Admin Committee Minutes 1999 04-27-99 I
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UNITED CITY OF YORKVILLE
Committee Minutes — Administration
Date of Meeting= April 27, 1999 Time Convened: 7:15 PM-
L oca ti on: Yorkville High School Library Conference Room Time Adjourned: 10:00 P.M.
Attendees:
Doug Trumble -- Yorkville High School
Frank Babieh — Yorkville High School
Susan Wisnewski - AFLAC
Brian Marsh - AFLAC
Mayor Art Prochaska
Alderman Richard Sticka
Alderman Rose Spears
Alderman Valerie Burd
Treasurer Robert J. Allen
Nancy A. James
Robert W. James Jr.
Discussion:
1.) Resolution for Mayor to sign City Documents —Take to CO
2 -) Web Page/Yorkville Ffi�h School Students
—In terms of technology, Waubonsee Community Coll
has a class that meets here one night pa week. They would like to start using our facilities two nights
per week Yorkville High School has three computer labs, one for keyboarding, one software lab, and
one to be signed out by a teacher for a class as needed This was intended to be an open class,
however, the room is needed for part of the day for a regular class room because o d space.
plum als
have a Cad lab, technology preparation lab and a fiber optics lab. They P g They
have a manufacturing room and architectural and mechanical labs. The students �clt actu desi
and build. They have a yvoods and metals lab. The students are learning actual gy have an actual
computers in almost every room - There is a technology committee• The lookln for new is
molding machine. Teachers are continuously updating. They are always 8
out there. They have a laser disc in the science lab. We have students that know more than our
teachers. The school brings consultants in to work with the teachers and the students know more than
the consultants - The students have a very profound effect on input. Teachers are learning from the
students. It is good team working. Fiber Optics were installed but is not hooked up. Currently they
use category five wires. Nearly every teacher has a computer. There are at least four connections per
class. They are trying to give the students real experiences. The students are doing the exercises but
do not really understand why. Trumble sees some really good benefits with the City and the students
working together- There are some things that will need to be addressed. The City has $18,000 for the
development of a web site. We are doing surveys with the students. Finding ou what they tthh& the
Web Coordinator for the City has been worked into Molly's job d grant all
purchase of a serves for a web site. There is enough money to cover the most up to date hardware.
Every building, win have a web page. The school is currenly at its m'dmum
capacity. Having the hardware to work together is vets' important - The school has some very
here. This would
experienced staff members. This is very exciting. There is tremendous opportumt5'
be a long-term agreemefit. The bomepage will cover whatever we want it to include. Calendar would
re maintenance on a regular basis. The school will do it the way the City would like. With what
the City wants but the City roust put it down on paper. It will have to be written up. The City will
have to approve everything. There is currently a rule at the school that noticing goes on a web site would like to
have without approval of the building principal. The students I o ff er incentives such scholarships.
to
make sure the student's names are included. Graff is hoping a j u time then we need
re
The students a very excited If we say we are going to do something by a cvd
to do that. The library already has a web page. You have to start with a homepage. We need to pick a
rtant and put it together. We need to do a draft with the Coy
few things that we feet will be impo
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Attorney to do an inr�c•' ' - ' rrePutal agreement, but it needs to be somewhat flexible. Basically it will
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hcparties work together. We want to make sure
bean agreement that b�the students are not included.
We need to indemnify the students. Scholarships would have to be spelled out and we would need to
specify what would be 49wed. Mayor Prochaska feels that United part of the City is very important
and it should be includedlt United is working together - Mr. Babich feels that other communities will
want to know how we did this and what is involved. Currently the school newspaper is online. You
®n go through a virtual tour of the school. The students did this_ The students will put together ideas
and then bring back to the City for approval. We can start whenever we want to start. We will have to
get a draft for the School Board and the City to review. The students will have to be trusted_ GrafF
will contact Dan and try to get a draft by COW.
3-) Petty Cash. Review —No discussion.
4.) Fie - Benefits — Brian Marsh and Susan Wisnewski met with Nanni o They are from An a
They o
AFLAC is a Fortune 500 company. They provide unique benefits. offer supplemental insurance.
Forum Magazine rated thbm number one this year- This supplemental insurance would cover the gaps
that major medical will nbt pay. This is offered on a federal level. Additional insurance benefits are
being offered to the employees of the City with no additional cost to the City. It is offered as a payroll
deduction. Currently the' employees do not pay for any benefits. There is no minimum number of
employees that have to join, but it has to be offered to everyone. The prermums are deducted before
taxes. It is a pre-tax benefit- The benefits are non - cancelable. Rates do not increase as age increases.
