Admin Committee Minutes 1998 04-14-98 UNITED CITY OF YORKVILLE
Committee Minutes - Administration
Date of Meeting: April 14, 1998 Time Conversed: 6:35 P.M.
Location: 111 W. Fox Time Adjourned; 9:17 P.M.
Attendees:
Art Prochaska
Mayor Bob Johnson
Jerry Lynch
Richard Scheffrahn
Jeff Spang
Richard Sticka
Discussion:
Health Insurance - Nanninga has five His
plan was to meet with p
Nanninga wanted to meet with each for 30 minutes on Thursday.
We can not do this on Thursday. Spang suggest that Nanninga
give us a report at COW and then set aside a time when we can
meet at a later time in April.
2,) Eye & Dental Policy - Prochaska was approached by a Public
Works employee that asked about a carry over policy for the eye
and dental insurance. Prochaska does understand a need for
this but if we do it then we need to consider a cap - Also if
the employee was to leave the City there would not be a cash
payout on it. Mayor Johnson said that this is also something
that the Police Union is bringing up. The Police Union has nut
asked about a carry over policy but an increase. Prochaska
said that we do not currently budget the whole amount for
everyone and we would have to. Mayor Johnson and Prochaska
would like to know the full impact this would have on the
budget. The City currently offers a self insurance for dental
and vision insurance- The employee receives $150 per year and
dependents receive $125 per year. All the money for one family
can be used for one person in that family if needed. Sti at a t2�e:
suggest asking for a contribution and offer a Y
same time. Mayor Johnson would like to know what other
communities our size offer. We need to get some participation
rs on participation. WE
some point. We could base carry ove
have 42 employees. If someone goes over the cap then they
would be responsible to pay that amount. we need to know the
total amount. The money would have to be set aside. The first
year there would not be much of a
were at. Mayo Johnson and
Prochaska thinks that the am
thinks that a 10 percent co -pay is a fair amount. Mayor
Johnson suggest that we will look at it and consider it but w(B
need help paying for it. Spang suggest a $500 per family.
Scheffrahn suggest a co- payment at the rate of inflation.
Spang suggest W h
o reduce benefits. en i n sura n ce
eed tolook
d n w at the cost
d
and what is available.
3.) Tower Ordinance - Dan has added some stuff to the sample
ordinance we have from NoM�l�� heighthise150 licensing
that is charged yearly.
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This ordinance is for anything new. We would need to find out
from Dan how to deal with towers already the t City. Limits
on homes is 10 feet above the highest point of
feet is the limit. Anything over 80 feet-would have to pay the
licensing fee. We do need to have something in place. Mayor
Johnson would like to know if the County has done anything -
Mayor Johnson suggest bringing this up at COW on Thursday and
discussion it there. See if everybody has had a chance to look
the ordinance over.
4.) Purchase Order Policy - Raise Limits - Prochaska thinks that we
asked Dan to put together a resolution. $500 and below
requires the signature of the department head. $500 to $1,000
requires the Committee Chairperson sig n atu r e. and above $ 5 , 000 0
requires the department head er
any non- budgeted item has to have approval from City Council.
Prochaska will make sure everyone receives copies_ We need tc
amend the ordinance or resolution. If the amount has not beer_
budgeted then no one has the right to spend it. The Committee.
did agree to give the Mayor the authority to sign purchase
orders. Bring to COW on Thursday.
5.) Engineering Tech Position /Pay Chart - Tabled.
6.) Deputy Positions - Any position in the City could be phased
out. As far as Prochaska knows we do not plan on phasing out
the deputy positions. Scheffrahn feels that it is very
important to have a person here full time to handle all the
little detailed things that need to be done. if we do phase
out that position then we can not expect that person to
continue to do those things. Spang thinks from the minutes
that this was suppose to be a part time temporary position to
fill a void and once we had an elected Treasurer then the
position would be phased out. There is a stipend of $2,800 per'
year on the position. Mayor Johnson at that time felt that
those duties should have been done by the person doing that job
anyway. If we are looking at the deputy position then we need
to look at both deputy positions. Mayor Johnson and Sticka
would like to know what prompted this. We need to sit down
with the job descriptions and review the jobs they perform and
if there is over lapping. We should also get input from
Scheffrahn and find out if the position is still needed. Give
a response about the position, if it is valid, what, how, and
why. Bring back to next meeting.
