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.
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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
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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.
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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
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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
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