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Admin Committee Minutes 2000 03-14-00 United City of Yorkville Committee Minutes — Administration Date of Meeting: March 14, 00 Time Convened: 6:35 P.M. Location: 800 Game Farm Road Time Adjourned: 9 :15 P.M. Attendees: Bob Allen Mike Anderson Sue Swithin Rose Spears Mayor Art Prochaska Tim Campbell Larry Kot Richard Sticka Bill Wedge Jim Nanninga Tony Graff Discussion: 1.) Lite Construction Extra Review for T.G.1 Beams —Tim Campbell from Lite Construction was here to explain the added cost of the TCTI beams. Doug Fir Large #1 is not available in our market. By using the TGI beams we have not lessened the quality of the building. In fact it is probably a better product then the Doug Fir Large #1. Campbell feels that the Doug Fir Large #1 would have been a problem for any contractor. The lumber package for this project was 56 percent over budget. Boise Cascade is the supplier of the TGI beams. Most construction uses Doug Fir #2 or better. Boise Cascade is the largest supplieran this market. Campbell has a letter from Weyerhauser stating that they did not know of anyone in the Chicago land area that supplied Doug Fir Large 411. All the inside walls for the building had to be Select Structural_ There are seal plates on the top of the wall and there needed to be additional anchor bolts every two feet. He feels the plans were over kill. His company has built a lot of buildings and they have never had to use anchor bolts off center. The only lumber available was Southern Yellow Pine. They did not want to use that because there are problems with it twisting and worping. Campbell spent the time to find out all the information not DC Consulting. Sticka does not feel that anyone is questioning the integrity of the product. Campbell did not take into account the added cost for the Select Structural. Sticka said that Detmer had done some research and found out that the TGI beams were cheaper. The bid was for Doug Fir #2 or better. The Southern Yellow Pine is out of Georgia and it would have taken six weeks for it to get here. How did Lite get a price for Doug Fir Large #1 if it is not available? CarhpbeIl said the actual pricing came before the purchase. Boise Cascade priced it out as if it were available todhy. NaAhi ig would like to jet together WA Wywrot, betm and Graff to put every, .thing in chronologidal order and get to the 6ftom of w hat took �i�ce. We Were Also tdld t)iat the bmij tir Largt' #1 wds i available, just not from a supplier that he had an account with. The Select Structural he had not problem getting, it was just the Doug Fir Large #1. Dan and Brian with DC Consulting gave six suppliers of TGI beams. All the people they recommended were Select Structural suppli ers. We need to get a detailed report from Detmer on how he got his pricing and information. You can always use better material. Nanninga will try to have something available at the next meeting or at COW. — We are not ready for the financing yet. Discussed 2.) New Sanitary Sewer Financing at little at Public Works and Economic Development. y):3SD is having Dallas ingemunson draft an intergovernmental agreement_ Nanninga wants to keep updating this. Tt is a good project and there is someone interested in annexing. Before we do the project we will know if Menards is going to be there. The property owner wants to put in a large detention_ YBSD needs to start looking at the engineering. The engineering costs are not built into the budget right now. We need to find out if there is a way to borrow as we need it rather then a lump sum at one time. By the time we do the project we may be getting in more money. Nanninga has a meeting scheduled on Friday with the landowners. We need a concept. We need to know where the road will come out. The property owner will want us to put in the sewer. Mayor Prochaska suggests getting some financing options together. 3.) Undesser Annexation Agreement — Letter date March 1. We extended Undesser's payment with the agreement that he would pay the full amount of $27,500 due this year. Now he is asking to be allowed to pay the first $7,500 and bold the balance until the property is developed. He is willing to pay some of the money up front. Sticks feels that if we are to extend an agreement for an indefinite amount of time then we need to charge interest to encourage development. We can still cover the n budget without the money. The MDT meant is coming due because they are now operational. If we do not pay then it will roll over as a note at a 4.9 percent interest rate. We could get the $7,500 up front and have him pay the annual fee to cover the MDT project. Money will have to be transferred from MDT's to capital expenditures. We have extended the money on this grant project because there was a three year delay. The $33,000 needs to be paid in the next fiscal year. Mayor Prochaska suggests using the MDT money to pay for the MDT's and to get a three year note on a squad car and having 'Undesser make the annual payments for that up front_ It would be easier to track in the budget. Kot feels we should try to work with him. Mayor Prochaska does feel that we need to set a time Iimit so that development does take place. To de -annex he would have to go to court. It is commercial property. Undesser want to lease the property. Mayor Prochaska suggests that we ask for half down with the balance on a two -year note. With a two -year note the payment would be $9,800 and if they come back with a