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Administration Minutes 2013 01-17-13APPROVED W/ CORRECTIONS 3/21/13 1 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, January 17, 2013 at 6:00 p.m. City Hall Conference Room Committee Members In Attendance: Chairman Rose Spears Alderman Chris Funkhouser Alderman Ken Koch Absent: Marty Munns Other City Officials In Attendance: Bart Olson, City Administrator Rob Fredrickson, Finance Director Gary Golinski, Mayor Guests: None. The meeting was called to order at 6:00 p.m. By Chairman Rose Spears. Citizens Comments: None. Minutes for Correction/Approval: The minutes from November 15, 2012 were approved. New Business: ADM 2013-01 Monthly Budget Report for December 2012 - Mr. Olson stated the narrative comments cover November and December. Mr. Olson said sales taxes are the most highly variable revenue and the city budgeted 2.3 million, last year 2.4 and we are coming in at 2.4, which is higher than what the city budgeted. Mr. Olson stated now that the city has a non-home rule sales tax, the staff can look at individual businesses sales tax proceeds, which gives us an understanding of how businesses compare. Non-home rule is still way above where the city expected, which is good news for the road improvement budget. Mr. Olson said the city received the litigation settlement check for landfill application fees in December, which is the miscellaneous income. Alderman Funkhouser asked about the $150,000 unappropriated money and if it will sit in general fund. Mr. Olson said yes and anything that is over goes to road improvements and property taxes are for police pension. Alderman Funkhouser said the city can determine anything over and where it can be appropriated. Mr. Olson said for the IMRF a couple years ago, the city opted for a phase in program rate in order to make the retirement contributions and they gave an option of 10% then 11% the next year. Mr. Olson said Rob looked at the phase in and the city decided to get rid of it, since the city had the cash to pay 2 for it. Rob said it was 7% interest, which is very high, it wasn't due until the end of the year, but the city paid them the 31st. Mr. Olson said estimating businesses and the revenue helps the city with budgeting. Mr. Olson said if the good weather continues, there is a possibility that next years salt purchase would be significantly less. The salt is siting in storage and if there is not much snow, the city wills skip the salt bid entirely or make it a nominal amount. Alderman Funkhouser said if the city came up short, we could buy an emergency supply and pay more. ADM 2013-02 Monthly Treasurer’s Reports for November & December 2012 – Mr. Fredrickson said there was a beginning balance of $8,767,955.00 year to day revenues of $16,082,269.00, year to date expenses of $10,380,271.00 to a projected ending fund on a cash basis $14,469,953.00. The treasurers report for period ending December 31, 2012. Again the beginning fund balance $8,767,955.00, year to date revenues of $17,917,043, year to date expenses of $13,851,126.00 and a projected ending fund balance on a cash basis of $12,833,872.00. ADM 2013-03 Cash Statement for October & November 2012 – These items are for informational purposes. ADM 2013-04 Local Debt Recovery Program – Mr. Fredrickson said this is a program that was devised by the Illinois Office of the Comptroller as a different alternative to using debt collectors which take proceeds. The City of Yorkville would team up with the Office of the Comptroller and the city would enter the debtor information via internet portal then the comptroller office withholds any amounts due from the debtor, from tax refunds, retirement, lottery checks etc. There is a $15.00 administration fee paid by the debtor. The debtor has 60 days to appeal the deduction and if they don't, after 60 days it is electronically deposited into the city's bank account. The city needs to enter into an intergovernmental agreement with the comptroller office to get this started. Mayor Golinski would like to check if there are any outstanding debts the city was not paid on and turn those over to the comptroller office. This item was moved to consent. ADM 2013-05 City Services Survey 2013 – Mr. Olson said last year in creating a survey there is a benefit in doing this over time to track trends on individual questions. For example, one year the roads might be bad, then after we put in 12 million over five years that should trend positive. The city is proposing to do another survey this year. The cost is $1200 and the city spent $250 on the survey monkey membership and $1000 on mailing costs. Mr. Olson said it should cost around the same this year. A couple questions were changed this year and we added some comment boxes, but it is relatively the same as last year. Mayor Golinski asked if people will get overload with one each year. Mr. Olson said no, you draw from different people in the community. This item was moved to consent. ADM 2013-06 Chamber of Commerce Membership Utility Bill Offer – Mr. Olson said there is a memo attached. Mr. Olson is on the board as treasurer and a couple months ago the board was trying 3 to brainstorm ways to make people aware of the chamber and participate if they would like. Some might not know the chamber exists and that there are events. This would serve as a reminder and wrap the membership into the utility bill. We have talked about