Admin Committee Minutes 1996 08-13-96 UNITED CITY OF YORKVILLE
Committee Minutes - Administration
Date of Meeting: August 13, 1996 Location: 111 W. Fox Street
Time Convened: 6:40 P.M. Time Adjourned: 8:40 P.M.
Attendees:
Richard Scheff rahn
Jeff Spang
Jerry Lynch
Bert Callmer
Jim Nanninga
Art Prochaska
Discussion:
1.) Budget Report - Prochaska has questions on the items that are already
at 100 percent. J.T. had said there were several items that had been
miscoded. Kim had been working on correcting the codes. The
$20,500 for the police car is still in the budget, that needs to be
put back in the sewer maintenance fund. Some of the items are
seasonal and all the money budgeted will be spent in the summer
time. Department heads are responsible for the overages. Prochaska
would like to have a meeting with the department heads to find out
where they are in their budgets. Also to find out why there are
overages. Lynch suggest a monthly report for any line item at 90
percent before the last two months of the fiscal year. Recommend to
COW to adopt a policy for any department head with a line item at 90
percent before the last two months needs do a summary stating why
and show where the funds will come from.
2.) Treasurer's Report - Some of the funds have been combined, but not
combined on copy. This will be changed before COW. The dollar
amounts will not change. The north and south sewer has been
combined into debt service. Nothing left but paging off the loan.
Debt service is a regular monthly item. Scheffrahn will have corrected
copy to take to COW.
3.) Job Description - Nanninga said they will be completed by September
15, 1996. They are scheduled to switch positions the week of
October 15, 1996 to see if it works.
4.) Codification - Tabled.
5.) Property Sale - Signs are up on the two properties on Rt. 47. Spang
suggest listing the property on Walnut Street with exclusions of
anyone that has shown an interest. Spang suggest going the a
broker to list this property. Nanninga will talk with Nagle to find out if
he is still interested. The appraisal needs to be redone. Appraisal will
cost approximately $250 to $300. Spang would like to get an
objective appraisal. Nanninga will contact Ms. Dahl from Sandwich
and see if she will do the appraisal.
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6.) Audit - Nanninga said they are just closing everything out and getting
it ready to send. They are suppose to be here by September 1, 1996.
7.) Personnel Policy on Outside Work - Graff is working on reviewing to
develop for police. Police currently are only permitted to work 64
hours per week combined. Extra duty includes overtime unless of an
emergency. Spang is concerned with having full time employees only
working part time hours and having other people fill in for them.
Prochaska said in a certain case that person had a prior obligation and
this would only be permitted this one time. It will be written into the
handbook.
8.) Public Hearing /DCCA - City needs to close out grant for Amurol.
Public hearing needs to be posted in paper for seven calendar days.
City needs to show they got a grant for this project and show the
money was spent for the project and the project is complete. Take to
COW to decide on date for public hearing. Recommend hearing on
September 5, 1996.
9.) Disaster Relief Report - Nanninga spoke with Graff. Graff has dropped
off full report to Jack Magnuson. This is a summary of what was
said. Graff took statements. Spang thinks there are three people that
sustained substantial damage that are not in the report. Nanninga
needs to talk with Dan and find out what efforts were made to let the
citizens of Yorkville know that they could contact the Yorkville Police
Department to make a report. City needs to make a good faith effort.
Also need to set a dead line. Nanninga need to talk with Graff. Take
to COW for discussion.
10.) Reassessments - New occupancy is lower than anticipated. The
impact should be low. 1995 assessments were lower. There was
about a seven and one half percent increase. Inflation factor is done
every four years.
11.) Canoe Launch Grant - Canoe launch would be below the dam. City
owns right of way to the river. City would need to come up with 10
percent. City can apply for grant to be able to purchase the
property. Grant application needs to be sent by September 1, 1996.
This would not be a boat launch. Would be limited to canoes. There
would be picnic tables, shelter, etc. There would have to be a sign
on Rt. 47 showing direction to public boat launch. This needs to go
to Council to pass a resolution.
12.) Russell York to Appraise Committee - Russell York did not attend
meeting. No discussion.
13.) Additional Business -
Safety Standards - Callmer would like to see some type of weekly
safety meetings. Insurance company should have some type of
program. There are City employees driving City vehicles that do not
wear seat belts. Nanninga said they have a staff meeting every two
weeks. Prochaska thinks the seat belt policy should be passed out
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at the next staff meeting. Have everyone sign it acknowledging the
have read and understand it. Someone should meet with J.T.
Nanninga said the policy is there it is just low on the priority list.
Nanninga will address this and report back to the next meeting.
Historical Society - Called about the $3900 the City agreed to give
them. This is the amount the City was going to spend on demolition.
Amount has been approved. Amount will be on bill list. Take to
COW as an informational item.
Library Board - They would like to put a full referendum on the ballot.
Needs to be complete nine weeks before voting date. They are
asking for $.02 per 100 dollars. They have passed a resolution.
They are asking the City to put it on the ballot.
New Insurance /Surgery - A spouse of an employee has been
scheduled for surgery some time before the City changed insurance
companies. Coverage was changed from 80/20 to 70/30. They
have asked the City to pick up the difference. Amount is $600.
This will come out of the self insurance amount. Recommend at
COW.
Minutes by: Mollie Anderson
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