three -year note then the payment would be $7,500. Have Dan discuss this with Undesser's attorney_ if we do not get a response then the agreement that we have stands. We need to do something by April 10. Take to COW. 4.) Budget 2000 -01 — This will be a hard year. All of the dept service is due. After this year it will get better. increased streets from $140,000 to $160,000. Budgeted $21,000 for the sidewalk on Mill Street. All of the five -year plans are being maintained. Colonial Parkway is planned for the next fiscal year. Elizabeth Street will get an overlay. It has been torn up a fewitimes. $10,000 in the regular sidewalk fund Personnel — We have budgeted money to promote someone from within and then to hire two part-time people to cover the phones, typing, filing and other related office duties. Public Works is looking for a part-time receptionist/file clerk. The water billing person may be retiring May 1, but would like to work part time, so we are looking at hiring another part time person to cover those responsibilities. Kot is wondering, with today's market, will we be able to find quality people to cover these positions. Spears said that right now it is the market trend. A lot of people only want to work part time, but the want to work a full day like two or three time a week We do not have to pay any health insurance, holidays, vacations, etc, which in turn saves the City a lot of money. Bobbi Erdman's contract has been renewed for six more months. We do not want to have this position vacant We need to give Erdman a 60 -day notice if we plan on ending her contract. It took Owsego a long time to find someone. Allen feels that our accounting department could use some part time help also. Recreation & Parks — They are looking for a part-time person to help coordinate programs- Part-time clerk for police, the current position will be changed to full time. Looking for someone with more qualified training for an entry-level position but not before August 1. Training in police record management, confidentiality and crime analysis. Looking at a Parks and Grounds supervisor. That will be a salaried position. Tf there is an emergency situation and that person is needed for other things then the person would get paid overtime. Swithin has established a five -year plan. We have budgeted $3,000 for the Metro study. $2,500 has been budgeted in engineering for the Lumina from the police department. 30 percent of land cash will be put away for land acquisition for purposes for parks and recreation. The money needs to be spent within ten years. There is also a vehicle budgeted for Parks. Beecber does not pay for gas or electric. J.T. handles it. Mayor Prochaska would still like to see it identified so it can be tracked_ Salaries just show a flat 3.5 percent, not depending on reviews. Allen suggests holding off until a decision is made. The budget needs to be out for viewing. Expenditures/Income will change because of Undesser. We have budgeted $30,000 for the police pension fund. We should know by January or February. if we do not find out until the next fiscal year that is ok. We will carry it over. We have to be officially over 5,000 people. When it will kick in is unknown_ All insurance for anything but health was lumped together. We will be getting a lot of fine money for over weight trucks. 1MRF has been reduced because of the police pension fund. Take to COW. By consensus it can be put out for viewing. It does not have to be voted on. 5.) Assistant for City Administrator — Putting together job descriptions for assistant and part-time office positions. City Council should approve the job descriptions. Take cow. 6.) Water Billing Retirement — She has talked about retiring but would still like to working part - time. if she gives her notice in writing then Nanninga would like to advertise for the part-time position that will then be available. Tt is a full time position but will be split with two people. Nanninga would like the person to have as much training as possible. T) Additional Business - Fox Hill — Paul Dresden kas asked us to accept. Everything appears to be done but not accepted. Full ntrancd has beers done. Everybody has signed. Wywrot recommends that we appr ve. Unit 6, Now SycATr Ote, itn�tbves -3- with parks. Reduction for letter of credit. Allen wants to talk with Dan about it because be does not know much about letters of credit. There is not-a letter of credit for parks. A letter of credit is only for public improvements. The bank will ask if the City will allow this. Public Notices - if we notify the media and they choose not to publicize it then it is ok. We are required post it on the bulletin board in the front lobby of the building. City Hall Parking Lot —There is standing water in places of the parking lot. Wywrot is aware of it but feels it would be more costly to tear it out and redo. It is not a lot of water. IPTTP Account — Allen recommends that we open_ The amount of interest that we will make is about $110 per year. Kim is not in favor of opening this because of the added administrative duties. Would it make more sense to invest in one of our local banks? There are approximately three to five days of interest we will gain. Financial records will have to be reconciled each month. Mayor Prochaska feels it will not hurt us to open this account. Review it after a period of time and if it is causing a lot of problems then we close it_ Allen is working on a monthly report. Minutes submitted by: Mollie Dunn -4-