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Admin Committee Minutes 2001 03-13-01 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING TUESDAY, MARCH 13, 2001 6:30 P.M. In Attendance: Art Prochaska Paul James Rose Spears Valerie Burd Jim Nanninga Mike Anderson Bob Allen Tony Graff Guests: Sue Swithin Bill Wedge George Glass PROPOSED DENTAUVISION 1\/Ir. Nanninga discussed the DentalA ision plan stating that there had been an employee meeting, in which there was a division. The employees would like an option, and we need at least 10 people in the plan to implement it. The Police weren't there, and we should know within a week. Chief Graff stated that the employees that lie had talked to were in favor of this. We had discussed with Kim regarding the "10 people minimum ", and our contract is not affected for the `cafeteria' plan. If we offer both plans we will see no grievances filed. It is an enhanced benefit. We won't see any problems with this. There should be over X0% of the Police joining. We had also discussed with Kim the issue of longevity pay, and there are two plans. This is not any more difficult to do. Chairman e o r And rs n asked if there was any affecting cost to the City. Mr. Nanninga stated that this works about the same, and $32,000 would more than cover these. Chairman Anderson stated that we need Ni ft. Englehardt to attend the COW. Chief Graff suggested holding a night meeting regarding this matter, so that spouses can attend. l -Tayor Prochaska stated that Mr. Englehardt should be contacted to come in April, and also the employees and spouses. Chief Graff added that Mr. Englehardt should be there to answer any questions beforehand. Chairman Anderson agreed. EMPLOYEE MANUAL CHANGES 1 This item will be discussed in items 1 and 4. SURVEY/PROPOSED FINANCE DIRECTOR Chairman Anderson stated that this needs to be looked at as well as the costs. Mr. Allen asked I there were any cominunities that were close to York-Ville. Mayor Prochaska stated that Sugar Grove, Montgomery, Huntley, Oswego, and Shorewood were all close. Mr. Allen asked if the treasurer's position is also a finance director's position. Mayor Prochaska stated that they are all hired employees. Chairman Anderson stated that he also has the ordinances for the director of finance. Mr. Allen stated that in Oswego, they are a `village', and wondered if the duties of these were more flexible. Mayor Prochaska suited that it is a combination, and Montgomery has both a treasurer and a finance director. We need to take a look at these, and we can take time to do this. Chairman Anderson agreed, and stated that it would come back to this meeting next month. PROPOSED HOLIDAY FOR XIARTIN LLMIER DING, JR. Chairman Anderson opened by stating that Mr. Nanninga had broken down the costs. Chief Graff stated that the contract has specific language on this, and it is a question of policy making. The suggestion was a very good solution to this problem, we will be honoring the day, and have a recognition of it. Mayor Prochaska stated that the letter was proposing that you make it a holiday, and a volunteering. I Alderman James asked if we could then go with this. Mayor Prochaska stated _yes. For the floating holidays there are certain conditions that must be met. Chief Graff stated that the floating holiday is their day off. Employees must request 7 days prior to it. I 2 I Alderwoman Burd agreed, and stated this will be a separate matter for the Police Department. Chairman Anderson Stated that the easiest solution is to give the 14 holiday. Mderwoman Burd stated that we should show this consideration. Mayor Prochaska stated that the federal government might come up with another holiday, and at what point do we decide on this. Chief Graff stated that this puts us at a disadvantage. Normally, in the Government it is tied into money. Alderwoman Burd stated that we are not sure. Mayor Prochaska stated that this has been recognized. Chairman Anderson stated that this should be made a holiday, and that one floater should be taken away. Alder woman Spears asked if there would be money in the budget to do this. Chairman Anderson stated that the employee standpoint is to give the holiday. Mayor Prochaska stated that we could put the language in the manual for the future. Any council can change it. Aldei woman Burd stated that this must be universal. Mayor Prochaska stated that this should P.o to COW then. Chairman Anderson agreed. JOB DESCRIPTION FOR PUBLIC `VORKS, PARKS AND RECREATION DIRECTOR Alderwornan Spears asked in regards to the organizational chart. Mr. Nrnninga stated that it was started, but not finished. Mayor Prochaska stated that Ms. Swithin would receive a copy. Parks/ Rec director is the only one that has the wording changes. i 3 Chairman Anderson