Administration Minutes 2016 08-17-16Page 1 of 3
APPROVED 9/21/16
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, August 17, 2016 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski Alderman Seaver Tarulis
Alderman Joel Frieders
Absent: Alderman Diane Teeling
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: June 15, 2016
The minutes were approved as presented.
New Business:
1. ADM 2016-44 Monthly Budget Report for June and July 2016
Mr. Olson highlighted the June sales tax of $234,000 and said it was $7,000 above the
estimates for the month and up 4% from last year. The July sales tax of $216,000 was
$1,000 below estimate for the month and up 2% from last year. August is higher than
projected and will be reported next month.
2. ADM 2016-45 Monthly Treasurer's Report for June and July 2016
Mr. Fredrickson reported the following:
No comments or further action.
JuneJuly
$17,358,371$17,243,892Proj. Beg. Fund Balance
$6,417,501$7,944,761YTD Revenues
$4,061,068$6,126,619YTD Expenses
$19,714,804$19,062,034Projected Ending Fund Bal.
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3. ADM 2016-46 Cash Statement for May and June 2016
Alderman Frieders inquired about the IMET status. The City is waiting for the IRS to
determine if claims can be placed and a court date is set for September.
4. ADM 2016-47 Bills for Payment
No discussion.
5. ADM 2016-48 Monthly Website Report for June and July 2016
There was no comment.
6. ADM 2016-49 Fiscal Year End 2016 Budget Report (Projected)
The audit should be complete soon and will be presented in September, according to Mr.
Olson. Preliminary numbers show revenue $300,000 over the projected and $528,000
under for expenses. An $850,000 surplus is estimated which results in a 41% Fund
Balance. All departments were under budget except Streets which is due to a $1,700
reimbursement issue.
In a brief summary, Mr. Olson commented on some of the funds. Parks and Rec showed
aggressive revenue estimates and he commended Tim Evans for his efforts
7. ADM 2016-50 Resolution for a New Bank Account for Recreation Department
Mr. Fredrickson said many surrounding Park Districts pay officials at the end of the game
for summer sports program. He said this Resolution would allow the city to obtain the
best officials and eliminate the Finance Department from having to stop other functions
to issue the checks. Payments would be made following the event with checks for
amounts less than $200 which will require two signatures. The committee approved and
it moves to the consent agenda.
8. ADM 2016-51 Special Census Update
After an analysis of building permits, it was determined that it would be a good idea to do
a partial census depending on the cost. An estimated cost is expected in the next few
weeks and the census would be done in the spring. In a partial census, the City can
choose specified areas with a potential of $150 per person gain. Census figures are
expected within 6 months. When details are received, the City sends the figures to the
Secretary of State for pro-rated disbursements. The committee approved.
9. ADM 2016-52 Home Rule Policy
Administrator Olson said if the City became home-rule, he would propose to self-restrict
revenue associated authority, though the City Council has the final say. He
recommended adopting the policy that Woodstock has which would follow the property
tax cap in effect now. He also suggested a Public Hearing for any new tax being created.
A Resolution would be passed putting these points into effect.
Second, he suggested adopting a list of proposals pertaining to authority. If the City is
home rule, he also believes the bond rating would increase. He summarized the 8
proposals and requested feedback.
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Alderman Frieders said he had been contacted by realtor organizations which commented
against home rule. He believes the tax issue will not be the biggest hurdle and he
encouraged being proactive. He said this should not be on the consent agenda and there
should be as much discussion as possible.
In response to a query from Alderman Tarulis, Mr. Olson said Aldermen can advocate for
or against home rule, however, city resources cannot be used and the alderman can only
speak as citizens.
This item will be brought back to the next Administration committee meeting.
10. ADM 2016-53 Beecher Center Use Agreement
This is an agreement for another 5 years with the same rent/forms and a cleaning fee of
$25. This moves to the September 13th Council consent agenda.
Old Business:
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
Mr. Olson gave an update of the recent developments with consultants and their
recommendations. The consultant recommended asking for a plan each year from the
AACVB. Next month a more formal offer from AACVB is expected as well as info from
Heritage and the private study.
Alderman Funkhouser also reported on the proposals from AACVB. He said the City of
Aurora may also withdraw from the organization. In September, either the Director will
be making a presentation to the full Council if changes are expected or Alderman
Funkhouser will be making a recommendation. He noted there is a new staff for AACVB
and a Marketing Director has been hired.
Alderman Milschewski reiterated her thoughts on conducting a survey describing how
people hear about the hotels and Alderman Frieders said it can be done through Survey
Monkey. This item will come back to the next Administration committee meeting.
Additional Business:
Alderman Frieders said he has received questions about the mold issue at City Centre
Apartments and how it will be resolved. Mr. Olson said it's more a civil issue and that
legally the city cannot take any action. The city will meet with the Health Department
next week.
There was no further business and the meeting adjourned at 6:52pm.
Respectfully transcribed by
Marlys Young, Minute Taker