HomeMy WebLinkAboutMinutes - 7/11/2001 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE MEETING
Wednesday, July 11,2001
Alderman's Conference Room, 6:30 p.m.
\.. In Attendancc: Alderman Bolger, Alderman Low, Alderman Murgatroyd, Mayor Althoff,
City Administrator Lobaito, Assistant Administrator M�einer, City Clerk Jones.
Chairman Alderman Murgatroyd called the meeting to order at 6:30 p.m.
Elected Officials Expense Accounts
Assistant Administratar Maxeiner provided the members of the Committee with an overview of
the proposed elected officials expense account. Assistant Administrator Maxeiner stated he
surveyed other communities in the azea in order to determine how they handle elected of�icials
expense accounts. He stated, after assimilating various municipalities' policies, the City is
looking at a three-pronged policy:
1. Providing the Mayor with a wireless phone, as the majority of her expenses are related to
doing business on her private cellulaz phone. The Mayor would be required to itemize
personal calls and reimburse the City for any personal use of the phone.
2. Create a $500 expense account for each Alderman and the City Treasurer; create a $5,000
expense account for the Mayor.
3. Council would do approval of reimbursements from the expense accounts through
memorandum in the weekly Friday Packet. If Council does not object to the reimbursement,
Staff will reimburse within seven days. If objections to the payout are received, the matter
will then be addressed at a Council Meeting prior to being executed.
� Assistant Administrator Maxeiner clarified the expense accounts could be used for reimbursable
expenses, such as conferences, travel, mileage, etc., as long as the e�cpense limits are not
exceeded. Reimbursement requests would be made to, and a report provided by, Staff. Council
would approve the reimbursement requests.
Administrator Lobaito stated the policy would incorporate expense accounts for a11 elected
officials as opposed to singling out just one elected position, that of the Mayor. Establishing a
policy would assure consistency. He noted, in the past, the Mayor did not submit bills for
reimbursement. The Aldermen, however, have submitted items for reimbursable expenses.
Aldermen Bolger and Low stated the Mayor should be furnished a wireless phone. Regarding the
Aldermen expense accounts, Alderman Bolger opined there should be no reason for the
Aldermen to have expense accounts. Additional discussion ensued.
Motion by Bolger, seconded by Low, to recommend approval to provide the Mayor with a
wireless phone as presented. All ayes. Motion carried.
Discussion continued regazding the creation of expense accounts far the elected officials as
stated in policy number 2. In response to an inquiry, Assistant Director M�einer stated the
2001-2002 budget includes line items for elected officials' expenditures of six at $1,000 each for
a total line item of $6,000 for the Mayor and Aldermen. Mayor Althoff noted if any of the
Aldermen choose to attend the Annual Illinois Municipal League Seminar, their expenditures
� could exceed their $500 expense account solely through the attendance at this one seminar. They
would then be prevented from attending any other training andlor seminars throughout the
remainder of the year. Additional discussion ensued.
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Motion by Low, seconded by Bolger, to recommend to Council that an expense account and
reimbursement policy be passed and approved as follows:
l. Create a $500 expense account for each Alderman and the City Treasurer; create a $5,000
expense account for the Mayor.
2. Council would do approval of reimbursements from the expense accounts through
memorandum in the weekly Friday Packet. If Council does not object to the reimbursement,
Staff will reimburse within seven days. If objections to the payout are received, the matter
will then be addressed at a Council Meeting prior to being executed.
All ayes. Motion carried.
Health Insurance Program
Assistant Administrator explained Staff is requesting direction to continue examining options in
the Health Insurance Program, the current coverage, the existing and/or proposed new features,
and survey of city employees.
Motion by Bolger, seconded by Low, to direct Staff to review the City's health Insurance Plan,
and to conduct an employee survey regarding the Health Insurance Program, current coverage,
the existing and/or proposed new features. All ayes. Motion carried.
OSLAD Grant and Potential Early Payoff of Land Sale Contract
� City Administrator Lobaito reminded the Committee the City applied for an OSLAD Grant for
the purchase af the Petersen Farm Property. During the application process, the City was
required to utilize a third party to hold the property. The City utilized CORLands, a third party
holding company. CORLands is a privately funded company whose mission is to preserve open
space. In the third year attempt, the City was successful in securing the OSLAD grant. The
Department of Natural Resources OSLAD Grant is a ma.tching 50/50 grant.
Following the purchase it was determined the 5-acre Petersen Homestead Living Trust is
ineligible to be included in this grant request. Due to a reduction of this five acres from 62.4
acres to 57.4 acres of eligible open space land area, the amount of the City's portion of the grant
has been reduced from the original$407,000 to $365,000.
City Administrator stated the City would receive an agreement outlining the conditions by which
the grant of$365,000 will be awarded. City Administrator Lobaito reminded the Committee, the
City entered into a 120-month payment plan contract with Mr. Robert Petersen for the purchase
of the Petersen Farm Property. When the City acquires the OSLAD grant monies this contract
could be retired early.
It was consensus of the Committee to have Council proceed with discussions with Mr. Petersen
to deterrnine options mutually beneficial to both the City and Mr. Petersen.
Discussion occurred regarding potential use of the Petersen Farm Property open lands.
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New Business
City Administrator Lobaito reported the results of the Compensation Analysis and Job
Classification Analysis will be presented to Council mid-August.
Motion by Bolger, seconded by Low,to adjourn the meeting at 7:22 p.m.
All Ayes. Motion carried.
Respectfully submitted,
V�V/'�-� �- -
Steven C. Murgatroyd, Cha.' man
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