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Admin Committee Minutes 1997 03-11-97 UNITED CITY OF YORKVILLE Committee Minutes - Adminis #ration Date of Meeting: March 11, 1997 Location: 111 W. Fox Time Convened: 6:30 P.M. Time Adjourned: 9:20 P.M. Attendees: Art Prochaska Jerry Lynch Jeff $pang Richard Scheffrahn Jim Nanninga Jim Liggett Tony Graff Discussion: 1.) Citizens Comments - Liggett is primarily concerned with communications. There are some things that came out of Plan Commission and they feel that they are flagrantly being misrepresented. Liggett would like to make sure this does not continue to happen. Liggett would like to make sure everyone is very careful. It ends up making everyone look bad. Liggett said that sometimes people become defensive, but they do Dave a lot of experience and they feel that they should at least be listened to. 2.) Codification Update - The City sent letter authorizing $3000 worth of Codifications. That will go up to 95 -20. This was as of February 12, 1997. Prochaska would like to make sure that there is enough money budgeted next year to get the City up to date. Prochaska would like to know at next meeting. Nanninga said they are doing what they could do for $3000. 3.) Office Job Descriptions - Nanninga has four lob descriptions. They are written and need to be put in a format. Prochaska would like to have a copy so he could look at them. Prochaska would like to see them completed before the and of the fiscal year. Beth from the Accounting Company has been here helping to write a manual. Nanninga has received a draft of the manual. There is one more person that needs to go over and if it is ok then that will be made into the final manual. 4,) Current Budget Review - There are some items at 100 percent. They will need to use money from other locations. Nanninga needs to do a report for the items over 100 percent. The Police are $29 over. Streets are up there. The Dictaphone Grant money will come in approximately four weeks. Graff is working on setting up a direct deposit. Then it will take less time to receive the money. Graff will do a report also. Gas is up, but water is down a lot. Spang said the sewer is down. Nanninga said there is a billing that just went out. Nanninga may have over estimated on sewer. Nanninga will do some more chocking. 5.) 97 -98 Budget - Spang noticed under Building and Zoning Economic Development there is a line item for Marketing to cover Economic _ t zo - d <; 1 3 - , a - Page 2 - Development lunches. This money is not only for lunches. Under Travel /PR there is money for lunches there also. This would be for lunches for other things then for promoting new businesses. There is no money listed under Street Repairs. Spang does not understand how. The streets are in such bad shape. Nanninga said the MFT funds are in there and we have a good program. The City needs to finish paying people from last year. The City owes Walker $28,740 and $40,000 to Aurora Blacktop. In the budget it should be changed to Blaine Street instead of Elizabeth. Prochaska thought we only owed Aurora Blacktop 831,000. He thinks we are being more realistic on amount. Scheffrahn asked what is the status of repairing the Sanitary Sewers. Nanninga does not think that under the EPA loan that they will allow streets to be redone. He does not think they allow re pavement. Sealcoating - Nannin a said sealcoatin will be done on streets that have not been touched in 20 years. You can sealcoat effectively when there is not any base failures. Nanninga said the City is kind of waiting on F.E. Wheaton. $95,000 has been budgeted for Sealcoating. That should do approximately three miles. Prochaska asked that maybe at Public Works they could identify some of the other streets. Need to have some costs. Spring Street needs to be cored out and redone. Leave curbs off this year, but put the base in the right way. A Building fund has been added. Improvements need to be done. This may not be as important as some other things but it is still very important because repairs still need to be made. The Grand Prix is in the budget for buy out. The lease expires in August. The car only has 32,000 miles on it and . Nanninga feels �t has been a great car. It should last at least three more years. Prochaska would like eve one to o through the budget and bring back to next meeting. Scheffrahn said the money for a special census is in the budget, but the City does not plan on doing it. Need to have 6000 people before the City would benefit. Prochaska would like to have some comparison numbers. Spang said the Debt service is killing us. Extra 70 is under recapture. Bring suggestions up with Nanninga. In the past Graff has always counted an a Grant and then not gotten it. This year if he get a Grant then it will show as added revenue. Nanninga is looking to hire part -time summer help. Mike is being split between three areas. There are three new funds. Prochaska would like to have something rom Parks by next meeting. Nanninga Is not counting on any Dept Service this year. Nanninga does not expect to hear from about the EPA loan until September. The loan will not go through until the and of the next fiscal year or beginning of the following fiscal year. Prochaska thinks that if there is going to be more indebtedness then there needs to be an identified revenue source Different funds are being stablished for different departments. Spang still resist the fact the YBSD does not have to i p ay back the money f they don't build the new River Crossing. YBSD has agreed to build the line. Prochaska said there are always risks. The worst thing that will happen is that the residents of Yorkville will be on the hook for the $2.3 million dollars. The best thing that could happen is that the expansion will be funded by now. growth. Spang will read the current draft. 