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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 Z00 [m XV3 TS:OZ 86/ZO/60 Administration Page 2 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 COO[j XV3 TS:OZ 96/ZO/60 Administration Page 3 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. i3O0 [2] XV9 TS: OZ 86/ZO/60 Administration Page 4 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. � Minutes by: Mollie Anderson Soo In XV3 TS:OZ 86/ZO/60