HomeMy WebLinkAboutMinutes - 9/4/2002 - Finance and Personnel Committee FINANCE AND PERSONNEL CONIlVIITTEE MEETING
Wednesday, September 4, 2002
Aldermen Conference Room, 6:30 p.m.
�n Attendance: Committee Members: Alderman Bolger, Alderman Low, Alderman Murgatroyd. Also in
Attendance: Mayor Althoff, City Administrator Lobaito, Assistant City Administrator Lockerby, City Clerk
Jones, Chief of Police O'Meara and Officer Molnaz
Chairman Alderman Murgatroyd called the meeting to order at 6:30 p.m.
Discussion• Commission on Accreditation for Law Enforcement Asencies, Inc. (CALEA)
City Administrator Lobaito acknowledged Police Chief O'Meara and Officer Molnar stating their
attendance was requested at the meeting to specifically address the topic of CALEA accreditation.
Police Chief O'Meara informed the Committee a 3-year contract was executed between the City of
McHenry and the Commission on Accreditation for Law Enforcement Agencies (CALEA) on May 22, 2001.
Chief O'Meara stated CALEA represents the best in Law Enforcement in North America. The goals of CALEA
are:
1. Strengthen crime prevention and control capabilities
2. Formalize essential management procedures;
3. Establish fair and nondiscriminatory personnel practices;
4. Improve service delivery;
5. Solidify interagency cooperation; and
6. Boost citizen and staff confidence in the Agency.
He noted anticipated benefits experienced by agencies, once accredited, aze:
� • Controlled liability insurance costs
• Stronger defense against lawsuits and citizen complaints
• Greater accountability within the agency;
• Support from government officials;
• Increased community advocacy; and
• Recognition for excellence.
Chief O'Meara stated the McHenry Police Department is in the first phase of the accreditation process,
known as Self-Assessment. As part of this phase the Department is in the process of rewriting the Department
Manua1, which has not been updated since 1991, to meet the Commissions 436 accreditation standards.
Chief O'Meaza informed the Committee the period of accreditation is three years. During that time, the
Agency must submit annual reports that document continuing compliance with applicable standards, as well as
maintain the quality of services. Re-accreditation occurs at the end of each three-year period, followin� a
successful on-site assessment and a hearing before the Commission. It is the goal of the Department to be
awarded accreditation by May 2004.
Chief O'Meara introduced Of�icer Molnar. Officer Molnar summarized the fees for the fiscal year
2002/2003:
• Accreditation Fee (annual} $4,975.00
• Training Conference $ 1,800.00
`- • Smoke Detectors in Cells $ 2,500.00
• Electric Locks and Panic Alarms for Cells $ 1,500.00
• Secure Encloswe for Bulk Evidence $4,500.00
Finance and Personnel Committee Meeting
September 4, 2002
Page 2
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• Training Cost $ 700.00
Total $15,975.00
Fiscal Year 2003/2004
• Accrued Fee (annual) $ 4,975.00
• Secured Evidence Enclosure $4,500.00
• Trainin�Conference $4,000.00
• Training Costs $ 2.700.00
Total $16,175.00
Officer Molnar stated the Secure Enclosure for Bulk Evidence should be removed from the 2002/003
Bud�et, as it will be addressed in 2003l2004 Budget.
Officer Molnar noted the changes in the Department Policy and Procedures manual are basically for
clarification in the procedures manual. There are in excess of 400 policies, which require updating to meet
CALEA standazds for accreditation. Office Molnar informed the Committee in order to accomplish the goal of
completing the accreditation process by May 2004 the Council must approve all policy changes.
City Administrator Lobaito stated it is essential to manage the project in such a way as to prevent
�verburdening Staff and the Council with paperwork. He recommended requests for Council approval of the
�.,iew policies be spread out over the next 18-months. On a regular basis the Council would receive copies of
revised policies, as they are completed, via the City Administrator's Friday Report two weeks preceding a City
Council meeting. Following Council's review the policy changes would be placed on the Consent Agenda for
Council approval. It was suggested this procedure would facilitate a manageable format.
Alderman Low opined the process of CALEA makes the City more professional and accountable. A
brief discussion ensued.
