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Admin Committee Minutes 2000 12-12-00 UNITED CITY OF YORKVILLE ADMINISTR_NTION COMMITTEE MEETING TUESDAY, DECEMBER 12, 2000 6:30 P.M. In Attendance: Art Prochaska Valerie Burd Rose Spears Jim Nanninga Paul James Nlike Anderson Bob Allen REMLINE RECAPTURE Mr. Nanninga opened by explaining that November of 1999, Remline Company inquired about hooking up to the sewer system. The recapture is due at the cost of $40,000, in which we agreed to spread over a period of five years. The owner carne in with the bill, and agreed to pay it, but wanted the new owners to be able to continue the same process. The new owner is aware of this, and there will be interest added on to this. Mayor Prochaska agreed that once it changes hands, the lien should be collected. 1 \1r. Nanninga stated that the new owner is renting -to -own it. NIr. Allen asked if the new owner had anything to say about this situation. Mr. Nanninga stated that he had not heard anything. Mderwoman Burd asked if this is commonplace for the new owner to get the tax rebate. Mayor Prochaska stated that he thought the rebate went with the land, not the owner. Chairman Anderson asked what the new business was now. Mr. Nanninga stated that it was an exporting business, whose main operation is Caterpillar. They want our water, which is another reason to get this paid up. Chairman Anderson asked if a letter could be sent to them. Mayor Prochaska st ated yes, one would be sent. EMPLOYEE MANUAL ITEMS Adr. Nanninga referred to this, stating that regarding the vision and dental policy, we would like to extend this to a 3-year carryover period, which is reasonable for bib ticked 1 i items such as braces, etc. A budget increase from $24,000 per year to $30,000 per Year will cover the cost of this. The $6,000 difference can be carried over. Mayor Prochaska suggested that we discuss this with the tax people, asking if there are any requirements that need to be met here. There might be some limits in place on matters like this. h4r. Nanninga then stated that we are considering adding Martin Luther King's birthday to the list of holidays taken. Chairman Anderson asked if this was in addition to the two floating holidays. Mr. Nanninga stated yes, he believed so. Chairman Anderson then asked who sets these holidays into place now. Mayor Prochaska stated that these are listed in the employee manual. Mayor Prochaska stated that the issue here is that Martin Luther King's birthday is a federally reserved holiday. We are not required to have it off. Chairman Anderson asked that if we give this day as a holiday, do we take away a floating holiday. Alderman James asked if the schools are off on that day. Mayor Prochaska stated yes, he believes so. Chairman Anderson stated that we should take these suggestions back to the employees. Mr. Nanninga agreed. Mr. Nanninga then stated that in regards to the money designated for activities or seminars, could we look at a cost of $45.00 a day for meals /activities, and not to exceed $200.00 per night for lodging. He stated that this is done by receipt now. Chairman Anderson asked if we have a standard for this. Mayor Prochaska stated no, not as of vet. Mr. Allen asked if there were any requirements for taking spouses, etc. on these trips. Mayor Prochaska stated no, but the City is not required to pay for them. He then stated that $45.00 would be the limit. Mr. Allen asked if receipts should be obtained for tax purposes. I I Mayor Prochaska stated that not if the amount is predetermined. Anything over that amount should be provided with a receipt. Alderwoman Burd stated that there are exceptions to this, explaining that items might be more expensive depending on the circumstances. Mayor Prochaska agreed and stated that there are different areas, which mean different costs. We would like to see the $45.00 limit brought down, and then anything over the decreased limit would be provided with a receipt. Mr. Nanninga and Alderman James agreed. Chairman Anderson asked if this should be brought back to the next meeting then. I Everyone agreed. NNAGE AND AUDIT PROPOSAL Mr. Nanninga stated that this audit provides us Nvith protection if the department of labor comes in. Chairman Anderson asked if this gives us different data than the fmancial audit. Mr. Nanninga stated that this is a more procedure type audit then a financial audit. Chairman Anderson asked if this should be put into the next budget. Mayor Prochaska stated yes. Chairman Anderson asked if this is an annual process. Mayor Prochaska stated no, that it is a once -only process. Chairman Anderson stated that this item should be tabled until the next budget. Everyone agreed. TAX PAYER BILL OF RIGHTS Mr. Nanninga stated that included here is an ordinance drafted by Ilan Kramer, which must be passed by January 1, 2001. I 3 I I Chairman Anderson stated that the issue is who will be the local administrator. We have to determine thus. Mr. Allen asked if requests are given for `waive of fees'. Mr. Nanninga stated no. Chairman Anderson stated that there were some changes that needed to