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Admin Committee Minutes 1996 06-11-96 UNITED CITY OF THE VILLAGE OF YORKVILLE Committee Minutes - Administration Date of Meeting: June 11, 1996 Location: 111 W. Fox Time Convened: 6:50 P.M. Time Adjourned: 9:20 P.M. Attendees: Mayor Bob Johnson Richard Scheffrahn Jeff Spang Jerry Lynch Jim Nanninga Art Prochaska Tony Graff Joe Wywrot Peter Marx - Century 21 Allen Wishner - Flexible Benefits Discussion: 1.) Sale of City Lots - Century 21 advertises with Homes and Farms Magazine and Fox Valley Shopper. Approximately 70 percent of their business comes from Homes and Farms Magazine. Marx is recommending listing the properties at $29,000. Marx would like to see a one year listing Their commission is 5 -6 percent, but lots are a little harder to sell. Would like to charge 8 -9 percent for a lot. If Century lists and sells the property then they would leave their percentage at 5 percent. Nanninga needs to contact the appraiser and have the property appraised again. The property can not be sold for less than 80 percent of the appraised value. Spang feels the property should be listed at appraised value. Prochhaska would like to see legal binding proposal. He would like to have exclusions on the contract. Marx needs to talk with Nanninga. Bring proposal to COW on 6/20/96. 2.) Taxes on City Real Estate - Kim is waiting for some stuff from Dan. Any taxes on real estate property will be rebated. City will not have to pay taxes. Some of the properties are two lots on Rt. 47, Riverwalk, and Van Emmon Ball fields. 3.) Codification Update - Judy sent a bunch of ordinances from 1995. She received a letter back with questions. Judy forwarded the letter to Dan. Waiting for information back from Dan. Bring back to next Administration meeting. 4.) May Budget Report - Spang thanked Nanninga for the correct percentages. Detmer has increased his percentage to City. Building permits look good. Spang thinks there should be a way to cut down on the overtime usage for the water tower paintin/gage monitoring. Perhaps someone could work 3:00 P.M. to 11:00$ .M. See if anyone would volunteer to do this. Nanninga will talk with J.T. Prochaska feels the budget should be monitored very carefully. Request department heads to monitor expenditures. Maybe defer any - Page 2 - purchases or hiring additional person until a later time. At least until the insurance issue is cleared up. Currently the amount that was budgeted was $ 110,000. So far the City has not been accepted by another insurance company so the current insurance is costing approximately $156,000 per year. Nanninga will talk to department heads. Take to COW. 5.) May Treasurer's Report - Report is not available yet. Still having some computer problems. The problems should be taken care of in a few weeks. Illinois Municipal League came in and demoed their software, Kim really liked the accounting software. Need to get a proposal. 6.) Health Insurance - Insurance is a very competitive market. Allen Wishner from Flexible Benefits came to the meeting with some options. He is very confident the he will be able to get the City health insurance. Wishner said they will ask the Administrator questions. He said there are not any health questions to answer. But the do reserve the right to refuse. Wishner needs to talk with Nanninga about what the City wants. The City is also looking for some managed care with the policy, meaning they do not want to be insured for one year and then the rates go up by an outrageous amount. Some of the plans he is showing have a POS which means Point of Service. The employee could visit any doctor. And PPO plans. The City could offer to pay for the PPO and if the employee elected to go with the POS then the employee would have to pay the difference. Wishner said he would be able to have information and acceptance by July 1, 1996. City would need to vote by June 26, 1996. There may be an Administration meeting on-June 25, 1996 if committee needs to discuss insurance issue. This is tentative right now. 7.) Job Descriptions - Nanninga has gotten a job description for Kim but she needs to add more detail. Has a list from Judy and the secretary position. These need to be put into a job description form. Nanninga is having the Administrative Staff do a step by step manual of what they do to get certain reports, when they are do, etc. Nanninga plans on taking a week and switching positions and see how the manual works. Nanninga needs to get descriptions from the Public Works Department. Bring back to next meeting. S.) Levy - Library & Parks - Library would like to take responsibility for its own levy. They are drafting a letter to City Council requesting their own levy. Notice would have to be published. The Library would have to make a presentation to City Council. Parks are funded out of the general fund. Prochaska would like to levy a line item for parks. Showing the line item dedicates money to a certain item. Parks would get $ .07 per $100 dollars. Spang doesn't feel that we should show line items because that is showing the taxpayers another way to be taxed. 9.) Census - Police Pension Fund - Looking at cost comparison of the £O'd d£0 =50 96 -OT -LAC' r- - Page 3 - census and increase to the Police Pension fund. Cost of the census is approximately $14,000. Every 10 years the census has to be corrected. Graff doesn't think this is an issue right now because there is no one ready to retire. Right now it would almost be a wash to do a census. Prochaska feels the City should wait until next year. The population would need to go up by approximately 800 people to break even. Spang would like to take the money and set it aside for next year. Make recommendation at COW to hold off on census. Need to discuss levy issue. Need to add a line item to the levy for this. Need to find out if you can levy a line item and not use the amount. 10.) Finance - Sewer SSES - If the City applies for a low interest rate loan we need to have a reliable source to pay it back. Wywrot would like to have a rate study done. Wywrot doesn't think you can compare neighboring towns because each municipality is different. Need to talk with Dan. Hook on fees should be used to expand the system. If the some of the inflow and infiltration is not corrected growth will stop. Yorkville /Bristol Sanitary District can not refuse to let neighboring towns hook onto their sewer. City needs to talk with the Sanitary District. Wywrot needs to do studying and get cost together. Nanninga will talk with Dan. 11.) Public Forum - Will be held July 9, 1996. Looking for competitive community initiative, would like to have community feed back. Would like to encourage as much community involvement as possible. City will be doing a press release and will be published in the newsletter. 12.) Additional Business - Reimbursement of Developers - Life before plan and plat approval. After life plan and plat. Developers would need to pay engineering fees prior to final plan and plat. Flat fee of $2000 plus $50 per gross acre. $60 per hour. This is fairly simple to calculate. The amount is charged regardless of final plat approval. Developer would still be charge engineering fees even if they decide not to develop. Minutes by: Mollie Anderson VO'd dVO :S0 96- OT -Lnc%