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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 “f” 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