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Administration Minutes 2013 04-18-13 APPROVE 6/20/13 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, April 18, 2013 6:00pm City Hall Conference Room Committee Members In Attendance: Chairman Rose Spears Alderman Ken Koch Alderman Chris Funkhouser Absent: Alderman Marty Munns Other City Officials In Attendance: Bart Olson, City Administrator Rob Fredrickson, Finance Director Guests: Joel Frieders The meeting was called to order at 6:00pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval: March 21, 2013 rd Alderman Funkhouser asked for one clarification. On page 2, 3 paragraph, last sentence Push for the Path should read “It was noted the committee has been…” The minutes were then approved as amended. New Business: 1. ADM 2013-17 Monthly Budget Report for March 2013 Mr. Olson reported on sales tax and said the City had outperformed previous estimates. He thought the final figure would range between $2.425 million and $2.5 million. Non- home rule sales tax is doing well. The state income tax increased due to a strengthening economy. Mr. Olson said all departments should be under budget or if over, it would be a pre- approved expense. Some TIF expenses are beginning to come in including the remodeling of the old Post Office--the “ARC” building. Alderman Funkhouser noted a change is needed stating that only the Deputy Clerk, not the elected officials, received a salary increase. 1 2. ADM 2013-18 Monthly Treasurer’s Report for March 2013 Finance Director Rob Fredrickson gave the following highlights for March: Beginning Fund Balance $8,767,955 YTD Revenues $21,819,314 YTD Expenses $18,389,957 Projected End. Fund Balance $12,197,313 3. ADM 2013-19 Cash Statement for January 2013 Mr. Olson stated this report was created when there was a shortage of cash. The City now has $2.8 million excess and as the Fund Balance increases, the cash will increase according to Rob. 4. ADM 2013-20 Bills for Payment Alderman Koch questioned the numerous entries for NICOR bills. These are for the various locations in the City, including the pumphouses since they transmit data. Alderman Spears questioned how many tasers were purchased for the police. The tasers and other equipment were purchased under a safety grant and Mr. Olson will verify the number. The Police will also conduct training with the tasers. 5. ADM 2013-21 Call One Phone System Renewal The phone system will need to be replaced since it is outdated. The contract is now expired and needs to be renewed soon to maintain the existing rates. Mr. Olson said many other municipalities use Call One and he has also researched other companies as well. There are 3 contracts that need to be approved: 1. Single-use phone lines 2. Main City Hall phone system 3. Centrex system Committee members recommended approval of the Call One system and this will move forward to the Council consent agenda. 6. ADM 2013-22 Intergovernmental Agreement with Kendall County Regarding Building Inspection Service Sharing This proposal would allow the County Building Inspector and Code Official Pete Ratos to substitute for each other during vacations, etc. Mr. Olson noted that Mr. Ratos has plumbing certification, but the County Inspector does not. At the present time, the City has more inspections. Alderman Funkhouser noted that is a good back-up plan with no extra cost to the City. This will move to the Council consent agenda. Old Business: 1. ADM 2013-14 Policy for Conducting Business with Companies that Owe the City Money Mr. Olson said there is a current ordinance in place that does not allow a building permit to be issued if money is owed for water service. Additional language can be added to that 2 ordinance to state that if real estate taxes are not paid, City services can be denied. In order to administer this, the City would need to become familiar with the County tax database to track payments. Administrator Olson said this policy would address the problem encountered with developers in Windett Ridge and Raintree Village who had not paid taxes, but wished to do business elsewhere with the City. Alderman Funkhouser said he wants to insure that tenants are not affected. He recommended no change to the ordinance, but to enforce it if a business comes back to the City as a re-structured entity. The committee agreed and no further action will be taken at this time. 2. ADM 2013-15 Amendment to Intergovernmental Agreement Between the City and YBSD This discussion addressed whether or not the City should continue the billing for YBSD. Mr. Fredrickson drafted an explanation for the back of the bill. A suggestion had been made by Mr. Ratos to print 2 separate bills to distinguish between City charges vs. YBSD charges. Other suggestions were to send a City bill one month and YBSD bill the next month or more defined segregation of the 2 charges. Research is still being conducted regarding the billing software. Postage and paper costs were also briefly discussed. Mr. Olson said the mailing costs now are $2,100 for each billing cycle. Committee members said the City should be able to recoup additional costs from YBSD. This item will be brought back to committee next month for further discussion. 3. ADM 2012-58 Procedural Ordinance Amendment In studies done by Mr. Olson several years ago and recent studies by Administrative Intern Jeff Weckbach, results showed less time in meetings per month using a C.O.W. meeting vs. a committee system. Mr. Koch pointed out that the economy was much better a few years ago with many issues being considered. Ms. Spears also commented that the frustration level rose after very lengthy meetings and Council members became tired in the very late meetings. Many items also came back for discussion due to these factors. Alderman Koch asked if public comment would be limited and if Council meetings were shorter. The public comment would not be limited and the Council meetings were not shorter. Alderman Funkhouser said he prefers the C.O.W. meetings to allow discussion by all at the same time and then vote at the next meeting. He said this format also provides for transparency. Ms. Spears stated out that the audio from meetings is available next day and can be used to bring an Alderman up to speed if a meeting is missed. The committee decided to move this item on to City Council May 14th for discussion by all. 3 Additional Business: Mr. Frieders asked if the trash pickup could be extended due to the heavy rains that just occurred. Mr. Olson will inquire about an extension and said the trash service is cooperative about relaxing the rules under these circumstances. There was no further business and the meeting was adjourned at 6:53pm. Minutes transcribed by Marlys Young, Minute Taker 4