Admin Committee Minutes 1996 09-10-96 UNITED CITY OF YORKVILLE
Committee Minutes - Administration
Date of Meeting: September 10, 1996 Location: 111 W. Fox
Time Convened: 6:40 P.M. Time Adjourned: 7:43
Attendees:
Jerry Lynch
Richard Scheffrahn
Jim Nanninga
Art Prochaska
Discussion:
1.) Budget Report - Prochaska h
9 a ad a few
P questions from the August
report. There was $81,000 set aside for the Blaine Street prject.
$21,000 of that amount has been spent, he would like to know
where it was used. Scheffrahn thinks it may have been used on the
Countryside water main break. But that should have came out of the
water fund. There are several line items over 100 percent.
Prochaska would like to find out why. Nanninga will do some
checking and prepare a written report for Prochaska. Some things
will be audited back to last year. Prochaska thinks it is very important
that the six month adjustments need to be accurate. The Library
carried over $30,000 from last year that does not show up in this
years budget. Prochaska thinks there needs to be a starting balance.
2.) Treasure's Report - June and July adjustments have been made.
Payroll should be a pass through account and should be zero. Some
accounts will drop off. Accounts that are not being used. Debt
service has a negative number. Scheffrahn will present this to City
Council with correct numbers,
3.) Codification - Mayor Johnson talked to Dan. Dan said he had given
everything back to Judy. Dan said that the questions were in regards
to assessing fines and someone needed to talk to Detmer. Prochaska
would like to codifications done.
4.) Walnut Property Sale - Nanninga located Dall in Sandwich for the
appraisal. Nanninga and Dall have been playing phone tog. Nanninga
needs to find out the cost. If Nanninga can not get a hold of Dall and
get some prices by the next meeting date, then Nanninga is to
contact someone locally.
5.) Job Descriptions - Administration staff is suppose to have their
detailed job descriptions completed by September 16, 1996. Graff
said his lob descriptions are complete. Prochaska thinks this should
go to City Council to be adopted and should be on file in the City
office. Prochaska thinks there needs to be something to compare to
when an evaluation is done. Prochaska thinks there needs to be a
clear definition of what there jobs are, duties of various areas, street
repairs, park maintenance, etc. A normal daily basis. Scheffrahn
suggest an operational side of what needs to be done.
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6.) Audit Update - Audit people are coming in on September 11, 1996 to
start looking at the books. Scheffrahn needs report by November 1,
1996. Report needs to be accepted and voted on by City Council on
October 24, 1996. Aldermen need to have report by October 17,
1996 so they have time to review it.
7.) Municipal Building Maintenance Policy - Prochaska would like to put a
building maintenance repair plan into place and a plan for
putting money aside for these repairs. He would like Detmer to meet
with the department heads and go through the buildings they are
responsible for and make a list of all general maintenance items such
as cleaning, gardening, snow removal, etc. Make a separate list for
j the big items such as roofs, carpet, etc. Scheffrahn would like to
know what the cost of the court house from the County and what
it includes. Prochaska would like to have a five year plan. Detmer
should be able to estimate repairs on the big items and estimate a
cost of repair. Nanninga to put together a list of everything. Talk
with department heads and see if they can think of anything to add.
Minutes by: Mollie Anderson
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