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HomeMy WebLinkAbout13A - July 16, 2009 (Special) COW SPECIAL COMMITTEE OF THE WHOLE MEETING July 16, 2009 The Special Committee of the Whole meeting was called to order by Mayor Schock at 12:30 p.m. at Hawthorn Hill Nature Center. Present: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Absent: None. City Manager Sean Stegall opened the meeting with a story about a tree branch that had been on a tree bank for approximately five weeks before it was picked up and that it had been seen by a number of city employees. His point was that employees should consider themselves as one unified group under the City of Elgin and not just as members of a particular department. Fiscal Services Director, Jim Nowicki, then gave a presentation on the financial outlook of the city through the second quarter of 2009. Regarding revenues, he indicated that property tax income is on budget; the state use tax and the telecommunication tax are slightly above; permits, license fees, and fines are on budget; and interest income is slightly below. He also noted that the sales tax is below budget and that the income tax has experienced a 17% decline. Mr. Nowicki noted that expenditures are on track at 45% of budget, but that overtime for the Fire Department is already 87% of what had been budgeted for the year. Councilmember Gilliam asked how the city would deal with the issue of overtime for the Fire Department. Mr. Stegall said difficult decisions will have to be made and that these discussions would begin with the 2010 budget discussions. Councilmember Prigge asked if it were less expensive to pay the overtime or to hire additional employees. Mr. Nowicki said it was generally better to pay the overtime. Mr. Nowicki estimated there would be a $3.3 million deficit for the year noting that it might be necessary to use cash reserves to cover this deficit. He also estimated that the riverboat revenue would be $2.3 million below budget. He said these shortfalls would have to be addressed in the 2010 budget. Mr. Nowicki was asked by Council to get comparisons on reserves from other cities, including those with riverboats. Mr. Stegall stated that every community is dealing with the same type of fiscal problems, but that Elgin is resilient and prepared to confront these challenges. These challenges have both technical and adaptive components, which require adaptive employees to deal with them. Mr. Stegall explained that the adaptive employee will need to be self-directing, multifaceted, and multi- skilled, and will need to work within a network of both public and private sectors. One area that may need to be reevaluated is the civil service system. Mr. Stegall felt the current system limits flexibility in both the hiring and promotional process. Mr. Stegall then introduced organizational changes that would be made within the city. Human Resources, MIS, Code Enforcement, Management Information Systems, and Special Events will report to the City Manager’s Office. Community Development and Risk Management will report to the Corporation Counsel’s Office. Three new divisions will be created. The Division Special Committee of the Whole Meeting July 16, 2009 Page 2 of Special Projects and Organizational Development will be headed by RuthAnne Hall. This division will handle special projects, and research and development. Two new full-time positions will be added to this area. The Division of Public Information and Intergovernmental Relations will be lead by Sue Olafson and a part-time position will be created to assist her. This division will handle communication, grant coordination, and work with other government partners. The Division of Community Engagement and Special Events will be headed by Cherie Murphy and a part-time position will be created. This area will deal with the city’s sustainability efforts, volunteer coordination, work with the various neighborhood organizations, and oversee Special Events. Mr. Stegall also announced that Lt. Glenn Theriault would act as a liaison between the Police Department and other city departments, including Public Works and Code Enforcement. Mr. Stegall stated that the term “customer service” does not apply as the city’s residents are not customers, but citizens. He said the correct term was “citizen relationship management”. A customer is a consumer and is there to be served. A citizen implies neighbor, interdependence, and collective needs. A citizen serves and is served. Mr. Stegall then introduced a 311 program and how it would function. This project could take two years to implement. Councilmember Kaptain said that he would like to see what other communities are doing in this area. Mr. Stegall said he would provide a 311 report from the City Managers’ Association. Councilmember Gilliam agreed that the city needs to change its process of handling complaints. Mr. Stegall said that further discussion would take place during the Executive Session meeting of July 22, 2009, and that a date will need to be set for a strategic planning session. Councilmember Dunne said he would not be attending the meeting of July 22, and it was agreed that this discussion could take place at the August 12, 2009, meeting. A brief discussion was held regarding Fire Department residency requirements and it was agreed that this issue will need to be more fully discussed in the near future. Adjournment Councilmember Gilliam made a motion, seconded by Councilmember Warren, to adjourn the meeting. Upon a roll call vote: Yeas: Councilmembers Dunne, Gilliam, Kaptain, Prigge, Steffen, Warren, and Mayor Schock. Nays: None. The meeting adjourned at 3:45 p.m. s/ Diane Robertson August 26, 2009 Diane Robertson, City Clerk Date Approved