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Admin Committee Minutes 1999 11-23-99 UNF17ED CITY OF YOPKV1LLE Committee Meeting— Administration Date of Meeting: November 23, 1999 Time Convened: 6.35 P.M. Location: Yorkville Iligh School Library Time Adjourned: 9:15 P.M. Attendees: Mayor Art Prochaska Mike Englehardt Tony Grant Mike Anderson Larry Kot Rose Spears Robert' Allen Richard Sticka Sue Swithin Jim Nanninga Chris Rawlings Laurie Dunn -Refer Discussion: 1.) Investment Policy — We have been reviewing this Tor awhile. City Council would have to approve anything that Allen or Nanninga suggested- They would not be allowed to use any bank out of town. This policy needs to be in place by January 1. Allen needs to include investment assets to 1.13. Make changes and b .� COW on December 9 for passage on December 16. 2.) Tax Levy —'The Library has asked to be brought up to their full levy amount. Other then development fees they do not get any financial help from the City. Kot has no problem helping out the Library with the levy as long as we keep the rate the same. CP We need to educate the public. This is kind of a backward way of doing things. The levy has to beset by the second week of December. We will not be able to find out from the County what the EAV is until February. It is not our intent to raise taxes. We still need to discuss what we want to do with those fiords internally. The difference for the Library is approximately $4,000 to $5,000_ In February, once we find out the final rate then we will know the amount_ Tf we keep the rate the same there still may be an increase of $4 to $5. Public hearing will be fi nal n tDec em er 9 � at the COW meeting. The breakdown may be adjus remain the same. 3.) Subdivision Review Fees — In and out of the City — Take to COW. Nanninga believes this was already discussed and decided on but it needed to go to COW. 4_) First Time Home Buyers Program — Renewal for program_ Program is currently in place. Castle Bank uses it a lot. There is no cost to he City and it does not effect our bonding_ We need to.pass a resolution and an ordinance. Take to COW. S.) Purchase File Cabinets —State Bid— We just got this today. We are looking at what the State bid has to offer_ We are lookinng at ptl4Asing 1ijh.1 Sii6 fiIr- : +.acts and flat drawers for engineering. The file cabinets need to be fire proof. They l rold be painted to match all the other furniture. We need to check the ordinance on what the Alderman are suppose to get. Mayor Prochaska thinks they are suppose to have two drawers_ Mayor Prochaska would like to schedule an Alderman walk through at the new building on Friday November 26 ° i at 10:00 am. He will talk with Graff about it. Nanninga is asking to purchase the file cabinets and flat drawers. Cost is approximately 58,800. If we have the Funding then take to City CoLmcil. 6.) Health Insurance — Englehardt went through the entire market. The actual increase is about 11 percent With the PPO/HMO we can not go any lower unless we add in a co -pay. Next year we come off the rate cap and we probably will not see a lower rate. Anthem Fixed, Anthem Maximum, and American HealthCare Providers plans do not include Dryer Medical Clinic. They do cover Fox Valley Medical_ To get out of a bad situation we could look at self funding options_ This would give the City more control over the health insurance. it would help to keep the rates low but you have to have the cash now to do it It would require some drastic changes and Engelhardt would not recommend it at this time. Renewal with Blue Cross/Blue Shield would still cover any pre - existing conditions. Blue Cross/Blue Shield covers 94 percent of the doctors in Illinois. We will have five months at a higher rate. Englehardt recommends the renewal with Blue CrossMlue Shield. We need to be responsible with our employees and also financially. Nanninga and Graff really have not heard many complaints with Blue Cross. Stieka and Anderson agree with Engi,_ylardt on the renewal_ We have also added a few new people, but even without the new people our increase would have been at 10 percent_ Take to COW. 7.) Results of Salary Survey — We are still working on it_ Survey is complete but it is not put together. Nanninga has been working on the revised budget and he is adding another column for next year's budget Next year is going to be a hard year because of our loans that will be coming due. We will suffer the full effect. It will probably take two years to get everyone brought up. We are looking at doing this as a two -year project. Cost of living plus a merit increase. We need to be careful with the merit increase and when it is given. If given out by birthday or anniversary date we need to make sure there is enough money there to cover the end of year increases. 