Administration Minutes 2015 10-21-15Page 1 of 4
APPROVED 11/18/15
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, October 21, 2015 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski
Alderman Joel Frieders
Alderman Diane Teeling
Absent: Alderman Seaver Tarulis
Other City Officials In Attendance:
City Administrator Bart Olson
Finance Director Rob Fredrickson
Alderman Chris Funkhouser
Guests:
Sandy Lindblom, Library Board of Trustees
Barb Johnson, Library Board of Trustees
Russ Walter, Library Board of Trustees
Kate Elder, Library Board of Trustees
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: None
New Business:
1. ADM 2015-53 Monthly Budget Report for September 2015
Mr. Olson reported sales tax of $275,000 in September 2015 which represents sales from
June, the highest month ever. Retail is starting to pick up and it's thought the June sales
are related to building materials.
Ms. Teeling asked about the lack of revenue reflected in video gaming tax. Until the
State's budget is approved, the money will not be received along with the MFT and Use
Tax which are also delayed. A short term loan may be approved for municipalities if
needed. Mr. Frieders also asked some specific questions on the budget and they were
addressed by Mr. Olson.
Page 2 of 4
2. ADM 2015-54 Monthly Treasurer's Report for September 2015
Mr. Fredrickson presented the Treasurer's Report:
$14,258,052 Projected Beginning Fund Balance
$19,486,895 YTD Revenues
$11,347,297 YTD Expenses
$22,397,650 Projected Ending Fund Balance
No further comments or action.
3. ADM 2015-55 Cash Statement for August 2015
Mr. Fredrickson summarized the contents of each pages. No further action.
4. ADM 2015-56 Bills for Payment
Mr. Frieders said page 4 & 5 are swapped on the website. No further action.
5. ADM 2015-57 Monthly Website Report for September 2015
Mr. Olson reported there was a significant increase in visits to the website from August to
September due to Hometown Days. Friday is the highest visitor day on the website and
social media. For information.
6. ADM 2015-58 Administration Committee Meeting Dates for 2016
After a brief discussion, the dates and time were approved as presented.
7. ADM 2015-59 Annual Treasurer's Report
This report was summarized briefly by Mr. Fredrickson and he said it will be published in
the Kendall County Record on the last Thursday of October.
8. ADM 2015-60 Tax Levy Estimate
Mr. Olson said his presentation would include 2 parts: calculations for the proposed tax
levy and discussion for the library. He gave a detailed explanation of the method by
which the levy was calculated. He said the library sets its own tax cap and levy. He said
as the EAV goes down, the property tax rate goes up and vice versa. The City is
proposing to apply the property tax cap and by doing so, the library would receive $7,000
less.
Sandy Lindblom said a $7,000 loss is a huge amount for the library. She said there is no
line item for books because of the tight budget and no staff raises for 5 years. She
added that citizens are requesting Sunday hours, but the library cannot afford that. She
asked the City to postpone their proposal and keep the .15 tax levy for now. Mr. Frieders
asked what $7,000 would do for the library. She said it could increase staff salaries, help
with huge maintenance issues including heating and air conditioning problems. Staff has
been pulling weeds to help and the library was forced to take money from savings for
some landscaping work that was needed. The building also needs to be painted. It was
also noted that the City assists with mowing and Mr. Fredrickson helps with the Finances
and all is appreciated by the Board of Trustees.
Page 3 of 4
Barb Johnson said the Library Director Michelle Pfister does a great job with the budget
and the staff goes above and beyond. The Friends of the Library also does a lot of
fundraising. If the budget is maintained, the extra money can be used for technology.
Russ Walter commented that the library has the same computers since 2007. He also said
the State law forced the library to build the size building they did.
Kate Elder requested information on overall City expenses and how they relate to the
fluctuating budget. Mr. Olson answered that in the past 10 years, the workforce has been
cut and insurance costs increased substantially.
Sharing services between the schools and library if the majority of the users are students,
was suggested by Mr. Frieders.
Alderman Milschewski asked how a reduction of the tax levy would affect the taxpayer
and said it might only be $10 less per year. She asked Mr. Olson to calculate numbers if
there is no change in the levy.
At the end of the discussion Mr. Olson recommended the proposed amount which would
give the library $637,000. He said a decision is not needed at this time and further
discussion can be held in December. This item moves forward to the City Council
consent agenda on October 27th for approval of the proposed tax levy. There will be a
Public Hearing in November.
9. ADM 2015-61 Administrative Adjudication Re-write
Mr. Olson said the State approved new authority for Administrative Adjudication and the
changes are summarized in a memo from City Attorney Orr. In order to adopt the new
measures, the City has to repeal the entire administrative adjudication section, approve
the new one and retrain the Adjudication Officers to begin using the new process at the
beginning of the calendar year. The committee approved and it moves to the consent
agenda.
10. ADM 2015-62 Ordinance Clarifying the Requirements for Tattoo and Body
Piercing Establishments
Mr. Olson said a tattoo business in the City was operating without a license and they were
issued a ticket to cease operations. He said this type of business is allowed in the B and
M zoning codes. The parlor is also in violation of a section that does does not allow
them to locate within 750 feet of a residence. Mr. Frieders asked how quickly the City
can allow him to get back to business. Some insurance requirements are not met yet, but
Mr. Olson thinks it could be fairly quickly. Mr. Frieders made a motion to repeal the
business buffer to allow him to operate immediately pending any further documentation.
He said it is a 'filled' building. Ms. Teeling said she was ok with his recommendation
while Ms. Milschewski said she would prefer to see his business in a strip mall. This will
move forward to the Council for discussion.
Page 4 of 4
Old Business:
1. ADM 2015-44 TCG Solution Lease Agreement
Mr. Olson said the draft agreement is in the packet, but will be delayed since he has not
had a response. This will be brought back next month for further discussion.
2. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AAVB) Membership
Mr. Olson has requested a copy of the budget, an estimate of LGTB funds and other
statistics from a normal year that would be applicable to Yorkville. Ms. Milschewski
said a Hampton Inn employee stated that patrons find the hotel from the internet. She
wondered if the Visitor's Guide is really helping the City. Also, many businessmen from
Wrigley stay there. She asked if the City could ask patrons to fill out a survey. She also
asked what other tourism the City offers besides the waterpark. Other committee
members added there are restaurants, a movie theatre and natural resources. Ms. Teeling
said that the Yorkville hotels pay the bulk of the fees. She said if the CVB is the best
outlet to use and the hotels are on board with it and they recommend staying in the CVB,
then the City should stay.
Mr. Frieders observed that groups of people brought in the area are more of a corporate
function than a tourism function. He asked if there is a corporate entity in the
community that can attract corporate groups/businesses. Alderman Funkhouser said the
CVB can assist with their access to databases of organizations and their functions. There
were several baseball tournaments that contributed to the tourism this summer. He said
the International Crown (at Rich Harvest Farm) will be held and will overflow into
Yorkville hotels.
Mr. Funkhouser said the packages put together by hotels are even more relevant than a
magazine. He said 2 years ago the CVB organized a 2-day hotel stay for a group that
also toured 3 different places.
The City needs to look at the big picture--how do we get people here, said Alderman
Milschewski. She said many of the amenities are seasonal and that the city is spending
$50,000 to promote the hotels. She asked for a breakdown of how the money is spent by
visitors.
Additional Business: None
There was no further business and the meeting adjourned at 7:20pm.
Minutes respectfully transcribed from audio by
Marlys Young, Minute Taker