Admin Committee Minutes 1999 03-17-99 Special Meeting United City of Yorkville
Committee Minutes — Administration
Date of Meeting: March 17, 1999 Time Convened: 7:00 P.M.
Location: 111 W. Fox Time Adjourned: 8 :40 P.M.
Attendees:
Chief Tony Graff
Mike Anderson
Rose Spears
Valerie Burd
Richard Sticka
Mayor Bob Johnson
Sue Swithin
Jim Nanninga
Art Prochaska
Discussion:
1.) 1999 -2000 Budget — Police Budget — Employees salaries, We are trying to break things down more
with the C.O.P. S. and patrol officers. New officers that we plan on hiring are in the budget. We did
absorb one officer this year with the C.O.P.S. grant. Legal service dropped this year mainly because
the Labor Union had to do the collective bargaining. Health Services and Physiological went up.
Depending on how many applicants we have for the sergeant's position, will depend on how much we
spend. We have not put in any money to renovate an automobile this year. Training & Conferences —
Reimbursement for school was swapped with training. Training seems to cost a little less. Graff does
have some conferences planned for next year. Citizen Policing Academy is sending out post cards.
Postage has gone up. Graff is staying conservative on gas. We are expecting prices to go up.
Computer Software — MDT's — Cost per month is $20.00 per modem. We cut the project down to five
laptops with seven modems. As more develops, we will purchase two more. We are also looking at
some new software. The Rent line item is for the Resource Center. This will take us through October
and complete the grant. The phone for the Resource Center is in with the regular phone line item.
Their cost is about $100 per month. Graff is trying to get some assistance with this. We are looking to
purchase on automobile. Y2K Dictaphone— Upgrade will not exceed the amount budgeted. Revenue
is based on 75 building permits. We need to follow upon the $7,500 from Undesser. Nanninga will
follow up with him. We are getting more donations and cutting back on some of the projects. We are
not cutting back on a:, A.i: i urdty relations. There is a 3.25% increase for the officers and covers
longevity. Police are funded by the general fund_ $43,500 was transferred into the Police Capital
Expenditures. This basically shows up this way because of the auditors for tracking purposes.
Parks — Swithin attached a narrative to explain increases. Budget has been revised. Swithin is asking
for an increase of approximately $10,000 to cover daily operating expenses. Swithin would like to
purchase anew printer. She currently uses a Hewlett Packard color inkjet. They have started printing
computer - generated receipts. The printer they have does not handle the capacity. They have budgeted
a not to exceed amount of $900. She would also like to purchase a $1T' monitor to replace a 13"
monitor to utilize the recreation software. There is $350 budgeted. Swithin currently uses her own
video camera to tape programs and activities. She uses the tapes for publicity during health fairs and
River Front festivals. Graff also suggest that the tapes be used as a liability tool, Budgeted $700.
Their current recreation software is going to be a Y2K problem. They have budgeted $150 to upgrade.
For the Parks Department, Scott is asking for a new mower with a 72" deck, due to the increase of land
to maintain. He will be able to do both small and large jobs. Budget cost is $15,000. Also looking to
purchase a new paint sprayer /stripper. With the increase in the soccer program and other activities, we
need a large commercial paint sprayer. Budget cost is $2,500. With the soccer program it will pay for
itself. They would also like to have a Utility Vehicle, this will expedite many tasks in park
maintenance by moving people, equipment ad debris without damage to the ground. In the summer
there are seven employees sharing two trucks. We have $6,000 budgeted. We would also be able to
put a plow on it. The budget shows where they were last year. Swithin is being conservative with the
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revenue. She is expecting more expenses with postage and other expenditures. We are still trying to
make a 20 percent profit. This is not a great amount but it is enough to keep the department going.
Farmers Market — expenses are for publicity. We will need to purchase one sign this year because one
was stolen last year. She will be doing a breakdown quarterly. Recreation Equipment — We are
estimating. This is for large type of equipment. She does plan on purchasing more soccer poles/goals.
They are about $1,000 to $1,500 each. Swithin goes to one conference per year. Committee wanted to
increase Professional Growth from $1,000 to $2,000 so they have the opportunity to travel out of State
if necessary. There is a new line item added for Maintenance Parks and $5,000 has been budgeted.
This will be revenue from the general fund. Green Briar playground equipment is out for bid now.
Landcash came into a pot. That money can be used for any park. Now we track where landcash
comes from, so that amount can get put back into the subdivision it belonged in. Prochaska would like
to see the roll over from landcash on the budget. Once the park is developed then the money will be
used for whatever park needs it. We are probably looking at early summer for Green Briar.
Public Works Building — If there are funds available mid year maybe we could add some things to the
building. J.T. would like to add, at some point, a bathroom, a locker room, and some paving behind
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building. We added 000 from reserve. We 18 of two bids on the south lot of 500 and one at
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$20,000. Lots were appraised at $25,000 each and we can not accept less then 80 percent of the
appraised value. 11_„ municipal League gives us an idea of what revenue we can expect.
Wal -Mart Grant — This has been a carry over for the hand rail at River Front Park. It is out for bid
now. Debt Service — River Crossing Loan — at the end of five years this needs to be re- negotiated,
Engineering Tech — it was recommended to add a step increase from $5,200 to $5,690. Office Rental
is $13,125. This is being taken out of the contingency. Goes almost to the end of December. Sewer
Maintenance is looking to purchase trench boxes. $15,000 is coming from Water. Next year if we
need to make payments on the new building, our debt service will be high. Figured out where we
should be with sales, utility and property taxes and then deducted our debt service. We still should
have $20,000 left over. Then the following year debt service will get better. Usually we under
estimate utility and sales taxes. We always want to be conservative. Budget needs to be on display for
10 days. It will go on display tomorrow. It has to be announced at a public meeting. It will be passed
out tomorrow. Ask Dan to make sure.
Minutes by: Mollie Anderson
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