Motion by Bolger, seconded by Low, to approve the CALEA Program and the Budget as outlined, with
the revised policies to be reviewed by Council2 weeks preceding a re�ular Council meeting. All ayes. Motion
carried.
Discussion: Restructure of Administrative Office
City Administrator Lobaito summarized the proposed reor�anization, which creates a Finance
Department, including the following Staff:
• Finance Director
• Senior Accountant
• Finance Specialist (water/sewer billing)
• Finance Specialist (accounts payable)
• Administrative Assistant (part time)
`-- City Administrator Lobaito informed the Committee, with the exception of the Finance Director, all
positions currently exist. He provided the following chart indicating current responsibilities and proposed
reassignments:
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September 4, 2002
Page 3
�� Currentiv Resaonsible Prouosed Change
Collector City Clerk Finance Director
Finance Specialist (utility billing) City Clerk Finance Director
Administrator Assistant (part time) City Clerk Finance Director
Finance Specialist (accts. Payable) Asst. City Admin. Finance Director
Senior Accountant Asst. City Admin. Finance Director
Develop and Manage Operating Budget Asst. City Admin. Finance Director
Capital Improvement Plan Asst. City Admin. Finance Director
Issue and Manage Debt Asst. City Admin. Finance Director
City Administrator Lobaito stated eliminating the position of City Collector from the Municipal Code
would necessitate a repeal by Ordinance.
Alderman Murgatroyd suggested while nothing will change in the position of City C1erWCollector until
following the 2005 election, statutorily the matter should be addressed at least a year prior to the election.
City Administrator Lobaito informed Council the 2002/2003 Budget includes a new position for a
Special Events Coordinator. The intention is for the position to streamline the process for obtaining the
necessary city permits and approval, as well as the coordination and outcome of special events. The position
will serve as the primary contact to assist non-profit organizations and community service organizations,
through the City process. An employee hired with a generalist public administration background would bring
the necessary skills to coordinate special events and add management capacity. City Administrator Lobaito
�.,uggests the responsibility of supervision of the Special Events Coordinator fa11 under the office of
Administration to better coordinate and direct department activities.
City Administrator Lobaito noted while specific examples of tasks and job responsibilities has not been
completed for the position of Special Events Coordinator, it was suggested the Committee might wish to review
the general concept of including the new position in Administration.
Alderman Low opined the position of Special Events Coordinator will function more efficiently if it
falls under the jurisdiction of Administration.
City Administrator Lobaito stated research has been completed to see how other municipalities staff the
responsibilities of the City Clerk's office in order to provide the Committee with data regarding the
restructuring of the City Clerk's office.
Fifteen communitie contacted through the recent Classification and Compensation Study were surveyed
and thirteen responded. Twelve of the thirteen communities have a part time City Clerk, one has a full time
Clerk and five have a Deputy Clerk.
The City Clerk's responsibilities were identified as:
• Keeper of the City Seal
• Minutes and Recordkeeping of City Council Meetings
• Publishing of all Ordinances
� • Maintenance of Election Records
• Keep and Maintain Proper Index of Documents
• Appointment of the Deputy City Clerk
Finance and Personnel Committee Meeting
September 4, 2002
Page 4
`— • Supervision of Office Assistant(s)—3 part time and one full time
• Supervision of Finance Specialist— 1 full time
City Administrator Lobaito stated over time the City Clerk's responsibilities have informally expanded
to include the coordination of execution, tracking, recording and distribution of legal documents involving all
City departments and outside agencies. Additionally, the City Clerk has assumed the responsibility for the
rninutes at all committee meetin�s, general press releases, processing of mail and maintenance of a11 city vehicle
registrations and titles. These responsibilities are not inclusive of all the duties performed by the City Clerk, but
represent some of the more significant that are not included in the Municipal Code.
Discussion ensued regarding the importance of maintaining the service level of the Clerk's office. Chairman
Alderman Murgatroyd opined it premature to budget moving an Administrative Assistant into the Finance
Department.
It was the consensus of the Committee to further define the job description and function of the Special Events
Coordinator and review the restructure of the Administrative Office as outlined.
Other Business
There was no new business to discuss.
Motion by Low, seconded by Bolger, to adjourn the meeting at 7:28 p.m.
All Ayes. Motion carried.
L
Respectfully submitted,
���►�„ ei �
Steven C. Murgatroyd, Ch ' man
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