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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. Page 2 of 3 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. Page 3 of 3 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