Admin Committee Minutes 2000 11-14-00 UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING MINUTES
NOVEMBER 14, 2000
Attendees:
Mayor Art Prochaska Mike Anderson
Paul James Rose Spears
_ Valerie Burd Robert Allen
Russ Walters - Library Board (left at 7:20pm)
TAX LEVY
Mr. Nanninga stated we were trying to hold the rate to the same as it was last year which would
be under an increase of 5 %. Most of the rates of increase as you look down the sheet have a
maximum, as you have to be careful because on a levy you can only budget for what you had last
year and no more.
Mayor Prochaska asked Mr. Nanninga to verify the IMRF and S.S. amounts for the Library as
the figures may be reversed. The Library has only two people who are eligible for IMRF.
Mr. Allen stated that the amount of the Liability Insurance needs to be checked also to be sure it
is the same as last year.
Mayor Prochaska stated that it is $118,000 this year, and if you don't levy right you end up
spending funds from the general fund.
Mr. Nanninga stated that Auto Insurance is on that and needs to be deducted.
Mayor Prochaska stated that regarding garbage we have never hit the maximum because we have
a user fee.
Alderwoman Burd asked if the salary increase for aldermen showed on the levy.
Mr. Nanninga stated there is no specific levy for that, and it won't affect this year. The crossing
Guard is the same and is a dedicated account.
Mr. Nanninga was asked where this falls in with the cap. Mr. Nanninga stated that new growth
is exempt, the EAV is small and the increase is only 5 %.
Mayor Prochaska stated that in past years we have had 10 and 12 %.
Mr. Nanninga stated that the 2 million is an estimate because the Kendall County Assessor
wasn't finished so the EAV is an estimate.
Mayor Prochaska asked for comments and thoughts on the Levy stating we are below 5% which
is good. We will do a public hearing anyway, we elect to do this, but don't have to since the
increase is below 5 %.
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Mr. Walter stated that $8000. for two people seemed to be a lot. Social Security seems OK, so
figures are correct, but the titles are reversed.
Mayor Prochaska stated the Audit is less this year than last year, and asked if we have given
them the final payment for this year.
Mr. Nanninga stated be believed so.
Mayor Prochaska asked Mr. Nanninga to see if we could get a better idea on the EAV, but we
know that 2 million of this is an estimate for new construction. This needs to be re- vamped, how
can you do a budget based on an estimate.
Mr. Nanninga stated he would check tomorrow, but Kendall County won't give us a firm figure
until January of February. They issue a final statement.
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Chairman Anderson asked how close we were last year.
Mr. Nanninga stated it was higher.
Mayor Prochaska stated this was probably pretty close, and that it is ready to go to COW on
11/16/00.
Mr. Nanninga will touch bases one more time with the assessor to see if figures are good.
VEHICLE POLICY:
Mr. Nanninga stated they got some chapters drafted for each department. The format is done the
way the mayor wants it.
Mayor Prochaska stated that one has to be done now for the Recreations Dept., Public Works and
the Police Department.
Mr. Nanninga stated he should have one for Administration and for Joe and himself.
Alderwoman Burd stated that the part that stated "For transporting equipment only. and asked if
this could be made stronger, for instance "Only For ". It should say that department heads will
supervise their own departments.
Mayor Prochaska stated that on the policy for the Recreation Department it shows that it requires
a Trip Log with each trip ... do we want to look at this for other departments? All departments
must keep a log.
Mr. Nanninga asked if this should be weekly.
Mayor Prochaska stated there is no reason to do a daily log of mileage.
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Chairman Anderson asked if the Public Work staff keep the same truck daily.
Mr. Nanninga stated yes, pretty much.
Mayor Prochaska asked daily or weekly? Something should be stated about logging. If someone
else uses a vehicle it should be logged.
Mr. Nanninga stated they do check for damage if someone else uses the vehicle.
Alderwoman Burd asked if the Police Department had this in effect.
Mr. Nanninga stated yes.
Alderwoman Burd stated that page 5 and 6 have a problem with pronouns as in the beginning.
