Admin Committee Minutes 1998 02-10-98 UNITED CITY OF YORKVILLE
Committee Minutes - Administration
Date of Meeting: February 10, 1998 Time Convened: 6:40 P.M.
Location: 111 W. Fox Time Adjourned: 8:18 P.M.
Attendees:
Richard Sticka
Jim Nanninga
Jerry Lynch
Jeff Spang
Mayor Bob Johnson
Richard Scheffrahn
Art Prochaska
Mike Hitzemann
Discussion:
1.) Building Code Enforcement - Tabled.
2.) Fire Department Fees - Reduction - The Fire Department is looking for fees
that the City may be able to reduce. The City only needs to recoup their out of
pocket expenses. Bill Detmer is willing to reduce his fees. The City needs to
cover their hard cost. Two weeks ago the bids were open. The Fire
Department would like to get started the first part of March. The City needs to
put together a list of hard cost fees. Hitzemann is negotiating with the YBSD.
Recapture fees are hard cost. Inspection fees are about $6,600. Detmer told
Mayor Johnson that he could reduce his fees. Recapture fees can not be
waived. The City will need to pass a resolution to waive or reduce fees.
Hitzemann asked for a bypass on one of the lines inside the building. There
are two lines that run along the bays. He would like to have a bypass so that
the trucks can be filled once they get back, instead of having to stop at a
hydrant. The bypass line would only be used for filling the trucks. A metered
line would be used for everything else. Washing the trucks is part of
maintaining. The Fire Department covers 81 square miles. Hitzemann does
not know how much water the Department uses. Prochaska and Scheffrahn
suggest metering for anything other than filling the fire trucks. Nanninga will
put together a list of hard costs. The agreement with the School District had a
$10,000 cap. The recaptures will have to be paid. It is part of the agreement.
Nanninga will talk with Wywrot. We will do a resolution. Take to Cow on
February 19 for passage on February 26.
3.) Treasurer's Report - No Report.
4.) Tower Ordinance - Dan is recommending a Tower Ordinance. There are
some blank spaces that will need to be filled in. Sample Ordinance talks
2
about info structure maintenance fees. Prochaska is confused on this. It is
dealing with additional fees, building to standard and codes. The City will
need to adopt some standards. This Ordinance is regulating fees. The City
would want to encourage several companies using the same tower.
Prochaska would like to have Dan put together a synopsis. Prochaska would
like to know exactly what we are trying to accomplish with this Ordinance.
The City could use the water tower. We would just have to run the line. Then
we would charge a fee for the use. If we include a maintenance fee, then we
need to be able to identify the maintenance. Table discussion until further
explanation from Dan. Bring back to next meeting.
i
5.) Municipal Utility Tax Change - There is a different way Municipalities can
charge utility tax. Municipalities have one year to come into compliance.
Nanninga will check with the Illinois Municipal League. The City will need to
do some resolutions to change. Utility taxes are one of the biggest revenue
generators for the City.
6.) Possible Intern - NIU has an intern program available. Someone from NIU will
be coming to our next meeting. We would need to pay $9.50 to $10.00 per
hour. There are more communities looking for interns than available so we
kind of have to compete. Depends on where the person lives and where they
might be interested in working. Nanninga is looking at 1000 hours at $10.00
an hour. Extra set of hands to help with things. These interns are in the
Public Administration Master's program. We have to look at funding. We
have been looking at a type of assistant. More of an assistant then secretary.
Mayor Johnson feels that Kim could use some extra help also. This could be
put into the budget as a contingency. Bring back to next meeting.
7.) YBSD Update - There was a brief meeting on Monday with Ingemunson, Dan,
Ralph and Nanninga. Ingemunson and Dan will draft up agreements and
bring back to both governing bodies. Prochaska would like to get some ideas
on fees. Fees are not included in the agreement. The review clause will be
included.
8.) Riverfront Building - There is a line item in the budget of $3,000 for the old
Police Department building. There were people that were willing to donate
their time to work on the building. The building has not been designated to
any one department. Prochaska would like to use the $3,000 to do some
work inside. Mayor Johnson suggest giving the building to the Parks along
with the $3,000 line item. Prochaska suggest using the $3,000 to put in some
new electrical drops, new windows, and a drop ceiling. Once the inside is
completed it should be about the size of the Perkins room at in the Beecher
building. The City does have stuff stored there. It would be nice to get
finished. Prochaska would at least like to get some cost together on finishing
the interior. Offer to the Parks first. Nanninga and Mayor Johnson are
3
scheduled to meet with Sue on Thrusday or Friday. They will talk to her then
about the building.
9.) Budget Report - Everyone should have the report from January 31. Nanninga
sent out a memo for line items over 100 percent. There are some items with
the Police but they are reimbursable items. There are a few in Water that
Nanninga said will come down also. Nanninga said that all in all we look OK.
We are at 76 percent of the year. These figures are from the revised budget.
Sewer maintenance is running behind. Nanninga said that J.T. has been told
not the spend any money that was not necessary.
10.) 1998 -99 Budget Considerations - The intern is the only additional thing
Nanninga is looking for. He is hoping to get new accounting software also.
$6,000 has been budgeted but Nanninga has been holding off spending. We
might need to take some from this year and some from next year. We are
checking water meters one by one. We have requested a list from Ameritech
to double check that way also. We are putting in place a policy that Detmer
will not issue an occupancy permit until he has all the final paper work on the
meter. Nanninga said we are getting stricter on turning water off. Nanninga
has only heard about replacing McNeillis. Nanninga thinks that we are going
to need to put a roof on the Beecher building. Prochaska said that is why we
need the Municipal Building fund, for these types of major repairs. The Library
Board has passed their budget. Alderman use to get paid a set amount.
Even if there was an increase for the Alderman, it would not go into effect until
the next election because you can not give yourself a raise. If somebody
wants to do some research that would be OK with Prochaska, but he will only
support if it was going to attract more attention. The pay has not increased in
over eight years.
11.) Secretary to Administrator Position - Nanninga has scheduled interviews for
Wednesday and Thrusday. Separated list into Yorkville residents and non-
residents. Hopefully we will have something in a few weeks. Find out if we
need to vote on it. Nanninga thinks that Mayor Johnson can decide. Check
the policy.
12.) Additional Business - Insurance - Nanninga has received a lot of complaints
from employees about our agent. The employees would like to change
agents. Nanninga asked Jack Magnuson if he would want to do this. There
are some bills over a year old that have not been paid. Magnuson suggest
that the City pay these bills. It $2,000 to $3,000 or so. The City would still
have the same insurance. Our current agent is not helpful at all. Magnuson is
willing. Prochaska would like Nanninga to check with Dan to make sure we
can do this and on the procedure. And then if we change do we need to look
at other agents also?
Article in Beacon News regarding Sandwich Transition fees - We have added
4
that new fees are to be paid to the School District not the City. Once the fees
are paid to the School District, then the City needs to see the paid receipt to
issue a permit. The City is not required to collect the fees. The School
District has not agreed to pass a resolution that they will back the City. We
should do a hold - harmless agreement. Nanninga will talk with Dan. Bring
back to next meeting.
Sick Time Bank - Nanninga needs to do some checking with other
communities and maybe the employees.
Minutes by: Mollie Anderson