Admin Committee Minutes 1997 03-25-97 UNITED CITY OF YORKVILLE
Committee Minutes - Administration
Date of Meeting: March 25, 1997 Location: 111 W. Fox
Time Convened: 6:35 P.M. Time Adjourned: 9:10 P.M.
Attendees:
Art Prochaska
Jeff Spang
Richard Scheffrahn
Jerry Lynch
Mayor Bob Johnson
Kathy Jones
Jim Nanninga
Tony Graff
Discussion:
1.) 1997 -1998 Budget - Phone at Police Department went up because of
new phone lines for the Dictaphone System. There is one line for a
modem. Modem is to be able to talk with all the other Police
Departments, Graff has been looking Into other phone services.
Phones In every department went uP. Finance - Legal services
budgeted more than what was used this year. Nanning will c6 k
Into this. Engineering Budget 85500. Wywrot gave a ga a list
of what he needed. Nanninga will get specifications. In office
supplies - Operation Supplies - doubled. Nanninga I$ budgeting for a
new copier. Have a quote for new copier for $11,000. The
maintenance agreement last year was 8875. Spang suggest looking
into purchasing a newer used copier. Nanninga did check into leasing
a copier. The Interest rate Is at 16 percent. Training & Conferences -
Police - There are Officers that are going to other schools than
• Waubonsee, the classes start costing more. Salary - Grant money
was not budgeted in. Grant Is 875,000. If the Police Department get
a hiring grant then that will show as income. Operating Fund - This
fund Is anything used that Is not office supplies, a catch all. Supplies
such as film, flairs, cleaning supplies, etc. Graff is concerned with
the move and needing more supplies. Spent more than expected
when they moved into the Game Farm house. The Police
Departments copier went out. Right now they have a demo. Cost of
purchasing is $5990. Prochaska suggest maybe the City should
consider a nicer copier once the City moves into the old Court House
and have a copy center. Graff would not want his secretaries to
leave the office to make one copy, also a lot of the stuff they copy is
confidential, Graff said he is trying to be responsible and make good
decisions to purchase better equipment so that it will last longer.
Prochaska want to change it to say repayment instead what it says
now. Two streets lights have been budgeted for. The streets are not
for any location yet. Building & Zoning - Printing - Budgeted more,
Nanninga thought we are going to do new maps. Economic
- Page 2 -
Development - Budgeted money to do marketing. Home Page
development - spent $400 this year. Need to get something better,
can not find what we have and it is bad to look at. Fees for
Palmquist - Palmquist only comes to meetings if he is needed. Spang
suggest checking on services that are less expensive, Its not worth
check because then the service drops. Price for additional computer
workstation - J.T has a computer that he does not use very often.
Spang suggest putting on a table for everyone to use. Nanninga does
not agree. Equipment - budgeted $9500 for a Valve Operator and a
Power Washer - Spang suggesting not to purchase or purchasing a
cheaper one. Money could go on a contingency. There was $6100
budgeted for Sewer Chemicals. Did not do the Chemical Treatment
this year because the approved treatment was too expensive, Rental
Equipment - Nanninga needs to check on this. Flowers - there was
6530 budgeted this year. There is $2300 budgeted for next year.
Nanninga said that is because of the Riverfront Park and Prairie Park,
Park Equipment - $7000. Prochaska thought that they had planned to
on r thisS e Professiona lS Growth and Subs cri not. -The g hav$ Il s o me ck
seminars that they would like to attend, The Park Board has blessed
this budget. Need to do Land Cash. Will need Land Cash for
viewing. Prochaska had asked for It to be Itemized. Expenditures will
have to be approved by City Council because they have not turned In
an Itemized Ilst. Prochaska wants to make sure that costs are
covered. To get a true amount of what it really cost,
2.) Tower Ordinance - Tabled
3,) Municipal Building Fund - The City will need to pass a resolution to
set up new funds prior to passing them. They can be voted on at the
same time. Prochaska asks to have resolutions at meeting on April 8,
1997.
4.) New Water f=und -Water tap on fees go into the Water Operations
Fund. Transfer to debt service. Have a revenue source and an
expanse. Jones thinks it would be best to separate. Sleeves up Rt.
