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Administration Minutes 2013 11-21-13Page 1 of 4 APPROVED 12/19/13 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, November 21, 2013 6:00pm City Hall Conference Room Committee Members In Attendance: Chairman Rose Spears Alderman Joel Frieders (left at 6:28pm) Alderman Chris Funkhouser Alderman Jackie Milschewski Other City Officials In Attendance: Bart Olson, City Administrator Rob Fredrickson, Finance Director Administrative Intern Jeff Weckbach Guests: None The meeting was called to order at 6:01pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval: September 19, 2013 The minutes were approved as presented. New Business: 1. ADM 2013-53 Monthly Budget Report for September & October 2013 Mr. Olson said the City has received the fifth disbursement of property taxes and that sales revenue is exceeding the estimates for 19 consecutive months. He added that the non-home rule sales tax is trending higher than last year by $40,000 to $50,000. Expenses for most departments should be under-budget, however, a few items were over- budget such as training, conferences and professional services. Alderman Frieders asked about the Professional Services being 111% over budget. This was for computer equipment for the Police Department and will be re-coded to the proper category. Alderman Funkhouser also questioned litigation counsel on page 18. This is for a Whispering Hills bond call and Windett Ridge settlement negotiation. Page 21 Police Special Detail was questioned by Mr. Frieders and it is for a special event that requires extra police time. Page 2 of 4 2. ADM 2013-54 Monthly Treasurer's Report for September & October 2013 Finance Director Fredrickson reported the following: These reports will move to the December 10th consent agenda. 3. ADM 2013-55 Cash Statement for August & September 2013 For information, no comments. 4. ADM 2013-56 Bills for Payment For information, no comments. 5. ADM 2013-57 Administration Committee Meeting Dates for 2014 It was noted the IML conference will be held September 18-20 so the committee meeting date was changed to September 25th. Chairman Spears asked if the time could be changed to 6:30pm and the committee agreed. 6. ADM 2013-58 City Credit Card Program Mr. Fredrickson said he has been reviewing the City credit card procedure and would like to expand it. He suggested using Bank of Omaha (Castle Bank), with whom the City has a banking relationship. There is no credit card policy at this time, so he is drafting one. He said there would be no personal information on the cards and no ability to use an ATM for cash withdrawals. He also created a FAQ for City staff. The department heads will determine who will be issued cards. This policy will be a timesaver in terms of not having to do reimbursements and all charges would be on one bill. This program also allows the City to earn 1% cash back. Alderman Funkhouser noted some limitations on use of the cards, but encouraged use as much as possible. He noted that the dollar limits can be changed very easily when the card is needed for a conference or seminar. The committee gave a positive recommendation and this moves forward to the December 10th Council consent agenda. 7. ADM 2013-59 Ordinance Authorizing Budget Amendment for 4th of July Fireworks After discussion with the Park Board, Alderman Funkhouser suggested using mowing fines to help fund the 4th of July Fireworks. This would allow the fireworks to continue, but without using taxpayer funds. Chairman Spears asked if the YEDC and Chamber of Commerce had been contacted about assistance with this. They have not been contacted at this time. This will move forward to the consent agenda. 8. ADM 2013-60 Resolution Amending the 457(b) Deferred Compensation Plan Mr. Fredrickson said this resolution would allow a “Roth Option” for an employee at no cost to the City. The committee approved this and it will move to the Council consent agenda. September 2013October 2013 YTD Revenue $13,665,372$16,045,793 YTD Expenses $9,267,088$10,858,099 Ending Balance $16,664,697$17,454,106 Page 3 of 4 9. ADM 2013-61 Revised Fund Balance Policy Mr. Weckbach said the current Fund Balance Policy is 15-25% of expenses and staff was asked to research what other municipalities have. He said 50% of the surveyed communities had 25% or less. He said staff recommends a 30% minimum with no maximum and committee members concurred. The current policy can be revised with a text amendment or a policy revision. Alderman Funkhouser asked how this will affect budget discussions. Mr. Olson said it would not have an impact until 2017-2018-2019. As a result, the policy was requested back at this committee. 10. ADM 2013-62 2013 Bond Abatements (See agenda for the 5 specific bonds) Mr. Olson said these are the 5 abated/non-abated bonds that would specifically affect property taxes. If approved, $340,000 will be levied. This is part of the plan to reduce property taxes and the aggregate tax will decrease 2%. He recommended approval and the committee agreed. This item moves forward to the December 10th consent agenda. 