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Admin Committee Minutes 1999 12-14-99 1 UNITED CIT OF YORKVILLE n • -� Committee'Minutes — Administration Date of Meeting: December 14, 1999 Time Convened: 6:30 P.M_ Location: 111 W. Fox Time Adjov..._ -.1 - -' P.M. Attendees: Jim Nanninga Mike Anderson Rose Spears Roily Baker Bob Allen Richard Sticka Mark Miller Oan Corenti Mayor Art Prochaska Larry Kot Discussion: 1.) City Hall Architect — invoice 44_ Mark Miller and Dan Corenti to attend — Mike Miller is very happy with the construction of the new building aid feels tiaat Light Construction has done a good job. He feels that we are getting a quality product and there has been a good team effort from everyone involved. They tried to work with the contractor to supply the material they could use. The origrT.�: - A.b.. ^atcria? � could be used but the contractor could not get it from a lumberyard where he had an account They would have had to pay up front for the materials before they got paid on it. The hours that were billed were for consulting services to make sure that the material was comparable. There were also long lead times on the original design material specified. Wywrot did approve them to do this consulting. Time was spent to find out where material was available and re- engineered for the pre - manufactured flooring. It took about 40 hours worth of time. They feel like they were caught in a decision that was rnade by the contractor. The contractor should have ordered the material sooner_ Detmer did some research and found out that the material is actually cheaper. Miller and Corenti recornmend that we back charge the contractor. The material is available but it would have taken some time to get. It would have brought a stop to the construction. The contractor caused the problem. The contractor figured out the mistake and called the consultants to find a solution, and then they sent a bill. The consultants did not do anything that Wywrot did not approve. The situation with the heating and cooling systems may also have another bill attached to it, that should be charged back to the contractor also. Concept 3 was concerned with the performance of the heating/cooling systems. Miller is asking•fojr payaa ;,;Tben we will need to do a change order. We will also need to let the contractor know that we are going to back charge them and give them the amount. We will notify them in writing. t 2.) C'irst Time Hdme Buyers Program ttesolution — Gbiiig to City Council_ - --- - - - - - - - - ,- y• . «raw'@ �:d'e�>kC -Jc ._. 3.) Salary Survey — it has been advised by our Labor Attorney's not to discuss this in open session at this time_ It will need to be discussed in Executive Session. Executive Session is scheduled for Thursday. The Labor Attorney's will be available on January 6 or at the Executive Session meeting. Any documents need to be kept confidential. Any vote will be in open session. 4.) Cour,ty ;cciucst — Ivletra Study — We received a letter from the County. They are looking for money to be put toward the Metra Study. They are looking for $6,000 total. We could pay it in two payments. S' ,000 in this fiscal year and $3,000 in following fiscal year_ It might be mistake not to help fund the study. We need to keep this in mind when planning the budget. Anderson is in favor_ We should be a contributing part. Bring up as an informational item at COW. 5.) City Vehicle Policy — Mayor Prochaska is looking for input. Be talked to Kim. She talked with the auditors. We do need to have a policy for employees that have City vehicles. Are they on call 24 hours? If they are not on call then it has to be counted as income. We never did a resolution. Nanninga, Wywrot, and J.T_ should be on a 24 -hour call position_ The police are a totally separate issue. We really need to look at the administrative positions. Technically any personal use should befogged: We need to find out what they legalities are. Policy should state that the vehicle is not to be used for personal use. Even for a 24 -hour call position, the vehicle should be used for City related business_ It should all be in one resolution. It will neea to be added ' to the employee manual_ We also need to find out about passengers. We may be able to find out information on passengers from the TML. 6_) Revised Budget — Revised budget is not much different_ We have an estimated $20,000 from sales tax but, utility tax is low. Usually in the wintertime there is a jump. Building permits are at 85 percent at 57 percent of the fiscal year. Permits are up_ Nanninga is expecting to lilt the target. In finance we have increased the contingency to $30,000. The police department budget shows 2,000 percent over on one item, and then 1,400 percent on another item_ This is .a grant issue and we are working on putting in additional line items to show revenue and expenses. Connection fees are up. $10,000 was added to the Municipal Building fund. The oak panels for the front of the desks /tables in the Council Chambers are very expensive. We need to find out about this before we order the furniture. Finance Contigency, by State Statue we may need to vote on reducing from one fund to increase another fund. We are still paying Bobbi Erdman until we have someone on board. $90,000 either way. 7.) Office Furniture — Map rails are a one inch rail for hanging up maps, it eliminates the need for putting additional holes in the walls. These would only biff put'dri - full - walls l in Nanninga's office and Council Chambers. On the State bid the prices are high. Fire proof file cabinets are $1,050 each. We need three of them. W need more { regular cabinets. We are out of room here. Colors are sand and teal. They tried to go with a mix of feminine and masculine colors. Graff is taking care of the Police Department side. Might be able to get quantity discounts. The Police Department needs is different than the administrative departments. There is a 15 -year guarantee unless the manufactures guarantee is greater, replaced freight free, and ,part or ail is replaced There is a four to six week delivery time. We will not have in time for the move. We will have to use whii we have for a while. Cringing hold the iudiehee I chairs together in a straight row in the Council Chambers. Shipping covers to building but does not include set up. Rectangular table will fit better in Nanninga's office than a round table. Tn the reception area there will be two chairs and a table. Baker is still chekcing on mats for the entryways and runners for high traffic areas. There is about $30.000 budgeted for office furniture_ Sticka and Kot feel that we have done a nice job making sure the people that are going to see it everyday agree on the colors_ We are also purchasing some good used furniture. We need to authorize the purchase. This can go to City Council on Thursday on our recommendation. National Business is lower then the State bid_ Pricing on the chairs is per chair. Checking on tables for the department heads to go in front of the City Council. 8.) Additional Business — Appliances — We are looking at two microwaves, two T-.,�. ... .r -...- _ foot re ' . 'r "ge'raloe with refrigerators and one gas stove. Sandy has gotten prices on a the ice and water dispensers in the door. She has gotten p rices from Sears, Best Buy, and Circuit City_ All total pricing from Best Buy is $2,200. We cam! . 1 _ - 1 ;' base service agreements. Five year warranty on the refrigerator. Sandy and Graff worked on this together. They found pricing on the side by side refrigerator with the ice and water dispensers to be very close to refrigerators without the dispenser. Nanninga will get the pricing with and without the dispensers. Mayor Prochaska would also like to have Sandy check on pricing from Grant's in Joliet. City Flag— Sticka likes the flag but does not like the statement. Do we want to buy 12 flag for $900 if we might decide to change the logo? A flag probably last approximately two years. Take to COW. Voting on Payroll — Kramer has not gotten back to us with any information. Transition Fees - We charge 51,500 per home. The schools have not indemnified us. Tf we were to get challenged and it went to court there is the possibility that we would loose and have to return the money. Since the City collected the money then the City would be responsible to return it. Tf the school district does not want to indemnify the City then we should stop collecting the fee. The ordinance needs to be disewssed and we need to invite someone from the Plano School District. We need to' ask Dan for copies for everyone. Bring back for future discussion, 1 j Economic Development Coop Payment — T-Talf of the payment is due. Mayor Prochaska does not think it was put on the bill list with the higher amount for this fiscal year. Minutes submittedby_ Mollie Dunn -3-