Mayor Prochaska stated that the Recreation Department has a trip form set up.
Alderman Anderson asked if Officer Pleckham is exempt as he has his vehicle 24 hours a day.
Mayor Prochaska stated that the police are all exempt as they are considered on duty if they are
in their car. Employees need to turn in their mileage, I believe that if employees use their cars for
to and from work they are considered personal use and those miles are taxable.
Alderman Anderson stated that on page 2 under general use, it covers 24 hour use.
Mayor Prochaska stated that under 4 -A it gives permission to use w /reporting.
Mr. Nanninga stated that annually on the W -2 would show the personal use as income.
Alderman Anderson stated that if they have forms in use, they should be attached and in the
manual.
Mr. Walter, who had gone home to get his figures returned and stated that the numbers were OK,
but the labels needed to be switched.
COMP -TIME POLICY
Mr. Nanninga stated that he had just gotten the fax on this today and it indicated that 240 hours
was the maximum, with 480 hours if related to Public Safety. Effective 4/15/86.
Chairman Anderson stated that the statute says 480 hours if for Emergency Response and
Seasonal Activity Response, so that would mean that the Public Safety would also include Public
Works due to snow plowing, watermain break, and things of that nature.
Mayor Prochaska stated that all Public Works and Police are OK for 480 comp -time hours.
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Chairman Anderson stated that he didn't know what you could do to limit the comp -time hours
since they have a right to save up to 480 hours through this federal statute.
Mayor Prochaska stated that the City cannot be more stringent than the statute that allows them
to accrue 480 hours.
Mr. Nanninga stated he believed they had some concerns about sickness that went beyond the
sick -time.
Mayor Prochaska stated perhaps we should look at building a bank for those hours. We should
talk to the auditors, because it could be a problem if someone hits us with this. We may want a
policy on when you can use that time, or save it for sickness.
Alderman James asked about short and long term disability.
Mayor Prochaska stated that it is harder if someone leaves the City and we have to pay all those
hours in one lump sum.
Chairman Anderson stated this could be dis- allowed due to the disruption of a public facility.
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Mayor Prochaska stated if it was a hardship, it would be acceptable, but if someone leaves that
could be costly. We need to review setting up an account to save for this situation. The statute is
pretty clear.
Chairman Anderson stated we do have to follow this.
Alderman James stated yes, if its a federal regulation.
Mayor Prochaska stated we are pretty much bound by this, but we could put together a plan that
would identify time off that would disrupt projects. A policy to follow federal regulations.
Chairman Anderson stated that the Police Department probably has a policy.
Mr. Nanninga stated that time off is always at the discretion of the department head.
Mayor Prochaska stated there should be a 5 day request period. There has to be a policy. May
want to add a timing issue.
Mr. Nanninga stated that if an employee calls in to take the time off, and the supervisor says no,
then it is un- excused time off.
Mayor Prochaska stated that there should always be a certain percent of employees at work.
Alderwoman Burd stated that there should be a certain number of staff at work to avoid
disruption of operations.
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FIRST -TIME HOMEBUYERS PROGRAM
Chairman Anderson asked if we needed to do a resolution of intent for this, or what action was
needed.
Mr. Nanninga stated this is like a renewal and it should go to COW for discussion.
Chairman Anderson requested it be put on the COW agenda.
REVISED BUDGET
Mr. Nanninga stated there were not a lot of changes in the budget, especially the General Fund.
Utility taxes have not come in as fast as had been expected. He did find $10,000. for the Facade
Program. And, the water and sewer expansion.
Mayor Prochaska stated that if he increase any expenditure, it would require a Council vote.
Mayor Prochaska asked if the Public Works Capital Expenditure was from last year.
Mr. Nanninga stated yes, it was.
Mayor Prochaska asked bout salary adjustment and merits, stating those dollars are spread out
and should ask the auditors if that is the best way to do that. Or should salaries be left where
they are budgeted.
Mayor Prochaska stated he wanted the auditors input.
Mr. Nanninga stated there is no major change, it has just been moved around.
