Admin Committee Minutes 2003 11-13-03 Page 1 of 10
APPROVED WITH REVISIONS
8/12/04
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
THURSDAY, NOVEMBER 13, 2003
6:30 P.M.
MEMBERS PRESENT:
Mayor Art Prochaska (arrived at 7:04 p.m.)
Alderwoman and Chairperson Rose Spears
Alderwoman Valerie Burd
Alderman Paul James (arrived at 6:55 p.m.)
Alderwoman Wanda Ohare (arrived at 6:55 p.m.)
CITY MEMBERS PRESENT:
City Administrator Tony Graff (arrived at 7:00 p.m.)
Parks & Recreation Director, Laura Brown (left at 8:25 p.m.)
Finance Director Traci Pleckham
City Treasurer Bill Powell
Police Chief Harold Martin
This meeting was called to order at 6:50 p.m.
OLD BUSINESS
Minutes for Approval/Correction:
There were none available at the time of this meeting.
Monthly Updates:
a. Water Billing Accounts Due Report
Alderwoman Spears expressed a concern with the number of accounts that have doubled,
with 36 now on the list, and the previous month with only 16 accounts. Ms. Pleckham's
response was that the person whose job it was to read meters was called away to do a
project for Public Work's, thus unable to tend to this. She foresees him focusing his
attention strictly on the reading of meters, thus it was decided to place this on the
following month's agenda for review again.
b. Billing Software - Verbal Update
Ms. Pleckham updated the committee with information that the utility billing has been
updated to the 3.0 version, as most of the other modules have the 3.0 version. At the time
of this meeting, Ms. Pleckham was awaiting a confirmation from MSI with respect to the
completion of this most recent update. As per Alderwoman Spears' inquiry, each time an
initial install of an update is done, Ms. Pleckham signs off on it, and a test run is done to
Page 2 of 10
ensure that it is running properly. Ms. Pleckham stated that there is one more visit
remaining for training hours from the initial contracted amount. Further, she stated, MSI
did give additional hours of training at no charge. As per the recent bill received by Ms.
Pleckham, a discount was also given for a portion of the conversion and project
management. Any additional hours of training after this last day of training is used up,
will be billed at $105.00 per hour. Troubleshooting continues to be free when the 800
number is utilized. Their response time is 2 hours after receiving the call.
c. Accounting Software - Verbal Update
As per Ms. Spears' inquiry of the Accounting Software, Ms. Pleckham states that the only
glitches that remain are minor ones that were found in the utility billing. This involves
minor manipulations with respect to coding, but, as Ms. Pleckham stated, it is not holding
up the billing and does not in any way affect calculations of the bills.
d. Website Status/Training - Verbal Update
Ms. Pleckham reported that she receives a monthly performance report which indicates
the number of times the website has been viewed. Andy Clements is accessible for
addressing any problems that arise and makes a site visit once a month.
e. Revised Project Financial Tracking Worksheet
Mr. Powell indicated that this Worksheet does not identify the total number of lots
available within each new subdivision, the total number of lots. He stated that by having
the fee /lot, total number of lots within the subdivision, the total number built, and the
total number built in the last year, a revenue estimate could be made for future years.
Ms. Pleckham stated that recently, both she and Ms. Laura Brown attended a session that
covered building permit software applications, which classifies codes for each fee. This
tracks the fees for each new subdivision which, she believes, which will contain the
information Mr. Powell needs.
It was agreed to put this on the following month's agenda for another review.
Review Revised City Vehicle Policy
Alderwoman Spears acknowledged that the changes discussed at a previous
Administration meeting were incorporated into this new draft. Further changes with
respect to wording were discussed at this meeting. Administrator Graff agreed to review
that portion of the policy that covers employee's driving violations that have occurred
outside work hours which conflicts with that part of the policy that states that employees
are required to have a good driving record. He will need to have City attorney Dan
Kramer, the labor attorney and the risk management team review this. The Committee
agreed to have this issue returned for review after input from department heads, the
aforementioned attorneys and risk management. Mr. Graff is forecasting a January 2004
Administration meeting when this will be ready to present to the Committee again.
