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Admin Committee Minutes 1998 09-08-98 UNITED CITY OF YORKVILLE Committee Minutes — Administration Date of Meeting: September 8, 1998 Time Convened: 6:35 P.M_ Location_ 111 W. Fox Time Adjourned: 8:50 P.M. Attendees: Valerie Surd Richard Sticks Mike Anderson Mike Englehart Rose Spears Jeff Spang Jim Nanninga Deb Pescola Jim Hires Discussion: 1.) Health Insurance — Two forms, Nylcare virus Blue Cross Blue Sheild update — Prices have gone up. Englehart just put in the numbers, he did not change anything. We Will still be saving approximately $30,000 - for a whole year. The City is offering the HMO Plan. The employee may pay the difference and elect a PPO Plan. Englehart did some negotiating on the dental plan and got orthodontia included without a waiting period. Annual maximum is 52000 each person or dependent_ Maximum out of pocket expense to the employee is $1000. Nanninga recommends this to committee. A partial amount of the savings could be returned to the employee. We could increase the self insurance to $200. Nanninga suggest that we let the employee decide if we should go with the plan or stay with the self insurance that is currently being offered Nanninga recommends passing the health insurance because of the savings. Spang thinks that we need to get out of the insurance business because of the hidden cost of the extra bookkeeping and tracking the benefits. Kim does not think it is that big of a deal. She does it now. None of the insurance covers vision. The HMO plan does cover partially. It will help out with anything major. Spang does not like the self-insurance because a family member can be eliminated from benefits. At least with the insurance every family member has insurance. With the HMO you get a discount on frames based on the cost_ The higher the cost the bigger the discount. The question is do we want to self - insurance on vision and dental or go with an insurance plan? Do we supplement the vision plan? Vision plan does not cost any more because a lot of the costs are already included in the health insurance plan. Sticker. thinks that we should go with a self-insurance for vision. Spang thinks that if we go with insurance then we should not allow a carry over on dental. We would have to set aside the actual cash. Are we trying to provide insurance or compensation? We will spend less and provide additional benefits. Spears suggest letting the employees review the plans and options. We will never be able to make every employee happy. Chances are some people may look else where for Z00[A XVA LT:TZ 96 /LZ /60 employeement. We have 33 full time employees. With Blue Cross Blue Shield exams, and office visits are covered. The employees would be limited as to a list of doctors they would be able to visit. Burd suggests meeting with the employees and tell them what we are offering and watch the response and then sell them on the plan. Employee meeting is scheduled on September 15. L-nglehart will present the plan and make proposal. He will explain the benefits and include that the City will be saving money. Englehart will put together packets for all the employees. Health insurance plan needs to go to COW, we will need to pass a resolution and adopt. We should know by September 16 the general consensus. Graff needs to review the insurance plans also. 2.) New City Flag — No discussion. Someone was suppose to check with Holly Wilson to find out if she still has flag or design Nanninga will check with her. 3.) Cable TV rranchise Agreement - Sticka attended a meeting in North Aurora about a consortium with Plano, Sandwich, Oswego, and North Aurora. Document 394 is the extension agreement_ Hires said that the use of a consultant is done by a lot of communities. We have approximately eight months left on our current franchise agreement. It would be a mutual benefit to both parties to sign the extension agreement We probably could not come up with a reasonable agreement within eight months. There is a three year window to negotiate a franchise agreement. We need to go on our level of comfort. If we need to have an agreement now, it would just be transferred but we probably would not get the best agreement possible. We are about 60 days into the 120 days of the extension option. The extension would give us approximately three more years. Hires thinks that the technology is just going to get better. By Iaw Jones can not operate here without an agreement. The City would basically have an agreement imposed by an outside agency. Hires has never seen this happen, because it has never gotten to that point. TCI has offered to have a representative available for a meeting. Take to COW. 4.) Budget Report — Nanninga thinks we are doing fine. He is meeting with Pandolphi tomorrow and we should be able to close out last years budget. 