Mayor Prochaska asked if sales tax for the new Shell had been included in the sales tax figures.
Mr. Nanninga stated yes.
Alderwoman Burd stated that she heard there is a recently published book that outlines our dam
and the Dayton dam as the main focus for removal.
Chairman Anderson stated this would go to COW on 12/07/00.
ACCOUNTING CLERK JOB DESCRIPTION AND DUTIES,
Mr. Nanninga stated that he has added Human Resources Clerk with insurance to the job
description to pay $2900. in salary so she will see no difference in salary. She will continue to
do some of the work.
Mayor Prochaska stated that the clerk has always run the checks. When the City lost their
treasurer some years ago is when she was made Deputy Treasurer.
Mr. Nanninga stated he was planning to do a double check on Kim's work.
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Mayor Prochaska agreed, stating that the time is coming when we need a professional person to
be looking at some of this work. Some towns have a financial officer, someone who is trained in
that filed.
Alderwoman Burd stated she does a good job, but it seems strange that she resigned, and then
gets the same money back again.
Chairman Anderson stated that Treasurer Allen wanted to hire someone for $2900. part-time to
do those functions.
Alderwoman Spears asked if Kim would still do the work.
Mayor Prochaska stated this had been a misunderstanding of the stipend position, and when it is '
gone, it is gone. She had the authority due to not having a treasurer at the time of this
appointment, and she did the Treasurers Report that year. Any Treasurer's Report now should be
signed by Robert Allen.
Alderwoman Burd asked if Mr., Allen would work through Mr. Nanninga.
Mayor Prochaska stated yes, through Jim Nanninga.
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Mayor Prochaska asked if this was the appropriate time for the Human Resources position.
Alderwoman Spears stated they are opposite jobs.
Mayor Prochaska stated he had asked Jim to do job title this way.
Alderwoman Burd asked if there was a full time treasurer if that person would also do the
budget. Its something to think about.
Chairman Anderson stated this should go to COW.
EMPLOYEE SAFETY INCENTIVE PROGRAM
Mr. Nanninga stated they would like to keep the workman's comp below a certain figure. Using
a special account that would generate approximately $700. a year we could use this for safety
incentives.
Mayor Prochaska stated we could use the $700 from interest for employee safety incentives such
as a steak fry cook -out with door prizes for everyone. Perhaps a pool party.
Alderwoman Spears suggested the employees be asked for suggestions.
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Mr. Nanninga stated they will say "Add it to their salary ".
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Mayor Prochaska stated this could be added to their salary ad the end of the year, but, I agree
with Rose, to ask the employees what they want. I don't want to have to tax them for it.
Alderwoman Burd stated they should be given options on what they want.
Mayor Prochaska stated perhaps an end of the year gift, or employee party. Put together a list of
options and bring it back.
Chairman Anderson stated we could rent the pavilion and see the Kane County Cougars.
Mayor Prochaska stated he thought that sounded good to offer a family night at the ball park.
Alderwoman Spears stated she would get Cougar information. and bring back in December.
ADDITIONAL BUSINESS
Chairman Anderson asked about the Salvation Army and the storage situation.
Mayor Prochaska stated that everyone had agreed on how they will split things up. He had
received a letter from the Major who was worrying about storage in the electric room. Sue will
get back to him to see how it will be worked out.
Mr. Nanninga stated that Bob Johnson had called about a 7 to 8 foot Australian Pine tree to plant
at Hydraulic and route #47 for Christmas. The tree there is about done for.
Mayor Prochaska stated he wouldn't turn it down.
Chairman Anderson stated that the street sign at McHugh and Martin doesn't say Martin. One
side is Jackson. He had called J.T. several weeks ago and J.T. said he would get it up in about a
week. Deliveries are being confused.
Mayor Prochaska stated we should check all over town for signs and damage, etc.
Chairman Anderson stated that along Walnut east of McHugh is full of trash on the north side
between Fremont and route #47.
Meeting Adjourned at 8:30 PM
Minutes by: Sandy Marker
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