Admin Committee Minutes 1998 08-11-98 a
UNITED CITY OF YORKVILLE
Committee Meeting - Administration
Date of Meeting: August 11, 1998 Time Convened: 6:30 P.M.
Location: 111 W_ Fox Time Adjourned: 9:05 P.M_
Attendees:
Rose Spears
Valerie Hurd
Richard Scheffrahn
Richard Sticka
Jim Nanninga
Jeff Spang
Mark Englehardt
Art Prochaska
Mayor Bob Johnson
Deb Pescola
Jim Hires
Discussion:
1.) Locis, Software - We have budgeted $6000 to add a few modules
of the Locis Software. Pandolphi has come to us to voice their
concerns with the Year 2000 bug. They will help us with the
software and have given us a proposal of $10,000. Nanninga
feels that the amount is high. Nanninga would like to
negotiate the fee for them to bring in two modules and set them
up. Prochaska would also like it to include a manual. He
would also like to check with another municipality that
Pandolphi has done this for. Mayor Johnson would to check with
some other companies that do this. We need to find out what we
need to do with our hardware and software to be in compliance
with the Year 2000. Bring back to next meeting.
2.) New City Flag - We do not have a City Flag at the Rive7rfront
Park. Mayor Johnson considering whether or not we want to
start looking at flag designs in conjunction with the Chamber
of Commerce? Mayor Johnson suggest maybe a contest. Sticka
thinks a contest is not a good idea because who judges? What
do you tell the people that loose? Prochaska suggest asking
some of the designers in the community and then to post the
flag for viewing by the residents and let our community vote.
Take idea to COW -
3.) Cable Franchise - Our Cable Franchise is coming up for renewal
in April. TCI is taking over Jones Intercable and AT & T is
taking over TCI. It could possible take two years for all this
to go through. Nanninga talked with TCI. Jones has asked for
an extension on the franchise until all paper work is
transferred. We would like to do this right because Jones
would just be negotiating for someone else. The extension
would move this out to April of 2001. It might be prudent for
us to look at this with other communities as a coop. With
AT & T taking over there will be a lot more technology
available. A coop may choose to hire a consultant to negotiate
and research a good cable contract. Extension will fit into
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the time frame. Jones has negotiated with individual
municipalities and with a consortium. The idea is to get a
win /win type situation. Spang would like to get some type of
customer service improvements and issues dealing with outages
included in the franchise agreement. We can put provisions in
the agreement. Right now the outage must be 24 hours or more
before you are not charged. Service standards are set by the
FCC. The FCC currently allows five percent. This is passed on
to the customer. Everything is taken into consideration. We
need to try to keep the fees as uniformed as possible. 394 is
the transfer book. This needs to be acted upon within 120
days. It was delivered On July 20. The extension gives us the
time to negotiate. The goal for the Cable company is to use
the cable for the internet without having to use a phone line.
The wires belong to the Cable Company. Prochaska would like to
make sure the agreement is signed by both parties. OUr revenue
at three percent is $40,700, revenue at five percent would be
approximately $65,000. Hires will double check on the
percentage we are really collecting. Renewal comes due in six
months. The extension will take us out until April of 2002.
Currently there is a five percent cap. Jones will come up with
some ideas on what they can do to have a partnership with us.
pescola is working with Jackie Allison. They can not advertise
for Yorkville. WSPY controls the advertising. Have Dan review
extension 394. Bring back some ideas and Jones will bring back
some ideas.
4.) Employee Salaries - We are currently looking at two employees,
Eric Dhuse and Holly Baker. Eric has a degree. He has been in
this area his whole life and he is a valuable asset. He does
all our CAD work_ He would be moved to Senior Engineering
Technician. We do have the funds to cover the increase. This
was voted on July 9 and everything was effective back to May.
Nanninga is requesting an increase to $33,990. Recommend at
COW.
