Loading...
HomeMy WebLinkAboutMinutes - 7/13/1999 - Finance and Personnel Committee � Finance Committee Meeting July 13, 1999 Minutes Present: Chairman Alderman Murgatroyd,Alderman McClatchey. Alderman Baird arrived at 7:15 p.m. Others Present: Mayor Cuda, City Clerk Althoff, City Administrator Lobaito, Assistant Administrator Maxenier, Director of Community Development Napolitano, Director of Parks and Recreation Merkel,Director of Public Works Batt, City Auditor John Eder and Alderman Glab arrived at 8:35 p.m. Chairman Alderman Murgatroyd called the meeting to order at 7:08 p.m. stating the purpose of this evening's finance committee meeting was to discuss the current status of the 1998099 audit and personnel issues. 1998-99 AUDIT STATUS City Auditor John Eder was in attendance at the invitation of City Administrator Lobaito. Mr. Eder noted this year's audit must be delayed,as additional reconciliation work needs to be completed. Citing the computer conversion,new personnel and the change in banking `- institutions, Mr. Eder informed the committee additional time will be required to prepare for the final audit. Alderman Baird arrived at 7:15 p.m. He opined the legal statutory filing requirements before October 315�could still be met. Some discussion followed. The committee also requested Mr.Eder analyze current accounting policies and procedures. In addition the committee requested Mr. Eder keep council and Mayor Cuda directly apprised of his progress and findings. A letter of understanding outlining the scope of his services would be brought before full council for approvaL It was the consensus of the committee to recommend to full council the execution, by Mayor Cuda, of the letter of understanding with Eder, Riedel and Company for additional accounting services required prior to initiating the 1998099 audit process. Mr. Eder was excused at 7:50 p.m. Motion by Baird seconded by McClatchey to go into Executive Session at 7:51 p.m.to discuss Personnel. Voting Aye: Baird,McClatchey, Murgatroyd Voting Nay: None Absent: None �. Motion carried. Finance Committee Meeting Minutes � July 13, 1999 Page Two Motion by Baird, seconded by McClatchey to go back into Open Session at 9:15 p.m. Voting Aye: Baird,McClatchey,Murgatroyd Voting Nay: None Absent: None Motion carried. Alderman Glab requested the committee review the current practice of the 1999 Streets Program Project Supervisor,city engineering firm, Baxter and Woodman. He explained he had met with City Inspector,Daniel Marcinko and a Baxter and Woodman representative on Monday,July 12, 1999 to review the curbs selected for replacement on Oakwood Avenue as part of the 1999 Streets Program. He explained the curbs were selected on a basis of functional ability and not on aesthetics. He opined personnel from the City's Public Works Department could conduct the selection survey far less than the $60,000 currently being paid to Baxter and Woodman. Director Batt stated every apron and curb installed inconectly would be replaced as part of this program. Some discussion followed. City Administrator Lobaito inquired as to whether the criteria established to determine curb replacement was inconsistent with council direction. �— Motion by Baird, seconded by McClatchey to adjourn the meeting at 9:25 p.m. Voting Aye: Baird, McClatchey, Murgatroyd Voting Nay: None Absent: None Motion carried. �n� �' �.�c - ��, �' +Steven Murgatroyd, Finance 'hairmai � Finance Committee Meeting � July 13, 1999 EXECUTIVE SESSION Executive Session was called to order with the following members present: Committee Members: Baird,McClatchy,Murgatroyd Others: Mayor Cuda, City Clerk Althoff, City Administrator Lobaito,Assistant Administrator Maxenier, Director of Community Development Napolitano, Director of Parks and Recreation Merkel, and Director of Public Works Batt PERSONNEL STAFF RECOGNITION- City Administrator Lobaito noted the committee had previously discussed the possibility of recognizing employees who, in Principal Account Clerk Christensen's absence due to resignation, performed duties above and beyond their grade classification. City Administrator Lobaito recommended the following three employees receive a$500 monetary reward for their efforts: Kathi Kunzer,Rhonda Rushing and Kristine Paprocki. In addition Director Merkel is recommending the same monetary recognition for the following Parks and Recreation Department employees; Pattie Lukenheimer, and Kathy Quick.A$250 monetary award was proposed for part-timer Kim Minor. He explained these employees performed duties beyond their grade classifications in the long absence of Recreation Supervisor `.- Lorene Marcinek. These additional duties included the development and production of the Winter/Spring Brochure, support services for recreation program instructors and assistance in the orientation and training of the Department's new Supervisors. City Clerk Althoff recommended the committee also consider City Clerk employee Anne Kranz be considered for a monetary recognition award. Noting Ms. Kranz, although a part-time employee was also assigned significant additional responsibilities due to the resignation of the Principal Account Clerk. A lengthy discussion followed. It was the recommendation of the committee to award $1750 to the Administrative Department to be distributed in a manner deemed appropriate by City Administrator Lobaito and City Clerk Althoff and $1250 to the Park and Recreation Deparhnent to be distributed as deemed appropriate by Director Merkel. COMMUNITY DEVELOPMENT REORGANIZATION PROPOSAL Community Development Director Napolitano noted during budget discussions he had proposed an organizational restructuring in the Community Development Department, specifically the creation of a Building Commissioner position. This position would be responsible for the enforcement and compliance with the City's Building and Zoning Codes ensuring new construction, additions, alterations and related system installations are in conformance. In addition, plan reviews and inspection services would be the direct responsibility of this position. The Community Development Director provided the committee with a potential job description for the Builciing Commissioner and a revised organizational chart. It is the recommendation of Director Napolitano to promote current building inspector,Ryan Schwalenberg,to this position. �, Director Napolitano did not recommended filling the vacancy created by this promotion at this Finance Committee Meeting/EXECUTIVE SESSION � July 13, 1999 Page Two time. He did state however the need for a second inspector is anticipated some time in the near future. A change in pay grade for the Building Commissioner position is suggested from Grade 9 to Grade 10 with an exempt status. Some discussion followed regarding the rationale behind the restructure proposal. In response to Chairperson Alderman Murgatroyd's inquiry Director Napolitano stated the reorganization was needed botli to retain Ryan Schwalenberg as an employee and because it would benefit the deparhnent workload overall. He noted other communities including Huntley, Lake in the Hills, Lake Zuricli, Libertyville and Mundelein all had Building Commissioners. No formal action was taken at this time. PUBLIC WORKS DEPARTMENT REORGANIZATION PROPOSAL Public Works Deparhnent Director Batt stated during this year's budget discussions a structural reorganization change was proposed, specifically the creation of an Assistant Director of Public Works position. Staff is recommending City Inspector Marcinko be promoted to this position. A job description and organizational chart were distributed for committee consideration. Director Batt noted over the next few years an engineering division could be created eliminating the need for outside consultants. The Assistant Director could be the immediate supervisor of this �- division. Safety training, supervision of the Building and Grounds Division,field project coordination,preparation of the Department Budget and supervision of the budgeted capital projects would be additional responsibilities of this position. Staff is recommending the city inspector position not be filled until next budget year with Mr. Marcinko maintaining his current job responsibilities in addition to the proposed job duties associated with the Assistant Director position. The proposed pay grade for the new position would be a Grade 11 exempt status,which is the same grade as Division Superintendents. Some discussion ensued regarding the need for more line employees as opposed to middle management positions. Further discussion occurred regarding the need for organizational changes as opposed to creating opportunities for specific employee retention. Further discussion occurred regarding the reorganization of the entire organization, including Administration and the Police Department. Chairperson Murgatroyd suggested staff anticipate all personnel needs over the next three years, including reorganization possibilities. Recommendations should then be presented to the committee for full consideration. A meeting in August was discussed. Alderman McClatchey referenced the possibility of a Deputy Chief position. Chairperson Alderman Murgatroyd reminded the committee additional staff led to other costs, insurance, uniform, etc. and would impact capital project determinations. � Finance Committee Meeting Minutes/EXECUTIVE SESSION July 13, 1999 �— Page Three PARKS DEPARTMENT REORGANIZATION PROPOSAL Parks and Recreation Department Director Merkel reminded the committee council action merged the Parks Maintenance Division with the Public Works Department in 1995. At this time the Superintendent of Park Maintenance was reclassified to Foreman with no change in salary. In 1996 it was decided to segregate the Parks Maintenance Division from the Public Works Department and restore this division to it's original structure. Job titles, however,were not addressed. It is staff's recommendation the Parks Foreman position be retitled Park Maintenance Superintendent. In addition the position should be classified to a Grade 11 comparable to other Superintendent level positions, specifically Water, Wastewater and Street Divisions. A Park Foreman position to be filled by current employee Robert Combs is recommended. The creation of this position was presented to the Park and Recreation Committee in January of 1999. Director Merkel stated the proposed reorganization would recreate the original structure in place prior to the 1995 merger with Public Works. Some discussion followed regarding promotional salary increases. City Administrator Lobaito stated all increases have been kept within a 5% range. In response to committee inquiry Director Merkel noted the Parks Superintendent would be responsible for contract management, landscape designs,preventative maintenance and special event coordination. The foreman position would be responsible for the general maintenance of � the grounds, buildings and related park areas and direct supervision of the park maintenance staff and summer help. Further discussion occuned regarding overall needs for the City regarding personnel. Staff was directed to provide the committee with additional personnel and reorganization proposals for every department. A follow-up meeting will be scheduled for August. Motion by Baird, seconded by McClatchey to go back into Open Session at 9:15 p.m. Voting Aye: Baird,McClatchey,Murgatroyd Voting Nay: None Absent: None Motion carried. ,�.t ��� ' �Steven Mur atroyd, Finance hairperso� �