doing something similar for the YDC. The information will not be directly on the water bill, but a one page flier in the utility bill so it is clear it is just for business and it will be sent to businesses only. Alderman Funkhouser asked about what letterhead it would be on. Alderman Funkhouser said he thinks a combined letterhead would be a good idea, so it is not seen as a marketing piece. Mayor Golinksi said he would like to do the same for YDC. ADM 2013-07 Ordinance Amending City Code Regarding Deputy Treasurer Pay – Mr. Olson said Bill Powell is retiring at the end of the month. So the plan is to appoint a deputy treasurer which has all the authority of the regular treasurer and the Mayor has recommended Rob Fredrickson. Mr. Olson said his recommendation is to take that down to $2,900. If the referendum gets passed, it can be adjusted at that time. Mayor Golinski asked if it is necessary to have a deputy treasurer and a treasurer. Mr. Olson recommends it. This item was moved to consent. ADM 2013-08 NIMEC Bid for Electric Accounts – Mr. Fredrickson said NIMEC has approached the city for a bid for electric supplier for our water treatment plant and wells. He stated the prices tend to drop this time of year and NIMEC tracks the prices. Mr. Fredrickson said we are asking for authorization to accept a bid to save the city money on a supplier. Old Business: ADM 2012-58 Procedural Ordinance Amendment regarding Removal of COW – Mr. Olson said this is an item from two meetings ago. This would eliminate the COW meeting over the summer. Alderman Funkhouser said he has discussed this with members of the council and in the discussions, he said he recommends to take it to council recommending doing two COW meetings and two council meetings, which eliminates two meetings per month and they are consistently on Tuesday nights. Several alderman are in support of that type of structure. Mayor asked about the two COW meetings and two city councils on every Tuesday. Alderman Funkhouser said yes that is the schedule, they would alternate. He said other communities run theirs this way. Mayor Golinski asked about summer. Alderman Funkhouser said it would be the same. The Mayor didn't agree. Alderman Funkhouser said in the past summers, there was not enough time to deal with certain issues. Mr. Olson said meetings can be on the schedule and end up being canceled, if they are not needed. Alderman Funkhouser said this allows for discussions of all four topics every other week and if nothing is on the agenda, we won't have committee reports. This would make it four meetings per month, versus six. Mr. Olson said it would benefit him, but it would increase some meetings for staff. Mayor Golinski said it doubles his meetings. Chairman Spears said she has a concern about the meetings being too long and she is not in favor of the change. Chairman Spears said the developers can take a long time, where Public Safety is a pretty quick meeting. Alderman Funkhouser said it is a good system for all alderman to discuss things at the same time it is a transparent system and the meetings are not scattered all the through the month and there is a simple logic to it. Alderman Funkhouser said he could bring something forward that is cleaned up and asked 4 staff to draw something up. Alderman Funkhouser said Alderman Colosimo is in favor of the change to four meetings and not a one COW one council in the summer. Chairman Spears asked when this would begin. Mr. Olson said June/July whenever they want. Mayor Golinski said it could begin as early as next month. Alderman Koch said he would like to discuss this with the entire council. Alderman Funkhouser said he will have something drafted up for an entire council discussion. The pay structure would stay the same. Alderman Koch said the council meeting would be fairly short. Alderman Funkhouser agreed. Chairman Spears said some other communities in the area have the COW then break and go into city council. Alderman Funkhouser said he would stay away from that option. Alderman Funkhouser said COW one week and a week later the city can act on the item, which allows for transparency. Mr. Olson said the city has tried many different options before. Mr. Olson said it helps with things that come up last minute. Mayor Golinski asked if it would get rid of committee chairs then. Mr. Olson said that can be decided there are many ways it can be done. Alderman Funkhouser said chairman can be rotated and there are various ways to run it. Mayor Golinski said all eight alderman are voting and involved in the process. Alderman Funkhouser said yes. Alderman Funkhouser will come back with a schedule. Mr. Olson will draft it as a full year COW/City Council system. Chairman Spears would like it to come back to committee to work out the details before taking it to council. There will still be chairman and vice chairman, but all eight alderman vote on committees. Mayor would break a tie, if needed. Chairman Spears said this will come back to committee in February. Additional Business: Mayor Golinksi said the county wants to talk to IDOT and FHA about Route 47 funding and asking for a meeting with them and he wants to make sure the city has a place at the table to be part of the discussion. Mr. Olson said he will get something done. He said he read the county wanted us to be involved. The meeting was adjourned at 6:47 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker