HomeMy WebLinkAboutMinutes - 8/18/2003 - Finance and Personnel Committee FINANCE AND PERSONNEL COMMITTEE MEETING
Monday,August 18, 2003
Aldermen Conference Room, 6:30 p.m.
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In Attendance: (�ommittee Members: Chairman Alderman Murgatroyd, Alderman Bolger, Alderman
Peterson. Also in Attendance: Mayor Low, Alderman Condon, Alderman Glab, City Administrator Maxeiner,
Assistant City Admini�trator Lockerby, Chief of Police O'Meara, Director of Finance Kline, City Clerk Jones
and Deputy Clerk Kun-r.er.
Also attending: Crina Swinney, representing District 15
Jim Hef�elfinger, School Board President District 156
�ndrew Weiland, Northwest Herald
Chairman Alderman Murgatroyd called the meeting to order at 6:34 p.m.
Chairman Murgatroyd announced the discussion concerning the School Resource Office would be limited and
followed by a brief preliminary discussion concerning the position of City Clerk. At approximately 7:15 p.m. a � •
conversation would take place regarding City of McHenry purchasing policies.
School Resource Officer
City Administrator Maxeiner informed the Committee that, following discussions regarding the School
Resource Office (SRO) at the Finance and Personnel Committee meeting held on August 11, 2003, direction
was provided to Staffto work with school district representatives in an effort to formulate a mutually acceptable
recommendation to continue the SRO program in the schools. The proposed agreement would assist Districts 15
� 156 financially upan expiration of the SRO Grant in August 2003.
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City Administrator Maxeiner stated an agreement has been reached with District 156 with the following
adjustments to the Intergovernmental Agreement:
• If at any time the Police Chief feels the SRO's are not being utilized correctly by the school districts he
has the ability to remove the officer.
• The Police Department would have the ability to remove an SRO from a school for temporary
reassignment as workloads may demand.
City Administrator Maa�einer noted District 15 has the option of utilizing the program as the District's
financial position improves, according to the terms offered District 156.
City Administrator Maxeiner noted the City Attorney determined that the school districts could spend
developer donation funds on items other than brick and mortar.
Alderman Bolger noted he is favor of the SRO Program, but unable to support a 60/40 split in costs. He
opined as the school districts encompass an area beyond the scope of the City's boundary, the City should not
be held financially accountable for the SRO Program.
Motion by Peterson, seconded by Bolger, to recommend Council approve the proposed Agreement as
amended between the City of McHenry and District 156 for the School Resource Officer Program for the school
year 2003/2004.
Voting aye: Bolger, Murgatroyd, Peterson.
`- Voting nay: None.
Absent: None.
Motion carried.
Finance and Personnel Committee Meeting
August 18, 2003
Page 2
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Discussion Re�ardin�the Citv Clerk/Collector Position
City Administrator Maxeiner informed the Committee over the past six years the topic of altering the
duties of the City Clerk/Collector has been discussed. He stated the Collector position was added to the duties
of the City Clerk to make the position a full-time management position in the organization. With the hiring of a
full-time Finance Director to manage the fiscal affairs of the City, City Administrator Maxeiner stated the
elected Collector's position is obsolete and redundant. The question before the Committee is what to do with
the position of City Clerk/Collector going forward.
City Administrator Ma}ceiner outlined the City Clerk's duties. He noted the City Clerk/Collector salary
is currently $54,500, $26,000 for the City Clerk and $28,500 for the Collector position. With the incorporation
of the Collector's duties into the Finance Director's position the loss of slightly over half of the salary for the
City Clerk/Collector would make the position part-time. The options available to Council are:
• Reduce the position to part-time with either a flat salary of$26,000 annually, or calculate the salary on a � �
per diem basis.
o Staff opined the Deputy Clerk position, which is appointed by the City Clerk, could provide
adequate support without loss of services should this option be selected.
• Add additional duties to the City Clerk position to support the salary remaining fulltime.
• Eliminate the position and incorporate the duties into existing staff.
City Administrator Maxeiner stated action was required soon to comply with legal requirements prior to
�next election.
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Alderman Bolger stated the City Clerk position in McHenry embodies a lot of history. Responding to
Alderman Bolger's inquiry regarding the various social functions cunently attended by the elected City Clerk,
City Administrator Maxeiner stated Staff sees a number of those functions being taken over by the soon to be
hired Community Projects Coordinator.
Alderman Peterson inquired about surrounding municipalities and statewide figures regarding the status
of City Clerk position and fulltime versus part time status.
Chairman Murgatroyd stated he would like to continue the discussion of the City Clerk/Collector
position at a future Finance and Personnel Committee meeting to be scheduled on either September 3, 2003 or
September 29, 2003.
The discussion was tabled.
Purchasing Policies—Local Vendor Preferences
City Administrator Maxeiner informed the Committee that several discussions have taken place at the
Council level regarding local vendor preference in procurement of goods and services. He noted historically
Staff has sought to maximize the City's revenues by obtaining the best price. In instances where local vendors
are competitive preference has been shown to the local vendor.
City Administrator Maxeiner observed preference programs in public sector procurement are prevalent
�.the State and Federal level with preference points assigned to vendors based upon minority status, women-
owned business, military points, etc. He noted these programs are less prevalent at local levels of government.
ice and Personnel Committee Meeting
.�st 18, 2003
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City Administrator M�einer stated should Council choose to utilize a preference program the level of
�rence would require definition. Additionally, Council would need to deternune if the preference applies to
�ods and services.
Staff recommends a policy of best price procurement in order to maximize the tax dollars received with
:rence given to local vendars in cases where a tie e�sts or the difference in price is minor between local
ion-local vendors.
Chairman Alderman Murgatroyd concurred with Staf�s recommendation. He opined he would prefer
City do business with local vendors, all things being equal. Concurring with Chairman Murgatroyd,
rman Bolger stated his strong support for local vendors.
It was the consensus of the Committee to direct Staff to prepare a purchasing policy to bring back to the , •
mittee for review.
Adiournment
on by Bolger, seconded by:Peterson, to adjourn the meeting at 7:29 p.m.
yes. Motion carried.
ectfully submitted,
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en C. Murgatroyd, Chairm
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