Admin Committee Minutes 2001 06-12-01 ADMINISTRATION COMMITTEE MEETING
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JUNE 12, 2001 -- 6:45 PM
PRESENT: Alderman Rose Ann Spears
Alderman Valerie Burd
Alderman Paul James
City Administrator Jim Nanninga
Cindy Green
Past Due Water Bills -it was brought to the attention of the committee that there are several
water bills that are years old. A property owner received a bill on a piece of rental property that
was 4 years old. The owner felt that too much time had passed and that there was no way that
he would be able to collect it at this time. There was much discussion from the committee to
determine a policy on how to handle past due water bills on rental property. It was noted that
some multi -unit properties only contain one shut off valve for water. It was suggested that with
these properties, that if the bill becomes overdue, that the bill be sent to the property owner for
collection. It was also suggested that letters explaining the procedure be sent to the rental
property owners so they will know what is required of them. It was also recommended to review
the past due billings and that anything in excess of 2 years be charged off as un- collectable.
This item is to be placed on the June 21 COW meeting agenda.
Full -time Water Billing Clerk -There was discussion with regards to the current part-time
positions held by the water billing clerks. It was felt that the position should be expanded to full
time with benefits. The full time position would be made the responsible party to see that the
duties are carried out. The additional salary and benefits costs would be approximately $6,600.
annually. Some of the funds will be recovered with the retirement of a staff member that at this
time will not be replaced. This item is to be placed on the June 21 COW meeting agenda.
Gasoline Prices -The City currently maintains a program with 3 local gas stations. There will be
a comparison made of the charges at the three facilities. This information will be brought back to
the July Administration meeting for review.
Water Meter Procedures -At the current the water meters are read by Nicor. It has been noted
that there have been problems in the past with incorrect readings and poor service. There was
discussion among the members present to possibly create two part-time positions and hire City
residents to read water meters. There was discussion with regards to the liability issue to the
City. Policy and Procedures would need to be created for these positions. The individuals would
need to have some training so that they could handle issues that would arise. This item is to be
placed on the June 21 COW meeting.
Update on properties that incorrectly received tax bills- Property owned by the City of
Yorkville should not receive tax billings. It was suggested that the City pay them and then get
reimbursed. This item is to be placed on the bill list.
Finance Director /Budget Officer Job Description -The Job Description is ready to go to COW.
There has been interaction with the Mayor and the City Treasurer. There is need to update the
ordinance to include the position of Finance Director.
Meeting Minutes -It was noted that a spread sheet will be created to keep track of meetings and
the minutes. The spread sheet will also contain the time length of the meeting and time of
transcription. There was also discussion of possibly taping all the meetings. This issue will
return to the July Administration meeting.
Additional Business:
Alderman James noted that the park in Fox Hill has not been accepted by the City. The grass
has not been cut and there is trash in the park area that needs to be tended to. The agreement
with Fox Hill is that the City is to go ahead with park maintenance.
The Parks Board would like an update as to the Superintendent of Parks position. There are
looking for a resolution date.
Alderman James noted that some of the local communities that have 8 foot trails are going to 10
foot trails.
The meeting adjourned at 8:00 PM.
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Respectfully Submitted by Cindy Green
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