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Admin Committee Minutes 2000 06-13-00 UNITED CITY OF YORKVILLE ADMINISTRATION COAIA41TTEE MINUTES JUNE 13, 2000 6:30 F.M. Xlembers present: Mike Anderson Rose Spears Mayor Prochaska Valerie Burd Bob Allen Staff: Jim Nanninga CHANGE ORDERS /LIGHT CONSTRUCTION Mayor Prochaska stated he spoke with Mr. Wywrot in regards to the number of credits previously approved in the undercutting of the parking lot. He stated that no study had been done regarding the bearing wall. Mr. Nanninga stated that there would be no charge, and that it was already paid. He also stated that he met with Tim Campbell on Friday, and they were going to change the orders. Mayor Prochaska stated that the architect's cost was $6,300; which was the cost for the flooring system. He also stated that Mr. Campbell brought a representative with him, who said that these will hold. This was decided through an independent. study. Asir. Wywrot had accepted the study. Mayor Prochaska stated that the material was $2,000, which was half of the cost. Mr. Wywrot agreed that there would have been a lag in the schedule, and that we should make a substitute. Mayor Prochaska also stated that his feeling was that we are obligated to pay all of it. Mr. Allen commented on the $2,000, and said that when they bid it out, they should have known. He felt that we shouldn't pay. Mayor Prochaska said that we could have insisted that they buy the wood as bid, but then it would delay City Hall's construction further, which would set the entire schedule behind. He also stated that they got an o.k. from Mr. Wywrot to change the wood. Chairman Anderson brought to the committee's attention Change Orders 426, and wondered if it would have any bearing on the parking lot. 1 I Mr, Nanninga said no, that there was some sloppy work on the grading surface, but there was no settling. Alderwoman Spears stated that there should be no payment until it is fixed, and that would put more pressure on Aurora Blacktop. Mr. Nanninga made the suggestion to hold the payment. Chairman Anderson wanted to know if anyone had thoughts of Aurora Blacktop doing the parking lot repair. Mayor Prochaska stated that we should hold up on payment for the repairs, and others agreed. Alderwoman Spears stated that if it's not done right, then they shouldn't be paid until it is corrected. Mayor Prochaska stated that it would be a large amount to withhold: $11,000, and so they get the message to get it fixed. Alderwoman Spears and Chairman Anderson concurred, and it should be taken to COW on Thursday. i Mr. Nanninga stated that our original amount was $1,330,000, and that money borrowed was $1,550 He was very pleased, and stated that it came out of the direct loan. He also said that the total of the change order was $2,230, increased to $2,330. He then stated that it was the net effect of all orders. i Chairman Anderson then said that it would be discussed at COW on Thursday. DIRECT DEBIT FOR WATER BILL PA17V ENT Mr. Nanninga stated that the citizens had asked for something like this, in which they wouldn't have to write a check each month. "We were told it's available, but costs $1,500 to develop the software ". Alderwoman Spears asked if the $1,500 was again the cost for the development of the software. Mr. Nanninga then stated that it would be 250 hours @ $25 an hour, and that many towns i had already signed up for it. Chairman Anderson then asked the question of alleviating work for the city employees, and Mr. Nanninga stated that it would alleviate the work of bill processing, but more importantly, it would be of more service to the citizens. � II i Chairman Anderson then stated that there was no problem with this and it should Ro to Cow. Mr. Nanninga agreed. AUTO \1ATIC LOAN PAYMENT NOTICE Mr. Nanninga stated that if we owed something to the Yorkville National Bank, they would take it out so that the city would not be delinquent. He also stated that Kim made a chart, and that Yorkville National would send over the payment to Castle Bank so that all would be covered. Alderwoman Burd stated that she agreed with the bank, but stated that the amount should not change for the payments unless it was authorized. She stated that banks often do this without notice. Chairman Anderson stated that this is a loophole, and that we should wait another month on it. Mr. Nanninga agreed. CHANGING CITY TITLE IN CODE BOOK i - Mr. Nanninga asked the question of the change of name to the United City of Yorkville, and stated that Sandy received correspondence, and was still working it out, as well as j following it up. He also felt that we should bring it up at the Administration Committee Meeting, along with the automatic loan payment information. ROBERT'S RULES OF ORDER Chairman Anderson asked if there was any interest in the council following Robert's Rules of Order. Alderwoman Burd asked if it had been adopted in the past, and Mr. Allen stated yes, and asked about the role of the treasurer and additional meetings. 