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Admin Committee Minutes 2001 01-09-01 UNITED CITY OF YORKVILLE AD119INISTRATION CONIlIIITTEE MEETING TUESDAY, JANUARY 9 " 2001 6:30 P.M. In Attendance: Art Prochaska Richard Sticka Rose Spears Mike Anderson Valerie Burd Paul James Tony Graff Bob Allen TECNOLOGY PLAN PROPOSAL Chief Graff opened by stating that the technology plan sets up the framework. This will be more consistent, and we have discussed this with the Library for next year's budget. It will cost approximately $70,000 to $80,000 to put the plan in effect. We would like organization for this plan now, and we need to get interconnected with one file server throughout the whole building. We would like to inquire about this plan. Molly had discussed this with the Galesburg City Manager, and we are compatible with this. Mayor Prochaska stated that this takes time. There is much paper generated, and if we converted to this system, then revisions could be put in effect, which would eliminate most of the paperwork. We need to work our way towards this. � Alderwoman Burd asked if the Cable Company was working towards this. i Chief Graff stated that AT &T provided us with the cable to do this. NNTe're looking at 21" century technology, and the Library's line is overused right now. We could set up a T1 line through the Library, and get rid of the AOL accounts. Alderman Sticka stated that he had several difficulties with this. Mayor Prochaska stated that some of the information should be shared throughout the building. Alderman Sticka questioned the validity of this, and added that the E- packet is confusing. Chief Graff stated that when we did the technology plan, we hued Sidwell, who developed the actual plan. Alderman Sticka stated that we don't know what the possibilities are, and we need someone who could tell us. Chief Graff stated that in simplest form, the T1 line should be put in. Alderwoman Burd asked about the T1 line as opposed to the DSL. 1 i Chief Graff stated that the T1 line is the broadband line. Mayor Prochaska stated that this issue is not a finished product, only a concept. Alderwoman Burd asked how freedom of information is handled. Mayor Prochaska stated that once it is discussed, then it is an open document. Chief Graff stated that we still have to provide a station for this, in which there are locations around the city. Once it is optically scanned, it goes to print. It makes it easier to review and print. Mr. Allen asked if Molly had spoken with Kim Icing on this issue. Chief Graff stated that yes, and Molly is working on thus. Mayor Prochaska stated that we need to have someone familiar take a look and recommend a few things for us. Alderwoman Burd suggested looking into a possible grant for this. Mayor Prochaska stated yes, that there are grants out there for these things, which we should check into. Mr. Allen stated that Kim is worried about the billing system, and about being interconnected. Mayor Prochaska stated that you could do separate work besides this. Chief Graff stated yes, that it could be protected. He then stated that there would be a meeting with Michelle Pfister to talk to Russ Walters. Alderman Tames stated that once you set up a system like this, you'd ultimately set up a new position. Alderman Sticka asked where we are not efficient. Chief Graff stated that our web site alone has problems, and the climate is technology, which we definitely need to get going on. Alderman Sticka asked if the City could be run in a better way. Chief Graff stated yes, anytime we can exchange information in a better way, will help. 2 Mayor Prochaska added that as time goes on, there will always be upgrades, and a plan should be established. Chief Graff stated that it is not a priority right now, but a good time to plan. Alderman James asked if this could be put in conjunction with the Schools. Chief Graff stated that we are beyond that capacity. VEHICLE POLICY Chainnan Anderson opened by stating that the final version is ready, and there are extra sheets on back for the mileage, agreement forms, etc. The language is correct, and this will work well for each department. Alderwoman Burd asked if this is added on with the Police Dept. Alderman James stated that it is a brand new policy. Mr. Nanninga agreed, and. stated the organization of it is new. The general items apply to the Police also. Chairman Anderson then asked if there were any more questions regarding this, and stated that it should Pao to COW. Mr. Nanninga agreed. EMPLOYEE 1VLANUAL Mr. Nanninga stated that the changes are in account, and the revised issue was out today. Chairman Anderson stated that there were some changes to this. Alderwoman Spears asked in regards to the two floating holidays, and Martin Luther Ding's birthday. Mr. Nanninga stated that we are looking for more input on these. He then added that in the numbers, we went from $200 to $150 on the hotel, in which there can be exemptions on. Chairman Anderson stated that with regards to the meals, $45 to $40 is our proposal. Alderman James asked if there would be receipts along with the dinners. 