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Admin Committee Minutes 1996 05-13-96 UNITED CITY OF THE VILLAGE OF YORKVILLE Committee Minutes -Administration Date of Meeting: May 13, 1996 Location: 111 W. Fox Time Convened: 6:35 P.M. Time Adjourned: 8:30 P.M. Attendees: Richard Scheffrahn Jeff Spang Jerry Lynch Jim Nanninga Art Prochaska Jim Stafford Discussion: 1.) Beecher Rules - Dan has some legal things that need to be changed. 2.) Health Insurance - Nanninga has not been able to get any information -- from Dan yet. BlueCross /BlueSheild will not insurance the City employees at this time with the current census. Caywood & Associates in Plano has a company called Central Benefits that have a couple different options. One is a program with a PPO on the hospital only. The employee would be able to visit any doctor, but would have to choose a hospital on the list. Nanninga said most all of the hospitals in the area are on the list. If an employee chooses to visit a hospital that is not on the list, Central Benefits would pay 80 percent. Cost would range from $97,081 to $106,079 per year. Another option is the same plan with a $2000 deductible. The City could self insure for $1900, leaving a $100 deductible for the employee. Cost for this option would range from $75,703 to $99,439. Neither plan includes a drug card. Spangg suggest maybe increasing the deductible to the employee and add a drug card. Nanninga will check on options. Prochaska would like Nanninga to talk with Caywood, if Central Benefits will check with no up front cost then the City should have them do the check. If Central Benefits will accept the City then Prochaska would like to have our agent from Caywood and an agent from Central Benefits come to the next Administration meeting on June 11, 1996. This would be an open meeting to all employees, if they have any questions or concerns they could ask then. The acceptance from Central Benefits will have to be in writing. Bring answer to COW. 3.) Town Meeting - Mayor Johnson would like to follow the lead DCCA. A representative from DCCA will be here on May 22, 1996. Mayor Johnson would like everyone to attend if possible. The representative will be making suggestion on what issue should be discussed and tell the City about a plan conducting a forum. Format of the Town Meeting should be more of a Public Forum. Conducting t he meeting as a working session. Have people break up into groups and discuss some issues the City should do differently. Mayor Johnson would like to be able to publish this in the newsletter and in ZO'd d£O =Zi 96- 90 -unc, I Page 2 - the Record. 4.) Additional Business - Budget - Spang is concerned with the fact the he keeps getting revised budgets. He feels that the budget has already been accepted and voted on, why and how do these revised budget keep coming without being voted on. Prochaska would like to see a budget report at every Administration Meeting. He would like the report to be a snap shot in time. He would like the report to include revenue monthly total, revenue year -to -date, monthly expense, expenses year -to -date, annual revenue, annual expense budget. Prochaska said the reports should be given to the Administration Committee for acceptance. If Kim has a problem getting the information she need, then she needs to let the Committee know that. There is a problems with the billing software. LouAnn has been typing the bills by hand. This revised budget is missing the income for the last two months. Spang wants to know how the City can possible be paying bills without knowing if the money is there to cover the payment. Nanninga said that Kim has been keeping the approximate amounts (not the change) on paper b hand. Nanninga is looking into some options for the software problems. One is to hire an outside source to do the billing. He feels that if it can be done cheaper, then it should be an option. This would also free up a person in the office to do other tasks. Nanninga is also checking into a software offered by Illinois Municipal League. Nanninga has checked with a few references, some people hate it and some people love it. Prochaska feels any line item transfer should be voted on. Fund Consolidation - Scheffrahn would like to consolidate some fund. This was recommended by Pandolfi. A water department fund was started years ago for the radium problem. The radium will not be a problem when the State changes the allowances. Income surtax goes into the General Fund. Hotel tax was here when Kim was hired. The money has never been used for anything. Capital improvement and capital street improvements, capital street was used for street repairs, but was also used to purchase cars. It is not a revenue generating account. Capital streets owes money to the General Fund. They borrowed ahead but then the money never got repaid. Water bond and interest goes into water fund. Water bond and interest is being used for the radium problem. Scheffrahn recommends combining the north and south sewer fund. Line item into debt service. North has $2000, south has $1000. North has collected money quicker then pa ing it out, but on months when there is no income it catches up. Prochaska asked if the City collects additional recapture fees is that money suppose to pay extra money on loans? Prochaska is also concerned with money getting lost when consolidating funds. Scheffrahn wants to get rid of line items because they are no longer being used. Stafford would like the repairs and renovations for the court house to be kept separate so the City will know the exact costs. Scheffrahn would like to do consolidation is steps. Do first part this fiscal year. Second part next fiscal year. Recommend at COW to adopt resolution and vote on EO -d - - -- -- -- -- i - Page 3- i moving fund. Scheffrahn will talk with Dan and get clarification. Sale of Property - Prochaska would like to find out the value of water and sewer. Prochaska would like Nanning 3 get proposals from realtors to list the two properties on Rt. 47 as is, with the current residential zoning, unless the Committee wants to change the zoning. Take to COW. Minutes by: Mollie Anderson ti'O'd AgO:7r qF- Qn -unr