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:
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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
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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.
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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.
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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
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