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Admin Committee Minutes 1997 09-09-97 .UNITED CITY OF YORKVILLE Committee Minutes - Administration Date of Meeting: September 9, 1997 Time Convened: 6:35 P.M. Location: 111 W. Fox Time Adjourned: 9:30 P.M. Attendees: Mayor Bob Johnson Art Prochaska Jeff Spang Richard Sticka Jim Nanninga Tony Graff Discussion: 1.) Treasurer's Report - Treasurer Richard Scheffrahn is out of town. No discussion. 2.) Budget Report - Looking at budget report from August 22. Prochaska has several areas of concern. Garbage is a timing issue along with water and sewer. Police development - squad car money has already been spent. Engineering m Revi ees is one persons salary. Nanninga is expecting 100 fiscal year. But we still need to be conservative. Nanninga wants to hold down expenditures. Nanninga is expecting Fox Highlands to really start moving as well as the new phase in Green Briar. Copier, general liabilities and audit are areas that are high. Nanninga said he over budgeted on the audit. Police travel expenses are high. Streets and Alleys salaries are high but that is mainly because of the summer help. Part time hours are usually higher in the summer because of officers taking vacation. Prochaska asked if something else got added to the police car line item. Prochaska said when there is an overage the department head is suppose to do a report as to why. He has not seen any reports. Budget e rep o rts will once a month. Report will be done at Spang was wondering if the City has an inventory of Elm trees that may have to taken down next year Oi the City can budget for it? Nanninga said that J.T. was going to have someone start on that Monday. $6860 was tternbreak.Street anninga and $1400 from MFT to cover the wa asked Kim to do some cekchargedg salaries. I to one line item. The golf like all the gas has been outing money is collected . over. paid out year. Parks - Office could be because they purchased wasfinished thieyearabut h nothing e department had Cobb park said that a lot of things is showing in the budget. ska ocher ocha came through last night and should show up soon. Pr also saw a layout plan for Beeeha down.n1When money is carried dealing with revenue income is wa y show UP. over from the year before, a starting balancbuthnolactua1 cash. As of the audit there is $288,000 in equity Library - They had to have there air conditioner repaired. That has not come troug Need t to fix item where this air was conditioning Problems. I Page 2 Administration taken from. The Fox Highland payment is due when they get the EPA permit /approval. Prochaska would like to know where we are with the EPA loan. Nanninga said it is still in their hands. Plans have to be approved. Deuchler is working on it. EPA needs to get information from their attorneys. This will need to go the a public hearing. The sewer line for Fox Highlands need to be changed to maybe the south central line, take to COW. Water improvements is at 27 percent. If we only get 100 building permits that will need to be used to pay the debt service. Revenue versus Expenses - leading expenses by two percent. Real estate taxed will show up near the end of the month. Sewer maintenance is over by 19 percent. 3.) 96 -97 Audit - The City has not received the finished draft yet. Nanninga would like to meet with Scheffrahn and discuss the audit. Need to look at next years budget. a General also like not owe the sewer fund any money. talk to Scheffrahn. The City needs to be careful with the equity in the general fund. Mayor Johnson would like to meet with Nanninga, Prochaska, Scheffrahn, and maybe the auditors to discuss some options that can be done with the funds. Would like to try to cut out interfund borrowing as much as possible. We need to decide on this $190,000. Are we going to make change to the budget? Are we going to wait until November? Nanninga said that right now the hold up is State Street. State Street is out for bid. Only want to have to amend the budget once. Spang does not think we should do to much until we know exactly where we are with the budget and audit. Spring Street can still be budgeted. We still need to get handle on the $195,000• The old courthouse will probably e to the County by the end of October. Once the County turns it over to the City then the CIty has 90 days. Prochaska said the $195,000 is equity that got moved. Equity was spread out over some other accounts. We took in more then e and s less than expected. There have been equity accounts. When you go to a bank to get a loan they only look at the equity in the general fund not at thheftotal edusomeaf the City. We cut interfund borrowing by a. general fund money to encumbered funds. We could go back in and borrow back out but we really do not want to do tha unless absolutely necessary. it would not make sense, Th old funds. No one knows what the fund are for o from. These are things we should look at and �d if accounts then the forgiven. If the City does forg' e es equity in the general fund will go down. Maybe we could consider doing a little each year for five years. Mayor Johnson does not want other services to suffer. i the $235,00 building improvements there was $500,000 There might be ace. deducted out. It is co nfusi n g. to assets and something in the wrong p arty. Do liabilities. The audit shows a big decrease in property. not want to have a negative numbertin ass Th needs to be updated. Last years report audit was done f or making mreference toc7 /18. Graff dated for 7/18 even has grants that have been held up because they need to know i Page 3 Administration that proper accounting I procedures are being followed. The auditors need to write a statement. They will not release the money until they get it. Repayment of EDC Loans - Only funds from recapture fees. First payment goes to EDC the second goes to the bank. We can not use the money to repay the Bank of Yorkville because of the way it was written. Kendall County and the Yorkville National Bank - two loans combined together. Since the audit the City has paid off the GMAC lease, and