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Admin Committee Minutes 1998 01-12-98 i UNITED CITY OF YORKVILLE Commi -tt 6fe Minutes Administration I' Date of Meeting: January 12, 1998 Trine Convened: 1 6:35 P.M. Location: 111 W. Fox Trine Adjourned: 9:10 P.T.I. ' E Attendees: I. Art Prochaska i Richard Sticka s Jeff Spang ,I Mayor Bob Johnson Jerry Lynch Jim Nanninga Richard Scheffrahnj i Discussion: 1.} Finance Optionis - New City Hall - Nanninga spent some time today figuring out where furniture in t : he open area /off °face could be placed. He is looking at diff rent options 6r expansion. We would like to consider hying a usable:basemeni.. There will be double doors with security. There will;pe only one set of bathrooms on the Administrative side. Pospable elevator. There needs to.be a conference room. Prochaska would like toibe able to keep the public in one area.!�Sticka suggest combining the break room and the conference room. Sugar Grove and Elburn have"their' break room and conference room combined and it works out good.' There needs to bb a second set of +stairs. Nanninga would like to considei•ia fire proof vault iqt the basement. We are la king at about•$100 a square foot ni t . including the outside. A back up'genebator i:; needed for th police.' Finance options - Information•from Spears - five percent comes up to about. $91,000 per year. Payments are quarterly. If we use the money from F.E.;WheatoY•, then we can aflford the .'$91,000 per year. Assuming that 75 building permits are issued. But then we have to deCide if wt: want to take that money away from the streets. Up toiJanuary we have only issued 29 building permits. Nanninga is�still talking with people that might get permit s this year.i�The architectural plans that we use have to stamped.• S :cott H3 1, did not stamp :the plans. Nanninga got a quote today** tq completely redo the plans for $46,000. Nanninga has schedules a meeting tomorrow with Scott Hill. Financial figuresjare based on a bond. It will cost us more to do a loan. lProchaslas would like to see the numbers for fiscal year. Nanninga will redo the pumbers for a fiscal year Nanninga wou.id like to go over with Scheffrahn also. 2. &. 3:) Job Descriptions & Judy Bell - Replacement - Sar}dy Marker has applied for Judy's position. Sandy is currently the Secretary to the City Administrator. She fills in for�'Judy when'Judy is out of the office. Nanninga recommends 6a�ndy fox: , the position and a salary of $24,000. If she acceptsl'he Deputy Clerk responsibilities there is alstipend of..$��900 per .-year. A�Deputy Clerk is appointed by the Mayor and the City Council to concur. Mayor Johnson has no problems-with replacing Judy with Sandy as long as there is a probation period. If she for some reason she was unable to perf6rm all her job description responsibilities then she would ha•yie to abide by the new job descriptions for her old job. Sticka is f I � Administration Page 2 confused withlthe probation period, why and who would review her? Nanning would have to do an evaluation. Needito get some clarification from Dan on the probation issue. jr:ommittee recommends Sandy for the position. Take to COW. Sandy's position will have to be posted in house first. Thislpositioa must be offered to all full time employees. Pay is $40,000 after six months position will be give the annual increase at the beginning of the fiscal year from date of the six month date. Prochaska would like to know if Nanninga has thought about some type of office manager? Nanninga does notifeel th3•t we really need an officer manager at this time. Nann:nga is happy with the current job description and duties. Hl„ive Bob Smith look this over. We can publish and still hire I' °ir promote from within. `Vote on job description a� COW. 4.) Tower Ordinance - Mayor Johnson will male copies forlr�one. ver Y i P Y Bring back toinext meeting for discussion. � I 5.) Update of YBSD Agreement - Nanninga has had two meetings with Ralph. YBSD would like to increase the late fee to I() percen up from eight1percent. YBSD is willing accept thel,pay as -ua; receive offer! We will pass along their portion of the late fees. YBSD wants to make sure we go from date of agx(;.ement forward. The next step is for YBSD to m eet with thea Attorn and we need to meet with Dan to draw up an agreement., We can revise the amount they pay us to do their billing. it cos: us $12,000 to i do their billing and they lonly pay us $;1.110, 000 then we need to increase it. Nanninga thinks we need-Ito sit down and figure out what it does cost us. Prochaska would li::c: the agreement to include that we will ; =sview the billl�i.ng amount annually by February 1 each year. I ; 6.) Timeline for §8/99 Budget - Spang asked if there woulc,i be any time if a resiident makes 'a point' and we need to make kshy changes? This is a proposed budget. Are the Committ:(.es scheduled to meet with the department heads? Prochasl'ka would like to recommend that the department heads meet with �the Committees. The budget is adopted by a voice vote. P1he levy is an ordinance. II 7.) Revised Budget Update - Based on the nE: revised budget, them: are water receipts and interest that is not included *lJJLM wi.1 revise and have completed by Friday. This is only a O.Faft. Everything over 100 percent is highlighted. Nanninga peeds to check on things that have been done at the Beecher Building. Land cash receipts are down because _the:ylI are tied in Hrith the building permits. 96 apartments are lcZking into building in Countryside. Mayor Johnson would like to make sure they understand the' can not move things around. There arelOsix lot lines. Sewer shook on is $2,000 and wat:efr hook on is $'800. They won't pay, land cash or transition fees. The do n.�t like the plans and ,they do not want to pay t tees. This; may be e negotiating paint in nicer looking apartments. We a0i figuring on 50 building permits. As of December 29, 97, we were up to 29. I 8.) County Office Agreements - One agreement is for this fiscal year and one i for the next fiscal year. Mayor Johnsi' >n would Administration ! Page :3 I like the agreement dated for February 1 to go to COW.; Nanninlit would like to agreements to Jack Magnunason to (!:heck on the insurance! If possible we would like to pass botLk agreements at'the same time. Go over :� COW. We doll'10t want to have a termination clause. $1000 per month. Make sure everyone getsicopies of the agreements. I 9.) Budget Report - See number seven above. I 10.) Treasurer's Report - Trust and agency is still being worked o:i. Scheffrahn would like to figure out whai we really ow $96,000 is owed to the trust and agency ! Prochaska is just wondering if that is money that was bo:r owed and repaid but not credited correctly. We could forgive - that account bu6: we sti i.:. need to get the money from somewhere. M may have been pu co back but never shown. We need to forg.a.ve the ac unt or fi g u::aa out a way to r epay. But then who are we going to rep.i�y it tol) Scheffrahn is hoping to be done tracing back and trying to figure it all out within a month or so. Municipal Building fund has $292,000 in it. The accounts have to be pail(!, back of in way or another. Basically the general fund ends up eating thy; debt. Recommend to COW. 11.) Chamber of Commerce - Board of Directors meeting is tomorrow morning. l Codifications!- The Codification compaaiy needed to get some information f>±om Dan. This will updatejus to the end of last year. We need to budget $3,000 per yea for codifications. Power Plant 1Spang said that there is a per -son lookixa.g into the old power!plant. There are approximately $7,500 �=th of fees per building with a total of abou.: I$35, 000. Thi;sa person is also working with Detmer making sure the building ;is up to standards. Allot of fees are based on bringing in new development. (This building is 150 years old and diffleArent taxes have been paid all along. We need to come up with a way to encourage that old buildings are cleaned up and made into something. This person is looking to jut in apartments with one bedroom ar�d a loft. We need to consider some flel ability on older buildings and looking at areas they are in. II We need to decide if 4e need to change from residential to co�n1mercial The Burlington Northern sold the railroad line from Ottawa to Montgomery. As long as the railroad slAr is "there that property will The very hard to sell. There is value tb the people that may be able to use the spur. The new owner of Ro:I)] :) Container does not want to give it up. I is an asset: to him Try to schedu e a meeting with new owners of the rails °oad lines. Bring I policy for older buildings up at Econom�i.c Development meeting. This needs to be ca a case by dAse basis-,. i Minutes by: Mollie Anderson I I i i �