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Admin Committee Minutes 2000 09-12-00 i UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING TUESDAY, SEPTEMBER 12, 2000 6.30 P.M. In attendance: Art Prochaska Richard Sticka Mike Anderson Rose Spears Valerie Burd Bob Allen Jim Nanninga VEHICLE POLICY Mr. Nanninga stated that in regards to the packet, this was the latest information. IML had been contacted, but does not have anything on this yet. A meeting is set up to put the information together. Mayor Prochaska stated that the Park Board asked about it, and there were some questions about some specifics, which are being looked in to. Chairman Anderson stated that the policies are unique to each area. Mr. Nanninga stated that there should be a separate section for each department, or one general policy with specifics regarding each department. Mayor Prochaska added that the Police vehicles are different than the other departments. Mr. Nanninga stated that he would bring it back to the next meeting. Chairman Anderson stated that he had questions in regards to the Parks Department. A.lderwoman Spears stated that there should be specifics about this. Chairman Anderson stated that it would be looked into. He then discussed the vehicle trip forms, stating that he was not sure if it was the same for the Public Works as it was for the Police Department, Mayor Prochaska stated that there was nothing wrong with a daily log of the Public Work vehicles, and that it would work out well for the maintenance issues. He then asked if it should come back to the next meeting. Mr. Nanninga stated _yes, and that there would be a meeting tomorrow on this also. Chairman Anderson then stated that it would come back to the next meeting. RESOLUTION FOR PAYOUT SCHEDULE FOR CITY OFFICIALS i I I I Alderman Sticka stated that in regards to the payout schedules, in the Codes it only states how much City Officials should be paid. Kim was asked about this, but she does not recall. Mayor Prochaska stated that something had been passed in the City Council on this. Alderman Sticka stated that it does not state the time when it is issued, and this should be more specific. Mayor Prochaska then stated that it is around November 1 and around May 1st Alderman Sticka stated that it should be in the Code. Mayor Prochaska stated that there is another issue in regards to this; when someone is sworn in after an election. Unless the City has an ordinance, he/she would take office in the first meeting after the election. He then stated in 1993, the practice of this was the first meeting in May. There was no ordinance then to specify when. Mayor Prochaska then stated it was whenever the elections fell, and that it was practiced this way for many years. Alderman Sticka that asked if it would be a violation of the statute, and stated that it should be clarified. He added a suggestion that Dan Kramer should write it up. He then stated that in regards to the budget, it is difficult to determine this. Chairman Anderson asked does this go to the next budget year if someone comes back. He stated that this was an accounting issue. Mayor Prochaska agreed. Alderwoman Spears state that here should be set periods to coincide with the a tune p d t 1 p th pay . s She added that because Yorkville is growing, it should be clarified. Mayor Prochaska stated that the paydates should be established. The pay schedule would be the first meeting in May, and the closest pay period after. Mayor Prochaska asked Mr. Allen if it would be easier to tie it in with the first payday. Mr. Allen stated yes. Mayor Prochaska then stated that we should check with Dan Kramer on this, and that this issue should be brought back here. Alderman Sticka agreed. 1 2 EYE CARE FOR EMPLOYEES Alderman Sticka asked if the allowable amount for dental and eye coverage was $150.00 per year. Mr. Nanninga stated that it was double that; $150.00 for eye and $150.00 for dental coverage. He then asked if we could use it all in one area, in regards to the Lasik surgery. Mr. Allen stated that the Lasik procedure is cosmetic. In the long term, employees would save money by fixing their eyes. He then passed out an information sheet on the Lasik surgery, and stated that the price has come down well, and that it was an attractive alternative. Mayor Prochaska stated that he had checked into it, and it was still $4500.00, approximately. Mr. Allen stated that it was approximately $750 per eye. Mayor Prochaska stated that it is cosmetic surgery. Chairman Anderson stated that it could be costly to the City, and that it is not a failsafe procedure. If something were to happen, the City could be liable. It is an elective surgery, and that the insurance company should be talked to about this. He then stated that lie was not sure if this procedure should be encouraged. Alderwoman Spears stated that the employees should call and check on this procedure. The $300 per year could be used for the procedure. Mayor Prochaska then stated that he would see no problem with this. Alderman Sticka stated that if a certain number of g e eo l et side effects from this then P p it could create a problem. Mayor Prochaska asked if we could put wording somehow stating these things. Chairman Anderson asked if there was any procedure that could be denied. Mr. Nanninga stated that no, the money can be applied to anything. Chairman Anderson then stated that it is an `elective'. Alderman Sticka stated that we should send a memo to the employees listing this. Alderwoman Spears stated that we should put a disclaimer in this, due to the risks. 3 i Alderman Sticka questioned the safety of the medical procedure, and asked if Dan Kramer should be notified about this. Mayor Prochaska stated that we want to clarify the coverage on these types of things. Mr. Nanninga stated that he would find out from Asir. Kramer about this. CITY FLAG/LOGO Chairman Anderson stated that the logo "Progress Is Our Future" is on the Police patch. We have the magnet with the new City Hall, and the old patch has the monument on it. He asked if there should be a discussion on this, and also asked if something different should be considered. Alderwoman Spears stated that the new building would be a good idea. Mayor Prochaska stated that the old courthouse is historical to the City. Alderwoman Spears asked if the courthouse could go on the top, and the new building on the bottom, stating the `old and the new'. Mayor Prochaska suggested that there be more time put into the decision making on this. There are more issues to consider. I Chairman Anderson stated that the issue of the flag has not been resolved. Alderwoman Spears asked if both had to be the same. I Chairman Anderson stated that on the flag issues, the people wanted to buy them. i Alderwoman Burd stated that with Yorkville being united, that was more the sign. The bridge or the dam would have been a good focal point, as in a `united' City. 1\/Ir. Allen asked if someone could design the flag. Alderwoman Spears stated that last year P.F. Pettibone did them. Mayor Prochaska stated that if we ordered the flags with the logo as is, we could change the logo eventually, because the flags do not last forever. Chairman Anderson asked if anyone was opposed to it and should we get rid of the wording. Alderwoman Spears stated yes. Mayor Prochaska stated yes, and we could also change to the United City of Yorkville. 4 i Mr. Allen asked if the flags should be colored. Chairman Anderson stated yes. Alderwoman Spears stated that we should go ahead and have someone do the design. Mayor Prochaska asked if we have anything digitized on this. Alderwoman Spears stated that P.F. Pettibone does. Mr. Nanninga added that the City trucks have this. Alderwoman Burd asked if it could be scanned so it could be changed if need be. Mr. Nanninga stated that he would try to have it scanned. ADDITION_4L BUSINESS Mayor Prochaska stated that Mr. Nanninga was looking up the carry over for camp time. He then stated that the Public Works is different from the Police Department. He added that this is a budget issue, and that some employees have a large number of hours saved up, which the City won't deny payment for, but at the end of the year have a large payout. Mr. Nanninga stated that there would be a meeting on the employee manual tomorrow, and added that he would bring the information back to the next meeting. Alderman Sticka stated that in regards to the cable communication ordinance, we need to come back to it by 9/22. Mr. Kramer, Mr. Nanninga, and Mr. Wywrot are looking into this. He added that there are several issues, and it is available to look at. Mr. Nanninga stated that we are looking at the overall budget, and that things out of the ordinary are being looked at. i Alderwoman Spears stated that the phone expenses are increasing. Mr. Nanninga stated yes and there would be an adjustment made in November. Mayor Prochaska stated that employees should be reminded to turn off their phone, or use the hard wire in the offices. Alderman Sticka asked why the Nextel phones were being used. Mayor Prochaska stated that the Nextel phones are different from a phone call, and added that the main idea is to remind the employees of the hard wires in the offices. i 5 i Mr. Nanninga stated that the Nextel phones are used frequently in Public Works. Mayor Prochaska stated that he was unsure of the calls received. Alderwoman Burd questioned the Alderman's' salaries. She added that they were low to everyone else's. Mayor Prochaska stated that if we vote on an ordinance, the next electives will get it through, and that he would check with Dan Kramer on this. Chairman Anderson asked if a comparative study could be done on this for the Aldermen. Mayor Prochaska stated that there had been a study done once. Chairman Anderson asked if Holly could get an updated one done. Mr. Nanninga stated yes. Mayor Prochaska stated that this is an issue that no one wants to get involved with. i Chairman Anderson stated that there hasn't been anything in the last 7 years. Chairman Anderson then stated that in regards to the Comparative Water Rates Study, are we inclined to do anything on this. Alderman Sticka stated that we should be prepared to answer any questions on this. Mayor Prochaska added that we are looking at other revenue sources on this, also. i\•Zr. Allen stated that there should be something put in the newsletter about the late fees on the water bills. Meeting Adjourned 7:25 P.M. Minutes by Lisa Sleezer 6