Admin Committee Minutes 1997 05-13-97 UNITED CITY OF YORKVILLE
Committee Minutes - Administration
Date of Meeting: May 13, 1997 Location: 111 W. Fox
Time Convened: 6:45 P.M. Time Adjourned: 8:16 P.M.
Attendees:
Richard Sticka
Jerry Lynch
Art Prochaska
Richard Scheffrahn
Jim Nanninga
Discussion:
1.) Administration Job Descriptions - Prochaska talked to Nanninga.
There are a few things that need to be changed and reworded.
Prochaska would like to see job descriptions for Deputy Clerk and
Deputy Treasurer defined outside. if anyone has any suggestions on
a format talk to Nanninga. Descriptions were written by the
employee. Now Prochaska would like to put them into a format. As
an employee leaves, then the job description can be added to or
changed. The job descriptions were done to make sure that everyone
knows what he /she is suppose to do. Prochaska thinks that when a
person leaves the job description should be redone to include
qualifications Lynch ask how an emplo could be evaluated with
nothing to go on. Prochaska said they do have something to go on.
Prochaska would like to see the descriptions in a more professional
manner The next step is to put some standards with t hem. The job
descriptions are also in case someone is out of the office, then
someone else can fill in. Prochaska would like to most with Nanninga
to go over descriptions and have them completed by the next
Administration meeting. Increases are also given on merit.
2.) New Office Copier - Copier will have to wait. Nanninga said that will
be ok however if the copier breaks down, the City will not have a
copier to use. The Police department and the Administration office
are getting new copiers this year. The Library just purchased a copier
last year and the Park district is having a copier refurbished.
Prochaska would like to know if the next time something like this
happens could the City check into a quantity discount? Prochaska
sug having a meeting with the department heads to discuss the
needs of each department and work together. Nanninga has three
quotes. Minolta was 814,405, Xerox was $14,485 and Gastnor was
S 11,195. Gastnor was listed in Consumer Magazine as the number
one copier. The life expectancy of the copier is three to five years
with approximately two million copies, Kim did the research,
Nanninga will get the information from Kim. They will agree to wait
for the payment until July 1. They are also giving .the Ci a five year
warranty instead of three years. Plus they have increased the
remaining nine months on the .current maintenance agreement to one
year. Copier is being purchased come from Kopy Kat. 000 has
been budgeted. Prochaska would like Nanninga to put together a
summary and put in everyone box. Nanninga would like to take
COW.
3.) Budget Review - The is just a basic picture of where we think we are
right now. There is approximately $ 151,000 in the general fund.
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There a negative 416,800 in the sewer find and $16,000 in the water
fund. There should be approximately 4135,000 in the general fund as
a carry over. Mayor Johnson has suggested to Nanninga to spend
the money on streets. Scheffrahn suggest looking other places. The
accountants have suggested having tFiree months worth of expenses
In a reserve. Scheffrahn suggest putting part of the money into a
reserve. Prochaska said that in the future the general fund should be
carrying the debt service. The general fund is the logical place to
write off debt. The City has more money then they spent.
Scheffrahn suggesting deferring the streets for two maybe three
years. If the qty has negative numbers they should try to make them
positive numbers by paying back. Last month the general fund had a
negative number. If everything was paid back the general fund would
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be at approximately $60,000. This s a summary from last year.
Sc4effrahn said he uses a snap shop at the and of the month.
Scheffrahn said there comes a time when you need to start building a
reserve. Nanninga and Scheffrahn to get together and work together. '
Scheffrahn is ok with spending $50,0(10 to $60,000 on streets.
Prochaska would like to check on the State stature. Prochaska does
not think the State allows carry ovens and it must be spent on capital
expenditures. Scheffrahn suggest getting the general fund to zero
and paying back the sewer and make sure it is worded as a payback.
Nanninga is wondering how it should be shown. Should it be as a
line item as a starting balance and then show an expenditure? Does it
need to be voted on because the amount is changing? Bring back to
next meeting.
4.) Employee Assistance Program - This is a program that the City has
made available to the employees, alderman, and Mayor. Prochaska
suggest having an orientation and have it signed off on. The program
cost 425 per employee per year. Covers any kind of physiologicdl
problems. It is a wellness type program to get immediate help and to
find out where to go next. Problems such as an alcoholic spouse or
an police officer see someone get shot The employee can go up to
three times a year. It is very confidential. Prochaska would like to
schedule or have in writing that they will come out for orientation.
Scheffrahn suggest having them come out three times. Nanninga
suggest having the orientation at a staff meeting. Everyone from the
police department will not be able to attend at one time. Schedule
one for an off time.
5.) Additional Business
Procedure Manual - Nanninga asked everyone to do a procedure
manual. If someone was to leave, no one would really know what to
do. The manual from Pandolphi is for the accounting clerk and
Deputy Treasurer. Accounting Clerk and Deputy Treasurer should be
two separate positions and have two separate descriptions. Deputy
Treasurer gets a stipend. Things are going to change because the
City is getting new software. Nanninga recommends waiting on the
manual until the new software is installed. Prochaska would like to
have the manuals signed off on by the employee. He would also like
to have them in place until the new software is here and installed.
These are the current standards. The job descriptions should refer to
manual.
Intergovernmental Agreement With Library - The Library board wants
to purchase insurance from the City. Prochaska wanted to know if
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the City showed this as income? There are only two people eligible
for insurance. The Library allows $600 for vision and dental. This
has already been budgeted in the Cities budget. Prochaska suggest
using the $600 that the Library has budgeted and the City to pay the
remaining $1000. There has been some confusion. It is self
insurance. Next Year the City will let the Library know ahead of time
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the amounts and let them budget �t. Need to get some clarification
from Dan.
Audit - Pandolphi is going to start the audit in August. Prochaska
thinks that the contract with Pandolphi is upp, . Kim and Scheffrahn
thought the City had one more year. Kim did some checking and the
contract is expired. Kim requested a proposal. Pandolphi proposed a
three year fixed rate contract. Pandolphi can move the audit up to
July 16. Nanninga will put together the proposal with what the City
was charged for the last three years, There was a five percent
increase on the proposal but then the amount will be frozen for the
next three years. Kim suggest going with Pandolphi because the
know the problems with the software. Prochaska suggest requesting
a one year contract. Prochaska would like to have at next meeting
with recommendations. Would also like to have the audit date of July
16 in writin - . This needs to be passed in June. Nanninga to get
together with Prochaska.
Minutes by: Mollie Anderson
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