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Admin Committee Minutes 2000 02-08-00 I a UNITED CITY OF YORKVILLE Committee Minutes — Administration Date of Meeting: February 8, 2000 Time Convened: 6:28 P.M. Location: 800 Game Farm Road Time Adjourned: 8: 10 P.M. Attendees: Mike Anderson Larry Kot Rose Spears Richard Sticka Bob Allen Mayor Art Prochaska Jim Nanninga Discussion 1.) Internet Sales Tax — Mayor Prochaska received a letter from the Illinois Municipal League. They are organizing a moratorium for Internet sales tax_ The Illinois Municipal League is asking that the Federal government not to make this a permanent law, Currently you may have to pay sales tax if the company you ar purchasing from has a store in your state, of i f the company is in the same state y pu live in_ Kot would like more time to review this. Sticka heard that they plan on dbing something in the spring. We need to look into this further. The Tllinois Municipal League would like to keep it as a local and state issue. They do not want it mandated by the Federal government_ We need to get more information. 2.) Janitorial Bid Results — Nanninga requested some bids. He was very surprised at the cost. Nanninga is not recommending a service at this time. Lloyd seems to be happy doing it_ We pay Lloyd $10,00 per hour for about 20 hours per week Lloyd does not really want to work full time and he does know what he is supposed to do_ We will try this for 90 days and then evaluate it and see how it is working out 3.) TPTIP Account — In order for us to open an account with a bank we need to pass a resolution, IPTIP is an account set up for investing. The purpose of t1he account is the rate of return is very good_ There is a delay with the NET fundsm showing up in our account up to five days. We do not receive any interest until the money shows up in the account. Some communities only use IPT1P accounts. It is not a bad idea for direct deposit from the Federal government to be deposited into an 1PT1P account. Mayor Prochaska would like to keep most of the Cities funds in the local banks_ We need to keep a good working relationship with tbem. Sticka feels that if we can make more money on the money we have then we should do so. 95 percent of the Cities money is in Yorkville National and five percent is in Castle Bank A] en would like to even that our somewhat between the two banks, If we movo mone� to Castle Bank then we need to get a better rate. We get approximately $12,000 per month from MFT. We might get $10 to $12 more for the extra five days iii mtere t. Allen understands That We cio not need to keep any ihohey in the ILP'!YP accost to keep the account open, but we need to get a dLtect aiiswdi orl this. We caii have the �rb6nby -1- i direct deposited into the lPTIP account and then transferred into one of the local banks. Yorkville National has been very supportive of the City and everything we have done. It may be a good idea for Mayor Prochaska and Bob Allen to visit the banks to inform them of what we are doing. We need to check to find out when the money is transferred and when it shows up on the posting. Sticka thinks it would be a good idea to see how it works and compare. If there is not any advantages to do it then we do not do it. Anderson does not see the point on doing the transfers. What V.111 it do to our accounting? Do we need to vote on this to allow Allen to set up the account'? If we do set up this account, Mayor Prochaska would like to money transferred into a local back By our ordinance, Allen has the authority to open the account. Allen needs to find out what the interest amount would be. Anderson and Kot feel that if there is no benefit then we should not do it. 4_) Additional Business -- Budget — There is not a lot of changes. Next year is going to be a tough year because of the debt service. Nanninga has budgeted � 150,000 for streets, $20,000 for sidewalks, $10,000 for the facade program. We #ill maintain all the five -year plans. Nanninga has included money for the Economic i evelopment coop program. Nanninga is not counting any revenue from Menards. We do not know if they will be up and running. They would like to be opened by December. The State is usually behind two to three months on paying sales tax. �Ne still need to do some work on the salary increases. We can not re -pay all the due to's and do from's in the same year. Allen wants to know if we will be able to re a partial amount. We would like to try to find the monies to re -pay the accounts rather then to j ust forgive the account. This is the proposed working budget. Each Llepartment has been asked to review at their committee meeting to see if this budget 11 work or not. Then will bring back to the March Administration meeting or we will hold a separate budget meeting. We may have to look at the budget half way through the year and see where we are with the revenue to decide on re- paying or forgiving any of the due to's or due from's. Nanning has budgeted $10,000 for part-time help. Looking at an assistant for Nanninga. Assistant for Nanninga — We need to decide what we want the person to do. Do we want to promote someone from within or do we want to hire someone? Spears feels we need to ask Nanninga what he expects from a person in this position to do and does he feel that we have anyone on staff that can do it. Mayor Prochaska agrees that Nanninga should write down what he'd like this person to do. Our current staff does several different things and wears several different hats. Mayor Prochaska sees an assistant to Nanninga being a full time position- Mayor Prochaska would like to keep Erdman on retainer because she has been working with several peopl� and we need to make sure those relationships are carried over. Nanninga did not carry over money for her in the regular budget. He did put money in Economic Development for that. Maybe we need to consider two part-time people to do some of the office duties. Bring back to next meeting for further discussion_ Nextel Phones/Radios — Naming is checking into this. Hedlib lnsurance Claims — All cdfieciions helve st fted- i i i i Date on Bill Report — The date on the bill report is a year behind_ Ur-der the Resource Center Ameritech is covered under the grant. Anything with the Resource Center should be reimbursed with grant money. Typewritter — There was a repair bill, a purchase bill and then another repair bill_ Did we have two repairs done or are we being charged twice? Nanni.nga will check into this. Cement Blocks — Nanninga will check with J.T. to find out if we need any cement blocks. If we do Anderson will work on getting a donation for them. Open House — Mayor Prochaska is looking at maybe April 9_ It is a Sunday afternoon- By then the contractor should be completely done. We are getting four more tables for the chamber_ The chairs should have been here last week_ Idot Meeting — We need to get this out to the press. Meeting is scheduled for March 1. We are trying to get them to stay until 8 =00 P.M. The press release stated that there would not be a formal presentation. Minutes submitted by_ Mollie Dunn -3-