7.) Treasurer's Report - Development fees were owed out. Balance
will be taken care of at the end of April. We will be able to
finish up the year with positive numbers. There has been an
increase in the overall budget. Much of it is from the water
billing. We should end up with a positive balance at the end
of the fiscal year. Prochaska recommends that we vote on this
next Thursday. We should vote on this before we vote on the
budget. Bring all to positive balances. Interfund borrowing
in down to $264,857.
8.) Computer Upgrade & the Network - We may or may not have an old
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Administration Page
type database that can only handle a two digit date. Spang d 4 .X.
not really understand it. We need to look at software to cover
this. Spang asked if we need to hire someone to come in and
analyze our computer system? We may not even have a problem
with the year 2000 bug. Prochaska suggest the Nanninga start
to get some proposals together. Get some research from the
State and the Illinois Municipal League. This needs to be on
the agenda every month until it is taken care of.
9.) Codifications - Last report we have is that Nanninga had sent:
questions to Dan. We are still waiting to hear back from Dan.
Bring this up Thursday. Dan should be at the meeting.
10.) Current Budget - We have a fund that is short because we did
not get the revenue that we anticipated. It is a shortage of
about $40,000. it will need to be taken from the general fund.
This is the final payment to YNB. it will probably be borrowed
from the general fund. Debt service will have enough money to
cover but we were trying to keep $34,000 there. Treasurer's
report is actual cash on hand and the budget is accrued.
Prochaska would like answers by COW. Scheffrahn feels that ho
will be able to answer by then.
11.) Proposed Budget - Debt service is down to $300,000. This is
great because some things have been paid off. There will not
be a payment on the new building or on the SSES loan this year
so that deducted $300,000. Next year it will be back because
by then we will be making those payments. The money has been
put aside in a reserve. There is $141,000 in the reserve for
the SSES loan. It is a surplus in the fund. We will be
transferring $595 to YBSD. The trigger for YBSD to build
the line is when we bring the line down Hydraulic and by
demand. Equipment for Public Works - There was suppose to be a
five year plan completed. So far no one has seen the plan.
Spang would like to see the equipment plan to know if we can
meet it_ The building is part of the plan. We need to talk
with Nanninga. Bring this up at COW. Would like over all
report on this. Spang feels that the plan should have been on
the table by now.
12.) Additional Business - Hotel Tax Audit - Spang is wondering if
we have ever done a hotel tax audit of if there is a policy on
doing one? This is to be sure that we are getting our amount
of the taxes. The sales tax is regulated by the State. We can
request a print out from the State. What kind of cost would lie
associated with doing an audit on the hotels in town? Someone
would have to go there and go through their books. Scheffrahri
would like to get some information on this and bring back to
the next meeting.
intergovernmental Agreement with YBSD - Agreement states that
we will pass along what we collect when we collect it. Each
party is expected to figure out their own amounts. Prochaska
would like to discuss at COW, then take to City Council. No
recommendation from this Committee.
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Administration
Appraisals of Lots on Rt. 47 - We were getting quotes on what
appraisals would cost. We wanted to have the two lots on Rt 47
reappraised. They have been on the market for some time and
have not sold. Metzger went ahead and appraised the l iaised wt us asking him to. Both lots together were app
$62,000. Metzger is only charging us a $100. But should we g--.) ahead and pay him and have Skinner do an appraisal? If we kee :?
and pay for this appraisal then it exist and it has to go in
the file. Prochaska feels that proposals should be requested
in writing. The property has not sold in three years for that
amount_ 5pang suggest keeping the north lot and selling the
south lot. The north lot could be used as a drive way for the
new Public Works building. we could offer the homeowner in the
middle of the twrlptrti�ayor2Johnsonswouldnliketto speak lot
and
offer the south
with Nanninga on it.
Minutes by: Mollie Anderson
i
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