There is an accident policy to cover broken arms, legs, etc, and also physical therapy. Also offers cash
if one parent has to take time off work. Some of the additional i ►van e tha i s cOv ered is care program
includes ,
women in childbearing years, cancer and a wellness program s s program_
There are some questions that have to be answered_ The cancer Program wellnim ple. Eurollments are done by AFLAC, then it is put into a sprea dsheet ess program.
The paper work is very s am.
is given to the City to .1� !, payroll. There needs to be at least three people that want to get into a
program Pre tax documents have to be filled out and a resolution will need passed. sw �endly.
will work with us to make sure we stay 125 compliant. They try to keep their
Spears would like to see the paperwork on the 125 compliance- Oswego is in the enrollment process
and over 60 percent of the Kendall County employees participate. The employee presentation has
already been done with about 10 employees- Committee suggests moving forw et B � $ o a
different amount and the; cost is different for a family, a single person, s p a r e nt,
COW.
5.) Resolution for SSES Project — Take to COW.
6.) Payment Request — SSES — Take to COW. ��� which was in a
7.) Mowing of Lot #26 — White Oak — The City mowed the lot, billed the property o
trust. The bill did not get paid. The property changed hands end then we put a lean on the property_
Cost of the bill is $170. We need to decide if we want to consider it uncollectible. The City bills and
then we wait 30 days, then we put a lean on the property- Mayor Prochaska would like to look at the
way we do things- Before the lean is applied make sure the person that should pay the bill still owns
the property. Spears would like to get a copy of the uncollectible bills- It has probably been a year or
so since we last got one.. One of the people on the list before requested an itemized bill and the City
could not provide one, we just sent another invoice. We need to decide how to handle this. We do
need to get another list and try to clear the books_ Write off this $ 170.
s_) IMRF for Recreation Department Part-time Employee — Tabled. -
9_) Repayment of Funds and Interfnnd Borrowing — This is usually done at the end of every year.
Scheahn usually Saves his recommendation and then the Council owing. Four s ears ago we w
ffr were at
back, etc- We have worked very hard to clear up ow imerfu bor Y_
$1.6 million and it is down substantially. It is not uncom *rowed back and forth n, Everything � considered n wnsidered a loan nd�ere was not
to be several funds r l rt 11e
a clear paper trail of where and when something got repaid. from because basic are still continuing basically when Honey
reduce the
ad from
amount. Eventually we want the general general fund to be the ow s
comes in then any of ft money can be used for anything Water has to be used for water, streets for
streets, etc. We consolidated several funds. We usually reconcile at the end of the year. Mayor
procbwka would like to invite Schefftahn to come and expl When We are audited, the auditors
have to show a positive amount. By law we have to have a positive balance. Table further discussion.
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We. neaad to build up money. Mayor Prochaska wants to coirtinuc to reduce the anoints. We can
e.
only do so much per year. The auditors will be making recommendations.
10.) City Investment policy — Legislation has passed a resolution that we need to have a policy by p lace to
safe guard funds. Currently our cash is in our local banks. There is a fimd that is manag
state. Our local banks �y thcy will match, hurt bow do we Lwow what the amount is? Allen plans on
talking with the bank Sticka thinks we should make as much as possible. If we cat► make more with
the State Treasurer the ri i - ,soi1d, consider it. Will it hurt us witbou S d wi th oot feel rthte ? Allen
will check with the State. Nanninga has a lot on his plate already
Nanning& should be responsible for thi s. We might want to consider having a retainer for this like we
do with our attorney and accountants. It would be nice if we could find someone with municipal
experience_ Jul It needs to be at thus
11.) Additional Business —Ethic Ordinance -This needs to o passed by Y
committee next month to get it done by July. Mayor Prochaska thought we gut a copy from Dan about
two months ago. Sticka will check on it.
Copying Document — The State charges the most at 5.50 per page. Slick& chinks we should leave it as
is. Most communities around charge $.10 per page_ The c opy rnanwfacf r the codes but they are ut a
dose estimat of what it cost to produce a copy. Library In
dated- New codes should be coming in soon. We will be able to put codes on the web page. Mayor
would like to recommend that the minutes for each meeting be accepted at City Co uncil-
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Prochaska
Then ifthere is an error it can be corrected- We use to do this, We are not approving then, we are only
accepting.
Minutes by: Mollie Anderson
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