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Admin Committee Minutes 1996 11-12-96 i UNITED CITY OF YORKVIL.LE Committee Minutes -Administration Date of Meeting: November 12, 1996 Location: 111 W. Fox Time Convened: 6:30 P,M. Time Adjourned: 9:02 P.M. Attendees: Richard Scheffrahn Jerry Lynch Jim Nanninga Art Prochaska Jeff S ang Tony Scott Discussion: 1,) Tourism Tax - City received check. It has not been assigned to an account yet. Mayor Johnson suggest the money go to the Hometown Days Committee. Prochaska thinks there should be some guideline on what and how the money is spent. City will just be a pass through for the money. Once City gets the money it will go into another account. This is the first time the City has received tourism tax money. Prochaska would like to find out what the administrative cost will be. The City can keep some of the money to cover those costs. Prochaska and Scheffrahn thinks this money needs to Qo into a separate account. Nanninga thinks there should be a resolution passed. Tourism needs to be promoted. Talk with Dan. Lynch will talk with Sue Voss. Bring some ideas back on how the money should be spent to the next Administration meeting. 2.) Recording Secretary Payment - Sherry Washburn records the minutes for the Plan ,Commission meetings. The current pay amount is $35.00 per meeting and $8.50 per hour for typing the minutes, Washburn is asking for a $2.00 per hour increase on the typing amount. The County pays $17.50 per hour for typing. Spang is concerned with the amount of time. Is an hourly rate acceptable7 Prochaska and Scheffrahn think that if there is going to be an increase, it needs to be done in May when funds are being budgeted. Prochaska would like to get some cost together and check with some other communities. Bring back to Administration Committee. 3.) City Lots - Lots on Rt. 47 are currently under contract with Mr. Marx at Century 21, Marx did not attend meeting. Spang said he thought Marx wanted to let the City know that the lots are not comparable because the building permits are so high. State law requires the City to sell property for no less the 80 percent of the appraised value. 4.) Auditor's Recommendations - Mayor Johnson requested this to be put on the agenda. Accounting manual for Kim. Kim has been swamped. She has not had time to work on it. Prochaska was concerned, would it be best to have the accounting people put together the Page 2 - manual, Scheffrahn thinks it would be best to have someone working on it that does it. Pandolphi has offered to work with Kim on it. Pandolphi has had a contract with the City for the past three years. The contract will expire this year, Need to start lookin at accounting companies. Will need to request proposals including what services each company provides. Prochaska will check and find out how we advertised last time. Will also look at the service that has been provided by Pandolphi. Prochaska would like to put together requirements for proposal. He would also like some input back from other committee members. Bring back to next Administration Meeting. 5.) Tax Levy - Lib�rary is over tax cap. They are using maximum rate. Would also rase Library over five percent, or adjust it down. take this to COW on November 14, 1996. Parks are at .075. Police pension fund has been added. If the line item does not exist before the tax cap, then it has to be passed on a referendum. 6.) Land Cash Account - Kim would like to have a special account. Parks and recreation land cash account. if it is a budgeted item then, it is ok. Prochaska doesn't understand what difference it makes, If it is not in the budget then it has to go to City Council. City Council has already approved their budget. A certain amount of money from Land Cash goes to parks. As long as they don't go over the Land Cash allotment. Span thinks the City needs to keep some control over their spending. City needs to verify. If they had their own account, it would earn interest, Nanninga wants to get more of an explanation from Kim and talk with Dan about it. 7.) Sale Walnut Street Property - $232,000 is 80 percent of the current appraised value. Appraised at $291,000. Zoning is B -3. The property is three point four acres. City has a new appraisal done. Appraisal went up. Spang thinks we should ask for one hundred percent of the value. Scheffrahn agrees that the City should advertise the property at the full appraised amount. it is easier to come down than go up. Property was compared to lots on Rt. 47, Nanninga thinks appraiser may have been looking at a different access to the j Property then Walnut Street. For now the only access to the property is Walnut Street. Spang suggest getting a market analysis for the area. There will be a recapture fee that will o to St. Pats Parish Center, Water and sewer is available. Scheffrahn would like to find out if St. Pats might be interested. Nanninga will talk with the appraiser and find out what her thought process was. 8.) Old Courthouse - Found some old plans. Dhuse is measuring and putting plan on CAD system. Trying to get some prices together on things that will be needed. Looking at moving in in May. Nanninga will have more at next Administration Meeting. 9,) Job Descriptions - Nanninga has descriptions for Public Works employees and Public Works Director. Prochaska would like to adopt I � i �`fl•J O /C /_CCC1 1 - %C"fl V 1D1.1 / -C I DC - A IIC1"7C 11 1 11 JCi -!C7fl OC _Cfl_�Ff P'1 I - Page 3 - these descriptions. Nannin g a would like to o over them at the next Public Works Meeting first .Nanninga has descriptions for the Administration staff. Wants to update them and bring back to next Administration Meeting. 10.) Codifications - Everything is at Steriing. Sterlin has said it will cost $5000 to catch up, Only 53000 was budg City is two years behind. Get done what City can afford to Dave done. 11.) Outside Employment - Should add can not conflict with your regular scheduled hours. This would mean hours scheduled by the supervisor, This job should be first priority. Employee must be alert at work as well, Nanninga and J.T. will work on this and come up with something for Public Works employees too. Bring back to next Administration. 12.) Cut Off Date for Bills - Prochaska would like to get something out to the vendors. Nanninga said City has a cut off time. The problem is that sometimes the invoice may come in on Wednesday but is may not get coded or logged until Friday, There have been time when invoices have been misplaced, Department heads have to sign off on the invoices for their departments. Prochaska would like to adopt a ppolicy so there is a three to four day return, He thinks there needs to be some type of policy. 13.) Tax Cap - It is anticipated that a tax cap will be put on the ballot next year and passed. The County Board will decide to put this on the ballot. City will be limited by price consumer index. Our over all tax rate will be decreased by two percent, If City uses the same tax levy as 1996, City will get $84,159,205. The EAV will not be caped. Extension is caped. City could just tax new growth. Which would still put it below. The Tax Cap will lower it by $.02. Yorkville taxes are hi her then neighboring communities because of the amount of Sales Tax money that comes from businesses. Assessment values may be frozen. Residents can file with the County to have the assessment value frozen. Average increase in EAV is four point five percent, Sales tax is not increasing. If the City follows the current levy, it will still be decreasing taxes by two percent. Scheffrahn would like this body to form an opinion and take to COW for discussion. Tax Exemptions - Have approximate tax exemptions for City property. Kim is going to apply for reimbursement for the last three years. 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