated yes, and they need to be available.
Mayor Prochaska stated that before any minutes are released, they should be accepted.
Mderwoman Burd agreed.
Meeting Adjourned
9:00 P.M.
I'iinutes by Lisa Sleezer
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