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Admin Committee Minutes 1998 03-25-98 UNITED CITY OF YORKVILLE Committee Minutes - Administration Date of Meeting: March 25, 1998 Time Convened: 6:30 pm Location: 111 W. Fox Street Time Adjourned: 11:30pm Attendees: Sue Swithin Richard Sticka Jeff Spang Art Prochaska Jim Nanninga Mayor Johnson Tony Graff Scott Sleezer Discussion: 1.) BUDGET- GENERAL FUND REVENUES There is currently $11,500. sitting in contingency. This is accounted for as revenue. There is also a payment for asphalt, and the $5,000. awarded from Walmart, less travel expenses. There are funds coming from flood settlement. Work to be completed at Riverfront is more than the settlement amount. There are funds in the Police budget that are carryover funds that are not dedicated. We expect $7500. from Undesser annexation. These funds are in contingency fund. These will be used as Line Item for Police. $11,500 will go to MDT's on page 8 under New Budget Capital. Real Estate taxes are based on population. So is State Income Tax. Fifty percent of Township's Levy is for Road & Bridge assessment based on EAV (equal assessed value). The sales tax shows the F.E. Wheaton $30,000., the rest is debt service. This cannot carry back, we need to show entire tax & what goes back. We first show $72000. from F.E. Wheaton, not sure we can carry as a line item. Should show income back into the General Fund. Income and expense have to balance or we have to show a surplus. Need to look at the $72,000. F.E. Wheaton & year to date. Reduce transfer of funds. Show revenue of recapture on debt service. Reduce by $114,000 and plus $42,000. recapture. Becomes transfer of $68,769. to General Fund. and add the $72,000. from F.E. Wheaton. Reduce Municipal sales tax by $72,000. Expenditures $547,215. if everything balances out. Adjustment also goes to Finance expenditures, reduce debt service to $140,769. total transfer. On page 2, recapture gets lined out as revenue from page 1. Special Administration Committee Meeting March 25, 1998 Page 2 Municipal Utility tax showing lower. The question was raised if this is based on growth figures, and is the state behind on payments. Payment time varies, and a mild winter could reduce the payment amount. Cable TV pays quarterly. Phone tax is down too. We are working on updating revenue source addresses with Utility companies. We received Nicor list today. Discussion on Building Department revenues and the splitting of these funds between REI & the City. Competitive salary is $42,000., plus $100. for each inspection, and $10,000. in expenses. These fees are based on 75 permits. In 1996 revenue was $148,384. of which we kept $21,000. In 1995, over a seven month period the split was REI @ $90,368. and we kept $6,000. This measure was to tide us over when Schneider left. We need to look at the whole picture. One full -time person covers the entire county. We need to change this within the next 6 months if we want to make a change in revenue dollars to the City. In Naperville they have Dettmer come in and pick -up any overflow inspection needs. One full -time employee should be able to take care of additional duties such as code enforcement. There is an increase in the amount of revenue for fines as judges are becoming more aggressive with DUI fines and such. On a fine of $100. we get $60.462. roughly 70 %. The $200. sewer maintenance fund needs a transfer shown from Finance to a dedicated sewer maintenance fund. This is owed by the Debt Service not Finance. Reimburse the School Resource Income to $17,100. Miscellaneous Income: Police Grant $64,400, they are waiting for an extension as money is not approved yet. COPS grant for another year. The Chamber payment for the video should be shown as a budgeted item. Engineering reviews are estimated by Joe Wywrot and look good for next year. Need to audit Hotel/Motel tax. EXPENDITURES: Prochaska will go down list and ask specific questions. New evaluations for Department Heads will be in May. Spang requested a review of Special Administration Committee Meeting March 25, 1998 Page 3 these at Budget, does not require an executive session. The labor attorney is the recommendation the City will follow. Administrative staff reviews are scheduled for April. Kramer is working with Dean on codifications. We are up to last year. 1996 is complete, we need one more year to catch up. $3000. will cover this, and bring us current with all of 1997 and half of 1998. Health Insurance: The new Blue Cross/Blue Shield will be $110,000. Workman's Comp. is at $2200. due to injuries. Spang stated that perhaps the expenses for The Illinois Municipal League Conference should be reduced by not staying over night. Discussion results were that it was felt that doing so would reduce the benefit of the Conference. A large part of the benefit is time spent networking with officials from other municipalities. Spang stated for the record that there should be a policy on this. The Cellular phone service is costing $4000. Everyone agreed this is high and Chief Graff is looking into packages where each user will have a block of minutes included. Nanninga will also look into the high cost on cell phones and pagers. There is $11,500. in contingency that was to be used for accounting software that has not been used. It has to be decided what to do with those dollars. Chief Graff presented his analysis on re- conditioning squad cars over the next three years. Some of these funds will not be due until July for work done in May. Spang stated we might be better off with purchasing new cars. Graff stated they have a budget driven by development fees and when the dollars start to come in we will consider purchases vs. re- furbishing. Spang stated we should be budgeting for new cars. Mayor