6.) Treasurer's Report /Fund Structure - On the first page is the Fund balances given on the January Report. This has not been done yet SO d - Page 3 - because of the difficulty in revising the numbers. The sale of the property on North Bridge Street was put in the General Fund. That should nave been put in the Municipal Building Fund. There is a due from General Fund to Municipal Building Fund for that amount: Scheffrahn also suggest putting the Beecher Building in the Municipal Building fund. Beecher has its own revenue source. Now taking on a liability. Prochaska does not want a building to belong to a department. The Beecher Building has always had a short fall. Reassignment of Dept Service Fund - First the County needs to be paid then the bank and then the City. All funds are positive. Kim it comfortable and Scheffrahn to maintain balances at and of year. Trust and Agency is hard to trust. It is a holding fund but money may set in the fund for a couple of months. The North Water and Sewer Fund collected money faster than anticipated and faster than paying out. The County gets paid first. The South Water and Sewer is bang in money slower than pa ing out. The North Water and Sewer has been paying the loan on both. Spang ask if there are any programs that would allow the City to redo the loan and pay the County off so that the money would be less dedicated? Looking at paying off some Dept and paying on something else. Even budget extra money if possible to repay off certain loans. Scheffrahn s concern is that if in 15 or 20 Years the recaptures are not repaid then the City does not get any of the money. Need to have approximately $40,000 left over each year to reassign that money to where it needs to go. You do not want to go down to zero each year. Finally getting soma this together. Will or should be able to start carrying over money each Year. 73 percent of the Dept Service money can not be forgiven. Cash flow is important. Scheffrahn said that if there is money left over it could b spent on Water and Sewer. 7.) Unpaid Bills to City - These bills are people that have not paid for fees, engineering, leggal, or planner fees. The total outstanding is approximately 825,000. Inland owes most of it. A lot of stuff for Inland is at Dan's office. Wehrli is also part of outstanding amount but the City will be able to collect with Phase Three. T.J. and Nanning had lunch with Marting. Nanninga thinks there are some of these people that will never pay. He would like to get the amount down to at least $4000. Nanninga said that Pavia and the City could split. Spang said this is money owed to Contractors. These people with outstanding amounts feel they have been over charged or charged unjustly. They are refusing to pay for whatever reason. A few of these properties could be leaned. Nanninga would like to charge a one and one half percent late fee after 60 days. Then if they do not pay lean the property. Nanninga thinks that the amount is low enough that the City will not be sued. Prochaska said if we work out a deal with Pavia then go to the client and start assessing late fees and lean the property. The City will not be having these problems in the future because Wywrot charges fees upfront. Letter will offer to work out a payment plan. Nanninga asked if the letter is alpreeable? Prochaska said we are giving them an out, to come in and discuss it. Letters will say that they need to pay the whole amount. Pavia needs to decide what they will accept. The City is just a pass through. Pavia has an agreement with the City. If the City makes a deal with Pavia to accept half can the City collect more? Nanninga l - Page 4 - said that if we collect more that half then the City would pay Pavia the additional amount. The interest will start 30 days after the letter is sent out. 30 days after that the property will be leaned If not paid or addressed. 8.) Personnel Outside Employment Policy - Spang wrote a very simple policy. It states that No full time employee of the City of Yorkville shall engage in employment outside the City of Yorkville that conflicts with their re ular scheduled work hours without approval of the Department supervisor with concurrence with the Mayor ". Scheffrahn asked if there is a form for the employee to fill out? If the Mayor changes then this could change. Graff said this should be cleaned up with legal language. This should be added to the employee manual. Nanninga will clean it up and bring to COW. Recommending to add to Employee Manual in the Work Schedule Section four under paragraph five. 9.) Tower Ordinance - Prochaska has original. Has Dan done anything with it yet? Prochaska would like to see a draft in the direction of the City of Yorkville. Take to COW. 10.) Library Agreement - One of the things that was pointed out is where the Agreement talks about the City controlling the funds, says that the City will hold funds. Prochaska suggest mirroring that. Library Money Market, Checking, and Building Maintenance accounts. If anyone has any questions talk to Prochaska. Prochaska will send to Dan to clean up and take to COW. 11.) Additional Business - Closing on Walnut Street - Property Closing is set for May 28, 1997. Olson is doing a survey. Escrow money will be kept in a separate account. Contact Policy - N objection irst Co o c o one has an with it. Y ! Bazan Water -Mayo r Johnson et a feel for what everyone asked, to g thought, to stop purchasing bottled water for Bazan. Spang thinks that right now this would be a bad idea until the City gets more information. Wywrot has spoke with Kisser, but he has been busy. They Know they need to get together. Wywrot is under the direction of the Mayor. The City needs to get the test wells in the ground before the ground thaws. The City does plan on doing the three additional test wells. Prochaska would like to know what the liabilities are. Dan says he can not find any case laws. The City needs to give Bazan a notice that after a certain date bottled water will no longer be supplied by the City. Minutes by: Mollie Anderson