5.) Development Deposits — We discussed this before. We did a survey. This would require a deposit up front before the City did any work with a developer. If the amount of the deposit is not used up at the end of the project then the money is refunded. If the deposit falls below 10 percent then the deposit would need to be replenished. Developers are probably not going to like this because it will increase their fees up front, but then the City is not out any money for doing engineering or planning work Looking at amounts of $5,000 for anything over 10 acres, $2,500 for two to 10 acres, and $1,000 for anything below two acres. We do not want to charge an hourly rate. This is not a fee it is a deposit. Surd said we just discussed reducing letters of credit from 110 percent to 100 percent. Sticks. feel that if we explain it correctly then it should balance out. Fees for Sunflower is based on two and one half percent. Most developers like the percentage. The two and one half percent is usually paid up front. Island is refusing to pay the two and one half percent. At this time they are required by ordinance to pay it. The deposit is to cover projects through Plan Commission and Council. Most engineering work is not done until later in the project. The two and one half percent includes engineering and inspections. If someone backs out of the proposed project and the developer is not doing anything -2- .00[I Xv3 LT:TZ 86/LZ/60 else in our community then there is no motivation for them to pay their bill. This would also help give us the indication of whether or not they have the ability to do the project_ Take to COW. Sticka supports this and will recommend at COW. We will need to come up with an effective date. Final plat would be when the deposit is refunded. Burd feels that we should charge interest for anyone that has not paid at the time they come back in. Let them know they have 30 days to pay or an interest rate of one and one half percent will be added to their bill. 6_) Tower Ordinance — We need to address locations. Getting ordinance from St. Charles and Elgin. Oswego is collecting $1,200 off their water tower and they use that money to paint their water tower each year. Nanninga will call the other cellular companies. 7_) Locis Software/Year 2000 — If we install the rest of the Locis Software it will solve our Year 2000 bug. There are four more modules. Basically accounting modules with licenses_ Cost is approximately $7,100 including modules. This covers some new hardware. We might be able to lower our price if we purchase our own computer_ This would be a stand alone computer that would be networked through Windows 98. The cost is about $1,000 over our budgeted amount. Nanninga is positive that we will be able to find the money somewhere_ Nanninga talked with Locis and they recommend having Pandolphi set up the account which would cost about $2,800_ Pandolphi feels that they should do all of it. Nanninga has not spoke with them about it yet. Nanninga would like to spend $10,000 total. $6,000 has been budgeted and Nanninga can show where it is but did not have time to get it ready for this meeting. Schef&ahn feels that it is important to get it all up and running to make the transition smoothly. The current software we are using is not in compliance. But we plan on getting rid of this software. Wheeler is checking on hardware. These four modules will put us totally on the Locis software. They will bring one module out at a time, install it and getting it up and rurming_ We will need to run both softwares at the same time to make sure they are working and coming up with the same figures. We do not have a choice on this. 'We can not wait much longer. Council should be brought above board on this. Bring to COW. 8_) Additional Business — Pavia Marling — Several meeting ago we discussed the money we owe Pavia. We are supposed to pay it in October but there is not a resolution. There is still the issue of Rados. This does not look to be resolved_ .Rados owed $2,600 to $3,000, he made an offer to pay $1,000 because he disputed Pavia's charges_ Spang talked to several other people that also disputed Pavia's bills but did not get a one third reduction. Scheffrahn thinks this needs to be discussed with everyone. But once it is discussed the door needs to close. Spang wants to know whom the agreement was made with. Nanninga will do some more digging. Spang heard we voted on it. He would like to know why we did not negotiate with anyone else? Each case needs to be looked at separately. Pavia did reduce the bill by $3,000 and we have not incurred any interest so far, but if we do not pay by the end of October they will start charging interest. Who is doing the negotiating? We need to find out about the Rados bill. Minutes by: Mollie Anderson -3- too[j XV3 LT:TZ 86/LZ/60