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Admin Committee Minutes 1997 04-08-97 UNITED CITY OF YORKVILLE Committee Minutes - Administration Date of Meeting: April 8, 1997 Location: 111 W. Fox Time Convened: 6:40 P.M. Time Adjourned: 8:55 P.M. Attendees: Minutes by: Mollie Anderson Richard Scheffrahn Richard Sticka Jeff Spang Art Prochaska Jerry Lynch Jim Nanninga Tony Graff Discussion: 1.) Municipal Building Fund - Fund already exist. 2.) Job Descriptions - Nanninga changed the Job Descriptions to be more general. Removed proper names. Nanninga passed revised Descriptions out. Prochaska would like to make sure everyone is ok with this. Nanninga had everyone do a Job Manual. The Job Description is a summery of the Job Manual. All Job Descriptions include other duties as assigned. If positions are replaced then the City can add requirements. It is kind of hard to add requirements to a filled position. Prochaska would like to pass with this in mind. Need to change wording on the Secretary position and - need to gender generalize to be politically correct. Nanninga will go through and make changes. Take to COW, if there are questions then it will come back to next Administration meeting. 3.) Budget Report - Existing Budget. Report is showing what is over and where the fund will come from. Prochaska is wondering if there is going to be an overages? The City is at 89 percent of the fiscal year as of March 21. 4.) Proposed Budget - The proposed budget is up for viewing. Nanninga did a revised budget. $115,000 on stop light. Nanninga needed to find $9500 for an employee. This person could do janitorial work at the Court House. Now Grants are being tracked through the budget. Reduced Finance and increased Streets. Water Department - $1500 to cover full time employee. Wywrot spoke to Walker, Wywrot recommends to pay $38,000, It does appear that there is a $2600 double charge. Nanninga did make an agreement on salary for Walker at $2600, but did not include the interest. Nanninga said that the Interest was never discussed. Walker added a Street Light and interest. Prochaska thinks we really need to come up with an amount. Walker is charging $105 per hour for his time. This is the same amount that Pavia - Marting charges for engineering, Prochaska asked if that is what Walker charges? Would the City have been able to get this intersection put in for approximately $48,000 if it was contracted out? There was an agreement with the Holdimans for an intersection. Spang asked if the City would have paid $48,000 for this intersection, then why are we disagreeing on the amount? I -Page 2 - Wywrot can do a cost analysis. - Prochaska said that any charges that he can prove are reasonable. Reasonable and customary is what Walker was charged. The City needs to check on the Pavia- Marting amount. Prochaska thinks this is the Cities bill. It is the Cities intersection. It was the Cities project. Some of the cost from Pavia- Marting should be incurred. Approximately $200. That is a minimum amount. Walker did this intersection for the City. Walker was the General Contractors with the Cities building inspectors. $200 is more than reasonable. There is questions over the street light and the interest. The Subdivision Control Ordinance requires a street light at that intersection. If Walker can show a receipt or invoice for the street light then that is what it cost. The City will not be able to pay Walker until after July 1. If Walker had of came to the City and said he would be charging 8.75 percent interest, then City would have borrowed the money at a lower interest rate. Offer to pay Walker 438,097 after July 1. City will have to be able to accept all improvements or Walker will need to post a Letter of Credit. Walker will need to send the City a letter and request that the improvements be approved. In the budget, there are two street lights. One of the street lights will be at the Club 47 intersection. Prochaska would like to have copies of the receipts and Invoices. Finance - transferred to Sewer Maintenance for repayment. Scott had not contacted Spang on the equipment. Parks have rebudgeted for a mower this year. Parks may need to do something in Fox Hollow and maybe in Green Briar. 5.) Revision to Employee Manual - Posted revision. No one have any objections with the revision. Spang thinks it has been posted for almost 30 days. Take to COW, if there are any questions bring back. 6.) File Cabinet - Prochaska has gotten a price for a locking, fire proof, four drawer file cabinet of $900 including delivery. Prochaska would like to get file cabinet delivered as soon as possible. Graff said we have always had good luck with Quill and we should also check with them. 7.) Treasurer's Report - Report for March has not been completed. It will be ready in the fourth week. Consolidation of funds - $69,473.42 in the hole. This would be the true value of funds. In March there should be a greater amount in the General Fund. Auditors say the City should have three to four months of expenses in the General Fund. Borrow from working cash funds and then pay back from tax money. Some accounts are limited to how much money can be carried over. Scheffrahn will bring to COW on April 17. Should have March report by then. Prochaska wants to make sure that what is here is what the accountants pick up. Will check with Dan to find out if there needs to be a resolution to accept the report. Would like to have a positive balance in everything. The * on the report indicate those accounts are owed money from dept service. All money borrowed is borrowed for benefit of debt service. General fund borrowed a lot of money from Sewer Maintenance. When accounts were paid back, then it was shown as a loan back instead of a repayment Debt Service borrowed $12,000 from Public Works. $4,900 of interfund borrowing. All recaptures may not get repaid. If n - Page 3 - a a recapture does not get paid, then the account needs to be paid money from other accounts or the account needs to be forgiven. All borrowed to the debt. The General Fund is used to pay bills. Debt Service amount has to equal the amount borrowed. Want to have . m positive numbers. As additional funds become available then we need to start paying back borrowed money. Positive numbers stay in the Debt Service to be able to repay loans. As money comes back, we will be able to track it. In last three to four months interfund borrowing has not changed. Total interfund borrowing was up to ~ $1.6 million. As it stands, the minimum interfund borrowing will bey' approximately $500,000. Numbers that are underlined are accounts ca that were changed from last month. By doing this the way Scheffrahn is proposing things should work out ok. There may be some catch up. Prochaska thinks this is a great step forward. City will hold off spending anything that is not absolutely necessary until July. Need to wait until revenue starts coming in. Next Years budget the City will be purchasing one new squad car at the beginning of the fiscal year and will purchase a second squad car at the end of the year. Would like to stay on a cycle of purchasing squad cars at the end of the year. All departments have been told that all capital expenditures will be held off until after the first tax payment comes in. Graff is in serious trouble with squad cars with over 100,000 miles on them. Graff said this is the worst year for squad cars. He has not heard any other departments complain. Graff feels that it is a liability risk to have officers on the road for 24 hours a day in squad cars with over 100,000 miles, The City is working to get on a regular schedule to purchase squad cars. Discussion from Thursday, purchase of squad car, payment will not be made until July. Continent on approval of the budget. Graff is just .looking to be able to say we want one. This bid went into effect in October. Bid notices are going out now. Graff just wants a letter of intent. A letter of intent does not me that we have to purchase it. Letter of intent will state that it is on a continent of approval of the budget. City could get a loan from the bank for 60 days. Second squad car will go into second part of the fiscal year. Prochaska is hoping that when the City starts purchasing squad cars at the end of our fiscal year that it will be the beginning of the State bid. 8.) Resolution on New Funds - Prochaska spoke to T.J. about adding Water. Prochaska has not heard back. Resolutions need to be passed before budget can be passed. Adding three new funds. 9.1 Health Insurance - Nanninga has not seen our Insurance representative since he signed the City up. He would like to change agents. There is a person the represents the same Insurance company the lives In Yorkville and works out of America's Acclimation's office in Aurora. We don't feel we have gotten very good service. Kim didn't even know we had an agent. Kim recommended changing to Nanninga. No one from the City has called our Insurance Agent. Spang doesn't feel we have gotten bad service if no one has ever called. Prochaska thinks that we should give Alan Wishner a chance. Then if he doesn't help, then the City should consider changing. If the City decides to change, then have the person from America's Acclimation come in for a meeting.