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