asked if anything had been changed in the assistant director to Public Works. Mayor Prochaska stated no. Chairman Anderson then asked what we need to do to enact these. Mayor Prochaska stated that there needs to be a resolution of job descriptions. The ParkslRec is more difficult, and we need to make changes to the ordinance. Chairman Anderson asked in regards to the assistant to Public Works Director, do we fill this. Mayor Prochaska stated that it would be there in the future. Do we even create the job of assistant—we are not sure. This doesn't mean that we have to fill it. The salaries are structured. As we develop, this will come into effect. We are trying to add levels into the chart. We could ask the labor attorney on this, also. Chairman Anderson agreed. Mayor Prochaska stated that he would like to have this in place ahead of time, and that Ms. Swithin suggested that we stay with requiring a degree for the Recreation Superintendent. Alderwvoman Spears agreed, and stated that there are a variety of degrees available. This would accommodate both. We have added a certificate to the Parks job. It is weighted equally. Mayor Prochaska stated that the Park ordinance needs to be worked out and then it should come back here next month. Mr. Nanninga stated that the organizational chart would be put together, also. TELECOMMUNICATIONS CONSORTIUM George Glass passed out two documents pertaining to this. The first is enabling the ordinance. This sets the guidelines for any cable provider to come into the City. The second is the franchise agreement. He stated that there are 4 documents all together, and the recommendation is to look through the enabling ordinance. This requires any cable provider to provide 100 channels, and it sets the customer senice standards. The Waubonsee Agreement provides education access channels. The will help us program the government and public access channel. This outlines the future for each party. This is a good way to provide information on city events. There will be an estimated budget on he cost, and Yorkville is 18°x0 of the consortium. We're targeting the 2% of the 5% 4 from AT &T. They will help us with the capital costs, but day -to -day costs will be the 0417 S. Mr. Na nning a stated that the cable cost is $42,000. Mr. Glass stated that we would be looking at $16,000 to $18,000 for this access. We are looking at a budget between $1000,000 and $120,000 per year. We are asking for AT &T to give their input, and we want to look at their budget. There will be extra channels for goverment, education, and community access. When this is put into place, it will be within six months. We will divide this equally between the communities. We hope to get capital equipment from AT &T. Alder woman Burd asked if the hours would be rotated. Mr. Glass stated that these would be split up. The community programmers would dictate the access time. The envision is to bring the communities together for local programming. We will be getting grants from Waubonsee on educational programs. This should benefit everyone. It saves the consortium money this way. Chairman Anderson stated that we need figures for these. Mr. Glass stated that there would be an access director working between the five communities. There are many costs involved, and the initial number was approximately $110,000. Chief Graff asked if there would be cable available in the county areas. j Mr. Glass stated that it would when it is available. This will increase some of the costs. Alderman James asked how this would tie in with the cable, and asked if the monthly rate through AT &T increase. Mr. Glass stated that it wouldn't for basic cable. Expanded basic might increase somewhat. Alderman James asked if the public access channel come in the basic cable package. Mr. Glass stated yes, it would be included. Chairman Anderson asked when NAT' aubonsee would be agreed upon. Mr. Glass stated that in May, the numbers would be agreed on, and then it would need your direction for the vote. Mayor Prochaska asked if the city would be billed for this starting in May. 5 Mr. Glass stated that you would not be billed until it is up and running. You won't see a cost until it is up on the screen. The billing would be quarterly, and the biggest expense is the salary and benefits. Chief Graff asked if there is a clause that eliminates the competition. Mr. Glass stated no, and AT &T has not agreed to it. At some point, there will other providers, and we have to extent the franchise for 120 days. This gives you time, and this has to be done by the 28` of March. Chairman Anderson stated that this would go to City Council, and then to COW. Mayor Prochaska agreed, and asked when the enabling ordinance could be looked at. Mr. Glass stated that it would be in the end of