3 Mr. Nanninga stated only if you go over the $40 amount. Then you must get approval for the coverage. Alderman Tames suggested that the dinners should be as follows; Breakfast, $10, Lunch, $10, Dinner, $20. He added that if you go over the $40 daily limit for these, then your must turn in receipts for all meals. Mayor Prochaska asked if we are required to have a receipt for all of it. Mr. Nanninga stated that in Aurora, it was so much allowed per meal. Mayor Prochaska stated that if the employees arrive home before dinner, then they shouldn't go over the maximum allowed for break-fast and lunch. Chairman Anderson stated yes. Mr. Nanninga stated that the language would be modified on this. Alderman James asked if advances would be given for these. Chairman Anderson stated yes. Chairman Anderson then inquired about the Martin Luther King holiday. Mr. Nanninga stated that he had spoken with Chief Graff on this, and that we have two floating holidays already and it is seen as a negative thing. Mayor Prochaska stated that this becomes a policy issue, and we need to look at the standard in municipal government, then. Alderman James asked how many fixed holidays there are. Cluef Chaff stated that there are 11. Chairman Anderson stated that civilians have 13 holidays, and no floaters. The standard is 13. Chief Graff stated that the contract spells out 11, and the manual states that there are 2 floaters. To change this, we would have to negotiate. Mayor Prochaska asked if we could give this as an option. Alderman James stated that it would be a difficult bookkeeping issue. Chief Graff stated that 70 of holidays are worked, and 30% are off for the Police Dept. This was also brought up with racial profiling, and the majority of municipalities adopted 4 this. I agree with Chairman Anderson in that we are unique with the two floating holidays. Alderman Sticka stated that it would not be an issue this year. Chief Graff agreed. Alderman Tames asked if there could be the 11 fixed holidays' with the two floating holidays, in which Martin Luther Ding Day can not be denied as one. Chief Graff stated that any state or federal holiday, used as a floater, would be granted as long as manpower can be obtained. Mayor Prochaska stated yes, and that we would need prior notice. Chairman Anderson asked about the caiYyover in regards to the vision and dental. Mayor Prochaska stated that this would have an effect on the budget. There should possibly be a limit put on this, and it could also create more bookkeeping. Chief Graff added that the Union Reps stated that there should be a committee to present the cases on an individual basis as an option for the can - over. Mayor Prochaska stated yes, that we should identify these. Chief Graff stated that there should be guidelines set up for the presentation as a board, and then this could possibly be expanded to other areas. Mayor Prochaska agreed, and stated that this would be for tivngs like major dental work, etc., and in the event of an emergency. The Labor Attorney can give us some guidelines on this. We could put this into a `bank' for situations like this. Chief Chaff stated that the cap is $300 per year per employee for vision and dental. Mr. Nanninga stated that the policy limits it to 3 years, and stated that we were under $30,000 this past year. Mr. Allen inquired about sick days, stating that they would be affecting the retirement issue. Mayor Prochaska stated that we need to look at this, and there should be a committee group on this. Chief Graff stated that the Employee Review Board recommends that this be out of a `pool'. There could be an appeal process also. He then stated that this should be brought back to the staff. 5 Mr. Nanninga agreed. Mayor Prochaska stated that this would allow the pool to grow faster, also. Chief Graff stated that this might incur the camaraderie with the departments, also. ADDITIONAL BUSINESS Mayor Prochaska stated that in regards to the Salvation Army Agreement, the storage issue is addressed. This went to the Park Board, and they voted a recommendation to thus. We are waiting to get the language in on it. Chairman Anderson asked if the $500,000 was the correct amount for the insurance. Mayor Prochaska stated that we would check into this. Mr. Nanninga stated that he would call Ms. Swithin and inquire about it. Chairman Anderson stated that this should go to the Council, then. Mr. Nanninga discussed the recapture submitted by Richard Marker, and stated that we have not heard from Dan Kramer on this yet. He stated that there was no time and no interest on the recapture. Alderwoman Burd asked if this was an oversight. Mr. Nanninga stated no. Alderman Sticka asked if the questions of the lift /gravity stations had been resolved as of yet. Mr. Nanninga stated that we want to go ahead and get the recapture, and he will go to gravity instead of force. Mr. Pfister will agree with this. Mderwoman Burd asked what would be best for the City as a whole. Mayor Prochaska stated that either way would be beneficial. The issue with a forced main might cause problems further down, which could create some difficulty. Mr. Nanninga stated that he would like Mr. Kramer to review this. Alderwoman Burd agreed. N Nanninga stated that it should ao to COW then. 6 i I Chairman Anderson agreed. � Mayor Prochaska discussed the 11.Iinooka - Water Tower, with regards to funding from the County. Chief Graff stated that we had received notification by MIA in which we can apply on the 11` 12 and 13' to recapture the snowplow items, etc. We can apply for these things, which will be 75% of the cost. Alderwoman Spears asked whom we would need to contact about this. Chief Graff stated that he would deliver this to the County, and they would submit it to Springfield. Our County qualifies for this. They would like the information by Monday, and I will be distributing copies to everyone on this. Mayor Prochaska stated that in the utility tax for gas, we charge by the percentage of the gross cost. He asked if it could be charged by therm. Mr. Nanninga stated that he was not sure, and lie would check into this. Chief Graff stated that the State does it by therm. Nfay or Prochaksa stated that lie was not sure if we could do this. It might not change drastically. Mr. Nanninga stated that he would check into the limitations on this. Meeting Adjourned 8:27 PM Minutes By Lisa Sleezer 7