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Admin Committee Minutes 1997 02-25-97 UNITED CITY OF YORKVILLE Committee Minutes -.Administration Date of Meeting: February 25, 1997 Location: 111 W. Fox Time Convened: 6:40 P.M. Time Adjourned: 8:50 P.M. Attendees: Tony Scott Jerry Lynch Richard Scheffrahn Art Prochaska Jeff Spang Jim Nanninga Discussion: 1.) Budget Review - Nanninga said the General Fund revenue is at 85 percent. Expenditures are at 80 percent. The Water Fund revenue is at 81 percent. Expenditures are at 80 percent. He is watching revenue and holding down expenditures. Parks revenue is at 83 percent. Expenditures are at 82 percent. Everything looks, very positive. There are only a few line items over 100 percent. The Dictaphone is showing 399 percent, but once the Grant is received then that will show the revenue. The State will not send Grant money until they see it spent. Prochaska feels the Development fees are encumbered funds. Scheffrahn said you can still borrow from encumbered funds. Prochaska would like to see the City get away from large borrowing The State thinks you should increase funds to cover repairs. The City will be taking money from the Utility Tax Fund to build a cushion. Once tap fees start coming in then money will be release back. Nanninga had made a list of Capital Expenditures where purchases could be held back but the list needs to be redone. Nanninga said that the list was only done as an example. Too much of the list is from encumbered funds. Prochaska said the City needs to be very careful with Development funds. The Building Fund should cover any capital expenditures. The Library building will be covered with the Municipal Building Fund. The Library has an account fQr Building Expansion Only. Half of the money can not be spent on Capital Expenditures. The other half has to be spent on books and Capital Expanses. Prochaska will check on the Capital part. Prochaska does not want an us and them. The Library is a City owned building just like the Court House, the Police Department', etc. Mayor Johnson is working on the budget for 97/98. The process has been started. Nanninga has projected Building permits at 150 for the 97/98 fiscal year. Fox Hollow expects to be done in one year. 2.) Employees First Contact Policy - Prochaska has received some complaints. Prochaska would like to have policy for complaints and how they are handled. Complaints needs to go to the ap ropriate parson. Prochaska would like committee members to IoN it over and bring back to next meeting. 3.) Treasurer's Report - December and January reports are finished. Spent more in December. Numbers have increased from last year. Before the close of this fiscal year, need to go over the borrowed r - I Page 2 - from and borrowed to, to make sure there are no negative numbers. Money borrowed from Water Department, from Trust and Agencies, and Sewer Maintenance funds ail have negative numbers. Prochaska asked how can you borrow more money than what is there? . Scheffrahn said it was like this when he came in. Sometimes you borrow it and then pay,it, back, then have a positive balance for the City. Spang feels that part of the problem is borrowing from encumbered funds. A pass through account should not have a balance or a negative number. Some of the funds were set up without a revenue source. There is $206,000 from the General Fund for a Capital Street Fund but there is no source to repay. Showing two separate reports, one with consolidation and one without consolidation. Scheffrahn did it this way as a tracking tool. When you have encumbered funds You need to knew where they came from. Water Operations Fund is $97,000 in the hole. The balance of the fund is actually what is there. Spang wants to know where the borrowed money from the Water Operations fund is? This needs to be ironed out before the end of the fiscal year. Spang feels there are some tremendous short falls, Scheffrahn expects to be able to know where everything is by the next meeting. The Water Depreciation Fund was set up to pay for certain things. Account has not been used for approximately two years. Scheffrahn has not been able to find where the money was spend. Pandolfi has made a recommendation, that at some point you have to decide this is what you have and you need to $o from there. Prochaska would like this report together to be associated so the numbers have some meanings. Each building will have an account. There will be a Municipal Building Fund for Capital expenditures and major repairs. Prochaska has also suggested a Maintenance and Grounds pool. Prochaska does not want to see the Parks suffer because the Park employees are too busy taking care of City Building rounds. North Water Sewer Fund - Public Works is owed 512,000 from the North Water Sewer Fund. Spang said the City has spend more than $12,000 from the General - Funds that could have came from Development Fees. If the City takes in $60,000 from Development Fees then $60,000 should be spent on Capital Expenditures for the Public Works Department. The Beecher Fund owes the General Fund $ 18,000 but the Beecher Fund is paid for by the General Fund. The General Fund can go to anything. Scheffrahn will reconcile as much as possible. Hold Fund in cash, money markets etc, take to COW for acceptance. 