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
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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
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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
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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