Administration Minutes 2014 12-18-14Page 1 of 3
APPROVED
W/CORRECTIONS
2/18/15
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, December 18, 2014 6:30pm
City Hall Conference Room
Committee Members In Attendance:
Vice-Chairman Jackie Milschewski Alderman Joel Frieders
Alderman Rose Spears (by phone) Alderman Chris Funkhouser
Other City Officials In Attendance:
Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Guests:
Tony Scott, Kendall County Record
The meeting was called to order at 6:31pm by Vice-Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: October 16, 2014
The minutes were approved as presented.
New Business:
1. ADM 2014-83 Monthly Budget Report for October and November 2014
Alderman Frieders inquired about the following:
PDF page 16: Due to small amount of money spent, he encouraged Community
Development staff to attend events, seminars etc.
PDF page 15: Police Professional Services July is $12,046 over budget, primarily for
annual dues.
PDF page 18: Professional Services/Public Works was at 187% of budget which
included NPDS fees. Mr. Olson will ascertain the details, but thought it was for a city-
wide permit for Road to Better Roads.
PDF Page 20: Regarding SSA Sunflower revenue earnings, Mr. Fredrickson said the
earnings generate small amount of interest which is rounded. The earnings are listed in a
separate line item since they do earn interest.
PDF Page 34: Library operation expenses--Mr. Olson noted a $6,000 water pump
problem that will be reimbursed. The Library also had a “chiller” issue at a cost of
$22,000 and a reimbursement of $13,000.
No further action.
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2. ADM 2014-84 Monthly Treasurer's Report for October and November 2014
No further action
3. ADM 2014-85 Cash Statements for September and October 2014
Finance Director Fredrickson said PDF page 104 shows all IMET funds, restricted and
unrestricted. Currently, $320,000 is restricted, however, Mr. Olson said it will not have a
major effect on the cash flow. The IMET funds are in the process of litigation and
Yorkville is one of 300 municipalities involved. The unrestricted City money has been
pulled from IMET and transferred to Castle Bank.
4. ADM 2014-86 Bills for Payment
No comment.
5. ADM 2014-87 Administration Committee Meeting Dates for 2015
Alderman Funkhouser said he is on the KenCom Board which meets on the same night
and time as the Administration committee, thereby presenting a conflict. It was decided
to meet on the third Wednesday of the month at 6pm. Deputy Clerk Pickering will be
asked to amend the schedule and resend.
6. ADM 2014-88 City Services Survey
Mr. Olson said it has been two years since the last City survey and he is recommending
using the previous one with a couple minor changes. This will be distributed in the
February utility bill and 400-500 responses are anticipated by June. Alderman
Funkhouser asked how many multi-survey households the City would have. Mr. Olson
thought the figure was 10-20% with the remainder going to single-family homes.
Additional passcodes for the same household have been requested by about 10-20
persons in the past. This item moves to the City Council consent agenda.
7. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
Alderman Funkhouser asked to have a discussion on this matter since a decision will be
needed by October 2015 as to whether or not to continue with the AACVB. Many events
have happened at AACVB in the past year including Aurora cutting funds, one year
without an Executive Director and many other challenges. He said Aurora is currently
operating on a one-year agreement.
An Executive Director is soon to be hired after one year without a Director. Alderman
Funkhouser said there is a lack of communication and discontent. He had asked the
Board to acknowledge a Zeitgeist Report that is a basis for a strategic plan, but the
organization was divided. The AACVB has been operating on a month to month basis.
Mr. Funkhouser said Oswego has brought their tourism function in-house and is
struggling. Alderman Frieders asked if there is a way to measure the benefit of Yorkville
Treasurer's ReportOctober 2014November 2014
Beginning Fund Balance $10,894,313$10,894,313
YTD Revenues $23,685,749$24,716,153
YTD Expenses $14,271,133$16,685,137
Projected End Fund Balance $20,308,929$18,925,330
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doing this on their own. He suggested perhaps Yorkville should align with Oswego or
act on their own behalf and does not support a continued affiliation with the AACVB.
Alderman Frieders said the City needs group buying power.
Aurora contributes close to $600,000 to the AACVB which includes a tourism grant.
Yorkville contributes $60,000. Mr. Funkhouser detailed other figures regarding the
AACVB and briefly discussed a regional CVB. He said Yorkville is still receiving
benefit from the membership in the CVB. He feels another alternative is to have a group
of towns along the river pool their resources. He does not recommend Yorkville on their
own. He suggested a parallel study of the new organization while assessing the new
Executive Director.
Alderman Milschewski said she does not support the membership in the AACVB and
feels the City has not received adequate value. She said Yorkville rarely received
information from AACVB. She wondered if Oswego would be interested in partnering
with Yorkville.
Alderman Funkhouser suggested that the staff look at alternatives and the committee and
City Administrator concurred. Mr. Olson will contact other communities.
8. ADM 2014-90 Ordinance Codifying Utility Policies Regarding Fees for Vacant
Dwellings
Mr. Fredrickson said this ordinance codifies fees for 'snowbirds' and vacant residences.
It would include YBSD fees, water fees and trash fees and will adhere to the fee schedule
established last year. It moves to the Council consent agenda.
9. ADM 2014-91 Resolution Approving Account Agreements with PMA Financial
Network, Inc.
Mr. Fredrickson stated this is a resolution to approve agreements with PMA, a financial
service company specializing in municipal funds and headquartered in Naperville. PDF
page 289 shows the agreement.. These are FDIC accounts and backed by the
government. There are fewer basis points than previous investments, however, they are
secure and have the potential for additional earnings. The committee agreed to this
resolution and it moves forward to the consent agenda.
10. ADM 2014-92 Phone System RFP Results
Mr. Olson said staff is recommending rejection of all phone bids and it will be brought
back in February. Approval is expected by the end of April. Alderman Frieders advised
staff to find someone who is very knowledgeable about technology.
Old Business: None
Additional Business: None
There was no further business and the meeting was adjourned at 7:42pm.
Minutes transcribed by Marlys Young, Minute Taker