Loading...
Admin Committee Minutes 1997 10-14-97 UNITED CITY OF YORKVILLE Committee Minutes - Administration P.M. Date of Meeting: October 14, 1997 Time Adjourned: 9.20 Time Convened: 6:40 P .M. Location: 111 W. Fox Attendees: Mayor Bob Johnson Art Prochaska Jeff Spang Jerry Lynch Richard Sticka Jim Nanninga Richard Scheffrahn Discussion: 1.) Purchasing Policy - All purchases that are $500 to $1000 require a purchase order and bid form. Amounts up to $1000 needs authorization by the department head. We should change the name of the bid form to quote form and we should request competitive quotes. $1000 to $5000 require a purchase order and quote form with a written bid. This also requires signature from the department head and committee chairperson. Mayor Johnson would like to give the department heads a little more flexibility. Prochaska thinks that there should be quotes for anything above $5000. Over $5000 needs to go before the Council and there should be quotes. We should not require a set number of quotes, sometimes it is difficult to get quotes from more than one or two companies. Competitive means more than one. Mayor Johnson would also like to be equal with the committee chairperson. Mayor Johnson would also like to increase the amount to $2000 or $2500. Prochaska does not thinks that the since the Mayor does not vote on amounts and the bill list then he.should not have the same authority as the committee chairperson. Prochaska suggest that the Mayor approve with advisement to the committee chairperson. It will be helpful to have a second person able to sign. The expenditures that require a signature are usually items that have been budgeted for. Budgeted in general, not necessarily a separate line item. If it has is beethand$5000 then it should go to committee. If the go to Council. Lynch is ok with increasing the amount to $1500. The last time we changed the amount, it increased by $500. Nanninga will work on a rough draft and talk to some other local Administrators and find out what their purchasing policies are. Bring back. 2.) Treasurer's Report - Received property tax revenue from the County, giving the City a final balance of over asmslioThere dollars. The property tax is mainly in two 1P and sewer is still a negative number in the trust and agency and water. Trust and agency is owed $77,000 from dept service, owes $19,000 to municipal building fund. Scheffrahn spoke to the accountants and they said we have $183,000 that c to use to repay some of the other funds. We could pay $77,000 fund. trust and andnScheffrahn�havettalked municipal w ithDan . recommen Prochaska ..... r� - OT ) 9/97 /nT Page 2 Administration doing a resolution just to make sure that e thee is e ds to start building up ui y' O pett r h enext The City also nee equity in five years Prochaska would like to stb of l the g fu g ndsthat the general fund and start forgiving some need to be forgiven. Some the municipal buildingbfundld At the There needs to be cash in the end of the year therbec ositiveenumberstorezeroedrout�hOreat Everything needs to P least positive cash• can areyborrowed Johnson would like to be invo lved If funds are transferred that means they need to be repay. to COW. then that means no repayment. _ 3. Audit - Scheffrahn found one inconsistency o 1an butthe the There should also be a reduction on that is not shown. Prochaska would ktaeScheffrlahnd page. The audit needs to accepted by the time needs to send report to the State at the end of October. Scheffrahn has already requested a c it The value of land goes by needs to give that not the current appraised value. The City amount to the auditors. The auditors ha v! requested the all our assets. Nanninga has was done The auditors recommended cash audit, shvuld a one cash audit internally. Scheffrahn thinks that we for the police monthly. A single audit a g rant Graff applied for. if done can get corrected pagesntaker to COW. 4 YBSD Billing Cost - looking into over this. a lot of delinquent bi people are months behind. Nanninga just sent out letters to people that are over $200 past due. The ordinance clearly states that 41 days after we bill needsto received stiffen up on this water will because shut off. Nanninga said will still take the same of the years we have become lazed. amount of time to bill for just the water, on one or lf o ththe water and sewer. There ar e City decides not to bill for YBSD then the added cost for them to do the billing will be passed along the residents. Nanninga to send letter to thBandt le that some would like to make like to reevaluate the agreem ent some changes. Spang would like a report on hoo�Dmany delinquent bills we have and what we have already paid S.) Water Billing This is a five year plan that was put in place. Before increase each year we need to review it and make sure i is needed. This five year plan is for r Ct t �ach l year. d The improvements. The increase is fine pe water tower was the first year pr iscbudgetedFfor the third the third second year project and Van year project. We need to increase. We also b need to consider make sure we need to do the a possible sewer increaKe•oflwhYhwefare doingnthisrraThis.is Everyone need to be aw for fixing the info structure, it is not for any new lines. r. e7 /R /R7. /0T Page 3 Administration Increase is effective Nov. 1. Bring up for discussion at COW. 6.) Budget Modifications - City received a memo from John the auditor. John recommended a cash flow audit so Kim did one. us $40,000 will go into the sewer expansion. That will bring100. down to $140,000. Expected number -of build t permits spend. We There is about $31,500 that we probably need $85,000 for Spring Street. Nanninga recommends that we spend the $31,500 there. Equity would go up $35,000 but cash will go down. If we expect a roll over this year then we could spend part of it. Prochaska would like to show that our cash in the general fund increases each year and eventually get to a point that the debt service will owe the general fund. But you do not want to use all the money or do it all in one year. But if we can use $30,000 or $40,000 that is great. to we do not get all of the recapture money, then we may have part of it. There are still 12 years left on the recapture agreement. if we get to where we are two years away, property may decide to wait the two years then to pay the recapture. The sewer maintenance fund and the municipal building fund needs to be repaid. Acceptbidmffr m Aurora after Blacktop with some wording that last payment May 1. Nanninga to check with Dan on budget issue before Thursday. 7.) Tax Parcels - All the parcels that the City requested are now tax exempt. Need to get with Dan and find out about getting the three year rebates. 8,) Tax Levy - The EAV has gone up by about 12 percent. Increase on average parcel was two percent. Prochaska would like to try to hold levy for the current tax payers. 9.) Job Descriptions - They do not pr look chaska thinks The € they look g much needs to be the same on all. better. Prochaska would like to make recommendation at COW. Once a position becomes vacant then we would be able to reevaluate the description. ks 10.) Codification - They should be complete in about ht come in The codification company thinks that they budget. They did recommend to Mayor Johnson to try to keep up to date with them. at 11.) Budget Review - In the budget weressupposeatohget are over 100 percent. Procha ska should a report when an item is over t Pro haskatwouldhlikela report be. Trees and stump removal - because we are over 100 percent and there more dead E s m at trees that need to be taken drant replacement 47 on a percent. Nanninga will do is do checking. onp 12.) Additional Business - EPA Loan - Looking at March. Will be on agenda for Thursday. Can not bid without the money. iee inT Page 4 Administration Retirement - There are Torreplace lforhtheasamelamo amount that the City would not be able Oswego just replaced their Public to the same amount of money. not save Works Director. Right now the City would probably same much. We need to detlmorefcostw together. t o Citycan offer Nanninga would like t g this now, the employewes arelgo have do this If window and then the indow ! Prochaska would like tg get Heldoes done not want resolution to wait until ready to go May 1, 199 . last minute. Minutes by: Mollie Anderson