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HomeMy WebLinkAboutMinutes - 3/12/1998 - Finance and Personnel Committee � FINANCE COMMITTEE MINUTES March 12, 1998 Members Present: Chairman Alderman Murgatroyd, Alderman Baird Absent: Alderman McClatchey Others Present: Mayor Cuda, City Administrator Lobaito, City Clerk Althoff, Alderman Glab, Director of Parks and Recreation Merkel, Director of Public Works Batt, Street Superintendent Rich Stull and Wastewater Treatment Superintendent Gene Hester Alderman Murgatroyd opened the meeting at 7:10 P.M. stating the purpose of this evening's meeting was to continue discussion on the 1998-99 budget specifically personnel requests. REQUESTS FOR NEW EMPLOYEES Public Works Department City Administrator Lobaito noted the Public Works Department was requesting four additional employees; two wastewater treatment operators, one street maintenance worker and a junior clerk. The increase in wastewater treatment personnel is directly attributable to the expansion of the � South Wastewater Treatment Plant. The new capacity requires a fulltime staff as opposed to the current half day staffing of the facility. The increase in lift stations requiring daily maintenance has also added to the staff's need for additional help. Wastewater Superintendent, Gene Hester, also stated currently the staff is negatively impacted when one member is absent, be it vacation, illness or personal time. Cross-training of personnel is also virtually impossible with the current number of staff. In response to committee inquiry, Superintendent Hester stated the current wastewater staff includes five wastewater operators, an Assistant Superintendent and himself. The South Wastewater Treatment Plant expansion was tentatively scheduled for completion by October, 1998. Superintendent Hester stated construction was approximately six weeks ahead of schedule. As the individual hired to replace the current staff inember slated for the South Wastewater Treatment Plant will be hired in August, a full years' salary need not be budgeted. Personnel from other Public Works Divisions cannot be utilized as these positions require specialized training. It was noted the 1972 s�mi-trailer truck used to haul sludge between the two treatment facilities needs to be retired. In response to committee inquiry, Director Batt and Superintendent Hester stated this division will not require any additional increase in personnel for a long time after the hiring of the two currently requested wastewater operators. Some discussion followed regarding the feasibility of privatizing sludge hauling. Director Batt explained scheduling problems makes � Finance Committee Meeting `,, March 12, 1998 Page Two privatization cost prohibitive. Superintendent Hester also noted current city facilities permit storage of dry sludge, however no storage exists for dewatered sludge. Superintendent Hester noted the South Wastewater Treatment Plant expansion includes the computerization of equipment and extensive training as to the equipment's use and maintenance will be required. The request for two additional wastewater operators will permit a staff of three at the South Wastewater Treatment facility and six at the Central Treatment facility. In response to committee inquiry Director Batt noted summer help was typically used for building maintenance projects. Superintendent Hester was excused at 7:30 p.m. Director Batt continued noting the Public Works Department's Street Division was requesting the creation of a clerical position at the Junior Clerk, grade two classification. This clerical employee would replace the Assistant Street Superintendent assisting the Street Superintendent as well as the Supervisory staff `„ with purchasing, service requests, filing, work orders, answering customer inquiries and requests as well as general office assistance. The creation of this position, to be located at the city garage, will also provide better customer service. The position would also permit the Street Superintendent to spend more time in the field as opposed to time in the office handling paperwork. In response to committee inquiry, Street Superintendent Stull noted some office renovation will be required however renovation of the current washroom facilities is a necessity within the 1998-99 fiscal year. In addition to the clerical position the Street Division is requesting an additional Streets Maintenance individual. Director Batt noted nine snowplow routes are currently in place however major snowfalls necessitate the use of employees from other Public Works Divisions. He stated ten snowplow routes could be created, however budget constraints made this optimum routing impossible. Streets Superintendent Stull stated the growth of the community in addition to the numerous properties recently annexed to the city has negatively impacted the streets division with regard to increased workload. The City of McHenry's population has increased by 50% while the Street Division staff has increased by a much smaller percentage. Other Public Works Divisions will be positively impacted as the Street Division currently "borrows" staff from other divisions, ie: � Finance Committee Meeting �, March 12, 1998 Page Three snowplowing. Director Batt stated efforts must be made to increase the size of this specific division over the next few years. Numerous maintenance projects are backlogged due to a lack of time and bodies as well as the use of city crews for specific projects, ie: Lakeland Park Drainage and Downtown Revitalization. Director Batt and Streets Superintendent Stull were excused at 7:50 p.m. Parks and Recreation Department Director of Parks and Recreation Merkel stated the need for an additional Supervisor, specifically for Athletics. He distributed an organizational chart for the Recreation Department as well as the positions anticipated responsibilities. A comparison of other municipal recreation department staff size of similar population was distributed. The number of recreational programs offered by the City of McHenry from 1995 to the present was reviewed. The committee noted the number of recreational programs offered has decreased each year since 1995. Director Merkel informed the committee currently the Recreation Supervisor and he spend sixteen hours a day, seven days a week supervising and managing the �, programs. Director Merkel stated in his position he needed to spend more time supervising parks and park projects, ie: Brookside Park development, Neumann Park and the Petersen Farm Land Purchase. Director Merkel also noted pool maintenance is an issue. Currently the Recreation Department depends on the City's Water Department personnel to maintain the pool equipment, chemicals, etc. An Athletic Supervisor could become responsible for this facility, equipment, etc. Director Merkel also noted the City of McHenry's 100 summer part-time employee staff needs to be better supervised. Some discussion followed regarding reducing the number of recreational programs offered by the City of McHenry's Recreation Department. The committee noted although the City does not have the same flexibility as a Park District the community's expectation of services is similar. Further discussion followed regarding the fees charged non-residents. Director Merkel reminded the committee about the inter-governmental agreement in place with the School Districts. Any programs conducted on school property must be offered to all school district residents at the city resident price. As much of the school district boundaries fall outside the city's corporate boundaries a financial impact is assured. Mayor Cuda suggested budgeting a specific amount of money for the Parks and Recreation Department and directing the Parks and Recreation Department Head to work within those budget parameters. � Director Merkel also noted the Supervisor position would, probably, not be filled until sometime in August permitting the budget to reflect an eight or nine month salary figure as opposed to a full twelve months. Finance Committee Meeting March 12, 1998 � Page Four Director Merkel was excused at 8:35 p.m. Administration City Administrator Lobaito reminded council when he was hired council had discussed the desirability of hiring an additional administrative middle management person, either a Finance Director or Administrative Assistant. City Administrator Lobaito recommended the creation of a Human Resource position. This position would be responsible for all personnel issues, the City's risk management pool (MCMRMA) and assist with the centralization of personnel, payroll, and insurance matters. As the City of McHenry staff has grown these areas have become more critical and require greater attention. Currently the Personnel Clerk is handling many of these responsibilities. The hiring of the Human Resource person would shift some responsibilities of the Personnel Clerk allowing the Personnel Clerk to assist Senior Clerk Christensen with Budgetary issues and other other financial duties. Motion by Baird, seconded by Murgatroyd to go into Executive Session to discuss Personnel at 8:45 p.m. Voting Aye: Baird, Murgatroyd � Voting Nay: None Absent: McClatchey Motion carried. Motion by Baird, seconded by Murgatroyd to go back into Open Session at 9:49 p.m. Voting Aye: Baird, Murgatroyd Voting Nay: None Absent: McClatchey Motion by Baird, seconded by Murgatroyd to adjourn the meeting at 9:50 p.m. Voting Aye: Baird, Murgatroyd Voting Nay: None Absent: McClatchey The meeting was adjourned at 9:50 p.m. � � Steven Murgatr d, Finance Chairman