Johnson stated the squad cars have high mileage but still have sound bodies. Chief Graff stated the benefit of good maintenance is keeping the cost down, and plan on purchasing 2 new cars in 2001. All will be replaced by 2003. Prochaska stated we should budgeting money before 2001. We could set aside a patrol car fund. with $10,000. each year, we would have $50,000. for 2 cars in 2001. Should be a line item for Squad Cars. Mayor Johnson stated we would bring this up at Tax Special Administration Committee Meeting March 25, 1998 Page 4 Levy time. Prochaska stated we should be doing this with all expenditures. Development fees should go into a Vehicle reserve Fund. Spang stated the Training budget is low and is only being used by Police Officers, and is this for training or college. Graff stated it is about two thirds college and 1/3 training. We should encourage PW for college and training. The phones for P.D. are much more expensive than Administration. Graff will look into this. Phone use is heavy for the Resource Center and the Internet use. He will address this. Spang asked about a contract price. Prochaska stated he felt there was excessive running of cars while parked, in warm weather. Mayor Johnson stated this should be done in cold weather. Graff stated they have a memo on this and it should be below zero before they are left running. Spang asked if we had lost a crossing guard. Graff stated the P.D. is covering for a crossing guard who has had a problem with her leg. Sticka stated there is $12,000. under miscellaneous. What plans are there for this. Prochaska stated that will go to Parks. They have a starting balance of $5,000. They need $5,000. for Summer help. Sleezer stated that the Fox Hill Park will double the area and the cost to maintain. Prochaska stated the salary for part -time helpers is $20,375. and will increase by that $5,000. Sleezer stated they need a certain kind of trailer and the current one is not large enough to haul their mower. It is not safe to drive them on the streets and it is slow. Spang asked about the Lyons Club sw immin g pool that is now YMCA, the $15,000. given to YMCA should go to Yorkville residents. Mayor Johnson stated we could set up a voucher program. Swithin stated the Board has continued to carry those dollars and want her to use that for pool programs. Free nights. Graff stated that should be negotiated for free City functions. Sleezer stated we give them $15,000. and we also maintain all there land and fill the pool free. When they add water they pay. We only own a small portion of that land for the lift station. The maintenance takes a considerable amount of time. Spang stated the only free use we get is the basketball courts. This is supporting a private business. Swithin stated she planned on this as a negotiating tool for Rec. Dept. Programs at the pool. Spang stated this has been going on for years and it comes back on the Budget every year. The City has gotten nothing in return for a $15,000 outlay. Swithin stated she would guarantee the issue will be addressed, and that we had previously agreed to this year. She hopes to get two nights free to run programs this year at no cost. Special Administration Committee Meeting March 25, 1998 Page 5 Scheffralm stated we should have an agreement spelling this out. Sleezer asked how they should address the maintenance issue. Spang stated they need this $15,000. Mayor Johnson stated their policy is for Y members first, then City residents. Swithin stated we do need an agreement. Spang agreed strongly, adding he would like to see this set aside until it was worked out. Prochaska stated the Park Board has made an agreement. Spang asked if they could commit to an agreement before the City Council approves the budget. Swithin stated she wanted to use this money as leverage. Prochaska stated get it in writing. Spang stated that if we can justify $15,000. under a pool rental and then offer the pool to residents then he has no problem with this. This would put the situation in our control. Sticka agreed. Prochaska asked if the pool was making money. Graff stated it was not. Prochaska stated the YMCA members were not distinguished between those in or out of the City Limits. Graff stated this needs to be ironed out. Swithin stated there were only two things she wanted budgeted this year. A part-time assistant and new software designed for Recreation Departments, next year maybe an intern. Spang stated they should spend money this year for a new computer. Prochaska stated they could add some additional revenue and use $4000. for software and $7500. for pt. time helper, and $5,000. for a trailer. We will show $114,000 moved out of General Fund and to Parks & Rec. On this budget Land Cash is based on Nanninga's estimate of $134,000. Sleezer stated the park for this year should be at Greenbriar since there are more families and children there, and they are building at a faster rate. The Riverfront Park has some issues also. The supplier didn't inform us and we weren't aware and have to correct these problems. - Prochaska asked how long the equipment lasts. Sleezer stated 30 years. There are lots of expenses that are not budgeted for that come out of Land/Cash. Sleezer left 9:45 Swithin 10:00. Prochaska asked about Streetlights in Countryside. Mayor Johnson stated cul de sacs are dark and dangerous, but residents may not want lights there. Sticka asked about maintenance on streetlights. Nanninga stated that much of this money comes from IDOT or insurance companies so it is a net line item. Spang asked about adding more streetlights. Prochaska stated there are a large number needed that have been waiting several years. We could do lights on an arm. Nanninga stated these are about $400. Mayor Johnson stated it should