HomeMy WebLinkAboutMinutes - 1/8/2000 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE
� MINUTES
January 8, 2000
Committee Members Present: Ba.ird, McClatchey, Murgatroyd
Others In Attendance: City Clerk Althoff, City Administrator Loba.ito,
Assistant Administrator Maxeiner, Alderrnaxi Glab
Finance and Personnel Chairperson Aldernlan Murgatroyd opened the
meeting at 8:10 a.m. He stated the purpose of this meeting was to
continue discussion and review of the City's Personnel Policy.
WATER �AIN EXTENSION AND ELEVATED WATER TOWER
COI�STRUCTIOP—
City Administrator Lobaito distributed written staff recommendations
for the funding of the water main extension and elevated water tower
construction east of the Fox River. Staff is suggesting the use of
annexation monies for the water main extension. The elevated water
tank construction could be funded with monies from the Capital
Development Fund as well as water/sewer revenue monies. City
Administrator Lobaito reminded the committee State Representative
Franks is seeking legislative approval for the reallocation of$500,000
from the city's central wastewater treatment expansion project to the
elevated tank construction. Staff estima.tes the cost of an elevated
L tank construction to be approximately$1,000,000. The $500,000
member initiative monies from Representative Franks along with
approximately$350,000 from the Capital Development Ftiind and
$150,000 from the Water/Sewer Fund will provide adequate funding
for the elevated water tank project.
City Administrator Lobaito also noted bids for the water main
extension had been opened on'hlesday, January 4+�. The apparent
low bidder was Gluth Brothers in an amount of$439,833.50. Project
estimates were $600,000. Some cliscussion followed.
City Administrator Lobaito informed the committee financing options
can be determined at a later date as no payouts are anticipated prior
to the end of February or March for the water main extension and
May or June for the elevated water tank.
Some discussion followed regarding the use of annexation fund
monies. City Administrator Lobaito noted annexation monies have
not been used for any project aver the past three years.
It was the consensus of the committee to pursue the funding optians
as presented.
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Finance and Personnel Committee
� January 8, 2000
Pa�e Two
(�ERSTAD DEVLLOPER DONATION OBJECTION
In response to Alderman Baird's request for clarification, City
Administrator Lobaito noted city ordinance permits objections to
increases in developer donation fees. Therefore Mr. Gerstad's
objection will be sent to the city's original appraiser, Graham
Appraisal Services for review and comment. The Finance Committee
will then review these comments along with Mr. Gerstad's objection in
accordance with the ordinance.
BUDC#ET PROCE88
Chairperson Alderman Murgatroyd informed the committee he would
like to revise the budget process for the 2000-2001 fiscal year with
committee approval. He suggested the committee permit staff to
review the standard budget revenues and expenses with the Finance
Chairperson. The CorYunittee would then be presented with this
portion of the budget along with a brief explanation of any proposed
significant changes. The Committee could focus on capital
expenditures, personnel issues and capital project amounts. The
Committee concurred with Chairperson Murgatroyd's suggestion.
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PER80NATEL POLICY REVISIOI�B Icontj
Assistant Admuzistrator Maxeiner noted the conunittee had begun
review of the Personnel Policy on September 30. 1999. Specific review
on a page by pa�e basis began November 23, 1999. The committee
has completed the review through Page 21 and Section 6. The review
commenced on Page 22, Section 7 EMERGENCY CALL OUT PAY.
Page 24-In Section 9.1, paragraph two it was the consensus of
cauncil to add the following phrase "over the prior base salar�' to line
two between the words five perceat and whichaver.
Page 25- In Sechon 10.1, paragraph two, line three begirining with
the word and the phrase "by the employee" should be added.
paragraph two, line one, the initial phrase "With Notice" should
be eliminated and the overall language in this paragraph clarified.
At this time City Administrator Lobaito also noted it was the
recommendation of legal counsel to exclude all exhibits, i.e.: salary
matrix, insurance forms, etc. These e�ibits should be included in a
separate document allowing for greater ea.se in amending or changin�
any information as circumstance may warrant.
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F`inance and Personnel Committee Minutes
� January 8, 200�
Page Three
Pa�e 26- In Section 10.4, item five, line 4 beginning with least the
word or should be changed to and.
Some discussion followed regarding separa.tion pay and sick
day accumulation.
Page 28-Section 11. Language should be clarified to better state
benefits not received after rehire.
Page 32- Section 14 EMPLOYEE GRIEVANCE PROCEDURE
City Administrator Lobaito informed the committee this section
of the Personnel Policy related only to noncontracted employees and
contracted employees only if their contract spe�cally does not
address any of these grievance issues.
Section 14.4, Step 2 and Step 3 the reference to "days" should
be consistent and always specify "working" days and the number of
days should be changed, where applicable, from 5 to 10.
The committee also recommended staff develop an internet access
and e-mail usage policy for the City.
Page 34- Section 15.1 (C). This section needs to be revised to match
� the city's current practice of employee's usage of city vehicles.
Section (Fy. Some discussion occurred regarding the employee
position of City Clerk/Collector and potential conflicts regarding the
political activity guidelines. The committee requested. the city
attorney review this concern and provide legal opinion. The
committee also requested clarification regarding referendum
questions, specifically city school districts, library districts and fire
protection districts.
Page 36- Section 15.1, paragraph (I� NO SMOKING. The committee
requested staff to review trus section and consider prohibiting
smoking on/in city property.
The committee also requested staff draft a seat belt policy for
city employees driving city vehicles.
Page 37- Section15.1, paragraph (1V� the last line of the last
paragraph should be City Administration, not Administrator.
Page 40- Section 16, paragraph 2, employee classification should be
referenced.
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Finance and Personnel Committee
� January 8, 2000
Page Four
Page 41-PROGRESSIVE DISCIPLIN� In response to committee
inquuy, staff explained if any type of performance/behavior was
serious enougki steps could be eliminated. Paragraph 3, line 2 states
"action may, however, be initiated at any one of the following five
steps".
It was also recommended by the committee all disciplinary action by
the Mayor obtain prior council approval.
Page 42- Section 17, Step 4. Clarification should be provided upon
what circumstance an employee can be suspended without pay.
Page 44- Sectionl9. Staff informed the committee spec�cs of the
proposed vacation accumulation process and vacation schedule will
be provided the committee at a later date. Staff noted it was their
intent to have all vacation accumulate in conjunction with an
employee's hire anniversary date, as opposed to the beginning of each
calendar year.
Page 45- Section 19.6. Staf�'informed the committee this specific
secti.on addressing carry-over of unused vacation time is, as yet,
� under review. Final recommendation will be brought before
committee at a later date.
Page 46- Section 20.1. The one-half day Good Friday has been
eliminated and replaced with one additional full personal day. City
Administrator Lobaito informed the committee this additional one-
half day would be the identified "compensation" provided employees
in exchange for the acceptance of the "at-will" status.
Some discussion followed regarding adding an additional personal
day or adding an additional holiday.
Page 46- Section 20.5. Language stating"Department Head approval
should not be unreasonably withheld" is to be included.
Page 47-Section 21.1. The additional personal day in exchange for
the Good Friday holiday is reflected in this sectian.
Page 47/48- Section 21.2 last paragraph on page 47. Language
clarifying the beginning wage level of all returning employees should
be included.
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Finance and Personnel Committee
� January 8, 2000
Page Five
Page 49- Section 22.2, Item 3. The tuition reunbursement amount
should be increased to $1,250/year consistent with the city's
bargaining agreements.
Page 52- Section 23.1, paragraph C. A per diem cost should be
included for conventions and out-of-town training.
Page 54- Section 24.4. The committee requested staff to review this
specific policy and, at a later date, bri.ng the issue to full council for
consideration and determination.
Page 60- Section 27.3, paragraph B. The allotted time for full salary
compensation when on Workmen's Compensation shall be increased
from 13 weeks to 120 days to remain cansistent with the public
works bargaining agreement.
Page 71- Section 29. Some discussion occurred re�arding residency
requirements.
Page 82- Section 32, paragraph 1. Clarification of extended family
members creating language consistent with the city's existing
� bargaining agreements should be included.
Page 85- Section 35.3, staff was directed to investigate the phrase
"except to police patrolmen" and determine if still applicable.
Motion by McClatchey, seconded by Baird to adjourn at 10:45 p.m.
Voting Aye: Baird, McClatchey, Murgatroyd
Voting Nay: None
Absent: None
Motion carried.
The meeting was adjourned at 10:45 p.m.
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Steven Murgatroyd, h ' rson
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