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
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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
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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.
Minutes by; Mollie Anderson
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