City of Peru Finance and Safety Services Committee met March 14.
Here is the minutes provided by the Committee:
COMMITTEE MEMBERS PRESENT: Aldermen Potthoff, Ferrari and Payton present; Alderman Radtke arrived at 5:10; Mayor Harl absent.
OTHER PERSONS PRESENT: City Clerk Dave Bartley, Alderman Sapienza, ASM/Police Chief Doug Bernabei, Finance Officer Justin Miller, Human Resource Manager Kim Reese and Economic Development Director Bob Vickrey
MATTERS DISCUSSED
Alderman Potthoff made a motion to approve the minutes of the February 14, 2018 Finance & Safety Services Meeting. Alderman Payton seconded the motion; motion carried.
The Committee reviewed and approved the disbursements for payment on March 21, 2018.
PRESENTATION
Economic Development Director Bob Vickrey updated the Committee regarding progress with Buxton with a presentation scheduled on Monday, March 19th at 10:00 a.m.
Economic Development Director Bob Vickery a
Human Resource Update- 03/14/2018
Health Insurance Transition Update
ÿ Claims Delayed-Processing through KBA
ÿ Prescriptions are still problematic, some employees report savings while others report significant increases.
Workers’ Compensation Claim
ÿ Police Department Loss Time case will require surgery and result in significant loss time.
Weight Loss Challenge Update
ÿ Follow-up Challenge with No Gain Maintain program.
ÿ 2nd Weight Loss Challenge in late spring along with Mileage Challenge, 5K and picnic Human Resource Manager Kim Reese requested permission to seek part-time applicants for Human Resource support staff. The Committee was supportive and approved.
Human Resource Manager Kim Reese stated the Health & Wellness Committee will review options for the voluntary vision insurance.
Committee discussed and approved purchase of new police vehicle through Schimmer Ford with governmental bid assistance with trade in of the current airport courtesy car and reassignment of police department vehicle to the airport.
The Committee discussed liquor license fees and recommended the following:
· Class A $500
· Class B $500/$1,000 over 10,000 square feet
· Class C $500
Finance Officer Justin Miller provided the following finance update:
Finance Report- 03/14/2018
1. Actuarial Update
ÿ Fiscal 2018 pension actuarial study in progress
2. New Grant Procedures and Controls
ÿ Ethics training for financial handlers
o General memo
ÿ Procurement policy for grant awarded projects
o Handout
3. Fiscal Year 2019 Budget
ÿ January- meet with department heads on needs
ÿ February- first draft handed out
ÿ March- final drafts and final revisions
ÿ April- budget hearing and council vote
4. Employee Evaluation Process
o Discussion/Handout
Finance Officer Justin Miller discussed wages for accounting position and recommended change of wage ranges. Finance Officer Justin Miller asked for the following:
· A defined process for evaluating non-union administrative staff and related compensation during their first three years of employment.
· Redefining the staff and senior accountant s wage range by using market comparisons
· A one-time wage adjustment for current staff accountant from $17.17 to $19.80
o The one-time wage adjustment takes into consideration the employee s two years of service and growing role within the department. The recommended adjustment is within the wage ordinance s current range for the staff accountant position.
Finance Officer Justin Miller reviewed a memo from City Engineer Eric Carls regarding employee performance review for non-union administration staff. Finance Officer Justin Miller outlined the following:
· Proposal is to allow Department Heads to perform evaluations on new-hires, which meet the following criteria:
· A non-union employee
· Administration staff
· That have an established salary range within the wage ordinance
· The employee performance evaluations will be completed throughout a given calendar year; as the Department Head sees fit. Any salary adjustment will be made by the Department within the parameters below. All evaluations and salary adjustments will be presented to the Finance Committee, upon completion.
· The adjustment period for a new hire is proposed to be the first thirty-six (36) months of their employment with the City of Peru. Within the first thirty-six (36) months Department Heads have the discretion to adjust the employee s salary in a given year by the following parameters:
· Year 1 0%-6%
· Year 2 0%-10%
· Year 3 0%-8%
· All adjustments must be supported by a completed evaluation form, signed by both the Department Head and the Employee
· Stated that it relates to the ability to properly evaluate employees, good or bad, and this proposal is a good tool for Department Heads to work within reasonable parameters to reward or discipline employees, all while not repeating historic events.
The Committee agreed to support the proposal of Justin Miller and memo of Eric Carls.
Finance Officer Justin Miller presented the proposed purchasing policy and includes the following:
· Code of Ethics
· Conflicts of Interest
· Gift and Gratuities
· Approval of City Purchases
· Emergency Purchases
· Exemptions
· Expense Reimbursements
· Local Vendors
· Credit Card Purchases
· Non-Discrimination
· Competitive Bidding Requirements
· Prevailing Wage
· Procurement for State and Federal Projects
Finance Officer Justin Miller, Alderman Potthoff and the Committee reviewed the draft budget.
Alderman Potthoff discussed the cell tower offers and asked that a motion to approve offer form American Tower be placed on the next regular agenda.
NEW BUSINESS
PUBLIC COMMENT
CLOSED SESSION
Alderman Potthoff made a motion to adjourn. Alderman Ferrari seconded the motion. Meeting adjourned at 5:20 p.m.
https://www.peru.il.us/minutes/finance-and-safety-services-minutes/2018-fs-2/3984-finance-and-safety-services-minutes-03-14-18/file
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