11. ADM 2013-63 SSA Abatement Ordinances (See agenda for 6 specific ordinances) These are SSA abatements and there are no issues with these. Some of the delinquent taxes have been paid by developers. Raintree has unsold lots, but has Annexation Agreements in place. The committee recommended that these all move forward to the Council consent agenda. 12. ADM 2013-64 Ordinance for the Amended Levy and Assessment of Taxes for the Fiscal Year Beginning May 1, 2014 and Ending April 30, 2015 and for the United City of Yorkville Special Service Area Number 2004-201 (Fox Hill) Bart Olson said the City is proposing to increase the levy from $17 last year to $38 this year. A townhall meeting was held with 10 residents in August. The work to be done includes sealcoating, patching and trail improvement. If these actions are deferred, the costs could rise. Alderman Milschewski asked if the cost would stay at $38 and Mr. Olson said it most likely would. Alderman Funkhouser commented that Fox Hill and Sunflower Estates are not charged for managing the administrative side of the SSA, the contracts and that they receive mulch from the City. He observed that the City is subsidizing them to a degree and using Mr. Dhuse's time. He wants the City to conduct a review to insure the SSA is being billed and managed appropriately. He noted that the $17 fee is yearly, not monthly. Mr. Olson said the Fox Hill SSA costs are rather small, however, the Sunflower Estates is more time intensive since it is a bigger area with a sign, mowing and pond maintenance. Mr. Funkhouser noted that Fox Hill also has a sign and dry detention that requires less maintenance. Bart Olson said a review could be done in 2 ways: calculate into this year's levy and seek Council approval on December 23rd with a revised ordinance. Or the second option is to approve as is and address it for FY2016 when FY2015 is approved. Since townhall meetings have been held already, it was decided to not charge extra for this year and discuss next year. This will move forward to Council on the consent agenda. Page 4 of 4 13. ADM 2013-65 Ordinance for the Amended Levy and Assessment of Taxes for the Fiscal Year Beginning May 1, 2014 and Ending April 30, 2015 in and for the United City of Yorkville Special Service Area Number 2006-119 (Sunflower Estates) Administrator Olson said the Sunflower SSA charge for last year was $64. There is a choice between naturalizing (SSA charge of $148) or dredging (SSA charge of $250). A possible management fee such as for Fox Hill was also mentioned. Mr. Olson said that a decision to naturalize or dredge does not have to be made prior to approval of the ordinance. He noted that he received many emails after the townhall meeting about why an action had to be taken. This will move forward to the Council consent agenda. Old Business: None Additional Business: Alderman Funkhouser suggested a Letter of Credit reduction policy and making it an administrative task rather than sending it to City Council. He said Blackberry Woods is a good example of what happens when the ordinance is not followed. It should have been approved, but was delayed. Mr. Olson will review this and it will come back to this committee. Alderman Milschewski questioned a newspaper article regarding waived rents for 2 downtown businesses: Geneva Kayak (done administratively) and Whitewater Ice Cream (discussed at a Park Board meeting). Staff consulted with the Mayor and City Attorney who approved the action. Geneva Kayak was granted the waiver due to lack of building repairs following a storm and the ice cream shop due to an economic downturn and street closures/safety issues. Since Park Board receives the rent revenues, the ice cream business was discussed at their meeting. Alderman Milschewski said she disagreed with the decision on the grounds that renting from someone else other than the City would not have resulted in a waiver. She said the Council should have been notified. Alderman Funkhouser agreed saying that the Rt. 47 project has been known for a long time and that is not a viable argument. Two other downtown businesses reportedly had an increase in business. River City Roasters has also requested a waiver of their rent, but no action has been taken at this time. Mr. Funkhouser added that if the building housing the ice cream business was not rented, it could potentially be used for Park District programs. Mr. Olson added that the kayak business is paying higher than market rent since they also pay a concession fee. Alderman Spears asked how many months of rent were reduced for the ice cream shop. The total amount of reduction was $1800 over 9 months. Mr. Olson said he recommended to waive some of the rent since the ice cream shop owner had made improvements to the building at her cost. He also said the reductions will be granted only one time. Chairman Spears said she would like to see these matters come before the full Council. Alderman Funkhouser asked if all the food items were approved for sale at the ice cream shop. All food is legal to sell according to Mr. Olson and is being monitored by him and the Park Board. It was also noted that River City Roasters is sub- leasing a portion of their space The meeting was adjourned at 7:03pm. Minutes transcribed by Marlys Young, Minute Taker