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Admin Committee Minutes 1997 01-28-97 Special Meeting UNITED CITY OF YORKVILLE Committee Minutes - Administration Date of Meeting: January 28, 1967 Location: 111 W. Fox Time Convened: 6:35 P.M. Time Adjourned: 8:24 P.M. Attendees: Richard Scheffrahn Jeff Spang Jim Nanninga Art Prochaska Tom Sowinski Discussion: 1.? Budget - Adjustments - State Stature allows adjustments to be made as long as t�ey are made with a budget person. Adjustments have to be made if revenue drops. Prochaska suggest an alternative column. The alternative column would be for items that may be requested, if there is extra money. Department heads would have to think ahead. If an item is needed but not on the list then it should be an emergency. Some thought would be required at the beginning of the year. Finance Ex Maintenance of Computers budgeted amount was $ 1500 for this year, City has already spent $2803. Trying to compare now, Prochaska would like to see original budget, revised budget and percentages against both budgets. Need to start reviewing budget from revised budget. Could put budget and revised budget with percentages for both. Looking at an increase at five percent of two. Percentage is really a guide line. Mayor Johnson had indicated the he will be more involved with the budget process. Buildings really kind of get thrown into other areas. Buildings still need to be maintained and repaired. Need to have a set way for doing building repairs. Prochaska would like to put line items under Municipal buildings with a line item under each. Every building is ggoing to need repairs. Spang thinks that the Department Head should 6e responsible for the line item in that Department Budget. Scheffrrahn thinks that everything has a life span and the City should be able to put money aside for these things until it is needed. A City building may house several different Departments. Spang suggest setting up a line item that each Department contributes to, then when a repair needs to be made then draw on the line item. City also receives Development fees. $pang suggest City should have a good revenue stream into this Building Maintenance Fund, The Building Maintenance Fund will still need to get money from other piaces. This fund would be for above and beyond daily items. Budding Maintenance Fund would be for Capital Expenditures such as a roof, carpet, parking lots, sidewalks, painting, etc. Currently the money comes from the General Fund, Daily maintenance will still come from the Department. Beecher is a Recreation Building, City can probably use some Land Cash and Development Fees, Budding reserve fund - Spang said the money is left over from Game Farm and will be used for the old Court House. In agreement that City should add line items for Buildings. When the Radium issue came up all these little line _ items were made but then forgotten about. Walnut Street property will be listed with Rich Conte - Remax. Property will be listed with ZO "d 9L9L.- 69e -0E:9 �1-+W /saL2S dA `au07:�S yaLH V91:20 L6- 9Z -q0d .. I - Page 2 - exclusions. Sewer Fund - City will setting up two funds. A Water Fund and an Expansion /Improvement Fund. City will take all Capital Expenditures. Need to identify what they are. The State will not loan money unless there us a dedicated revenue source of money. Nanninga would be comfortable with a two year cushion. Roppolo will build 177 units. There will be approximately $263,000 in fund once those units are built. There is still Inland and Doc Davis pproperty. Roppolo will not be entitled to get his money back. Roppolo will have to front fund money or wait until the line is there. A RRecapture agreement is usually 20 y ears. What would happen if in 20 years line is not installed? Could Roppolo get his money back? Could he have the lots rezoned to Estate Lots and put in well and septic? Need to find out from Clan. Roppolo would also collect interest on the recapture money. Nanninga is projecting 150 building permits. Spang is a little concerned with that amount. Nanninga said the City really only needs 75 permits. The first 75 permits a towards the debt service. Po ice cars cannot be on list of Capital Expenditures that can be deferred. Prochaska and Spang think City needs to be careful with encumbered funds. The State will look at that also. Only borrowing money from ourselves. Prochaska thinks that some items can be deferred such as new hires, new traffic signals. Prochaska would like to show Municipal Utility Tax to repay money. Utility Tax is approximately $450,000 Scheffrahn thinks that money should be spend on Capital Expenditures. The State would like to see a revenue source. South Sewer - The Black Pot - Central Sewer Line. This will be a separate fund. There would be a transfer from Sanitary Sewer. Sanitary Sewer owns part of Hydraulic. But YBSD is asking City to take over the Inte-rceptor that is there. Prochaska is concerned that in the future another study will be done only to find out that this new line was not needed. Soang thinks there should be some type of written agreement with time lines. Recommend to Mayor Johnson - Building Maintenance Fund - Line items for Maintenance and Capital Expenditures. Will need to do an Ordinance for this. Water Improvement and Expansion Fund and Sewer Improvement Fund. Fund to use revenue from sewer hook on fees and amount from Utility Tax on amount to meet Debt Service. Can the City encumber funds from tap on fees? Increase funds to repair expand and rehabilitate sewer. Ordinance will say repair and expand, but it will come back to the City. Each group should make recommendations as Committees. Prochaska suggest doing this before Mayor Johnson does the budget. Lynch tal ked with the Chamber of Commerce. In March of 96 $2000 had been budgeted by the Chamber to give to the City. Lynch would like to spend this on the Homepage. Money is suppose to be spend on Marketing. Spang thought that money was suppose to be spent on video tapes. Chamber was going to donate money from the Jeep raffle but the raffle did not happen. Prochaska would like to check the minutes. City needs to start putting money aside for the sewer. Then the money can be released back. Need to be able to show the State that City can do this. Minutes by; Mollie Anderson I I I £O'd dA `aLia�S LJDL- -] V91 -90 L6- 9Z-qa-A