be made in the language on thus, and these changes should be sent back to Mr. Kramer. He then noted the changes. Mr. Nanninga agreed, and went over the changes also. Alderwoman Spears noted more changes to be made. Chairman Anderson asked how often do we get people filing appeals. Mr. Nanninga stated not very often, if at all. Mr. Allen asked if this includes the transition fee. 1\/Ir. Nanninga stated that he was not sure if that was a tax. Alderwoman Spears brought up the issue of the Utility Tax. Mayor Prochaska stated that certain areas have tried to increase these, termed `home - rule' communities. We are not one of those communities, and the `home -rule' communities are able to levy the taxes. The Utility tax is applied per state statute. Chairman Anderson asked if this should be recommended at the next COW. Alderman Jaynes stated that these are important issues. TECHNOLOGY PLAN PROPOSAL Chairman Anderson stated that this item has not gone into discussion as of yet, and this item is tabled. ADDITIONAL BUSINESS Alderman James brought up the issue of the "Illinois First" program, and asked if we are still able to apply- for this in the coming year. 1\/Ir. Nanninga has been spoken to regarding this, and we need to identify the projects and funds before January of 2001. 4 i There are several things that we need to address, for example the sewer line extending from Route 126 to Route 71. Mayor Prochaska added that the Industrial park street money was raised also. Specific issues have been brought up regarding this, and it would be of benefit to come up with a list again, Alderman James stated that if we start with the list and then go with the draft letter, we need to begin this process now to be ready by the first of the year. Mayor Prochaska stated that we are in the process of all of the department heads, including the parks and recreation department as well as the library, to look into these projects and issues. We could devise a list after January 1 St to add on to this. We need to be more specific with items for this list. Asir. Nanninga stated that the projects were too big on our previous letters, and we need to I bread things down into phases. Alderman James asked that when the list has been put together, should Tom Cross attend the COW meeting. Mayor Prochaska stated that we could imite him once the list is compiled. Alderwoman Burd asked if issues like bike trail systems could be included in these. Mayor Prochaska stated _yes, and this would go through Sue Swithin. Alderwoman Burd raised the idea of helping people who need assistance with the Higher cost of gas. Mayor Prochaska stated that we should put these people in touch with someone who could give them information on this. Alderwoman Burd agreed, stated that there are many elderly people who might benefit from this. Mayor Prochaska stated that we could locate hotline numbers in which these residents could call. I Mayor Prochaska brought up the issue of the City building, stated that the paperwork has to be finished. Jim Campbell has been spoken to regarding the doors, and someone should be out to look at them next week. Chairman Anderson asked about the flooring and the leaks. I Mr. Nanninga stated that someone was on the roof looking at the leakage problem. 5 Tvlayor Prochaska added that there is still a warranty on this building, and stated that the biggest issue at the last meeting was the flooring. Right now our biggest issue is the doors. Mr. Allen asked if the job description for the accounting clerk had been clarified, and asked if anyone had discussed this. Mr. Nanninga stated that this issue is going to the next City Council meeting. Chairman Anderson asked if `Old Business' would be considered on the agenda. Mayor Prochaska stated that yes, we could do this. We will add this to the agenda. Chairman Anderson asked about the City Vehicle policy. Mr. Nanninga stated that this item has been finished. Chairman Anderson asked about the Salvation Army, issue. Mayor Prochaska stated that he had talked with Sue about this, and the contract has been reworded. There was some confusion on this when it was turned in. Mr. Nanninga stated that he would call and inquire about this. Chairman Anderson stated that there is a good relationship with them. Mr. Allen asked in regards to the "Checks to be Voided" issue. These are old checks and the auditors are suggesting that we void them out. Alderman James asked how old these checks were. Mr. Allen stated that some of them date back to 1994. Mayor Prochaska stated that they are still outstanding in our records. Chairman Anderson asked if this was just documentation. Mr. Nanninga stated that Kim Ding had gone through all of these and checked. Alderwoman Burd stated that everything should be voided that was in the past, and then make it a policy from now on. Mayor Prochaska stated that we should keep this list for our records. I Chairman Anderson and Mr. Allen agreed. 6 i Mayor Prochaska stated that this should ao to COW, and that we should ask Mr. Kramer about this. Chairman Anderson agreed. Meeting Adjourned 7:45 P.M. Minutes by Lisa Sleezer I