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Admin Committee Minutes 1999 07-13-99 UNITED CITY OF YORKVILLE C:omnlittee Minutes — Administration Date of Meeting; July 13, 1999 Time Convened: 6:35 P.M. Location: 1'l 1 W. Fox Time Adjourned: 7:40 P.M. Attendees: Mike Anderson Larry Kot Rose Spears Art Prochaska Ji m Nanninga Bob Allen Discussion: 1,) City Flag — Spears still need to contact Holly Wilson to find out if there is a copyright on the flag that she designed and to let her know we would like to update our flag- If we are going to have a City flag then the copyright needs to be released. We are looking to open like we did with the Dare car. The Committee will pick three finalists and then have the residents vote. Spears will get all the information from IJolly Wilson_ The Committee needs to decide on guidelines. 2.) ] ob Descriptions for Discussion — This is the administration staff job descriptions to consider descriptions along with pay increases. Mayor Prochaska would like to encourage continuing education_ He would like to have some back up knowledge. Spears has a copy of GratF's job description but she needs a copy of Nanninga's. Mayor Prochaska would like to have this completed by the next fiscal year_ With the new building some descriptions may change. Kot would like to get a recommendation from Nanninga We need to look at the salary structures. We do not want employees to leave to go to another community, Nanninga will start working on this. 3.) Tower Ordinance — Progress Review — The copy dated today is more inrdepth then the last copy we received, Copy dated today is from the INE, but it only puts a fee on the tower. The goal should be to also cover locations. Dan would like to have a list of requirements that the Committee would like included_ Stuart Chatman was going to do a survey and give locations, Sticka was going to give us some information after the consortium met again_ Mayor Prochaska feels that the biggest issue was the fee structure. Anderson thought Sticka was going to check into the fee structure also. What do we want'to charge fora tower? Kot is wondering if we could exempt a not for profit organization? That would probably be ok unless they are using it for commercial purposes, We really need to establish some standards. Clean up last ordinance, Put in our zoning. 500 feet from residential and 500 feet from our arterial roadways. We need to know what we have in town, heights, and locations. 4.) Outstanding Receivables —List of Bills —We have over $20,000 in outstanding bills, Some are just uncollectable_ If we were to send them to a collection agency then we would only get 50 percent of what is collected or we would just end up spending more money. We had a person on this list that requested an itemized bill, the city can not produce one, so he is refusing to pay the bill_ The bill just says engineering fees, but he wants to know specifically what he is being charged for. Nanninga would like not to bill monthly. Maybe we should put the bill away until the person comes back in for something. Then force them to pay the bill that way, before we d oe work- Nanninga n would like to get some of this stuff off the list_ Staff is looking for a policy, produce itemized bill then it is a mute point. We have never really leined anything- Most of the bills are for engineering fees. Mayor Prochaska suggest that ifthere are bills that we can itemize, then continue to try to collect, if we can not then that is different. Now we require a deposit before we do any work if the bill is for mowing or weeds then we can lein the property_ Anderson has a problem with just writing the bill s off. If we send to collection then at least we get half and that is berter then nothing. Maybe we should just try to contact these people and explain that we would like to collect the money they owe us. Nanninga will contact AutoNatiou- if the property was never purchased then we have nothing to leis_ The fees were high when we used Pavia Marling_ A leis is a longer time frame, e, but would be more money then sending to a collection company. With weeds the property leined quicker, like in 90 days. We can find out from the County if the property has been sold. -1- Nanninga suggest a lein after 90 days. We would probably get most of that money. Kot feels that we need to have a formal policy for weeds. Spears feels that for each letter we have to send requesting payment we should be including a fine or penalty fee plus our administration fees. Nanninaga will send letters to anyone with a bill that we are going to write off. 5.) Litigation Update — Right now we are not being sued by anyone that Dan is aware of. Dan has been working the Nicholson's attorney. We are reissuing tickets. 6.) Additional Business: Budget Report — Report is looking good. Garbage Contract — Contract is coming up in about one year_ We have had some problems with Waste Management and the ports potties. Uwe are going to use them then we need to sit down with them and be specific on what we want and need. We can change but then it will cost more money and we haven't budgeted for it. They do give us free porta potties for hometown days. We are not binded by a contract. Nanninga would like to sit down and meet with them Nanninga deals with Swithin and she deals with Waste Management. Kot feels we need to gave them something in writing. Nanninga would like to give them a chance to get things together. Deputy Treasurer — Deputy Treasurer told Allen she did not remember see a job description and appreciated getting a copy. EDC Coop Fund — Before the budget was adopted Allen objected to the EDC Coop fund, The school board passed to help with it. Allen had a resident object to it. Allen wanted to let everyone know we will be hearing more about his opposition Edmeier Group — Allen had brought up that E-dmeier Group did not fulfill their agreement and it was not in the minutes for that meeting. Approval of the minutes is done at the City Council and it should have been brought up there. Allen did not feel that he was heard publicly. Game Farm House — There are at Ieast four people interested in the house. Minutes by: Mollie Anderson -2-