Status of Interviewing/Hiring Part -time Receptionist
Mr. Graff reported that three out of four candidates passed the typing test, and interviews
were to take place the following week. There are two part time positions currently
needing to be filled for this one position, as was decided in a previous Administration
meeting. It was decided to split this position into two part time positions to reduce the
cost of having to pay benefits to one full time person. Alderwoman Spears recommended
Page 3 of 10
Mary Mizera for this position on a full -time basis. She is working currently in that
position, but was hired on a temporary, part -time basis. Alderwoman Spears stated that
Mary Mizera has excellent people skills, and feels she is an asset to the City. She further
stated that she is always willing to assist departments with clerical work and has received
feedback from the public and staff members with respect to her helpfulness. It was
recommended by the Committee to keep the typing tests of those candidates who applied
for this position on file for one year. Mayor Prochaska recommended making this a City
policy to keep typing tests of potential candidates on file for a one year period. The
Committee recommended the change of Mary Mizera's current temporary position to that
of a full time permanent employee.
i
Mr. Graff is to check with the labor attorney with respect to the legal requirement for
posting this position, since it was decided to recommend Mary Mizera for this position at
the Committee of the Whole meeting of November 18, 2003.
Status of Employee Daily Task Log
Ms. Pleckham reported that employees are in their fourth week of maintaining this daily
task log. This was previously requested by this Committee to draw analysis for
projections needed for reports. Currently, Ms. Pleckham is combining the time study and
has broken it down into 12 different tasks. The log will be ending December 19, 2003,
and she believes, she will be ready to present this again in the January 2004
Administration meeting.
Review/Discuss Parks & Recreation Receptionist Job Description
The draft of the job description was presented by Parks and Recreation Director Laura
Brown for review by the Committee. Previously, the Park Board had approved the job
description as presented in this meeting. The question that was raised by Alderwoman
Spears was, "What is the actual title of this position ?" There seems to be some
confusion, she stated, between specific job titles of receptionist, secretary and clerical
assistant. It was clarified by the Mayor that the title of this position would remain that of
a receptionist. In order to offer the compensated salary, it was decided by the Committee
that this position is an entry level one, which would be paid at the base pay. The labor
attorney, who has this job description for review, will give his feedback by Friday at
noon in order to meet the deadline for placing this on C.O.W.'s agenda. Changes to the
job description were discussed, with Ms. Laura Brown agreeing to make final changes in
time to add to C.O.W.'s agenda of November 18, 2003. The Mayor agreed to place this
on the agenda if all the information is received by noon the following day.
Handicapped Access to Public Buildings - Pending Report from Bill Dettmer
This item has been tabled until December, as per Mr. Bill Dettmer's request.
Administrator Graff stated that he has copies of Mr. Dettmer's report but was unable to
distribute them in time for this meeting. He will be distributing these for the Committee
members to review in order to be discussed at December's Administration meeting.
Report on Work Session Regarding City Staff
Alderwoman Spears reports that the number one complaint expressed by City staff was
Page 4 of 10
the lack of communication between staff, supervisors and department heads. An example
cited was procedural changes that were not always relayed in a timely manner.
Another concern expressed was the inability to locate department heads through the
course of the day who are often out of the office. The Mayor stated that there is currently
a policy in place that business cards of staff members are to be handed out. This will
allow them to be directly contacted. The Mayor stated that there has been a discussion in
the past about maintaining a board that tracks who is in and out of the office.
Another concern discussed by City staff members was the confusion over exact job
assignments. A way to reduce this confusion would be to have new employee procedures
available for each position as well as requiring an orientation and/or training for all new
employees.
Another item brought up in this work session discussion was the problems with the
software conversion. Ms. Spears informed the Committee that some of the billing
statements are still being addressed to post office boxes, resulting in penalties for late
bills being waived, since they were never received by the addressee. Traci Pleckham
stated that this is currently in the process of being corrected, since it was missed in the
conversion. Another concern that the staff had was old accounts with zero balances that
were also converted over to the new software. They recommended to only have active
accounts in existence.
The concern with the lack of response from MSI's message board was also brought up in
the work session. Traci Pleckham's response was that there had been multiple
discussions regarding the use of this board, which is not the forum to be used for
reporting technical problems. Technical support needs to be contacted when problems
arise with software. There was also concern over training hours that were expended for
the conversion. Ms. Pleckham's response was that this issue had been previously
addressed with cash credit given by MSI and more training hours given at no cost.
As per Alderwoman Spears' inquiry, it was confirmed by Ms. Pleckham that MSI staff
meetings will continue. The staff found that to be very helpful.
