Administration Minutes 2016 09-21-16Page 1 of 3
APPROVED 10/19/16
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, September 21, 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 Alderman Chris Funkhouser
Finance Director Rob Fredrickson Administrative Intern Nicole Kathman
Guests:
Cort Carlson, AACVB
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: August 17, 2016
The minutes were approved as presented.
New Business:
1. ADM 2016-54 Monthly Budget Report for August 2016
Mr. Olson said the highest sales tax month will be reflected in the report next month. He
also commented that Menards said their sales are very good due to the B.U.I.L.D.
program contractors and homeowners shopping there. He said the income tax dropped
slightly due to Amazon and some late payments. Alderman Frieders added that
contractors are very pleased with the customer service that Sherwin Williams provides.
He also questioned some of the other line items.
2. ADM 2016-55 Monthly Treasurer's Report for August 2016
Mr. Fredrickson presented the report:
$17,243,887 Projected Beginning Fund Balance
$10,641,026 YTD Revenues
$ 9,784,619 YTD Expenses
$18,100,294 Projected Ending Fund Balance
No further comment.
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3. ADM 2016-56 Cash Statement for July 2016
This is information only. Alderman Frieders questioned the status of IMET. It is still in
court and more information should be available in September or early October.
4. ADM 2016-57 Bills for Payment
The committee had no issue with the bills.
5. ADM 2016-58 Monthly Website Report for August 2016
Ms. Kathman reported that most of the website searches were for Hometown Days and
the street sign sales.
6. ADM 2016-59 Annual Treasurer's Report
This report is required by State Statute and includes a summary statement of operations,
revenue brought in for the year, list of vendors paid $2,500 or more and salaries. No
comments.
7. ADM 2016-60 Quarterly Budget Review (4th Qtr) FYE 2016 & Income Statement
Mr. Fredrickson said this is a report he will compile at the end of every fiscal quarter to
complement the income statement. He briefly summarized the report. No further
comments.
8. ADM 2016-61 Purchasing Manager Intergovernmental Agreement
Mr. Olson said this person would be employed by and based in Oswego and report to
Yorkville each day. The City would pay half the cost and the hiring process would be
joint, but would not occur until February or March. Salaries were compared from other
towns and the job will be posted at $60,000-$85,000. It is hoped money can be saved on
large projects including police purchases. This agreement will need Council approval,
but no budget amendment at this time. The agreement will move to the Council agenda
for discussion.
9. ADM 2016-62 Health Insurance Broker RFP
Ms. Kathman said the City has not gone out to RFP since 2013, so options will be
explored. An RFP will be started by October and the contract is up in May. This will
move to the Council consent agenda.
10. ADM 2016-63 Home Rule Policy and Plan
There are two parts to this discussion: Resolution and Public Outreach. Mr. Olson said
the Resolution is modeled on that of Woodstock. Four of the provisions related to bond
capacity, tax caps and Public Hearings were recommended.
Regarding Public Outreach, two open houses will be conducted with short presentations
and then an open forum. This will occur in October prior to the regular Council meeting.
The information will also be shared via newspaper, social media, press releases and
Facebook. The Clerk and Treasurer Referendum will also be discussed.
Mr. Frieders commented that the main public concern is taxation and recommended
language that will curb taxation. Alderman Tarulis concurred.
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Mr. Olson requested an endorsement of the proposal and it will move forward to the
regular agenda.
Old Business:
1. ADM 2014-89 Aurora Area Convention and Visitors Bureau (AACVB) Agreement
The City has received a consultant's study that was done which included a budget
breakdown if the City went on their own. It also included expectations of room/nights
using the website. The study gave other recommendations for setting up a City tourism
bureau. Mr. Olson said though a combined bureau for Yorkville and Oswego may not
come to fruition, the two cities will continue to talk about it and possibly share a tourism
director.
Alderman Funkhouser said a meeting had also been held with City officials and the
AACVB and concerns were addressed. Mr. Olson said he and Mr. Funkhouser discussed
two components: use of funds and a request for a proposed ad campaign from the
AACVB.
This matter will come back to committee next month.
2. ADM 2016-51 Special Census Update
Ms. Kathman reported the City had sent a cost estimate to the Census Bureau which was
higher than expected. Some issues were later found with the maps, which may change
the estimates, however, a net gain of about $400,000 or less is still expected. This will
be moved forward to the Council and re-examined when new information is received
Additional Business:
Mr. Olson shared a list of RFP's that are being processed and he will compile a report.
He listed the RFP's as follows and they are also on the website.
1. IT services (27 interested parties)
2. Health insurance
3. Heustis Street/sawmill property for adjudication hearing
4. Garbage collection (e-waste and compost)
5. Building maintenance report, survey of all city buildings
6. Paint & carpet for city hall (2 separate RFP's)
7. Library painting, RFP drafted
8. Increased cleaning/janitorial services for city buildings
9. East/west alley sidewalk railings
Alderman Frieders commented on the IT services and the questions the vendors asked.
There was no further business and the meeting adjourned at 6:53pm.
Respectfully transcribed by
Marlys Young, Minute Taker