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Administration Minutes 2013 07-18-13 APPROVED 9/19/13 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, July 18, 2013 6:00pm City Hall Conference Room Committee Members In Attendance: Chairman Rose Spears Alderman Jackie Milschewski Alderman Chris Funkhouser Alderman Joel Frieders Other City Officials In Attendance: Bart Olson, City Administrator Rob Fredrickson, Finance Director Administrative Intern Jeff Weckbach Guests: none The meeting was called to order at 6:00pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval: June 20, 2013 Alderman Funkhouser asked that the rates and timeline for the garbage rate subsidy discussed at the last meeting, be included in the minutes. The minutes were then approved as corrected. New Business: 1. ADM 2013-40 Monthly Budget Report for June 2013 Mr. Olson said that property taxes are received at this time and many of the dues for organizations the City belongs to, come at this time of year. Sales tax for FY '13 are $2.49 million which is higher than budgeted. Non-home rule sales tax exceeded the City's estimate and go into the road fund. Parks Department concessions are based on the calendar year and most will be done by the end of September. Their expense budget is spent between May-September. Alderman Frieders asked if the Parks/Rec Department (Rec facility) was finalized at this time. June th 30 (lease expiration date) is the final date being used by the City regarding the use of the Rec Center. No further action at this time. 2. ADM 2013-41 Monthly Treasurer's Report for June 2013 Mr. Fredrickson reported the following: YTD revenues of: $5,995,839 YTD Expenses: $3,585,187 1 3. ADM 2013- 42 Cash Statement for May 2013 For information, no comments. 4. ADM 2013-43 Bills for Payment No comments. 5. ADM 2013-Deputy Clerk and Deputy Treasurer Stipend Mr. Olson referred to the memo in the agenda packet and an ordinance to change the stipend from $2,900 to $1,000. This was requested by the Deputy Clerk and would allow for the payments to be on the regular paycheck. Presently, the payments are made in arrears on a monthly basis. Mr. Funkhouser later noted the on-line stipend is listed as $4,900, which is correct rather than $2,900. This will move forward to the Council consent agenda. 6. ADM 2013-Communications with Residents Mr. Weckbach said this information resulted from the City survey and that an e-newsletter is a cost-effective way to communicate with residents. The only cost is staff time. Residents would need to sign up for this email. Alderman Funkhouser said the County has a program to notify residents of emergency alerts. Alderman Spears added that the County would also allow the City to use it for other types of information such as Ribfest, etc. Mr. Olson also said the “Administrator's Weekly” can also be forwarded. Mr. Weckbach was asked to speak with the County for further input. Old Business: 1. ADM 2013-32 Utility Billing Process Mr. Olson reported an update for e-bill sign-up. The sub-contractor, MSI, is completing system upgrades, so a target date of September 30th was set for implementation. It is hoped to have a FAQ sheet in the August bill and there will be information on the City website. Residents must sign up again for direct withdrawal. Auto direct pay was also discussed as well as payments by credit card or direct debit. Rob will research the options. All committee members recommended approval of the new design of the back of the bill. 2. ADM 2013-39 Senior Garbage Subsidy Mr. Olson said the ordinance has been drafted based on the committee recommendation and noted that it will be phased in over a couple years. In FY 2014 everything remains the same as it is currently. In FY 2015 the senior discount would be 50% regardless if they qualify for Circuit Breaker. For those on Circuit Breaker, it would be a 75% discount. In FY '16 & '17 the discount would be about 20% for regular seniors and Circuit Breaker seniors would receive a 50% discount. Final discounts going forward would be 20% for seniors in general and 50% for Circuit Breaker. Alderman Funkhouser said he would like to see percentages shown in the final contract/paperwork. Mr. Olson said an informational statement can be drafted and the actual numbers will also be placed into the city code and on the website. 2 This matter will be moved forward to the regular Council agenda for further discussion. A Public Hearing will also be held. Alderman Spears said she would like to have a public outreach prior to a vote since residents should be informed first. She received several resident communications asking why citizens had not been informed about the road fees. Mr. Olson will ask that time be allotted on the agenda for discussion and it will be voted on mid-September. Additional Business: There was no further business and the meeting was adjourned at 6:23pm. Minutes transcribed by Marlys Young, Minute Taker 3