Administration Minutes 2014 06-19-14Page 1 of 3
APPROVED W/CORRECTIONS
7/17/14
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, June 19, 2014 6:30pm
City Hall Conference Room
Committee Members In Attendance:
Vice-Chairman Jackie Milschewski
Alderman Joel Frieders
Alderman Chris Funkhouser
Absent: Alderman Rose Spears
Other City Officials In Attendance:
Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Guests: None
The meeting was called to order at 6:30pm by Vice-Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: May 15, 2014
The minutes were approved as presented.
New Business:
1. ADM 2014-38 Monthly Budget Report for May 2014
Mr. Olson said the Police “dues/subscriptions” were over budget, but one item increased
in price. Another item had been coded differently last year and he will discuss with the
Chief. There were no other comments.
2. ADM 2014-39 Monthly Treasurer's Report for May 2014
Mr. Fredrickson presented the Treasurer's report as follows:
YTD Revenue: $1,910,201
YTD Expenses: $1,337,149
There is no Fund Balance since it has not been finalized yet and it will be included in
August after the auditors come in July. No further action.
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3. ADM 2014-40 Bills for Payment
Alderman Frieders questioned a ComEd bill for $995.53. It is for the various lift stations
and is itemized for the City. He asked what would cause a lift station to be out of range.
It was agreed it could be caused by a billing error. Mr. Frieders also questioned the
Kimball Hill bill—it is for ongoing litigation. Alderman Funkhouser questioned the
Rollins Aquatic Solutions at $2,850, which is a standard maintenance algae treatment. It
will be verified if it is an annual charge.
4. ADM 2014-41 Prevailing Wage Ordinance
Mr. Olson said this is an annual clerical item and it must be approved so that all
contractors know the rate of pay for their employees for any Public Works project. This
is done by ordinance and will be on the June 24th Council agenda as it must be completed
by the end of June.
5. ADM 2014-42 Ordinance Authorizing the Sixth Amendment to the 2013-2014
Fiscal Year Budget
Mr. Fredrickson said these ordinances are for minor budget adjustments. Expenses
increased on the following: Countryside TIF fund due to business district tax, Debt
Service Fund “42” expenses went up slightly due to the B.U.I.L.D. Program, however,
those will be offset by revenue so the net effect is zero, but still must be amended. The
Fox Hill SSA fund had higher mowing and legal costs, Municipal Building Fund higher
expenses due to B.U.I.L.D. and the Rec Center Fund expenses were higher than expected
due to the early lease termination. Authorizing these ordinances will help avoid auditor
comments. The committee was OK with this and this item moves forward to the July 8th
consent agenda.
6. ADM2014-43 Ordinance Codifying the Voluntary Payment Doctrine for Payments
Made to the City
Finance Director Fredrickson said this ordinance codifies voluntary payments and while
not necessary, he said it is a good idea. For example, if a senior citizen realizes after time
that he is eligible for discounts and asks for refunds, the City could cite this ordinance.
The discounts would not be refunded, only adjusted going forward. This moves to the
Council consent agenda.
7. ADM 2014-44 Resolution for a New Escrow Account with the Illinois Metropolitan
Fund (IMET) for Bond Proceeds
A new account will be opened to keep bond proceeds segregated for financial and tax
purposes. This account would be in addition to the existing ones for General Operating
and Escrow. There will be no additional fees and 35 additional basis points will be
gained according to Mr. Fredrickson. This item moves to the Council consent agenda.
Old Business: None
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Additional Business:
Alderman Funkhouser asked about the status of the microfiche system. Mr. Olson said it
is now functioning on a numbered website and the website is being registered. Many
documents are now searchable including ordinances, agenda, minutes, etc. Mr. Olson
said there are two decades worth of minutes on the web at this time and agenda packets
dating back to 2005. An emphasis is being placed on expanding the in-house database
and the staff continues this work.
In another matter, Mr. Funkhouser asked if the return value of the B.U.I.L.D. Program
could be determined since the City has been doing this for 2 years. He would like to see
a summary of the potential EAV and revenue and if the costs can be recouped in 5-20
years.
Alderman Milschewski asked to revisit the health insurance for elected officials and
suggested possibly doing away with the insurance. Action to dispense with the insurance
would need to be taken 180 days before elections and would be changed by ordinance.
This matter will be brought back to the July meeting for further discussion.
Ms. Milschewski also discussed the vacant property at Galena Rd. and Rt. 47 and the fact
that cars are being offered for sale there. Mr. Olson said he had been researching this
property and whether cars for sale are legally allowed there and if the owner has given
consent.
There was no further business and the meeting was adjourned at 6:52pm.
Minutes transcribed by
Marlys Young, Minute Taker