Administration Minutes 2013 12-19-13Page 1 of 2
APPROVED 2/19/14
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, December 19, 2013 6:30pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Rose Spears
Alderman Joel Frieders
Alderman Chris Funkhouser
Alderman Jackie Milschewski
Other City Officials In Attendance:
Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Guests: None
The meeting was called to order at 6:34pm by Chairman Rose Spears.
Citizen Comments: None
Minutes for Correction/Approval: November 21, 2013
The minutes were approved as presented.
New Business:
1. ADM 2013-66 Monthly Budget Report for November 2013
Alderman Frieders asked about the contractual services with Kendall County ParaTransit
on page 3 of the report. This is the same as “KAT”.
2. ADM 2013-67 Monthly Treasurer's Report for November 2013
Finance Director Fredrickson presented the report as follows:
Beginning Fund Balance: $12,266,413
YTD Revenues: $17,459,341
YTD Expenses: $14,899,822
Project Ending Fund Balance: $14,825,932
3. ADM 2013-68 Bills for Payment
No comments.
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4. ADM 2013-69 Health Insurance Broker
Mr. Olson presented a memo from Administrative Intern Jeff Weckbach recommending
the City to remain with Better Business Planning for the next year. The City is happy
with their service and their in-house administration of the plan has been satisfactory. He
said the broker's fees they charge are set by State code. The City might go out to bid next
year. The committee approved this recommendation and it will move to the City Council
meeting on January 14th.
Old Business:
1. ADM 2013-61 Revised Fund Balance Policy
A revised policy with committee-suggested changes was presented and it was noted that a
contingency fund had not been incorporated into the budget in the last few years. In
checking with other communites, some had different policies or none at all. After
discussion by Mr. Olson and Mr. Fredrickson, they concluded that the Fund Balance is
similar to a contingency fund. Mr. Olson said staying within the budget is important and
if operational budgets are exceeded, he and the department heads would be accountable.
If there is an expense not in the budget it will still need approval, but Mr. Olson said the
staff has some latitude with the purchasing policy for items under $20,000 if it can be
matched in the budget. Alderman Funkhouser said he approves the 30% Fund Balance
and the clean language. The City is currently at 40% in the Fund Budget.
Additional Business: None
The meeting was then adjourned at 6:45pm.
Minutes transcribed by
Marlys Young, Minute Taker