Conover. Spang would like to see a six month run. 4.) Purchasing Policy - Nanninga and Mayor Johnson are looking for some input. Mayor Johnson would like to see an increase of the amount of money a department head can spend. Mayor Johnson committee would also like to have the same authority that the chairperson has. Mayor is looking to give department heads more flexibility. Prochaska said that the thought process of having a $1000 limit is because if it was /is over $1000 then it probably a plan purchase. This limit was also done to simplify the budget. Prochaska does not want to have a line item for everything that is purchased. The budget now s it re where generalized. The limit also helps to keep line they should be. Graff feels that $2500 is a reasonable amount. A lot of times things are just broken down into more than one purchase order. First the committee needs to get the most up to date policy. Bring back to next Administration meeting on October 14. 5.) Additional Business - Insurance Deductible for Scott - Mayor Johnson would like the committee to authorize the reminding $250 deductible for Scott to get his truck fixed. Mayor Johnson does not feel that we would be out of line by paying alk to Dan about it. Prochaska it. Mayor Johnson did t Like to put a policy in place. Scott was on company driving a company truck and backed into Scott can turn The insurance company will not pay. own insurance but he has a $500 deductible. The committee has already authorized the City to pay half of the deductible or $250. It is not uncommon these days to have a $1000 or more deductible so we really need to set an amount. Spang that paying the $250 was generous. Prochaska will go along with this but he wants to see a different parking configuration for the areas to minimize the risks of this happening again. Tower Lane is a very congested area with trucks entering and exiting. There are little kids that play there from the happened apartments down the street. Even if this had not have we still should reconfigure the parking area. Scott did not file a report. Graff talked to J.T. about it. This will be taken on a case by case situation. determine willrneedltonbed to be filed. An investigation thinks that we should go done by the department head. Spang back to the insurance company. Look into other insurance companies. Prochaska Mayor Johnson letter explanation. M reminding ay $250. Update on Parcels - The County recognized all but three lots. Administration Page 4 City does not have to pay real estate taxes on property that they own. If the City is collecting revenue on the parcel then the City needs to pay taxes. we can only go back three years. This comes out of the revenue for the County. The City is going through the proper channels._ Municipal Election Take Over Dates - This is still about two years away but.we need to decide if the take over should be immediately after the election or the end of April. Mayor Johnson would like to consider changing COW*and City Council meetings to a different day. Maybe Tuesdays. Looking at doing change at the beginning of the year. Bizon's Water Cooler Rental - Spang said that on therlast bill list there was a payment for rental of a water Bizons. Spang is wondering why? The City has made offers to hook onto City water. How long is the City going to pay this? This is an agreement that was made when there were other people in office. We need to make sure the most recent letter has gone out. We need to let Bizons know that after a certain date the City is no longer going to reimburse them for the rental on the cooler. Prochaska would like for Dan to do a letter under Mayor Johnsons name. Mayor Johnson would like to make sure that everyone concurs with this. Bring up at COW on October 2. Prochaska would also like to have opinion from Dan. Bridge Street Lots - The lots have been up for sale over one year with Peter Marx from Century 21. There is someone interested in the lots for duplexes. They would have to request a variance because the lots are only 12,000 square feet. A duplex lot requires 15,000 square feet. Spang thinks that we should bring this up for discussion at COW and decide what we want to do with them. Spang thinks that duplexes are a good solution. Prochaska would consider offices. The City might just have to wait it out. Ask EDC to look at the whole Rt. 47 corridor. I Give them some time to discuss it. Trees for Beecher - Someone purchased trees and donated them to Beecher Center. They were promised a monument. Mayor Johnson and Prochaska suggest bring this up at a Park board meeting. Nanninga will talk to Scott and brings report back to next meeting. YBSD /City of Yorkville Joint Billing - Put on agenda for the next Administration meeting. Prochaska would like to give Nanninga and Kim some time to get through the audit. We need e that to do some homework. We.neeketo make consensus from Cow a if we correct. Prochaska would g should continue to bill mone Y do D we send many YBSD beforenwe and collections. How much y actually collect the moneyYBSD may want to reconsider ? agreement. Take to COW on October 16. Voice Mail /Dictaphone - Graff said we never got the full system under the grant. They denied have ports an d two UPS'- It will cost approximately $6000. The Page 5 Administration equipment has set for 10 months. Would like to look at the budget and consider purchasing the rest of the system. Business Cards - Spang said he would print business cards for any aldermen with the correct phone numbers. The City will need to purchase the stock. FEMA Acceptance - Graff finally received acceptance from They are giving the City $7924 for the wall along the River. Flood - Finally done wthe flood. that TCD credited from TCD. We need t o make sure Reconditioned Squad Car - The City could purchase a reconditioned squad car Graff � Public do some rearranging and still Committee put priority on MDTs. have a car for the new officer to use. Ropp olo - No one has heard from Roppolo. The property is back to HD. Fox Hollow is out of the picture for now. Minutes by: Mollie Anderson i