4.) Expense Policy - Prochaska has been reviewing some of the expenses. The phone bill from a Pump House is $53, There should only be local calls from that phone. Prochaska thinks this should be checked. Spang said a $ 128 was spent to replace hubcaps. Spang thinks they should look at more economical ways of replacing them. Maybe look at Giant and purchase something less expensive. Span also notice that $80 was spend on staples and $ 184 for Toner at Copy Cat Copiers. Nanninga will check into this. It could be for office supplies and not just staples. Retainer for Danis to answer questions from the Council . Roppolo is paying Dan to do his P.U.D. Agreement. Spang would like to know who the Workman's Comp. Qlaim was for. Spang said there was $275 spent on lunches. Prochaska would like £O'd t/ZZ =ZZ L6701-- O . W i - Page 3 - to look at a olic for lunches. p Y When is it appropriate? Nanninga said that Erdman and himself have been having lunches with Commercial Developers. Spang thinks that money should come from a different account. Prochaska would like to look at it differently with Mayor Johnson. Prochaska feels this needs to have more accountability. Also need to set a reasonable and proper amount. Need to use discretion. Spang feels that if the City does not have the money to do this then it should not be done. Nanninga said this could be done under the discretion of Mayor Johnson. Nanninga said that Mayor Johnson has encouraged it. Prochaska thinks then that there should be a line item in Economic Development and that line item should be billed for it. This needs to be accounted for and would like to have some justification for it. Prochaska thinks any luncheon should be approved by Mayor Johnson. Mayor Johnson, Nanninga and Graff are the only ones that take peop out to lunch. Nanninga thinks the money comes from the Travel line item. Spang also asked why payments made to Kramer are made under so many different names? Daniel Kramer, Daniel J. Kramer, Kramer, Daniel. The vendor numbers are also different. Nanninga will check on this. Nanninga will bring back. 5.) Additional Business - Policy for Employees Working Other Jobs - Spang thinks there should just be simple policy stating the any full - time employee needs to get approval from City if the second job was /is conflicting with the regular working hours. Prochaska would like Nanninga to check with Dan. Cannonball Trail Water - Nanninga thinks this is just a letter. He does not feel they have filed suit. They have made some request. They have included every option. Spang has a problems with this. He thinks it is preliminary. Prochaska still does not know what the legal responsibilities are. Span does not feel we should give them free water for ever and ever. �rochaska is not comfortable with giving them water without them annexing to the City. But could come up with an agreement. Maybe annex and then rebate the taxes. Or once the property changes hand then pay taxes. Scheffrahn and Spang suggest that a pre - annexation agreement at point in time when property changes hands. Prochaska thinks this could work. Even if they have wells there are some cost involved. Spang said there is a couple ways of approaching. One is if there is some liability to the City. Prochaska would like to know the liability to the City. This was- - not done to cause anyone any problems. Scheffrahn suggest a basic pre -annex agreement. Prochaska is willing to look at something reasonable. Spang is concerned with spendin tax payers money on non -tax payers. These people were notified when the City dewatered. The water should have came back. Spank thinks until the City knows something that it would be very difficult to make a decision on what our options are. Prochasks thinks there needs to be a resolution. Need to look at all the cost. There are 6 -12 people that have claimed they have had problems. Spang suggest finding out what the problems are. Wywrot went out and knock on doors and tried to get same feed back. A lot of people would not speak or give out any information. Scheffrahn said someone on Hickory had complained. Prochaska said maybe Dan, Nanninga, and Mayor b0'd t/£t =ZZ L6 -OI -�W R - Page 4 - Johnson could look at some options. Charging Interest on Outstanding Bills - Would like to charge a one and one half percent on outstanding bills to encourage people to pay on time. Would need to consider hardship cases. Letters will need to be send out by registered. mail. Start charging at 90 days. Prochaska suggest at 60 days. Send letter stating that if there is a hardship then they could come in and request a payment plan. Bond Reduction - Dan was going to check on the Subdivision Control Ordinance to make sure there is not a conflict with the new Policy. Recapture Agreements - Dan is a little behind. City can not ask someone to pay a recapture fee if there is not an agreement. Need an agreement for Green Briar. Walnut Street - Have received an offer. Have a contract. There is a signed letter from their attorney. Prochaska said it the City is going to accept this offer then there needs to be a signature and a date. Before a resolution can be passed, there needs to be a signed contract. Nanninga will call Dan. Minutes by: Mollie Anderson I II l 90'd V£L =Zt_ L6- 017-AeW