Admin Committee Minutes 1999 03-09-99 i
UNITED CITY OF YORKVILLE
Committee Minutes — Administration
Date of Meeting: March 9, 1999 Time Convened: 7:00 P.M.
Location: 111 W. Fox Time Adjourned: 8:16 P.M.
Attendees:
Jeff Spang
Mike Anderson
Rose Spears
Richard Sticka
Tony Graff
Valerie Burd
Jim Nanninga
Richard Scheffrahn s
Bobbi Erdmann
Sue Swithin
Discussion:
1.) Erdmann Contract — Sticka does not have a copy of the contract. Bobbi would like to renew contract.
Her contract ends at the end of April. We do not know the progress of the Economic Development
Coop. If we go forward with the Coop then it makes sense to keep Bobbi on until that time. Uwe get
money from the Coop then we will want someone on board. It took Oswego nine months to find
someone. Spang suggest a six -month contract with a 30 -day termination. Bobbi is interested in the
position through the Coop. She will agree to a six -month contract, but she would like to revisit again
in six months. Coop still needs to come up with a list of regulations and guidelines. Even if we did a
nine month contract, there would probably only be a month or two of overlap. We could add to the
contract, once the Coop is set up then add in a 60 -day termination clause. Amount of money has not
changed. We should have an idea of when the Coop will be put into place. Bobbi would really like a
60 -day termination clause. Committee agrees to a 60 -day termination and will agree to a contract for
one year. Bobbi would also like to be informed to what is going on. Sitcka would like the reports that
we receive from Bobbi to give us an idea of who or what piece of property she is talking about. The
reports are written in a narrative form.
2.) Web Page/High School Students — Nanninga has talked to Tremble. The are meeting on Friday.
Sticka thinks the web page is very nice. We are considering having the high school students do the
web page for the City and include the student's names on it. They would need to keep it up as an
ongoing project. If we did a private contract we would have to pay to have it maintained, Spang feels
there should be a contras. $ wntten in a way to be a benefit to everyone. The web page would have to
be kept current and there will need to be an approval process. Graff is working on a grant where we
would have to include the schools. Someone knowledgeable (technical) has to watch over it and make
sure there are not any links that do not go someplace we do not want them to go. Going to be going to
University of Illinois for a demonstration and anyone that would like to go is welcomed. Spang would
like to know why we never did anything with the proposal that was brought forward months ago?
Burd stated that she really like the unofficial web page, thinks it looks great and really appreciates the
hard work that went into it. She really likes the fireworks when you open it up. Sticka thinks there are
several things on that page that needs to be discussed. He does not know why the ball got dropped.
There is $2,000 in the proposed budget for a web page.
3.) Increasing the Charges for Materials through the Freedom of Information Act —Sandy suggest
increasing the fees for copying. We currently charge $0,18 for the first page and $0.09 for each
additional page. Nanninga asked her to contact the County and ask what they charge. They County
charges $0.25 per page. They just recently reduced fee from $0,50 to $0.25 per page. We can not
charge for labor, we are only able to charge for mechanical charges. Illinois Municipal League should
be able to recommend a reasonable charge. Nanninga will check with them. If we have a document,
we can charge so much per document instead of per page_ Burd does not want to give anybody the
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idea that we do not want him or her to come in and ask for copies of sluff. She feels that coming in
and asking for copies is intimidating for a lot of people. Nanninga will do some checking on this.
4.) Budget — There is a special Budget meeting scheduled for Wednesday March 17, 1999 at 7:00 p.m.
Meeting is scheduled for any extensive questions. Mayor Johnson suggests that if anyone has
questions that they please call Nanninga and ask them ahead of time. Nanninga has included
highlights. Parks and recreations are separated out. We will not have to borrow money to purchase a
squad car. $10,000 has been put into a facade program. Nanninga stayed conservative with revenue.
Remline has annexed.
5.) Petty Cash Report — Petty cash was discussed at last meeting. We wanted a copy of the petty cash
reports. Sticka is embarrassed that we would even ask for a report. If we trust our department heads to
spend thousands of dollars, but we do not trust them with $3,600 per year with petty cash. Spears feels
the purpose it to be able to explain how the money is spent. Spang said it at least allows us to know
and it allows us the knowledge to make an educated decision to make the increase. Graff said that
sometimes there are over runs and it comes out of our pockets. Most of these things as small purchases
where purchase orders are not accepted. Usually like $10 to $20 dues. Molly is having a hard
reconciling because if IOU's. Swithin is finding that as her department grows expenses are going up
and she is going through her $100 petty cash quicker and quicker. Postage is one of the biggest
expenses for her petty cash. They do not have a postage meter. Mayor Johnson suggests increasing
the petty cash amount but to also to keep track of it. Bring to COW, if we increase it or not. It is not a
matter of trusting - -- ' f, = -rt head.
6.) Additional Business — Washington Street Residents Meeting — Meeting is scheduled for tomorrow at
5:30 P.M. at the end of Washington Street. This is to explain what will be going on with the sanitary
sewer that needs to be put in. The storm sewer was done two or three years ago. Residents were
supposed to be notified with door hangers.
Organizational Meeting — Each town gets to invite 50 VIP's to socialize with Denny Hastert. This is
only an organizational meeting.
Metra Meeting —This is an update. There needs to be a resolution of unity to get feasibility for Metra
to do a study. Is there even enough riders to warrant? This is just to get the study started. Mayor
are probably two to three years
Johnson will take this to Economic Development, then to COW. We
away from doing anything more then just a study.
Minutes by. Mollie Anderson
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