1\/Ir. Allen also stated that he retrieved the codes copy at the Library, and then went through the updated version, but was unable to ford it. Alderwoman Burd said that it would be beneficial to have it in the City Code. Chairman Anderson stated that it should be brought up on Thursday, and also that Rich Sticka worked with Sandy on it. ADDITIONAL BUSINESS Alderwoman Burd wanted to clarify the decision by Tim McCann. She stated that it was not clear in the City's organization, pertaining to the assistant treasurer. She asked the question of job specifics; real or just. She then asked what the council had said about it and if it was a. created position, and if Kim knew who was in charge. Alderwoman Spears stated that there should be no bonuses, though, and that it should be wages earned. Mr. Nanninga, stated that Sandy has been looking for minutes on the Deputy Treasurer position, and it is unfound. It was previously given to Dan. Chairman Anderson stated that it is confusing, and Alderwoman Burd felt that the position of Deputy Treasurer could not be "created ". Chairman Anderson stated that we should get an opinion from Dan Framer. Mr. Allen stated that he had received an opinion from Dan, and proceeded to show it to Chairman Anderson. Alderwoman Burd stated that she felt it was difficult for Kim. Chairman Anderson agreed with the State's Attorney, McCann, and asked if that had been officially created. Alderwoman Burd stated that the City Council voted for the person to fill the position, prior to Dan's memo. Mr. Nanninga stated that for this position, we hire out as a full time position. Alderwoman Burd responded by saying that it is not a full time position, and that the Council doesn't vote on that. She also stated that McCann said that council has to create it first, and Kim took this on and began to get paid. j i Mr. Nanninga then stated that he would get with Dan for an opinion about this. Alderwoman Spears asked if it should go back to the next meeting. Mr. Allen stated that Kim is responsible for the treasury duties when he is not there. Alderwoman Burd stated that she felt it necessary to separate the two positions if it were to cause problems. Mr. Allen stated that the job is created by the council, and the council deems who is able. 4 I i Mr. Allen also stated that he contacted WL, individually, and that Dan wrote a letter stating "No authority exists to appoint subordinates of the Treasurer, and it doesn't concur with state law ". Chairman Anderson stated that the debate rests in the area of authorization. Alderman Burd stated that it needs to be in our statutes, and wanted to know what legally had been established. She also stated that the person who is hired should run the office. She said that people have been telling Kim two different things, and it needs to be clarified for her. Mr. Allen asked what are the duties of the Treasurer. Chairman Anderson stated that the treasurer should answer to the City Administrator. Mr. Allen then stated that he asked specific questions of McCann. He stated that he didn't have the authority when the states attorney says that he does. He stated that we need to be very specific, and wanted to know if he should appoint Kim. Alderwoman Surd stated that we already hired her, and she does treasury work. T\/Ir. Nanninga stated that Kim does more than these duties! Mr. Allen then asked the question "Ain I required ?" He stated that it needs to be in clear form before going to McCann. Alderwoman Spears asked if it would benefit the budget. Mr. Allen stated that the bond currently covers it. Chairman Anderson said that the City is answerable, only if the position is appointed to her. Mr. Allen then stated that he would like to go to the Municipal Treasurer's Conference in Springfield, raising the question. Mr. Nanninga stated that it was not a problem. Chairman Anderson asked what the total cost of the conference was, and Mr. Allen stated that he wasn't sure. Mr. Nanninga stated that the budget for travel is up. Meeting adjourned 7:30 p.m. Minutes by Lisa Sleezer 5