be budgeted. Special Administration Committee Meeting March 25, 1998 Page 6 Spang asked about continued education. This should be offered to employees for an opportunity to better themselves. A memo should be done to encourage them to take welding or something. Mayor Johnson stated that with enough interest we could even bring someone in. We could start with $1,000. Sticka stated we should start with making them aware it is available. Prochaska stated the pagers are up to $700. Sticka felt that was reasonable. Spang stated operating supplies are down but should be kept at $3000. Nanninga stated much of the work being done at the riverbank is re- imbursable. Prochaska stated we need a reserve of $30,000. on equipment. Nanninga stated this is based on the 5 year plan. Mayor Johnson asked if there was a surplus. Nanninga stated there was not much. Mayor Johnson stated he wanted the new Chipper addressed. Nanninga stated $10,000 will get us the big used one. Spang stated we could look at contracting out twice a year. Prochaska stated we could look at cost for that service. This would work better for PW agenda also. Spang asked what we spent to burn, and can we use that for hiring out for chipping instead. Mayor Johnson stated we could check and see what Plano is charged or this service. Prochaska asked about Building & Zoning. Nanninga stated that Kendall County asked if Yorkville wants to be part of their Fly Over. Spang asked about EDC. Nanninga stated this was the same at $18,000. The balance is advertising. Prochaska asked about fees and where used. Nanninga stated Nicholson & Inland currently. Prochaska asked about Water and 5% increase to residents in November. Nanninga stated we will have increased users too. Prochaska went on to address Sewer Maintenance. Spang stated we budgeted $7000. and spent $8200. Nanninga stated we did a lot of repairs early in the year. Now repairs will be under the IEPA loan. We will be looking at replacements for Scott McNellis also. Prochaska stated the half year increase is a big hit. Spang stated that training, conferences and electric are all cut in half. Nanninga stated some charges going to water should be going to sewer. Prochaska stated after Special Administration Committee Meeting March 25, 1998 Page 7 sewer chemicals and operating supplies there is $1000. to move around. Scheffrahn stated this should go to rental equipment. Prochaska stated the Beecher has $1200. - $1500. left that should be rolled over into next years budget and shown as remainder carried. Prochaska stated that the Sanitary Sewer Expansion shows a starting $54,000. Where will the rest come from? Nanninga stated he will check on this, he got those figures from Kim. Scheffrahn asked about funds for SSES. Prochaska stated it has to be held in one fund, and is transferred to this fund from the General Fund. Scheffrahn stated "call it the Reserve for SSES" . Spang stated we will hold it in the SSES reserve account and let it build, transferring only the amount needed when needed for payment to debt service. Prochaska stated that the Water account is starting with $100,000. Nanninga stated we would start the Water Improvement fund and transfer from the Water Dept. to this fund. This is based on 75 water connections to 75 homes at $800. plus $10,000 for industrial. Spang asked where we were funding the 5 year water plan from. Radium was not a part of that. Prochaska stated that .Van Emmon was planned and now we are not doing the work. Nanninga stated we are doing Eldamain, the well and the river crossing. Scheffrahn stated the past debt transfer is for the extension which Van Emmon was. Nanninga stated the river crossing is critical to the Radium issue. Spang stated that if the Radium requirement comes we could add the cost for the river crossing to the low interest loan for the Radium work. Prochaska stated there is a Government grant for safe drinking water this year that could tie into that also. Spang stated that we are mandated to spend those funds for Van Emmon and follow the 5 year plan. Nanninga stated there are two river crossings, one for water and one for it's return. Prochaska stated he agreed that at least one of the 5 year plan items should be done. Prochaska stated that NET is at $86,000. Nanninga stated that is the figure Kim gave him. Spang stated that previous budgets have named the street projects to be Special Administration Committee Meeting March 25, 1998 Page 8 done and agree that the figures total $163,000., and that the sales tax from F.E. Wheaton helps with the Police Budget. Scheffrahn addressed the problem of correcting the negative cash balance at the end of the year. This entry was made to close books for the year and should have been reversed again after the end of the year closing. This is for 1985/86/87. The auditors closed and never addressed this issue. When funds were spent it came out of the General Fund thinking they had reversed them. The funds had never been put in the General Fund, so all this money was spent out of the General Fund. These funds need to be repaid to the General Fund. Spang asked for a list showing the expenditures to equal the transfer amounts. Not necessarily the exact items, but just items to equal this amount that are appropriate to the assigned use of these funds. Scheffrahn stated we need to transfer $153,000. equity. Prochaska stated that Trust and Agency should show what was paid and not collected out of the Debt Service. Scheffrahn stated the General Fund has been covering this. We need to transfer the $153,000. equity. Spang stated he has serious questions regarding YBSD collecting funds that have not been paid to us. Scheffrahn stated this was per our agreement with YBSD to pay as billed. Adjourned at 11:35pm. Minutes by Sandy Marker