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Admin Committee Minutes 1999 05-11-99 UNITED CITY OF YORKVILLE Committee Minutes — Administration Date of Meeting: May 11, 1999 Time Convened: 7 :00 P.M. Location: 111 W. Fox Time Adjourned: 10:45 P.M. Attendees: Jun Nanninga Rose Spears Richard Sticka Jack Magnuson Richard Scheffrahn Bill Block Bob Allen Mayor Art Prochaska John Swalec Shorty Dickson Discussion: 1.) City Insurance Review — Looking at new premiums for insurance. This is workman's comp, auto's, and property insurance. Because of a recent accident the workman's comp is going to go up. Zeiter Dickson's Jack Magnuson would be the agent of record. Illinois County Risk Management is a cooperative program. They insure the County. It is very similar to the Illinois Municipal League. Risk Management just started accepting Municipalities in the last several years. Zeiter would serve as the first line of defense. Magnuson would be at the disposal of Graff and J.T. and he would deal with Dan and Kim. Risk has a program where they would come in and train the employees on how to keep from getting hurt. We are currently two weeks over our renewal date. Nanninga asked Magnuson to look around for insurance. In two years before the plan expires we should go out for rebid. Risk Management will cover us back before inception date. With the IML program we would have to sign a three year commitment. There are a few differences in the clauses but nothing significant. Magnuson feels that both programs are good and the both are managed very well. Since 1994 they have been pay dividends. We would not get a dividend until the fourth year, assuming we stay with them. Risk Management will cost $3,000 more then the IML program. The IML got involved when Insurance Companies did not want to cover Municipalities. They worked together to form a self-insurance. Laws have been made more user friendly. The IML program offers a loss prevention program. They recommend replacement insurance on buildings, functional replacement. Martin Boyer Company in Chicago handles the claims. Mayors and Village Presidents govern them, so if they think something needs to be changed they change it. Auto insurance covers up to $6.75 million with no aggregate limit. This program is designed for Municipalities. They do not exclude flood zones. They do a lot of loss control and safety training. They offer a locked in rate and a two year commitment, Our fiscal year runs from April 30 to May 1. It is very hard to budget. Their common renewal date is January 1. Plano is the only Municipality on this program in the county. They would like us to sign up for three years if they cover prior acts. They would not increase our fees by 10 or 20 percent. Usually there is only a two - percent increase. They are a not for profit organization. They do not want anyone to pay for coverage that is not needed. The total cost is $105,000. If we want prior acts covered then there is an additional charge of $10,000. We would only be signing up for one and one half years. We can get coverage for two years for prior acts. Prior acts are unknown acts. Can not sue after the statue of limitations. Prior acts coverage if two years for general liability. They can not cover us from May 1 but they could cover us tomorrow. Call at least four references to see how claims are handled. Find out if there is going to be a penalty for canceling with Bliss. Nanninga will get some information and discuss at City Council. 2.) Cable TV Consortium — We are in a consortium with five other communities. George Glass has put together the consortium. He is basically the only one that is keeping it together. We are creating a coordinator position. They pay will be $300 per month. George did not win the election. Holding a meeting on June 22 with City officials. Follow this meeting will be cable links. There will be a public meeting. We need to get a list of invites together and the consortium will send out the invitations. -1- • i This will help us to know what we can get from the Cable Company. If any of the laws are changed then it has to be voted on. We need to make sure the person from the community is approved to vote. We can accept the minutes as a resolution. We also need to have any alternate. Mayor Prochaska suggests inviting someone from the school. The consortium needs to decide on a location for the meeting. Nanninga will work with Sticka on this. 3.) Ethics Legislation — Gift Ban — This needs to be passed by July 1. Spears feels this is very vague on what they want us to do. They are working on a draft. Dan is not sure what they want. Mayor Prochaska said that Dan faxed over a three -page ordinance. We can either have our own ethics commission or we can let the state handle it until the laws are understood. Mayor Prochaska suggest that if we have to do it right away to let the State handle it. Bring to the next COW meeting, then if necessary bring back to the June Administration meeting. 4.) Additional Business — John Swalec and Shorty Dickson were approached by Speaker of the House Hastert, to see if they can do something with the old courthouse. They have already met with the County. They are just Iooking to see if they could pull something off. Looking for connections that could be educationally linked. They have done some things cooperatively before. City of Geneva gave four class rooms to Waubonsee Community College. City of Aurora gave the old Carson's building to the College and they taxes were accessed. WCC has a four million - dollar building at Copley. They will want help with doing some things to the old courthouse. We will all need to pitch in together for this to work out. They would support some type of historical museum or an art gallery with maybe a Smithsonian exhibit. They would probably only be able to put in four classrooms and they would want them to be computer based classes because they work everywhere. Kendall County could extend this as part of the Forest Preserve. The County could do a referendum and so could the City. They would ask us to waive permits and fees and would want us to be a little relaxed on the inspections. They would not ask us to break any laws and they would follow codes. They would require 150 parking spaces. They are guessing there are approximately 50 spaces there now. There is asbestos in the building. There are water problems in the Sheriffs office. They are not ready to make a decision yet. They are figuring $300,000 per year for operational cost and this is being conservative. They will want a two -way interaction tower. They still need to meet with the Chamber of Commerce. Funds from the Federal government ends October 1. Yorkville also has limited resources. Questions might be what is the level of support are they looking for? They would like to keep this low key for now. Mayor Prochaska ask that they keep the City informed as to what is needed. There is nothing on the list that we would object to now. WCC would like to show good will to the Communities that they work with. They need to find out what other resources are out there. We could help with creative ways to fund. They want us to let them know anything, good or bad. We need to extend ourselves. Mayor Prochaska feels that we need to have a plan before we can start talking to people, Investment Policy — Something needs to be put into place by January 1. We should probably have an investment officer. We may need to consider hiring a consultant to review this monthly. Schefrrahn took the IML policy and plugged in Yorkville. The City Council really controls what we do with our money. Any investment person will need to report to the Treasurer. Yorkville National Bank matches. Scheffrahn suggest doing this. Funds are accessible. As we become larger then we may want someone that has experience investing with a Municipality. A lot of this depends on how much money we have for investing. We can either keep our money in the local banks or we can let the State Treasurer invest our money. We need to pass an ordinance. Someone will have to put together a monthly report. This probably will not change the way we do things. This is a policy we are setting for the City. Nanninga does not want this responsibility. Bob Allen would like the responsibility and upon his recommendation then we will need to hire a financial person. Allen will present a draft. Mason's Club — Discussions are going back and forth. They want to guarantee that the loading dock will be accessible. Nanninga will get with Dan, City Council has already voted on this. Minnie Johnson is also waiting for us. They are selling the Welder building. Mason's say that the City ran a sewer line without an easement and a few people are still upset about it. Have Wywrot do a drawing including the loading dock. Minutes by: Mollie Anderson -2-