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Admin Committee Minutes 1997 07-08-97 UNITED CITY OF YORKVILLE Committee Minutes - Administration Date of Meeting: July 8, 1997 Time Convened: 6 :35 P.M. Location: 111 W. Fox Time Adjourned: 7:50 P.M. Attendees: Art Prochaska Jeff Spang Richard Scheffrahn Richard Sticka Jim Nanninga Discussion: 1.) Codification - Nanninga received pricing for getting the City caught up on the codifications. Cost is $3,100. There is $3,000 in the budget. The codification company still has a few questions. Nanninga needs to get with Dan. Some of the items we sent do not need to be in the code book. Nanninga needs to talk with Dan and find out where they need to go. Nanninga would like to proceed. Nanninga said that we need to decide a procedure for distributing. The City needs to know who has code books. Also need to put some kind of time limit for updating the books. Nanninga suggest doing the codes annually. The Cities code books are about two years behind. This will bring them up to date. We need to look at the ordinance to find out how often we are suppose to be doing them. Prochaska suggest releasing. Nanninga will work with Dan. Nanninga feels that he will be able to find the extra $100. We did not spend all the money we had budgeted last year. 2.) Budget Review - There are a couple of problems with the budget. We should be at approximately 19 percent for the year. There was a payment for February that was just made this year. Nanninga is going to go over. All the gas has been changed to streets. Some of the gas should probably go to water sewer. Line item for health and sanitation is at 30 percent. The transfer for the parks and recreation is paid at the beginning of the month. Copier was a one time payment. Last years codifications is showing up for this year. Prochaska would like to hold off spending money until after the audit is done. Nanninga will do a report on the high percentages. 3.) Treasurer's Report - Have final report for April and first report for May. In April the City ended up with positive balances except for water and sewer. We need to keep a positive balance in the trust and agency account so that there is always a positive balance. Scheffrahn needs to go over the numbers again. Need to look at trust and agency again. Are we paying out more then we are taking in? Scheffrahn will fix and look at the trust and agency and bring back. The April report will go to COW. 4.) Budget Modification Update - There is rollover money from last years budget. The City does not want to do anything with the money just yet. This will need a council vote because it will change the bottom figure.. Audit is well under way. The accountants have been here for approximately —.r no -41T 1R 1Q71L0 Administration Page 2 Nanninga is anticipating one more week. 5.) Office Procedure Manual - Nanninga has procedure manuals and job descriptions. He has a format he'd like to use that was suggested by the auditors. He still needs the water billing manual. Nanninga would like another month to get into the format. Spang would like to stay in the loop on this. 6.) Job Descriptions - The ending clause on all job descriptions will be the same. That is being moved from the beginning to the and of the job description. Prochaska would like committee members to review before taking them to COW. Nanninga needs to review them. Still need to make generic. Should have them by next meeting. Prochaska would like to be able to make a recommendation to Council. 7.) Additional Business - Sign Ordinance - Signs on live trees. Spang brought it up to Detmer. Spang can not find it in the ordinance where it states that you can not nail a sign to a live tree. The City just recently put a sign on a tree. Need to go over the City Ordinance and rules with employees. Nanninga said the sign was put up by the police department. Spang would like it corrected. Detmer is the sign ordinance enforcer. Spang thinks we've over done the restrictions. Prochaska does not feel we should have an ordinance if we are not going to or can not enforce it. Computer Skills - There are several people in - the office with different levels of computer skills. The City spends a lot of money on computer training for the Public Works and Police Department employees. Is the same offered to the Administration employees? Nanninga said he has not pushed or encouraged any training. Nanninga said he will encourage it. Spang thinks the incentive could be discussed at review time. Prochaska would like to see a basic cost of living amount and then also a merit increase. Prochaska would like to look at options. Liberty Street Shore Line - Shore line is closed. it is state owned property. Prochaska would not have any problems opening it back if the state wants to put in a road with a parking area and trash cans.- The area needs to be kept up, cleaned and policed. Spang would like to see the park opened. It is a natural area. Prochaska suggest asking the state to put in a* trail. Minutes by: Mollie Anderson