June. Chairman Anderson asked if Mr. Glass could get the figures on these. Mr. Glass stated yes, and if there is any input, to let him know. TOWER MARKETING Mr. Nanninga opened by stating that we have contacted "Vertical Markers ". Their fee is that they keep 20% per month. Mayor Prochaska asked if Nfi Nanninga had spoken with any other towns regarding this. I Mr. Nanninga stated that there was a few companies called, but they haven't responded. Mayor Prochaska stated that we might make an appointment, and discuss this. Ms. Swithin stated that these organizations look for park districts for underground vaults, etc. This could be a very profitable revenue source for the parks. We are also discussing wireless networking of the city offices. We have a profitable situation through a state program called ICM. Alderwoman Spears asked who would do the billing. Ms. SwYthin stated that CISCO company would. Mayor Prochaska stated that we passed an ordinance to control the cell towers, and we can't stop it outside of the limits. Chairman Anderson stated that we need to look at how this is approached. 6 Mr. Allen stated that Sandwich Wireless is having a difficult time. Aldenvoman Burd stated that this is very expensive, and very slow. Ms. Swithin stated that through the state program, we could get an OC3 line. Mayor Prochaska stated that we are seeing this more and more. Mr. Allen asked if there would be an interest in submission of an IAI, publication brief. Mayor Prochaska stated that we should go to the users first, and be more aggressive. I Chairman Anderson asked if this could go to the EDC. Mayor Prochaska stated that he was not sure, and that it is the city property. Mr. Nanninga will speak to Bruce regarding this. Mr. Nanninga agreed. PRQPGSAIr— BUDGET Mr. Nanninga stated that there were some changes, and the original notes on F.E. Wheaton indicated that there was an opening on 7!1. I made sure that 50% went for the road, and 50% went for the streets and water. There were modifications, and engineering revenue might hit $100,000. There is a public works employee to be added midyear. Afar. Johnson would retire, and this is a conservative budget. Chairman Anderson asked if there were other communities that have looked into this. Chief Graff stated that the next meeting a It is at the end of the month. Alderman " ot did not have any issues, and lie was concerned with the staffing modifications, and the locker room money. We have those items, which meets what has been repaired. Mayor Prochaska stated that we have addressed most of the concerns. Chief Graff stated that in the change of administration, there wouldn't be awarded any grants. We will not hue more officers. We have one officer that isn't COPS funded. We are watching the hiring date. We'U hold off until we check the census. We are 1 officers down, with the staffing formula. Alderwoman Spears asked if this would be frozen because of the police commission. Cluef Graff stated yes, and added that if our staffing was a problem, the Mayor can appoint up to 60 days at a time. This still must go to the police commission. 7 Mayor Prochaska stated that you must go through the process. Chief Graff stated that we are anticipating that state and local numbers between May and August of this year. There is also an appeal process. We will h8ire someone in August. The urban areas are from minority and ethnic areas. There are no numbers for Chicago yet. Alderwoman Burd asked about information pertaining to the new Walgreen's. Mr. Nanninga stated that we would have a meeting on Thursday for the resolution on this. Mr. Allen asked about information pertaining to the allocations for the deputy treasurer. Mr. Nanninga stated that we had gone through with the new pay scale. Mr. Allen then asked about the accounting assistant. Mr. Nanninga stated that Pam D. came in for a monthly review. Mr. Allen stated o.k, and then asked in regards to the economic development, wondering if that included the county. Mr. Nanninga stated that it was strictly YEDC. Mr. Allen asked if the K -9 unit donations were included. Mr. Nanninga stated that it was under `police capital'. Chief Graff stated that he had spoken with Kim about moving this into the general revenue. Alderwoman Burd asked about the in -car video. Chief Graff stated that this would have to be added. We would create a new line item for this. Alderwoman Burd asked if there would be any squad cars sold this year. Chief Graff stated yes, and that there was a call received from a potential buyer. They are a comrnodit_y, and we will be adding numbers for these. There are two LT-0 I's for sale, and the other car is a salvage car. Mr. 