34, the money was already budgeted, but the sleeves did not get
done. There will be a carry over this year. Prochaska wants to make
sure everyone is comfortable with this. Spang said that if the Radium
levels are increased then the new well will not be as pressing and the
$50,000 could be used for the Old Court House to make that work
out. Scheffrahn said that we have an exemption right now. Within
three to four months we should know something but the City has the
exemption because we are making progress in resolving this Radium
issue. Drilling an additional well is expanding the system. Need a
draft on three funds. Can not pass budget until a resolution for at
least two of the funds is passed.
5.) Job Descriptions - Administration - Nanninga has duties that they do
on a daily balls. There are always additional items. The new Water
billing system will be here soon. Once the new Water billing system
is in, then they will start cross training. Each position has a manual.
The manual is more in depth. Need to change some of the wording to
- Page 3-
more general. Prochaska would like Nanninga to do some clean up
and chan any of the proper names. Go through and bring back on
April 8, 1997.
6.) Tax Levy - Prochaska said there were some, differences in County and
City. The County is questioning the ability to levy money for the
Police Pension Fund and the Parks. The Parks need to have a
referendum to levy. Pension Fund �gg oes Into the IMRF Fund and Parks
goes back into the General Fund. Unce the population is at 5000
then the City can do a Police Pension Fund. The City needs to have a
referendum to increase money. If you split the two then they are
really creating two new taxes but the bottom line does not change.
7.) Additional Business - Treasurer's Report - Scheffrahn had asked Dan
to changge, DId not include closing the checking accounts on the
reconclling of the Due To /Clue f=rom. Scheffrahn thinks he needs a
resolution to do that. Prochaska asked Dan and Nanninga if the
Beecher Fund could be closed? Prochaska would like some
clarification on closin this account. There is $5000 In the account.
Prochaska said that al one time there was an endowment fund set up
to maintain the building. The first time the roof needed repair, the
cost of the repair almost wiped out the account. Prochaska said that
Scheffrahn can close the account. This needs to be passed before
the budget Is passed. Put on agenda for April 3, 1997. Then to City
Council on April 10, 1997. February Treasurer's Report - The General
Fund balance dropped $200,000 because some expenditures were
spent In February and money from the State was late, money came in
March. Trust & Agency - In years passed the City borrowed more
than what was there. Prochaska said somehow money was borrowed
and not passed through. With the Sewer the City pays out before
money Is collected, If you don't collect for 20 -30 years then It would
be possible for the amount to grow to $60,000 to $70,000, This
account will be reconciled this year. The Accountants have
recommended that at some point you need to say this Is our balance
and go on from there. May not be able to find out where the money
Is, Prochaska would like to know where this physical money comes
from. There is not a separate account for Trust & Agency, Cash
actually comes from General Fund. What Is collected in January is
paid out In February, At the end of the year, we should be able to
zero out or the account should be even. Nanninga thinks this
money /debt has been here for some time. $130,000 is just on paper.
Nanninga always makes it work out at the end of the year.
Scheffrahn suggest revising report, update it to February. General
Fund is $ 105,000 in the hole, Trust & Agency is $48,000 in the
hole. Borrow money from the sale of the property on Walnut Street
to put into General Fund and give it a positive number. At the end of
February, the General Fund is $69,000 in the hole, Spent more in
February, Scheffrahn said that when there is extra money in the
General Fund they it needs to start repaying the borrowed money.
The other option is to borrow money from accounts that have already
been borrowed from, Scheffrahn does not think this is a true number.
Can look at the numbers today or what it should be, and the forgive
the account. Spang asked what if this was from administrations from
- Page 4-
before? Scheffrahn looked for any big umps in money. Scheffrahn
would like to do this at the beginning_ April. Mayor Johnson would
like to and up with a positive in the (jeneral Fund. Can not be
negative in the debt service. Prochaska does not like the idea of
carrying debt in Trust & Agency. Scheffrahn is trying to figure out
the best way possible to get the numbers as close to where they
need to be. Scheffrahn, at the beginning of April will make entries so
the will appear on the April Treasurer's Report. A basic snapshot in
time. Prochaska would like to rectify. He does not want to hide
behind numbers. $1.6 million will be brought down to approximately
$500,000. Need to decide where we want to carry the debt. Jones
thinks the logical place is the General Fund, but there needs to be
money there. What Scheffrahn is suggesting is as close to paying
back the money and maintaining a positive balance. Scheffrahn will
have completed by April 17, 1997.
Minutes by: Mollie Anderson
W1571.57n iF -zo- Aviv