Administration Minutes 2015 07-15-15Page 1 of 3
APPROVED 8/19/15
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, July 15, 2015 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski
Alderman Diane Teeling
Alderman Alderman Seaver Tarulis
Absent: Alderman Joel Frieders
Other City Officials In Attendance:
Bart Olson, City Administrator
Guests: None
The meeting was called to order at 6:01pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: June 17, 2015
The minutes were approved as read.
New Business:
1. ADM 2015-32 Monthly Budget Report for June 2015
Bart Olson presented information for the budget report and said some of the figures are
on a cash basis and others on an accrual basis and some line items may be moved back to
FY2015. Revenue sales tax exceeded estimates and is ahead by $70,000. He will check
on two line items that are shown as 1700% larger for the streets department and dental
insurance.
Mr. Olson said motor fuel tax amounts of $39,000 and $36,000 were both reduced by the
State resulting in significant loss of revenue. Alderman Teeling commented that when
people buy their gas in Yorkville, that tax money should be returned to Yorkville,
however, Mr. Olson said the MFT is based on population. If the State budget is not
resolved, some state fees may be increased and will be kept by the State as incremental
revenue and not shared with the cities.
2. ADM 2015-33 Monthly Treasurer's Report for June 2015
Beginning monthly balance: $14,233,178
Ending monthly balance: $16,857,755
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3. ADM 2015-34 Cash Statement for May 2015
Mr. Olson said all banks are shown on the report and the far right column of the report
reflects the restricted IMET funds--now less than $300,000. An IMET update is
expected at the end of the month after the sale of seized property. He said the funds were
written off in 2015, spread among the various funds and not carried forward as an asset.
4. ADM 2015-35 Bills for Payment
No comments. This is the same bill list as seen at Council meetings, said Mr. Olson.
5. ADM 2015-36 Fiscal Year 2015 Budget Amendments
This is the year-end cleanup and any year-end overages need to be authorized by City
Council, specifically these four funds: 1) MFT--due to a grant and the downtown
parking lot project that ran over into 2015, 2) Sunflower drainage project took 2 years
with a higher cost than anticipated, 3 & 4) debt service and city-wide capital fund with
recapture fees from older projects (Mr. Olson will verify with Finance Director
Fredrickson).
Alderman Teeling asked how MFT affects the Road to Better Roads program. Mr. Olson
said the small amount compared to the total budget should not have a great effect. If the
State continues on the same path as this year, the effect might be felt in coming years.
With conservative budgeting, there will be leftover money that can be used to make up
the shortfall from the State.
Alderman Tarulis asked for an explanation of the Sunflower project and Mr. Olson
recapped the naturalization process. Mr. Tarulis added that many citizens have asked
him about the Menard's pond condition, which Mr. Olson said is better maintained than
some of the local ponds.
This item will move to the consent agenda.
6. ADM 2015-37 Copier RFP
Administrator Olson said this is the same RFP as a few years ago and the Council must
approve. One department requested faxing capability and one Public Works building
requested a scanner/copier. This moves to the consent agenda.
7. ADM 2015-38 Fiscal Year End 2015 Budget Report (Projected)
Mr. Olson said the auditors have been at the City and the numbers presented here are not
expected to change too much. On a very positive note, he said the City has done better
than expected for the fifth year in a row and a small surplus of $150,000 was approved to
maintain a 30% fund balance. He expects the surplus to be more than $900,000. The
audit will be presented in September and he gave brief information of the specific
department budgets.
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Old Business:
1. ADM 2015-25 Meeting Dates
Alternative meeting days were discussed since Alderman Teeling has a conflict with her
work schedule and the meeting days. It was decided to keep the meeting on Wednesday
at this time.
2. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
There was no updated information for the meeting. The new Director is expected to
attend a City Council meeting in the future. The AACVB contract expires in December
and a vote must be taken in October. Alderman Teeling said the City does not really
have other options since there are no State funds available. Mr. Olson said all other
towns except Aurora and Yorkville opted for a 5-year contract and Chairman
Milschewski asked the City to look carefully at the terms of the agreement. Mr. Olson
will research who filled the vacant set for Yorkville representation.
Additional Business: None
There was no further business and the meeting adjourned at 6:32p.m.
Respectfully submitted by
Marlys Young, Minute Taker