8.) Additional Business — City Web -Site — Dunn -Refer and the Web page students have done a lot of great work so far. They are looking for help from the City to get additional information. So far the web page shows a map of Yorkville with many of the accessible routes into the City. It shows a table of contents to use as a quick find and it also gives you a general overview. They are hoping to incorporate a photo of all the City officials with a link directly to their own homepage. They have incorporated a photo album of the City. The students or the teacher has taken most of the p hotos. If you click on the photo it will enlarge. They can not go any further until they can get more information for the City. Everything going to the web page has to go through the police department. If we have information it need, LL go to Molly Batterson either in a hand written or typed format_ They can provide a link directly to the library or parks or anywhere else, but it should be consistent_ They would like to have a list of businesses from the Chamber of Commerce. Graff is looking to have the web page available around February_ They students would like things to be consistent The students are available for hire out and their pay goes into a scholarship fund account. Vehicle for the Recreation/Park Department — Swithin is requesting the purchase of a vehicle for the recreation department. She has been using her own vehicle for the past three years. She has ran up the milage and damaged the interior with equipment. The park board would like to have an advertisement on the side for the rec. department. Swithin talked with Dempsey Dodge in Plano and they are willing to allow for a 25 percent donation off the price of a van. They have a green used Grand Caravan with 12,000 miles for $16,496 total. This price includes the donated amount from Dempsey. They money has not been budgeted this year but there is an inactive money market account that has not been budgeted for anything. Swithin would like approval from the Administration Committee. She has been under budget every year for the past four years. The rec_ department has really grown. Swithin was told that the City does not compensate for business within the City limits so she has not be compensated for that business. She would be driving the van the majority of the time but would not use it for personal reasons. She would want to drop her kid ofFat school on her way to work and home, etc. It would not be used as a passenger van to transport kid to and from events or programs. Swithin has extra space in a garage at home where the van would be parked most of the time when not in use. Swithin plans on putting together a five -year plan for capital expenditures. Anderson and Kot recommend this purchase. Take to COW. Mayor Prochaska want to make sure it will not be used for transporting kids to and from events_ There may need to be a written policy. Interfund Borrowing —Allen has meet with Mayor Prochaska and Nanninga. Allen is looking to repay $35,000 from the general fund to the water operations fund. This should not cause a problem at the end of the year. The trust and agency account shows a deficit. Richard Scheffrahn tried to pin point this for some tirne. The trust and agency account is just a pass through account. Mayor Prochaska suggest that we just forgive it The City Council can vote to forgive the account. We need to make sure that we forgive the amount we need to forgive. There may be money sitting there that has not been transferred out yet. We do not want to end up with negative numbers in the general fund at the end of the year. Take to COW. City Hall Plaque — Wywrot asked for this topic to be discussed_ What lett?,ring do we like best. Everyone agrees on the second option. Take to COW. City Hall Construction Invoices — Mike Miller is asking for payment on part of an invoice_ We did not agree to pay for the flooring and beam analysis. We should pay for the consulting part of the invoice of $1,734_ Put on bill list to be paid. City Flag —Spears is waiting for the guy to return her call_ He has been on vacation_ Voting on Payroll — Sticka feels it is a waste of time to vote on payroll. Are we not going to pay someone for working? Most of the time the employees have already been paid. We have agreed in advance to pay them. Find out from Dan if there we legally need to vote on it. Basically when we vote we are agreeing on the expenditures. Adhock Committee — Allen would like to have Committee members on the Adhock ' Committee_ Mayor Prochaska said that with the building he contacts two Council members before making a decision- Aetna/Dan — Alien would like a consensus from the Committee on how long we should wait for Dan before we contact the States Attorneys Office? We need to find out where Dan is. Sometimes legal issues take along time to settle. Mayor Prochaska 1 will request a-f ll report from Dan. Allen is wondering if we need to give Dan a dead line? Cell Phones — Spears is wondering why the monthly bills are so high_ Do we feel that $300 for one month is excessive? Minutes by_ Mollie Dunn