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
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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.
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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
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