Yet another issue that was brought up in the work session was the need for cross training
in this new software. The Mayor stated that the first step in addressing this would be to
identify the primary person for every job task. According to Ms. Pleckham, who stated
that she knows all of the modules for the Accounting Department, currently has more
than one person trained on each module. This allows not only herself, but one other
person, to serve as a backup for any task that needs to be accomplished, such as
scheduled billing statements. Ms. Pleckham also attends quarterly and annual user group
meetings of vendors and surrounding community planning directors.
Another item brought up in the work session that Alderwoman Spears relayed to the
Committee, was the meter reading that has been neglected. She stated this is due to the
full time employee hired for this purpose being asked to assist with other assignments.
Page 5 of 10
The Mayor's response to this was that with the expected increase in staffing, this problem
should be resolved. Further, Alderwoman Spears stated that the form for occupancy
needs to be signed off when meters are being read, which is not currently being done
consistently. The problem that continues to arise is the continual high estimation that
has to be done when meters cannot be accessed. The Mayor stated that he would like to
discuss with the City's attorney the possibility of rewriting the water ordinance. He
would need the attorney's recommendation with respect to case law allowing enforcing
the right to access meters. Discussion was brought up with respect to placing liens on
property, as Judy Dyon was inquiring about the policy on liens. Administrator Graff s
response was that, although discussed many times in the past, it was never written up as a
policy, but a recommendation was in fact given that after 2 months of overdue bills, a
payment plan is set up for that customer. If customer defaults, then the utility is shut off.
The last comment brought up in the work session was that the staff meetings have been
very beneficial.
Update on Detail Board Report
No report.
Update on Disposal of City Property
Administrator Graff stated that currently the staff is getting ready to inventory property.
After previously consulting with Attorney Kelly Kramer, it was Mr. Graff s
recommendation to have a policy that states that as long as the life of the equipment has
been met, a notice would go out that the property will be disposed of. A dollar value
must be assessed and Council would need to approve of the disposal of that item. The
Mayor would like to see a policy in place that does allow depreciating assets to zero.
Further discussions took place with respect to available storage space for this property.
Mr. Graff stated that currently a storage rental space is being utilized at a minimal fee,
and he foresees being able to destroy records that are currently occupying this storage
space in the next few weeks that have met the state statute waiting period of 60 days.
Currently, Mr. Graff is waiting for the next staff meeting to put something together to
present to Ms. Kramer, with the idea that she will prepare an ordinance that will specify
the parameters for the disposing of property. Further discussions took place with respect
to donating property to non - profit organizations. Mr. Graff stated he would verify with
Attorney Kelly Kramer on how to do this within the legal parameters.
NEW BUSINESS
Investment Policy and Fund Balance Reserve Policy
City Treasurer Bill Powell reviewed the Investment Policy and the Fund Balance Reserve
Policy with the Committee. He stated the Investment Policy is a standard policy as the
one he reviewed on the internet, with only some minor adjustments made to the draft he
presented at this meeting. He stated there were no changes with both the intent and the
investment policies as to where money can be invested. However, he stated that it does
not cover the investment policies included in the statute. Since it does not exclude those,
Page 6of10
investments can be done with the City Council approval. This is the way it was written in
the previous Investment Policy. In essence, the policy states that the City's money would
be placed in banks that have a presence within the community or in the Illinois Fund in
downstate. Alderwoman Spears inquired of Bill Powell as to who reviews the portfolios
of the investment institutions. Mr. Powell's response was that it is normally done by both
the Treasurer and the Finance Director.
Currently, all of the City's funds are in money market accounts, leaving nothing needing
to be reviewed at this time. Mr. Powell stated that, currently, the State which previously
did not have a fund balance policy is now looking into reducing expenditures and
increasing revenues. Therefore they are currently reviewing funding to municipalities
which directly affects Yorkville. Mr. Powell further explains the differences between the
contingency fund, which is a short-term, checking account (in essence) that covers
unexpected expenditures, and the fund balance is similar to a long -term IRA account,
which can be used for unexpected loss of revenues. The State's guidelines recommend a
fund balance at 15 % -25 %. This, Mr. Powell states, will have to be developed over a
period of time. The Mayor stated that there is a provision in the State statute that
prohibits banking any money, but he stated that it can be justified as money needed for
expenditures only when the municipality is over budget. This money would only be used
with the City Council's approval. The Mayor stated that the City attorney needs to be
consulted as to the percentage required to keep in the contingency fund. Mr. Powell
stated that at this time determination needs to be made as to the actual percentage of
dollars that is required for operating expenses only. He is requesting input from the
Committee to specify the amount needing to be maintained to write it into the new Fund
Balance Policy.
It was decided that Mr. Powell will bring the Investment Policy to the C.O.W. meeting of
December 2, 2003 and the Fund Balance Reserve Policy to the February 2004 C.O.W.
This will enable him the time needed to review both of these policies with Ms. Pleckham
and Mr. Graff.
Discuss Policies:
a. Comp Time
According to Alderwoman Spears, currently there is no policy written to reflect how
comp time is accumulated. Administrator Graff s response was that the hours worked are
strictly overtime hours, in which the law specifically states that employees can use that
time as comp time (time off) or can elect to be monetarily compensated. Department
heads have the right to specify whether comp time is to be used or monetary
compensation is to be paid, but it must be a consistent policy within all departments. It is
of note, that department heads are not allowed either comp time, nor overtime pay, since
they are salaried. The amount of allowable accumulated comp time is 60 hours for the
Police Department, and 240 hours for the Public Works Department. Administrator Graff
stated that currently, the only policy that exists is the requirement that employees put in
their request 7 days in advance. He would like to see a policy for new hires.
Administrator Graff suggested contacting other municipalities for their feedback on how
they handle comp time. He will be ready to present this as a survey in January 2004
Page 7 of 10
Administration meeting.
b. Flex Time
According to Administrator Graff, there is not currently a policy on Flex Time. There are
two employees who are alternating their hours, which was approved by their Department
head. Currently, in lieu of a policy, Administrator Graff stated that flex time is given on
an as- needed basis, and only with the Department head's approval. Chief Martin stated
that due to those employees in his department who are needing a flexible schedule to
attend school, he allows Flex Time. It was determined that no policy will be written,
since it has not presented itself as a hardship for any parties involved.
c. Public Hearing Process
The issue that was raised by Alderwoman Burd during previous discussions of the
overlay district, was, "How much discussion is required before the issue goes to public
hearing ?" The issue was to return to the Committee of the Whole meeting, but instead
went directly to public hearing. Ms. Burd suggested that a consensus be done, and
Committee members sign off on any issue before it actually goes to public hearing. It
was decided that any issue that is to go to public hearing must be placed on the C.O.W.
agenda for approval by committee members.
2003 Tax Levy
Ms. Pleckham discussed the 2003 Tax Levy options as a result of the newly estimated
EAV that was received on October 28, 2003 from Kendall County. She explains how the
dollars are affected for a new homeowner purchasing a house at $210,000.00. (This
arbitrary amount was chosen strictly to show tax computation). She stated that she was
able to equate the current budget to the levied dollars. She explained how the three
options presented in her memo is calculated at different tax rates. These are as follows:
Option 1 uses a 2002 Tax Rate of .8674 (using the Consumer Price Index of 2.4 %), but
due to the reassessment, would cause a property tax increase of $44.84 - $50.76;
Option 2 reflects a 2003 Tax Rate of .7774 with a 10% reassessment value, maintaining
the same amount of property tax payment for the homeowner;
Option 3 reflects a 2003 Tax Rate of .7848 with an 11% reassessment value, reflecting
only a minor increase in the amount of property tax increase to the homeowner.
The Mayor recommended his option, which he named Option 4 which is using the actual
dollar amount that the increase is: 10.8 %. This is the EAV due to reassessment. To
reflect no increase in taxes paid, and using the Mayor's proposed option, the tax rate
would have to be at .7789.
It was recommended by the Committee to have Option 4 reviewed and approved at the
next C.O.W., since the public hearing notice must be put in the paper by November 18,
2003, an announcement must be made in a public meeting on November 26, 2003, in
order to make the public hearing of December 9, 2003. Ms. Pleckham states that it has
to be approved by December 23, 2003 in order for this to be filed by December 30, 2003,
(the last Tuesday of the month).
Page 8of10
Unemployment Savings Program
Ms. Pleckham presents an unemployment proposal which is good for ninety days. This is
a savings program offered by First Nonprofit Companies. Currently the City budgets
$12,000 to the State for unemployment insurance. This company projects unemployment
costs and has the ability to rollover any unused unemployment dollars to the following
year, which the State does not do. The enrollment fee for this program, she stated, is
$1,125, with a 2004 Annual Payment of $8,841 needed. A huge perk to this program is
the legal defense they provide. The Annual payment of $8,841 is required, which will
not affect the City's budget, since money is already budgeted for unemployment
insurance. Ms. Pleckham stated that they offer a stop loss insurance plan which covers
unemployment claims that exceed the maximum coverage amount of $82,094. Ms.
Pleckham's research found that this company was rated "A" in the insurance industry,
with many non - for - profit members and municipalities participating.
Ms. Pleckham is requesting that this be placed on the agenda for C.O.W. of November
18, 2003, for approval by the Committee. This was agreed by the Committee to proceed
as Ms. Pleckham recommends.
$3.5 Million Countryside Interceptor Alternate Revenue Bond Timetable
After speaking to the City Engineer and Deuchler, Ms. Pleckham is recommending a
timetable for the Countryside Inceptor Project. With March 2004 being the target date
for the start of construction, the following was recommended:
a. Authorizing Ordinance
According to Ms. Pleckham, this ordinance does not require revenue bonds to be issued;
only a notice of intention is needed.
She is recommending that this notice get approved by the Administration Committee this
meeting, in order to have this placed on the C.O.W. agenda for November 18, 2003. This
then can be placed on City Council's agenda for November 25, 2003.
It is of note that after passage, the City is required to publish the Authorizing Ordinance
and Notice of Intent. Ms. Pleckham recommends the publication date of December 4,
2003. There is a 30 -day waiting period before the Bond Ordinance is passed, thus the
waiting period would end on January 5, 2004.
b. BINA Hearing
Since public hearing is required in accordance with the Bond Issue Notification Act, she
recommended that the Administration Committee recommend this for placement on
C.O.W.'s agenda for November 18, 2003. The Mayor will need to authorize the
execution of this order calling for the public hearing. Ms. Pleckham recommended that
the publication date be November 26, 2003, with the public hearing to take place at the
City Council meeting of December 23, 2003.
The Bond Ordinance will be reviewed by the Administration Committee on January 8,
2004, with recommendation to go to C.O.W. on January 20, 2004, and then on to City
Page 9 of 10
Council scheduled for January 27, 2004.
The preceding time schedule as recommended by Ms. Pleckham, will allow closing of the
alternate revenue bond by the second week of February, 2004.
The Committee unanimously agreed to allow the adherence to this schedule as presented
by Ms. Pleckham, and approved the placing of this item on C.O.W.'s agenda of
November 18, 2003.
Chamber of Commerce - New Membership
Ms. Spears stated that the Chamber of Commerce is asking if Council members would be
interested in joining at a premier level of membership. The cost would be $2500. The
benefits offered for this remier membership was shown in Ms. S ears' handout. It is
p P p
the Mayor's recommendation to consider joining the Chamber of Commerce because it
helps to promote businesses within the City. It was agreed to place this on an upcoming
C.O.W. agenda for the Mayor's Report.
ADDITIONAL BUSINESS
Ms. Burd recommended bringing up at the next Administration meeting the following
issues:
• How the Goal Setting Session will proceed.
• On the website, it is shown under Administrator Graff s job description that he
reports to the City Council and the Mayor. She would like clarification from City
Attorney Kelly Kramer if this does in fact go against the state's statute. She would
like someone to review the website, because, she believes, that if this is the case,
everyone's job description needs revision.
Alderman Paul James stated that the website does not contain his photo.
The Mayor advised that Jackie Milschewski, the City Clerk and City collector, requested
and was granted a leave of absence in order to get the minutes caught up. Her job
function as collector will be performed by Annette Williams, who already serves as her
backup.
The Mayor also brought up the fact that since salary schedules are in need of review, he
asked Administrator Graff to ask staff members to research the costs for hiring
professional firms.
Alderwoman Spears inquired as to who is paying for the new permit clerk recently hired.
Administrator Graff stated that this will be run as a pilot program for ninety days to
assess how much time is spent doing this. This then will be re- negotiated in a contract
once it is determined the number of hours this person is actually needed.
This meeting adjourned at 9:55 p.m.
Page 10 of 10
Respectfully submitted by Gail -Marie Denton