'Wedge stated that in the parks budget, it is confusing. We went through what was and was not spent. Ms. Swithin met with Ivlr. Johnson, and we would like to buy land. I would like to see the numbers for this. 8 I Ms. Swithin stated that we want 50% put away for land acquisition. We want to change the land cash format. It needs to be redefined. Mr. Nanninga suggested that lvir. Wedge confer with Kim on this. Mayor Prochaska agreed. He then stated that the revenue page is clear, and that others should be set up that way. Mayor Prochaska stated that if you're transferring to Park capital, the carryover in land cash is promised dollars for future things. It is dedicated for the park development. Ms. Swithin stated that this could be worked on. Mr. Nanninga suggested a summary sheet on this. Mayor Prochaska agreed. Chairman Anderson asked about the Farmer's Market. Ms Swithin stated that this would go under special events fiom now on. Mr. Allen stated that the budget is expensive with the safety town. Mr. Wedge stated that we are trying to get donations, and that we don't want to budget until we know where we are at. Mayor Prochaska stated that there would need to be a line item for this. Ms. Swithin stated that this would have to be looked at. We will show that $1,400 was not spent on safety town. Mr. Allen asked in regards to page 35 —the water sales being $674.00 Mayor Prochaska stated that this was for filling up resident's pools, etc. Mr. Nanninga stated that this was also for tank truck filling. Mr. Allen stated that lie was not sure if this was cost- effective. Mayor Prochaska stated that the cost should be incorporated. Mr. Allen asked in regards to revenue from traffic fines. 9 Chief Graff stated that this was on page 4. There is $49,000 as of 2/01. With the anticipated fines, we will come close to the target. Our DUPs have gone up with the video, and we will be close to 75 -80 DIA's. We are averaging 7 -8 per month. Mayor Prochaska asked if there were outstanding fines to be collected. Chief Graff stated yes, and there should be $6,000 to $7,000 this month for truck fines. Mr. Allen asked if there are any legal costs for payments. Chief Graff stated that our portion is taken out of the fine (1/3 minimal). The average fines are $1,000 to 1,100. We are writing 10 -12 tickets per month. We need to check into this with Kim. Mr. Allen asked in regards to the YMCA pool, asking if this relates to the existing pool. Mayor Prochaska stated yes, and that it was for the outside pool. Ms. Swithin stated that we are anticipating this to be open. Alderman Jaynes stated that there is a meeting on this on the 19 th . Ms. Swithin agreed, and stated that there would be a representative coming out to give a pool presentation. If we agree, the first phase would be $1,500. We could use a portion of $15,000 for this. Mayor Prochaska agreed. Chief Graff stated that this is a touchy subject. I would go back to the Lion's Club for the evaluation. We have sources, and this might help us for grants, also. It's operable. Mayor Prochaska asked when did they rebuild the motors. Chief Graff stated that it was in 1993 -94. Chairman Anderson asked if there were any other questions on this. Mayor Prochaska stated that this would ao to COW and then to the public hearing. CHECK SIGNERS — ADDING NLARTY I%U- NNS, DELETING DAVE DOCKSTADER Mayor Prochaska stated that there needs to be a resolution on this. Chairman Anderson stated that this needs to go to the next City Council meeting. 10 1" TIME HOhIEBUYERS PROGRAM/INTERGOVERNAi[ENTAL DOOPERATION AGREEMENT Mr. Nanninga stated that this was a tart timeframe and this w as J 'ust received. Aurora has already done this, and we need to sign an agreement. We just passed the intent to do this. There is a vote needed on the 22 °d . Let's take this to COW. Chairman Anderson asked if this was already on the agenda. Mr. Nanninga stated yes. ADDITIONAL BUSINESS Mayor Prochaska stated that a letter needs to be sent to the Aurora Tourism Council, to that they can reapply for a tourism grant. The letter states about the population, representation, and re- certification. They make up their own brochures with Yorkville included. Alderman James asked if they would put together the brochures. Mayor Prochaska stated _yes, and we'd give them information biannually. They ask for updated events, etc. Alderwoman Burd asked if they would be sending out samples. Mayor Prochaska stated yes. They would like a response before March 19 t '. I would like to acknowledge the agreement. Chairman Anderson agreed. Mr. Allen discussed the information page on the TIF, and stated that this is something to keep the council informed about. Chairman Anderson agreed. Chairman Anderson asked in regards to the cement out front. Mr. Nanninga stated that it will be fixed in spring, and it is under warranty. Meeting Adjourned 9:06 p.m. Minutes by Lisa Sleezer 11