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Administration Minutes 2012 11-15-12 APPROVED 1/17/13 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, November 15, 2012 6:00pm City Hall Conference Room Committee Members In Attendance: Chairman Rose Spears Alderman Chris Funkhouser Alderman Ken Koch Absent: Alderman Marty Munns Other City Officials In Attendance: Bart Olson, City Administrator Rob Fredrickson, Finance Director Jeff Wechbach, Administrative Intern Guests: none The meeting was called to order at 6:00pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval:- September 20, 2012 The following corrections in bold were requested: Page 1: rdth disbursements was a) 3 paragraph, 5 sentence: ….but one of the the cityreceived more than….. thst due to weather. b) 4 paragraph, 1 sentence: … an entire Saturday was lost Page 2: stst committee. a) 1 paragraph, 1 sentence: …that will rescind the stnd committee b) 1 paragraph, 2 sentence: …The agreed…. thnd is… c) 4 paragraph, 2 to last sentence: …agreed to leave this as thnd return d) 5 paragraph, 2 sentence: …a procedural ordinance to to 12… The committee then approved the minutes as amended. 1 New Business: 1. ADM 2012-54 Monthly Budget Report for September & October 2012 Mr. Olson reported the expenses were under budget. Sales tax will be monitored and the November report has been received that details the August consumer purchases and are comparable to last year. He said the City budgeted lower this year to compensate for the loss of Pro Build. The City is only slightly behind budget, however, Christmas could affect this figure. 2. ADM 2012-55 Monthly Treasurer’s Reports for September & October 2012 Rob Fredrickson presented the reports. There was no discussion and this is informational only. 3. ADM 2012-56 Cash Statements for August & September 2012 Informational item, no discussion. 4. ADM 2012-57 Investment Policy The original policy was created in 2004 and Mr. Fredrickson said it should be reviewed periodically. He said there is more detail on the objectives and suitable investments, while the collateralization policy remains the same. This will move forward to the City Council consent agenda. 5. ADM 2012-58 Procedural Ordinance Amendment Regarding Removal of COW Alderman Colosimo proposed this amendment to return to the original City Council structure. Mr. Funkhouser opposes the removal of COW meetings and said he would like to see them continue in the summer months. Mr. Koch said he had not had adequate time to get staff opinions to make an informed decision. Mr. Olson summarized some of the pros and cons and Mr. Funkhouser added that items were able to be discussed by the full Council and staff. The lengths of the COW meetings were also discussed. It was decided to table this item to December to allow Alderman Koch to gather more information. 6. ADM 2012-59 IT Purchase - Laserfiche Add-ons Mr. Olson said this is an on-line document management system and is a budgeted item. Presently there is no central place to find desired documents, however, this system would allow any City-scanned documents to be searched. Residents would also be able to search documents. All committee members were in favor of this system and anticipated implementation will take 30-60 days. 7. ADM 2012-60 Ordinance Establishing a Fee for Collection of Delinquent Bills This ordinance would be a revision of an existing policy allowing for a delinquent bill fee. The current ordinance does not list the fine amounts. The committee recommended approval and the item will move to the City Council consent agenda. 8. ADM 2012-61 Banking RFP Results Mr. Fredrickson said banking RFP’s were sent to local banks in August and 4 proposals were returned. After a review, Mr. Fredrickson recommended Castle Bank since they had a positive net income and financial stability. All committee members supported this recommendation and the item will move to the Council consent agenda. 2 9. ADM 2012-62 Ordinance for the Amended Levy…Fox Hill 10. ADM 2012 63 Ordinance for the Amended Levy…Sunflower Estates Items #9 & 10 were discussed together. Bart Olson said the City controls the HOA’s and taxes those residents for maintenance of their common areas. Expenses were incurred this summer and money is collected next year. Fox Hill has trails that will need to be sealcoated in the future and Sunflower has ponds in need of dredging. This maintenance will not be done next year, but will be the following year with the costs being amortized over a 10-20 year period. If the ponds are naturalized, it is less expensive. This will move forward to the Council consent agenda. 11. ADM 2012-64 2012 Bond Abatements (see agenda for details) Administrator Olson said all these abatements would result in approximately $486,000 in property taxes. The City is ahead of schedule in reducing the obligation and hopes to eliminate them by 2016. He also detailed the status of each of the 5 bond abatements. This will move to the December Council consent agenda. 12. ADM 2012-65 Administration Committee Meeting Schedule for 2013 This schedule was approved by the committee. Old Business: None - Additional Business: - None The meeting was adjourned at 6:43pm on a motion and second by Aldermen Koch and Funkhouser, respectively. Minutes transcribed by Marlys Young, Minute Taker 3