Administration Minutes 2015 09-16-15Page 1 of 3
APPROVED 11/18/15
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, September 16, 2015 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski
Alderman Joel Frieders
Alderman Seaver Tarulis
Absent: Alderman Diane Teeling
Other City Officials In Attendance:
Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Alderman Chris Funkhouser
Nicole Kathman, Administrative Intern
The meeting was called to order at 6:00pm by Alderman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: August 19, 2015
The minutes were approved as read.
Old Business: (out of sequence)
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
Mr. Olson said October 15th is the deadline for membership renewal. If the City does not
terminate, the membership will be extended another year. Alderman Funkhouser
recommended renewing for a year since there is no other plan in place and due to positive
changes that he sees with the new Director. He said there was discussion about Oswego
joining. Oswego will not have an ad in next year's booklet unless they are members.
New Business:
1. ADM 2015-45 Monthly Budget Report for August 2015
Mr. Olson reported the first four months of the year were slightly behind, however, the
next month's report will reflect the best sales tax month in the City's history. He said
there was one month of missed MFT disbursements. It was also thought the State was
withholding half of some of the monthly amounts. When the budget is passed, the
money is expected. He said the income tax is being received in spite of the State budget
stalemate.
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Alderman Frieders asked about the $14,000 spike in July, which was thought to be an
auto accident. He also inquired about 2 other lines items regarding MFT funds for which
Mr. Olson gave an explanation.
2. ADM 2015-46 Monthly Treasurer's Report for August 2015
$14,258,052 Projected Beginning Fund Balance
$15,806,261 YTD Revenues
$ 9,026,988 YTD Expenses
$21,037,324 Projected Ending Fund Balance
No further comment.
3. ADM 2015-47 Cash Statement for July 2015
No comment, for information.
4. ADM 2015-48 Bills for Payment
No comments.
5. ADM 2015-49 Copier RFP – Vendor Solution
An RFP was drafted for copiers and 8 vendors responded. The current contract expires
August 31, 2015. Konica was recommended based on their service and low cost.
Alderman Frieders asked if Parks and Rec will still share a copier since Parks has moved.
Mr. Fredrickson will discuss with Mr. Evans. This item moves to consent.
6. ADM 2015-50 FY 16 Budget Amendment – Downtown TIF
The packet memo explains the necessity of this amendment said Mr. Olson. He stated
the City looked at options for when the lease is done, one being for future programming.
He said a lot of the work has been done by the tenants and he listed other work that is
needed. The City has tried to put maintenance costs in the TIF fund to avoid a negative
impact on the general fund.
Mr. Frieders questioned the manufacturer warranty and the Olsson Roofing warranty.
They also discussed the HVAC system and other components of the building. Mr.
Frieders suggested a rotating maintenance schedule to improve the exterior appearance
and he said the City should invest in the City-owned real estate. He also said the island is
unkempt and buildings unmaintained. Mr. Olson said the island should be cleared by
early October and the State has given permission. Alderman Frieders said the river is an
asset and the City needs to invest money in the nearby buildings to allow for higher rents
and to attract people there. The maintenance issue and long term vision for the
downtown will be discussed during budget time.
Alderman Milschewski asked about the amount in the TIF fund which is $239,096. The
fund will go into deficit with the authorization of some of these maintenance projects.
She also mentioned the building roof at Hydraulic & Rt. 47 is in need of repair.
This item moves to the consent agenda.
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7. ADM 2015-51 IMRF for Elected Officials
Mr. Olson said this item resulted from an IMRF audit. The majority of the Aldermen do
not think elected officials need to work 1000 hours annually to be eligible for IMRF.
IMRF asked the City to reconsider and rescind the decision. One of the Aldermen asked
if this might be considered compensation and if it can be rescinded in the middle of one's
term. If it is rescinded, a date must be one of the terms. There are conflicting opinions
from the Attorney General office and a new opinion has been sought. Mr. Frieders said it
is not appropriate to join this. More information will be researched and it moves on to
the Council pending a legal opinion.
8. ADM 2015-52 Overview of Piwik – Website Analytics Program
Administrative Intern Nicole Kathman said Piwik is an analytics tool. She explained how
this program works to streamline operations. It is expected to launch before August.
Old Business: (discussed at beginning of meeting)
Additional Business:
The downtown railings were briefly discussed as being level with the sidewalk. The road
islands were also discussed and Alderman Frieders said the islands should have daylilies
instead of grass so that the area does not need maintenance.
There was no further business and the meeting adjourned at 6:39pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker