Administration Minutes 2015 11-18-15Page 1 of 4
APPROVED 1/20/16
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, November 18, 2015 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski
Alderman Joel Frieders
Alderman Diane Teeling
Alderman Seaver Tarulis
Other City Officials In Attendance:
City Administrator Bart Olson
Finance Director Rob Fredrickson
Alderman Chris Funkhouser
Guests: None
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: September 16, 2015 & October 21, 2015
Both sets of minutes were approved as corrected.
New Business:
1. ADM 2015-63 Monthly Budget Report for October 2015
Mr. Olson commented that the sales tax were better than last year overall.
2. ADM 2015-64 Monthly Treasurer's Report for October 2015
Mr. Fredrickson reported the following:
$14,258,052 Projected Beginning Fund Balance
$21,733,266 YTD Revenues
$14,056,746 YTD Expenses
$21,934,572 Projected Ending Fund Balance
3. ADM 2015-65 Cash Statement for September 2015
For information only, no comments.
4. ADM 2015-66 Bills for Payment
For information only, no comments.
5. ADM 2015-67 Monthly Website Report for October 2015
Page 2 of 4
Mr. Olson reported no change from the first month except for a decrease in visits to Parks
and Rec, most likely due to no events in October. Alderman Frieders asked the name of
the company that produces these reports!
6. ADM 2015-68 20156 Bond Abatements
(See agenda for 8 separate ordinances)
Mr. Olson said when a bond is approved, a debt service schedule is associated with it and
the ordinance is filed with the County Clerk which authorizes the Clerk to collect
revenue. The ordinances zero out the tax levy requests on all items except letter âfâ on
the agenda--General Obligation Refunding Bond, Series 2014B.
Chairman Milschewski asked about the library levy discussed in last month's meeting.
That levy will be discussed at a Public Hearing and is not included in the abatements on
this agenda. Alderman Frieders asked if it would have been wise when the decision was
made to lower the property taxes by 1% every year, that the library would split off from
the City so that the decrease would have been the City's? Mr. Olson answered that the
library was already getting less each year due to the EAV. Mr. Frieders suggested that
information should have been given to the library that they might receive a decrease in
their revenues. Mr. Olson added that in 2009/2010 the library had volunteered to reduce
their tax levy and State law does not allow the City to lower the library's request.
However, the City can ask the County Clerk to apply a tax cap. Ms. Teeling added that
the library could not split off from the City unless they were a district library.
The committee was OK with the abatements listed and they will move to the consent
agenda.
7. ADM 2015-69 Ordinance for the Amended Levy and Assessment of Taxes for the
Fiscal Year Beginning May 1, 2016 and Ending April 30, 2017 in and for the United
City of Yorkville Special Service Area Number 2004-201 (Fox Hill)
Finance Director Fredrickson said this is the annual tax levy ordinance for Fox Hill. He
recommended the levy remain the same at $32 per resident. This covers mowing and
some tree replacement. This moves to the consent agenda.
8. ADM 2015-70 Ordinance for the Amended Levy and Assessment for the Fiscal
Year Beginning May 1, 2016 and Ending April 30, 2017 in and for the United City of
Yorkville Special Service Area Number 2006-119 (Sunflower Estates)
Bart Olson said this basically loans funds to the SSA. This moves to consent.
9. ADM 2015-71 Yorkville Bristol Sanitary District (YBSD) Consolidation
Mr. Olson said he has received a copy of the budget and audit for YBSD. They have a
large fund balance and a large contingency. If the City consolidated with YBSD, nothing
would change in the staff or operation. At this time, the City pays $110,000 to YBSD to
dispose of radioactive bio-solids. In turn, YBSD pays the City $130,000 for billing
service. This year, YBSD had $1.8 million surplus. Alderman Frieders noted YBSD is
off the grid and gets money back as a result of their generator.
At this time, YBSD has a $13 million Fund Balance of which $3.6 million is restricted
for debt service. They will be debt-free in 2 years. Everyone is paying a user fee and
Page 3 of 4
$456.66 annually. There are 6,000 residential accounts as opposed to 392 commercial
accounts which translates to 94% of residents paying for the new sewer. Mr. Olson
suggested switching the costs to the commercial accounts. He detailed how money could
continue to be raised while saving for plant expansion. Mr. Olson said the City has
alternate bonding authority while YBSD does not. If the City takes over YBSD, Mr.
Olson expects a slight decrease in the rates and the City would have the ability to fund
expansion in 20 years.
The City would need to determine the portion of Grande Reserve that is in Fox Metro.
However, the City can't pick properties to abate, it would have to be all the property. If
the City controlled YBSD, a Special Service Area may be needed for areas now served
by Fox Metro.
This proposal has not been presented to YBSD yet. Alderman Teeling asked about the
YBSD Board which is appointed by the County. Mr. Olson said an inter-governmental
agreement could be drafted and the present Board could be kept or the City could take
control if new legislation was written. At the present time, YBSD only handles
Yorkville. Mr. Olson is not aware of any other City taking over their sanitary district.
The next step is to solidify the numbers, draft a formal proposal and have the Council
review it before any further action. The proposal would be presented before the end of
the year. Alderman Frieders commented that this proposal would allow more control
over the fees and that YBSD is held in high regard. This topic will be discussed again
next month.
Old Business:
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB)
Membership
Alderman Funkhouser said 'gastro-tourism' was discussed at a hotelier luncheon meeting
he attended. He presented the highlights and said occupancy rate tracking has changed.
Currently occupancy rates are 73%. There are also new reports showing how rooms are
secured. A new hotel rep is needed for Yorkville.
The travel guide is tentatively on hold due to State budget constraints. If the LTBC grant
is not obtained, it won't be published and if it is delayed, the guide will not be beneficial.
The State is currently producing bi-annual magazines and the CVB has entered into an
agreement with the State to secure ad space twice a year. Mr. Funkhouser also noted
that the major event that was scheduled for Rich Harvest Farms has been relocated,
which will have a major impact on this area.
Mr. Olson said the net cost to produce the visitor's guide is $35,000. The City would
need to compare all costs when deciding whether or not to leave the AACVB. He said
the City should determine if they are getting $73,000 (all expenses and revenues being
considered) of effort from the AACVB.
Page 4 of 4
With the State budget impasse, the LTBC grant is totally being withheld at this time. Mr.
Olson said the LTBC grant is based on hotel taxes collected, much of which comes from
Aurora. This item will come back next month for discussion.
Additional Business:
Alderman Frieders asked if the Park Board could forward information about special
events to the AACVB. Alderman Funkhouser said that could be done now and that
package deals promoting overnight stays should be investigated to generate revenue.
Alderman Milschewski noted that the City is using Facebook and she asked for
information on the numbers of viewers. Mr. Olson gave statistics on the usage and said
only $16.37 was spent so far.
There was no further business and the meeting adjourned at 6:55pm.
Minutes respectfully transcribed by
Marlys Young, Minute Taker