Administration Minutes 2015 02-18-15Page 1 of 3
APPROVED 3/18/15
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, February 18, 2015 6:00pm
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:
Gary Golinski, Mayor
Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Guests: None
The meeting was called to order at 6:00pm by Vice-Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: December 18, 2014
Alderman Funkhouser asked for one change. Page 2, second paragraph from bottom
should read “Zeitgeist Report” instead of “document/study”. The minutes were then
approved as presented.
New Business:
1. ADM 2015-01 Monthly Budget Report for December 2014 and January 2014
Mr. Olson said the City budget is OK now, however, the new State budget has just been
released and changes could occur. He also said November consumer purchases were far
above projections and a larger amount of tax is anticipated in 2015.
Alderman Frieders had questions on several budget items: Professional Services, Outside
Repair, Debit Service, MFT, etc. Alderman Funkhouser questioned the following items:
Training, requested breakdown on Professional Services, Parks and Rec legal services,
TIF expenses, etc. Discussed more extensively were two other categories. He noted
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Engineering services are over budget by 48% and asked if those expenses are
reimbursible. Not all will be reimbursible and the services are trending slightly higher.
Mr. Olson said next year the savings could be surpassed by expenses. Mr. Funkhouser
also asked for explanation of the water fund revenue which is at 5000%. It reflects the
school's anticipated payment. The school claims a water meter was not set back to zero
prior to use and has requested documentation. The City is discussing with the schools as
part of the IGA. Late fees have been calculated but not assessed.
2. ADM 2015-02 Monthly Treasurer's Report for December 2014 and January 2015
3. ADM 2015-03 Cash Statements for November and December 2014
For information only, no further action.
4. ADM 2015-04 Bills for Payment
Several items were questioned by Alderman Funkhouser. He questioned EEI work on the
Comp Plan. The expenses referred to were for preparation of exhibits. Another invoice
for EEI was in regards to reviewing 2016 projects for timing. Mr. Funkhouser expressed
concern for invoices from EEI to provide info for the City budget, on projects they will
receive. He asked that this be monitored. Alderman Funkhouser asked why the City
would not consult the Public Works Director. Mr. Olson said this type of information
requires engineering expertise regarding pavement costs, scoring, etc. Mr. Olson said
many cities now require their Public Works Director to be an engineer to make these
decisions.
Another item reviewed more in-depth was expenses for crossing guard vests and stop
signs for the school. The City does not receive any cost-sharing with the schools, but
cost sharing for the guards is being negotiated with the school. Mr. Olson said the
schools have asked for an additional guard near the City Hall, but the City has replied
they will not fund that request. Alderman Milschewski questioned if the City tracks vest
costs, officer costs and other costs for the school district. At this time, it is not being done
but a general analysis was done. Mr. Olson believes the City's costs will exceed that of
the school and added that officer costs were probably $120,000 for going into the
schools. She requested greater detail for these expenses.
Other bills discussed at Mr. Funkhouser's request were bridge lighting, insect control,
O'Malley Welding, “No Sledding” signs, Central Limestone stone expense, site
investigation for contiguity and Quiet Zone initiative.
5. ADM 2015-05 Ordinance Clarifying the Bond Requirements for Municipal Officers
Mr. Fredrickson said this item cleans up the existing ordinance that dates back to 1882. It
bonds Mr. Olson and Mr. Fredrickson for the amount of $500,000. Other city employees
are covered under general bonding. This moves to consent agenda.
December 2014Januar y 2015
Beginning Fund Balance $10,894,313$10,894,313
YTD Revenue $27,407,181$28,548,794
YTD Expenses $21,761,028$23,715,366
Projected Ending Fund Bal.$16,540,465$15,727,741
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6. ADM 2015-06 Ordinance Approving the Second Amendment to the Amended
Intergovernmental Agreement Between the United City of Yorkville and Yorkville
Bristol Sanitary District
Per Mr. Fredrickson, this is basically the same agreement as two years ago. It removes
the 90-day expiration and states that either party can give 90 days notice to pull out of the
agreement. YBSD has already approved the agreement. Alderman Funkhouser said he
prefers not to have the expiration removed, to keep the annual review and asked if 5% is
enough for fees. He wants to be able to monitor their rates and he wants to keep the topic
on the table. Mr. Frieders asked to keep the expiration date. It was agreed to keep the
2-year agreement rather than one. Alderman Teeling will be asked to be liaison with
YBSD with Mr. Frieders as an alternate. This item will move to the consent agenda.
Old Business:
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
Mr. Olson said mixed messages have been received from the State regarding their new
budget and funding for convention bureaus. The City must make a decision by the end
of December whether or not to sign the AACVB agreement. Mr. Frieders suggested
speaking directly with State officials in April. Mr. Funkhouser said he is on the search
committee for a new AACVB Director and the committee has not met since December.
He asked staff to contact Springfield and also to keep this on the agenda for next month.
Additional Business:
Mayor Golinski noted the electronics recycling is becoming a problem and he is
considering cancelling the program. It has been no charge to the City, but people are
dumping items and the drop-off site is becoming very untidy. Alderman Funkhouser
wondered if the Chamber of Commerce Green Committee could hold a quarterly
program. He also suggested a dumpster at the Public Works site and said he does not
want to cancel this program. Alderman Frieders noted that Aurora has four locations
where you can take items, they are weighed and cash is paid immediately. Administrator
Olson noted that Oswego proposed a similar program and found that the market wasn't as
good for electronics recycling. Disposal of prescription drugs was also discussed.
Alderman Frieders also mentioned a company in Aurora “Get Green Recycling” that
takes e-waste, paper, cardboard etc. He suggested researching this company and also
investigate how the County operates their quarterly program. Alderman Milschewsi said
she also preferred a quarterly event.
In another matter, Mr. Olson said he would be sending out a draft of the budget proposal
and a Public Hearing would be held in March. He also discussed the State budget and
said the City could wait to take action because of the current Fund Balance. He said a
decision on any City cuts/action would be made retroactively.
There was no further business and the meeting adjourned at 7:18pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker