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City Council Minutes 2016 10-11-16 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE,KENDALL COUNTY,ILLINOIS, HELD IN THE CITY COUNCIL CHAMBERS, 800 GAME FARM ROAD ON TUESDAY,OCTOBER 11,2016 Mayor Golinski called the meeting to order at 7:00 p.m. and led the Council in the Pledge of Allegiance. City Clerk Warren called the roll. Ward I Koch Present Colosimo Present Ward II Milschewski Present Kot Present Ward III Frieders Present Funkhouser Present Ward IV Tarulis Present Teeling Present Also present: City Clerk Warren, City Attorney Orr, City Administrator Olson,Police Chief Hart,Deputy Chief of Police Hilt,Public Works Director Dhuse,Finance Director Fredrickson,EEI Engineer Sanderson,Community Development Director Barksdale-Noble,Director of Parks and Recreation Evans, Assistant City Administrator Willrett QUORUM A quorum was established. AMENDMENTS TO THE AGENDA None. PRESENTATIONS FY 2016 Audit Presentation Mayor Golinski stated that there is a 2016 Audit Presentation.Jamie Wilkey stated that she was there to present a comprehensive annual financial report. She gave a brief overview of the audit process as well as the results of the audit. This is a six month process from start to finish. She begins with the planning phases going into the testing phase and then the draft process. It ends tonight with the final comprehensive annual financial report presented to the Council. City Administrator Olson took over and concluded the presentation. (See attached). PUBLIC HEARINGS None. CITIZEN COMMENTS ON AGENDA ITEMS None. CONSENT AGENDA 1. Annual Treasurer's Report(ADM 2016-59) 2. Resolution 2016-31 to Induce the Redevelopment of Certain Property Within the Yorkville Downtown Tax Increment Redevelopment Project Area(202 -206 S.Bridge Street)—authorize the Mayor and City Clerk to execute(EDC 2016-53) Mayor Golinski entertained a motion to approve the consent agenda as presented. So moved by Alderman Kot; seconded by Alderman Colosimo. Motion approved by a roll call vote. Ayes-8 Nays-0 Colosimo-aye, Milschewski-aye,Tarulis-aye,Frieders-aye, Funkhouser-aye,Koch-aye, Teeling-aye,Kot-aye MINUTES FOR APPROVAL 1. Minutes of the Regular City Council—September 13,2016 2. Minutes of the Regular City Council—September 27,2016 Mayor Golinski entertained a motion to approve the minutes of the regular City Council meeting of September 13,2016 and September 27,2016, as presented. So moved by Alderman Tarulis; seconded by Alderman Funkhouser. The Minutes of the Regular Meeting of the City Council—October 11,2016—Page 2 of 4 Alderman Colosimo stated that on the September 27, 2016 minutes under the Administration Committee for home rule there was a sentence that stated the taxing power is not something that can be surprised upon the people.Alderman Colosimo would like City Clerk Warren to check that statement. If the word surprised was stated then it can remain in the minutes. Amended Minutes approved unanimously by a viva voce vote. BILLS FOR PAYMENT Mayor Golinski stated that the bills were$715,842.64. REPORTS MAYOR'S REPORT Ordinance 2016-55 Authorizing and Providing for the Issuance of General Obligation Refunding Bonds (Alternate Revenue Source),Series 2016 for the Purpose of Refunding Certain of the City's Outstanding Debt Certificates and Alternate Revenue Bonds,Authorizing the Execution of an Escrow Agreement in Connection Therewith,Providing for the Imposition of Taxes to Pay the Same and for the Collection, Segregation and Distribution of Certain City Revenues for the Payment of said Bonds,and the Abatement of a Portion of Taxes Previously Levied (CC 2016-56) Mayor Golinski entertained a motion to approve an ordinance authorizing and providing for the issuance of general obligation refunding bonds(Alternate Revenue Source), series 2016, of the United City of Yorkville,Kendall County,Illinois,in the aggregate principal amount of$8,500,000 for the purpose of refunding certain of the City's outstanding debt certificates and alternate revenue bonds,authorizing the execution of an escrow agreement in connection therewith,providing for the imposition of taxes to pay the same and for the collection, segregation and distribution of certain City revenue for the payment of said bonds,and the abatement of a portion of taxes previously levied and authorize the Mayor and City Clerk to execute. So moved by Alderman Milschewski; seconded by Alderman Funkhouser. Motion approved by a roll call vote.Ayes-8 Nays-0 Kot-aye,Frieders-aye, Tarulis-aye,Colosimo-aye, Funkhouser-aye,Milschewski-aye, Teeling-aye,Koch-aye Building Permit Fee Waiver (CC 2016-57) Mayor Golinski entertained a motion to approve a waiver of the building permit fees for Lot 314 in the Autumn Creek Subdivision. So moved by Alderman Tarulis; seconded by Alderman Funkhouser. Motion approved by a roll call vote.Ayes-8 Nays-0 Frieders-aye Tarulis-aye,Colosimo-aye,Funkhouser-aye, Milschewski-aye, Teeling-aye,Koch-aye,Kot-aye PUBLIC WORKS COMMITTEE REPORT No report. ECONOMIC DEVELOPMENT COMMITTEE REPORT Ordinance 2016-56 Authorizing a Jurisdictional Boundary Line Agreement between the United City of Yorkville and the Village of Sugar Grove (EDC 2016-47) Alderman Koch made a motion to approve an ordinance authorizing a jurisdictional boundary line agreement between the United City of Yorkville and the Village of Sugar Grove and authorize the Mayor and City Clerk to execute; seconded by Alderman Colosimo. Alderman Kot asked how this new agreement affects the road work that needs to be done on the bridge. City Administrator Olson stated it doesn't really and gave an explanation. Motion approved by a roll call vote.Ayes-8 Nays-0 Tarulis-aye,Colosimo-aye,Funkhouser-aye,Milschewski-aye, Teeling-aye,Koch-aye,Kot-aye,Frieders-aye PUBLIC SAFETY COMMITTEE REPORT No report. The Minutes of the Regular Meeting of the City Council—October 11,2016—Page 3 of 4 ADMINISTRATION COMMITTEE REPORT Resolution 2016-32 Approving an Intergovernmental Agreement between the Village of Oswego and the United City of Yorkville Regarding Joint Employment of a Purchasing Manager (ADM 2016-61) Alderman Milschewski made a motion to approve a resolution approving an intergovernmental agreement between the Village of Oswego and the United City of Yorkville regarding joint employment of a purchasing manager and authorize the Mayor and City Clerk to execute; seconded by Alderman Frieders. Alderman Kot asked if there was a ceiling on the City's share of the salary. City Administrator Olson stated no, it is 50%. Alderman Koch asked what would happen if things were to sour. City Administrator Olson stated there is a six month out. Alderman Colosimo discussed this resolution in regards to the six month out.He would like to give this a try. Alderman Teeling had questions about the resolution and City Administrator Olson answered her questions. Alderman Frieders discussed the issue of a proposed joint purchase manager and believes it is a good idea and it will take some of the burden off City staff. Alderman Funkhouser and City Administrator Olson discussed accountability in regards to this resolution.Alderman Frieders discussed having shared services of a mechanic. City Administrator Olson discussed additional strategies for shared services. Motion approved by a roll call vote. Ayes-8 Nays-0 Colosimo-aye,Funkhouser-aye,Milschewski-aye,Teeling-aye, Koch-aye,Kot-aye,Frieders-aye, Tarulis-aye Memorandum of Agreement between the United City of Yorkville and the U.S. Census Bureau for a Special Census (ADM 2016-51) Alderman Milschewski made a motion to approve a memorandum of agreement between the United City of Yorkville and the U.S. Census Bureau for a special census and authorize the City Administrator to execute; seconded by Alderman Colosimo Alderman Colosimo discussed how he feels about this issue. Alderman Kot stated this is a side benefit to the B.U.I.L.D.Program. The City wouldn't be looking at these number if it did not have that program. Motion approved by a roll call vote.Ayes-8 Nays-0 Funkhouser-aye,Milschewski-aye,Teeling-aye,Koch-aye, Kot-aye,Frieders-aye, Tarulis-aye, Colosimo-aye PARK BOARD No report. PLAN COMMISSION No report. ZONING BOARD OF APPEALS No report. CITY COUNCIL REPORT No report. CITY CLERK'S REPORT No report. COMMUNITY&LIAISON REPORT AACVB Alderman Funkhouser reported on the AACVB. STAFF REPORT No report. ADDITIONAL BUSINESS None. EXECUTIVE SESSION Mayor Golinski stated the Council will does have executive sessions for 1. Closed session minutes 2. Litigation 3. Land Acquisition The Minutes of the Regular Meeting of the City Council—October 11,2016—Page 4 of 4 The City Council entered Executive Session at 7:47 p.m. The City Council returned to regular session at 8:19 p.m. CITIZEN COMMENTS Mr. Art Prochaska invited the Council to come celebrate the Kendall Grand Lodge of Illinois's 150th year of being in existence. It is still one of the oldest still operating organization in the City of Yorkville. On October 29, 2016 at 1:00 is the ceremony where there will be a rededication of the Kendall lodge.This is open to the public. ADJOURNMENT Mayor Golinski stated meeting adjourned. Meeting adjourned at 8:22 p.m. Minutes submitted by: Beth Warren, City Clerk, City of Yorkville, Illinois it 10/11/2016 1 United City of Yorkvilley Audit Overview City Council October 11, 2016 Another award 5th time Certificate of Achievement for Excellence in Financial Reporting Award by the Government Finance Officers Association of the US and Canada in FY 15 10/11/2016 2 General Fund Fund Balance History 7 ns 2 3 4 5 6 Mi l l i o n -1 0 1 FY06FY07FY08FY09FY10FY11FY12FY13FY14FY15FY16 General Fund Budget Surplus/Deficit $4 ns ($1) $0 $1 $2 $3 Mi l l i o n ($3) ($2) FY06FY07FY08FY09FY10FY11FY12FY13FY14FY15FY16 10/11/2016 3 Revenue Line-ItemBudgeted AmountActual Amount Revenue performance Page 72 of paper copy, page 110 of pdfcopy Property Tax$3,016,677$2,981,426 SalesTax (local)$2,751,960$2,778,116 Sales Tax(non-home rule)$2,142,000$2,126,851 UtilityTax $870,000$896,635 IncomeTax$1,610,000$1,715,155 Use Tax$346,800$390,605 Hotel Tax$70,000$80,422 Video Gaming Tax$45,000$74,734 TelecomTax$426,500$402,179 CableTV Tax$230,000$286,944 DepartmentBudgeted ExpensesActual Expenses Controlling costs Page 74 of paper copy, page 112 of pdf copy for general fund Page 82 (120 pdf) for Library, Page 85 (123 pdf) for Parks and Rec, Page 104 (148 pdf) for sewer, Page 105 (149 pdf) for water Administration$749,942$688,820 Finance$388,506$376,559 Police$4,978,431$4,673,413 Community Development$685,228$649,507 Public Works / Streets$895,457$890,084 AdminServices$2,863,865$2,697,934 LibraryOperations$725,827$694,441 Parks$912,004$894,561 Recreation$883,936$880,473 SewerOperations$507,507$526,571 Water Operations$1,770,726$1,748,269 10/11/2016 4 General Fund Performance BudgetedActualVariance Revenues14,198,13714,522,711324,574 Expenditures(11,750,879)(11,216,017)534,862 NetTransfers(2,437,256)(2,441,046)(3,790) Surplus(Deficit)10,002 865,648 855,646Surplus(Deficit)10,002 865,648 855,646 Engineering Costs FY 10, 5 FTE in-house for $535,000 FY 16 outsource for $396486FY 16, outsource for $396,486 $220,266 of routine engineering $176,220 for subdivision inspections Additional $60,615 in reimbursed development work Additional $1,291,645 gross in project expenses ($1,162,209 net cost to City) These items would not likely have been handled by in-house employees 10/11/2016 5 Items of Note Fund balance categories and amounts Paper pages 7-8, pdfpages 40-41 Restricted amount of $1.2m due to IMRF levy, will be zeroed out in 4-5 years PensionsPensions Paper page 52-63, pdfpages 87-98 Items of note Long term debt summary on paper pages 37-45 and pdfpages 72-80 Debt service schedules on paper pages 108-124 and pdfpages 155-172 Developer commitment narratives Developer commitment narratives start on paper page 49, pdfpage 84 10/11/2016 6 Other items of note Statistical Section Pages 125 -158 and pdf pages 174- 210 Historical Trends covering: City finances Revenue & debt capacityRevenue & debt capacity Demographic & economic information Operating information Other items of note Statistical Section Paper pages 152-153, pdfpages 204-205 employee countsemployee counts 74 full-time employees in 2016 96 full-time employees in 2008 73 full-time employees in 2005 Paper pages 154-158, pdfpages 206-210 miscellaneous service data Traffic violations Permits issued Streets resurfaced, in miles Street inventory New housing starts per year 10/11/2016 7 Management Letter Current Year No new recommendations Management Letter Prior Year, Recommendation #1 GASB Statements No. 67 & 68 Additional note disclosure and supplementary information for sponsored pension plans (IMRF & Police Pension) Implemented in FY 2015 (GASB 67) & FY 2016 (GASB 68)FY 2016 (GASB 68) 10/11/2016 8 Management Letter Prior year, Recommendation #2 Funds with deficit equity Countryside TIF Remains and management foresees over time the TIF district will yield sufficient funds. Fox Hill & Sunflower Special Service AreasAreas Due to one-time expenditures and will be paid back with SSA property tax proceeds. Upcoming 2016 Tax Levy discussion Tax levy estimate approval October 19 Administration Committee October 25 City Council meeting Public Hearing November 22City Council meeting Discussion and potential vote December 13 10/11/2016 9 Upcoming FY 18 Budget rollout October 29 goal setting sessionOctober 29 goal setting session Nov-Dec budget preparation January 31, 2017 finalized February 14, 2017 City Council presentation February 28, 2017 City Council presentation March 14, 2017 public hearing Discussion and potential voteDiscussion and potential vote March 28, 2017 City Council or April 11, 2017 City Council or April 25, 2017 City Council REGULAR CITY COUNCIL MEETING ailoLer PLEASE PRINT NAME: SUBDIVISION OR BUSINESS: IC ,7171 pi A Ai it-m/ / key 4a,V1 hCLC/hq- 71277 ei9) P 66/i 464 gre-€.(tre,Icl -6,011 INIP SIGNIN REGULAR CITY COUNCIL MEETING Public Comment OcOfr /i) (Q074 PLEASE PRINT NAME: SUBDIVISION OR BUSINESS: Wii?-61U47 _i(e/ti e2/6 it) RI-oe_„g/r(;)" ///4 L- SIGNIN