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Admin Committee Minutes 1998 10-13-98 UNITED CITY OF YORKVILLE Committee Minutes — Administration Date of Meeting: October 13, 1998 Time Convened: 6:30 P.M. Location: 111 W. Fox Time Adjourned: 9 :00 P.M. Attendees: Jeff Spang Mike Anderson Art Prochaska Richard Sticka Richard Schefirahn Russ Walter Jim Nanninga Paul Kraber Rose Spears Discussion: 1.) Audit — Had a meeting with Pandolphi to ask some questions and find out more information. There were some transactions during the year that can not be explained, Cash balanced to the penny, The hope is that new software will help alleviate some of the we things that happened from month to month. Originally Pandolphi said not to worry when things did not balance monthly as long as it balanced at the end of the year. There are some monthly balances that do not add up. We could go back through and re -enter everything or we could accept as it. The auditors did not feel there was a problem. If we apply for a loan, we need to be completely up front about the software problems, let them know we are aware of it and we are work to rectify the problems. If we were to re -enter all the transactions for the year we would need to hire someone to do it. This audit needs to be accepted by October 31. Scheffrahn's report to the County needs to be done by the end of October. The audit is on the agenda for COW on October 15, 1998. 2.) Tax Levy — Schef - rahn put together a letter on the tax levy with a few different options that we have. We have been assessed just about three percent per house by the county assessor. The EAV increased by sixth tenths of a percent. Most property owners are very careful examining their taxes. Two large companies disputed their taxes and they have been lowered. It makes quite a difference. We can actually increase the levy rate but the homeowner will get the biggest increase. The increase would be about $21.30 for a home assessed at 5150,000 with the current EVA at the maximum allowable levy. Spang thinks this is a backward way to set the levy. How do we decide to set the levy before we know what we need? Sticka does not think we want to be known as collecting the maximum_ We have a recommendation from out budget officer Jim Nanninga and options from our Treasurer Richard Scheffrahn. Levy can cover pay raises. What are we looking at for next year? Hopefully more businesses will open up here, then we collect extra tax dollars. We have the Y2K issues and we will possible need new hardware. We need a solution to the radium issue. We are not going to be able to blend water from one well with another well like we thought we might be able to do. We are going to need to look at additional revenue sources for some of the things we need. We are going to get hit hard on the radium issue. Have we looked at other significant revenue sources? We are not anticipating any additional significant revenue. We planed on $16,000 monthly from F.E. Wheaton. We need to look at all our expenses. What do we want to cut back on? Levy has to be passed and submitted by December 17. Everyone will see a three- percent increase if we go with the highest levy_ The Library does not know if they will get enough to cover their salary increases. Walter said they will need to move money around. They would like to add on to the building also. If we were to put the library in the school then only students and City residents would be able to use it. There would need to be an intergovernmental agreement. We would need to make sure the residents do not get hit with the same tax twice. The City sets the levy. Library is limited to one and one half - percent increase. Library wants to keep it the same. We usually present as a package at COW. There is one tax cap for the entire City. City gave $4,000 on the building maintenance. -1- £OOIn XVA £O :VT 86 /ST /OT I 3.) Paul Kraber — Water Billing — Kraber owns apartments on Van Emmon_ One of his apartments has been empty for almost one month. He does not understand why he got a $40 water bill when there has not been any usage. Sticka said we have a two -month billing cycle. Nanninga said that he would still have minimum charges. We do have a snowbird policy, but it is for people that plan on being out of town for two months or more at one time and there is a $25 charge for the City to go out and turn the water on and off. Kraber feels that this is an unfair and unjust charge. Each unit has a separate bill. This $46.46 bill is for less then 30 days. Kraber previously received a bill for $19. Then after the new tenants moved in he received another bill for $46,46. This bill is the cost for having the service there whether it is used or not. The other utilities like NiGas or ComEd are privately owned and charge on usage. The City does not make a profit and all our cost have to be justified. $10.82 it the minimum monthly charge for water whether any water is used or not. Spang would like to know what the $19 bill is for. Kraber thinks this is probably against the constitution. Prochaska explained the constitution, everyone has to be treated fairly and the landowner is responsible for his or her own property. If the bill does not get paid by the second billing date they get a letter stating they need to pay within 10 days or their water will be shut off. We do have an ordinance that says the landowner is responsible for the water billing. Nanninga will have LuAnn check into the bill. Kraber will get the dates when the old and new tenants moved out and in. Even with the snowbird policy, YBSD still bills for the sanitary. Multi- family housing makes up 40 percent of our population. Spang suggest adding the water into the rent and adjusting the rent accordingly. Prochaska suggest maybe a collection company through the City and then a split with the landlord. We could check into this to see if it is cost effective, Bring back to next meeting if not resolved before then. 4.) Tower Ordinance— This new copy talks about placement with a one -time fee. This ordinance came from Batavia, From the four ordinances that were gathered Nanninga felt this was the best one. Spang is wondering if we could just allow towers in industrial zoning. But then we could end up with towers all along Route 47 so we really might want to limit it a little more. Batavia passed this ordinance last year. If a property is larger then 60 acres we can not force annexation. Look over ordinance and bring back with some ideas. 5.) Additional Business — Leave of Absence Policy — Spang is wondering what the policy is. You can not take vacation until you have been with the City for one year even though you start incurring vacations days that day you start. We have allowed people that have extended sick leave to use vacation days before their one year anniversary date. Nanninga has encouraged employees to take the vacation days. Nanninga has allowed Holly Baker and Sandy Marker to use vacation days rather then taking the time off without pay. Spang thinks this should be changed in the employee manual. Spang does not want it to look as though anyone is being favored. Nanning& said he has no problems addressing this. Sticka feels that if the vacation days are used in conjunction with sick time it can be justified. Letter from Public Works and Administration — Longevity Pay — JT does not want to be included in this even though his name is in the letter. He would like his name removed. Prochaska thinks this was already discussed. This is something we need to look at. Kimberlin was working on surveys with other communities our size. Policy through the City was that whatever the police contract stated we would discuss ways to incorporate into the rest of the City. We can give then a positive statement that we are looking into compensation/equalization and once we have something we will discuss it with them. We have not seen the police contract even though it has been passed, we need to trust our department heads. Graff said it was ok. We had offered longevity pay and then bought the employees out. Nanninga will write a letter in response that since the police contracts has just been settled, we will discuss it and everything will be retroactive. Minutes by: Mollie Anderson -2- t00 XVJ £0 : VT 86/8T/0T