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Admin Committee Minutes 2002 01-17-02 CITY OF YORKVILLE 0 ADMINISTRATION COMMITTEE MEETING O JANUARY 17, 2002 — 6:30 PM PRESENT: ALDERMAN ROSE ANN SPEARS ALDERMAN VALERIE SURD ALDERMAN MARTY MUNNS CITY FINANCE DIRECTOR TRACI PLECKHAM CITY ADMINISTRATOR GRAFF MAYOR ARTHUR F. PROCHASKA, JR. CINDY GREEN Automatic Deduction for City Utility Billings -There is two different options available through Old Second National Bank. It can either be processed through ACH (automated clearing house) or Electronic LockBox. AGH is set up with customer authorization and will automatically debit the customers checking account and make payment to the City. This "transfer" is set up through computer software and will make payment on a specified date. Electronic LockBox is a program that is accessed for payment by the customer. The customer can either access it by telephone or through the Internet. It allows the customer control when they make the payment. Mr. Graff noted that proof of identification should be gathered at the time of application. Alderman Burd noted that disclosure needs to be made to the customer with regards to the process and that the customer must be made aware of any automatic debits being made to their accounts. It was noted that an additional letter should be presented to the residents telling them of safety issues they must take. This item will be placed on the February 5 COW agenda. It was noted, that the shut -off policy verbiage needs to be reviewed. Office Space Study Update -Four architects have submitted proposals. A tentative date for meeting will be February 6, starting at 6:30. Each architect will be allowed a 20- minute presentation: Letter of Understanding for Annual Audit Services /Pandolphi The update noted that single audits could be done vs. an annual report. Single audits can be very in -depth and lots of research is needed. This item will be placed on the February 5 COW agenda. Economic Development Corporation Contract Renewal -The cost for the contract is $45,000. It was noted that there has been good growth of the YEDC. Upcoming special events include a Trade Fair for i businesses. This item will be placed on the February 5 COW agenda. Park/Recreation Rules and Role Update -This item was tabled. City Flag Update -it was noted that the introductory cost of the City flag would be $65.00. It was also noted that the City should also look at adding this emblem to the City Vehicles. Additional Business: Mayor Prochaska noted that the Park Board has passed their new Policy and Fees. This item is to be placed on the February 5 COW agenda. i Review Mayor's Salary Survey -There were several of the local municipalities question with regards to Mayoral Salary. The survey was reviewed. There was a recommendation of the Mayoral Salary being raised to $8,500. This item will be placed on the February 5 COW agenda. The meeting adjourned at 8 :20 PM. Respectfully submitted by Cindy Green