Administration Minutes 2015 03-18-15Page 1 of 3
APPROVED 4/15/15
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, March 18, 2015 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Vice-Chairman Jackie Milschewski
Alderman Chris Funkhouser
Alderman Joel Frieders
Alderman Rose Spears (via phone)
Other City Officials In Attendance:
Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Guests:
Joseph Liberty, Better Business Planning
The meeting was called to order at 6:00pm by Vice-Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: February 18, 2015
The minutes were approved as read.
New Business:
1. ADM 2015-07 Monthly Budget Report for February 2015
Mr. Olson said December sales tax will be the highest ever reported and State income tax
will yield $1.3 million this year. He said it is possible some state money will be lost in
2015/16 depending on what occurs with the state budget.
Alderman Frieders questioned the local use tax which is a per capita tax from the State
and is a portion of sales tax originating from out of state purchases including on-line.
The video game tax was discussed and Mr. Olson said more gaming licenses could be
permitted or an increase in license cost could generate more revenue.
2. ADM 2015-08 Monthly Treasurer's Report for February 2015
Finance Director Fredrickson reported the following:
Beg. Fund Bal.YTD Revenues YTD ExpensesProj. Ending Fund Balance
$10,894,313$30,370,964$25,452,013$15,813,264
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3. ADM 2015-09 Bills for Payment
No comments, item will be placed on Council agenda for info.
4. ADM 2015-10 Outsourcing of Utility Bill Printing
Finance Director Fredrickson recommended outsourcing the utility bill process since it
takes many employee hours. He obtained four proposals for the process and found that
SEBIS Direct is the lowest cost provider. Bills can be viewed prior to mailing and pdf
copies can be downloaded. Postage is handled automatically and bills are mailed for the
City including a return payment envelope. E-mailing bills is already in place, but a letter
to residents will be included in utility bills again. Currently 200 people take advantage of
e-billing.
E-pay, available on the city website, will be gradually phased out and mygovhub.com
will be recommended as a means to pay. Mr. Olson will also look into charging more
for paper billing, however, Mr. Funkhouser suggested not charging more until the new
website is implemented. Alderman Funkhouser asked if MSI would be willing to waive
the one-time set up fee and Mr. Fredrickson will inquire. The committee recommended
approval of outsourcing and this moves forward to the consent agenda.
5. ADM 2015-11 Benefit Insurance Program Renewal – FY 16
Joe Liberty was present to discuss the City insurance renewal. Mr. Olson and Mr.
Liberty discussed proposed quotes and benefits from MetLife and Delta Dental, however,
Guardian was recommended for renewal. Mr. Liberty said Guardian has a program to
help reduce college costs at certain private colleges.
Also briefly discussed, was the option for Aldermen to purchase insurance at 100% cost
to them.
Mr. Olson provided details of the health plan and said with the state financial problems, it
is probably time for benefit cuts, however, he likes to give employees a year's notice. He
recommended moving this item to the Council regular agenda for a vote.
Old Business:
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
Mr. Olson said a meeting of surrounding towns had been suggested, however, due to the
State budget problems, it was decided not to meet. The committee discussed various
options for the future and it was decided to keep it on the table for discussion.
Additional Business:
Alderman Frieders received complaints about newspapers being thrown from a vehicle.
Mr. Olson said the papers are allowed to be distributed and it is considered freedom of
speech. The Fox Valley News Shopper was the distributor and can be notified to stop
delivery at a certain address. Advertisements in a plastic bag weighted with a rock are
not allowed under ordinances. Mr. Olson will ask the Police Department to contact
those advertisers. Alderman Funkhouser asked that licensed solicitors be included on
the new website.
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In another matter, Alderman Frieders presented an idea for e-waste recycling. He asked
about the feasibility of e-waste pickup when white goods are picked up, however, Mr.
Olson said it is not in the contract with the waste hauler. He said Plano has curbside
recycling with Complete Sanitation that does allow e-waste. Ms. Milschewski noted that
Montgomery has a recycling event on March 21. Mr. Funkhouser said he would like to
institute recycling events and Mr. Frieders suggested two events during white good
pickup week, but at a designated location.
Alderman Funkhouser asked about the Game Farm Road construction project and what
emergency plan is in place for the 120 surrounding homes. Mr. Olson said the BKFD
formulates the plan and advises the Police Department. It was noted that part of the
affected area is covered by the County Sheriff.
There was no further business and the meeting adjourned at 6:57pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker