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Admin Committee Minutes 2000 10-10-00 LIMITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING MONDAY, OCTOBER 10, 2000 6:30 P.M. In Attendance: Art Prochaska Richard Sticka Mike Anderson Paul Tames Rose Spears Valerie Burd Jim Nanninga Bob Allen VECMCLE POLICY Mr. Nanninga stated that a vehicle policy and procedure index had been unplemented, and that there would be items specific for each department. He stated that we had the IRS ruling, and that all of the issues have been addressed. Alderman Sticka asked if the insurance representative had been informed on this. He also stated that there should be a stressed importance on the personal use of vehicles. 1\/Ir. Nanninga stated yes, and that the City must condone the use of vehicles for personal usage. Chaiuman Anderson then read from the policy in regards to this, and then stated that it would come back to the nest meeting. 1\/Ir. Nanninga stated yes, that he would complete the five specific chapters regarding each department. WORKERS' COMP TAIE Nlr. Nanninga stated that some employees are getting a high amount of accumulated hours for camp time, in which the problem would be a payout of this. Chief Graff received information on this, and the local law states that city employees may get a maximum of 240 hours, and the Police Department would get a maximum of 480 hours. Alderman Sticka asked who specifically gets this. Mayor Prochaska stated that everyone does. Employees can either take the hours in comp time, or in overtime. I Alderman Sticka asked if all municipalities do this. Mayor Prochaska stated that yes; it is usually an option. He then asked the question of demanding immediate payment for these hours, and stated he was not sure on this. i I I 1 i i Alderman Sticka stated that that is the issue, and then asked how we would budget for something like this. Mr. Nanninga brought up the issue of unusual sickness. Mayor Prochaska stated that we should find out the state law on the payout. Alderwoman Burd asked if the employees could take off any amount of time. Mr. Nanninga stated no, that the employees must ask the supervisor, and then there needs to be an approval from the supervisor. Alderwoman Spears stated that we need something on this. Mr. Nanninga stated that he would be checking into this. Mr. Allen stated that not having an unlimited number of hours is a good idea. ,Mayor Prochaska stated that we need to check the state statute on this. Alderman Sticka asked if the state says `no more than 240 hours', does it say `a maximum of 240 hours'. Mayor Prochaska then stated that is the real issue. Mr. Nanninga added that the employees can save their sick time also. Alderman James asked if there is a limit on the sick time hours. Mr. Nanninga stated yes, the limit is 960 hours. i Chairman Anderson stated that this issue would be brought back next month. : CITY FLAG A/Ir. Nanninga brought in a copy for the new City Flag. He stated that this was from the City Truck emblem. It is on CAD, and we can make changes on this. Mayor Prochaska stated that he would like it E- mailed to hitn. Mr. Nanninga stated yes. PAS' OUT SCHEDULE FOR CITE OFFICIALS Mr. Nanninga stated that there were two ordinances on thus: one being on the pay, and one on the elective people who get the office. He stated that in the packet there are comparative salaries on elected officials. Dan Kramer gave us two options on the elected officials; the first meeting in May, or the last meeting in April. Mayor Prochaska stated that this issue always changes and can become confusing. The other issue is when an official is being paid to. He then stated that Election Day could be in May of 2000, and this could be an issue. Alderwoman Spears stated that the first meeting in May would be more fair and acceptable. Chairman Anderson stated that this would be more consistent. Alderman Sticka stated that he would support the first meeting in May. Alderwoman Spears agreed, and stated that it would be the most 'logical. Chairman Anderson stated that it should go to COW then. He then stated that in regards to the payroll, in which the last memo was from Kim on September 11, the dates mirror those that Mr. Kramer had. Alderman Sticka stated that these should be established. Alderwoman Spears stated that if changes are to be made, then these should be made ivnmediately. Mayor Prochaska stated that the changes made now won't come into effect until the next election. He then stated that something should be passed by November 1. Alderman Sticka stated that he would support that. Chairman Anderson asked where the numbers come from. Alderwoman Burd stated that these numbers are in regards to the other towns. Chairman Anderson stated that this should be looked at with all of the aldermen, and everyone's salary should be examined. In this regard, it might not get done before November 1. He then stated that we should speak with 1\/ir. Kramer on this. Chairman Anderson then stated that if it is voted by November 1, the five seats that are open receive the raise. We should bring it to the next COW meeting. Alderwoman Spears and Nlr. Nanninga agreed. DOCUMENT STORAGE SUCH AS BANK STATEMENTS Chairman Anderson stated that this comes from a memo from Sandra. 3 i Mr. Allen stated that these were stored at home at first. Mr. Nanninga stated that Sandy is concerned about the originals, and stated that Public Works will do a basement frewall for this in the wintertime. Chairman Anderson stated that we need the original records at City Hall. 1\4r. Allen agreed. BILL PAYNIENT SCHEDULE TO AVOID LATE PAYMENT PENALTIES, Chairman Anderson stated that certain bills are due at certain times, and some checks should have gone out. I\--lr. Allen stated that in regards to CastleBank, we have talked with Stan, and I will draft a letter and bring it to the committee meeting. Mr. Nanninga stated that they sometimes send their statements out late. Alderman James asked if they could send it out sooner. Mr. Allen stated yes, that they shouldn't object to this. Alderwoman Spears asked in regards to contracts for automatic payments, and stated that we should do this. Chairman Anderson asked it the City Council agreed with the contracts. Aldem- oman Spears stated that she was unsure. DUE TO: & DUE FROM: Mr. Allen passed out the monthly treasurer's report fund, and asked Mr. Nanninga if we could do debt service. Mr. Nanninga stated that this has around $400,000, and stated that we do not need this much money here. He then stated that $131,000 could be taken from the debt service and pay on the general fund, and then stated that the general fund will sometimes show a negative amount. Mr. Allen stated that on the first page in regards to the statutes of debt sel ice, our loan payments wouldn't be near $400,000. Mr. Nanninga stated that it matters where the cash sits in the fund. 4 Alderwoman Spears stated that this seems confusing, and it would be logical to go back to the general fund. Chairman Anderson stated that this should go to the next COW. Mr. Allen agreed. TIF CONSULTANT 114r. Nanninga stated that he was checking on this, and in regards to supporting the Industrial Park as a supplemental, we need the consulting work done. Kevin McKenna recommends Kathleen Oir, who is the best legal person on this subject. To get the TIF going, we need an eligibility study done by a professional, and a re- development plan. 114r. Nanninga then stated that in regards to the five proposals, he would recommend T\/Ir. Pedigru, which would be $9,000. He stated that FESCA is the lowest, but Pedigru TPAP, on the last page, shows the cost. Brent Equinsky has been called from the Bank of Yorkville, and he stated 5.9% interest, as opposed to 5.0% interest. It would be wise to go with the alternate revenue bond, and this is what we recommend. Mayor Prochaska asked it the Yorkville National Bank had been checked into. 114r. Nanninga replied no, not as of yet. Mr. Allen asked if the loan would be the 5.9 ° ..•' o, or the five year balloon. I Ir. Nanninga stilted yes, and stated that the difference was in the interest. Alderman James stated that Dave Simmons worked with someone who knows about the TIF. Mr. Nanninga stated yes, Mr. McKenna, who was #3. Alderman Sticka stated that he had attended the TIF session, and it is recommended that we do not start the TIF until we have an expert. Mayor Prochaska stated that we must go through the right steps and the right format. Alderman Sticka asked if the City would be eligible. Mayor Prochaska stated yes. A.1r. Nanninga stated that we went to the assessor, and the value has not increased in the past six years, and stated that we need to pay the costs listed, which are the $9,000 in contingency, and the $9,000 in legal census fund. i 1\4ayor Prochaska stated that in order to establish the TIF, we need to get this issue going, and start receiving N T in November of 2001. Alderman Sticka asked how often do we receive the T-IFT. Mr. Nanninga stated ever) month, and the numbers should be out in September of 2001, which will be before the official numbers are out. Chairman Anderson stated that we should hire these people, and put this into place right away. Mr. Nanninga agreed. g �' Mayor Prochaska stated that a TIF can go 23 years, and we are only going 10 years. Mr. Allen asked if they had talked about alterations on expansion or extension. Mayor Prochaska stated that you could expand and add other projects and extend the time to 35 years. There are procedures to this. 1\4r. Allen questioned the cost. Alderman Junes asked about the breakdown of the $24,000, on the third page. TVIr. Nanninga stated that this is a total cost and we can do it in house with the help of Kathleen. A/Ir. Nanninga stated that we should hire this firm, and it should go to COW next Thursday. Everyone agreed. Mayor Prochaska stated that in regards to the eligibility, we are coming up on the half - year mark, and we should set this. Mr. Nanninga agreed. Alderwoman Burd asked if any money had been applied to the handicapped accessibility to this building for the basement. Mayor Prochaska stated that we could get this for the front door here, and stated that we need to look at this. We have a west facing building, in which the winds prevail from the west. We should have a push plate near the ground in order to make it easier for people who might be in walkers. Several issues come into play. Alderwoman Burd asked if the Library's system would be expanded then. 6 i I Mayor Prochaska stated that the funding for this would be looked into. ADDITIONAL BUSINESS N.1r. Nanninga stated that in regards to the Ameritech building, the agreement was to pave the parking on Main Street, with spaces, walkways, and landscaping put in. We gave this to Dan Kramer, and we are ready to go on this. Ameritech has asked for 5 million on a certificate of insurance. There is a 60 -day termination clause, which is a risk. I 1\4r. Nanninga then stated that this is on the agenda. Chairman Anderson stated that it should go to COW. A.Ir. Nanninga stated that Mayor Prochaska wanted two job descriptions for the deputy I, clerk and the treasurer. He added that the language for tlus would be added into the job description. Chairman Anderson stated that it would be brought back next month. Alderwoman Burd stated that after this is passed, then it would be clear. A/Ir. Nanninga stated yes, that the authority to act in case of illness would be pertaining to Kim signing in the absence. Alderwoman Burd stated that they should be working together. Alderman Sticka stated that she would not have the authority to sign checks. Alderwoman Burd stated that the treasurer's position is not debatable. Chairman Anderson stated that there is a job description of what this entails. Alderwoman Spears stated that a situation could arise from this. Chairman Anderson stated that we should talk with Mr. Kramer on this. AIr. Nanninga agreed. Alderwoman Spears stated that there were questions on the water bill. A person who rents property had stated that the tenants should be responsible for the bills. Alderman Sticka stated that the landlords should manage it. Mr. Nanninga stated that the current ordinance reads 'land owners'. i i Chairman Anderson stated that the landlord assumes the responsibility. Meeting Adjourned 8:00 p.m. Minutes by Lisa Sleezer 4