Holly Baker - Nanninga is recommending a merit increase. She
is doing a very good job. Mayor Johnson is concerned with
mid -year increases. An evaluation will be done in September.
If the evaluation deserves a merit increase then that is fine.
Holly is very good with the public. Nanninga feels she is an
asset. Nanninga recommends merit increase. She has a great
attitude and is hard working.
5.) Check Signers - We need or would like to replace at least one
of our check signers. Both Jerry Lynch and Kathy Jones were
check signers. Nanninga would like to recommend Valerie Burd.
She is close by if we need a check signed right away.
6.) Health Insurance - We discussed different options and came up
with Blue Cross Blue Shield, then vision and dental were
brought up. Englehardt checked the vision and dental and he
thinks that we should leave it as is. With our self insurance
all the applied to
either thee With
a fully premiums
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each year. The employees brought this to the table, a carry
over from year to year with a cap. Pandolphi suggested that
this money be kept in a separate account. This would cost
approximately $27,000 per year. If the employee is not having
to do anything major done is when the insurance would pay off.
Cleanings are preventative and are covered 100 percent. With
the insurance there are restrictions. Plan does not cover
orthodontia. it would cover wisdom teeth removal. Spang has a
problem with the current way because of the single person
versus a family, a family can pass all the benefit on to one
person. If we were to request that the employee contribute,
the employee with the family will pay more. Maximum out of
pocket on dental would depend on what it is used for. You
would have to meet the $50 deductible. Spang would like to
encourage families to go with insurance. We are going to save
money by changing insurance.
7.) Additional Business - Year 2000 Compliance - How are we
checking to find out what our current systems hardware and
software can handle. We are running a Novell Network. Is the
Novell able to handle it? Nanninga has talked with Wheeler &
Associates about this. We need to do some upgrading to some of
the systems to be in compliance. Then we should switch our to
windows 98. Nanninga will get numbers together and a proposal
from Wheeler. We may not need to replace. We need to check
all software and computers. Spang is concerned that we are not
handling this aggressively enough. Maybe we should have a time
line in conjunction with moving into a new building_
Budget Report - Have we seen one lately? There is a copy dated
for August 4. Prochaska and Spang did not get a copy.
Annual Audit - We meet with Pandolphi last Wednesday. They
have ran into a lot of minor problems. They should have a
draft completed by next week.
Litigations - Mayor Johnson has been giving some thought to
having Barnhart and Pilmer handle all our ligation. This is
just a suggestion. Dan would still be our City Attorney- Dan
has a lot of time restraints. using Barnhart and Pilmer would
be on an as needed basis. We would probably need to have an
agreement. If we are not satisfied with results then we ianlzgo
to someone else. We do pay Dan as our City
does ligation for us then he charges us a higher amount. This
is also to help avoid conflicts. Spang thinks that Dan
probably does not charge us for all the hours he spends. Take
to COW.
Evaluations of Department Heads - Mayor Johnson will announce
at COW that he will be here one hour early for anyone that
would like to take a look at the evaluations. Mayor Johnson
has not looked at reappointing any Department Heads. He will
do this in September.
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Communication Tower Ordinance - How are we going to justify
collecting fees? Mayor Johnson thinks that there may be
something at the Illinois Municipal League. The idea is to
have something in place. We also need an inventory of
towers /antennas in the City now. Maybe we should look at
regulating the towers and locations. We do not need an
ordinance to get a cell tower on top of our water towers.
Letter from Edmeier - Bankers are having problems with YBDS
agreement. Within 12 months the money needs to be there. They
have asked for a 12 month extension. It is in the joint
agreement. Ralph is willing to extend six months. The bankers
need some time. Which clauses have been put into effect? EPA
agreement has already been signed. Nanninga is recommending to
extend. Agreement was signed March il 1997. The agreement
was good for one year. Now it has already expired. Army Corp
of Engineers permit has not been received yet. Nanninga will
talk with YBSD and Edmeier.
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Minutes by: Mollie Anderson
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