Administration Minutes 2017 11-15-17 Page 1 of 3
APPROVED 1/17/18
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, November 15, 2017 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski Alderman Joe Plocher
Alderman Alex Hernandez Alderman Chris Funkhouser
Other City Officials In Attendance:
City Administrator Bart Olson
Finance Director Rob Fredrickson
Others in Attendance: None
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: October 18, 2017
The minutes were approved as presented.
New Business:
1. ADM 2017-79 Monthly Budget Report for October 2017
The budget is at the 6-month mark and Mr. Olson said the City is on track to meet the
budget. Sales tax for October was 4% up over October 2016. No further discussion.
2. ADM 2017-80 Monthly Treasurer's Report for October 2017
Mr. Fredrickson reported the following with no further discussion:
$13,642,346 Beginning Fund Balance
$17,945,688 YTD Revenues
$15,142,578 YTD Expenses
$16,445,456 Projected Ending Fund Balance
3. ADM 2017-81 Cash Statement for September 2017
No discussion.
4. ADM 2017-82 Bills for Payment
No discussion.
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5. ADM 2017-83 Monthly Website Report for October 2017
Mr. Olson highlighted the top downloads on the website and notedthere are increased
followers on Facebook. New features include links when meeting packets are available
and also notifications on meeting dates. The committee also discussed 'Hootsuite' and
other social media. Mr. Olson reported the Bing registration is not complete yet.
6. ADM 2017-84 Ordinance Amending City Procurement Code
Currently, any expenditure above $20,000 requires bids and up to $20,000 only requires
staff approval. The State has raised the limit to $25,000 and Mr. Olson recommended
raising the city amount to $25,000 as well. He said a new procurement ordinance is
being drafted. Alderman Funkhouser said he does not favor raising the limit to $25,000.
This moves to the regular agenda.
7. ADM 2017-85 Facilities Manager Intergovernmental Agreement
This agreement is part of a budget proposal and would be similar to the shared
purchasing position with Oswego. This person would handle all the facility maintenance
agreements, but would not perform day to day maintenance work. The salary range
would be $80,000 to $90,000. There was discussion about to whom the position would
report and the portion of time spent for the city. This moves to the consent agenda.
8. ADM 2017-86 2017 Bond Abatement Ordinances (8 Ordinances/see agenda)
Mr. Fredrickson said this is the annual bond abatement and the second year to fully abate
them. These are not on the property tax rolls. This moves to the consent agenda.
9. ADM 2017-87 2017 SSA Abatement Ordinances (5 Ordinances/see agenda)
This is the partial annual abatement and most are not changing much. Mr. Fredrickson
reviewed the increase or decrease for each ordinance and said the largest increase was
3.4% for Raintree Village, based on debt service. Mr. Olson added that the developer-
owned parcels of Raintree have not had property taxes paid in several years. This report
moves to the consent agenda.
10. ADM 2017-88 Ordinance for Amended Levy & Assessment of Taxes...(Fox Hill)
Mr. Fredrickson said this is the annual tax levy for Fox Hill and staff recommended an
increase of $18 per PIN. He said 2025 is the end of the payback period. Alderman
Funkhouser asked if the amount would decrease in the future and Mr. Olson said the levy
will be re-evaluated next year. Mr. Funkhouser also discussed the trail maintenance and
tree replacement and hopes to keep some money in reserve to avoid big changes in the
levy. This moves to the consent agenda.
11. ADM 2017-89 Ordinance for Amended Levy and Assessment of Taxes...Sunflower
Estates
Pond maintenance in 2016 cost $26,000 leaving a negative fund balance, so an increase
of $56 for each PIN was recommended. Alderman Funkhouser said this is a 50%
increase and thinks it would be better to “step” the increase and the committee agreed.
This moves to the regular agenda.
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Old Business:
1. ADM 2017-70 Building Conditions Survey Results
Mr. Olson reported on the building survey, specifically the city hall and Tower Lane.
Roof replacement and HVAC work are needed on city hall. Long term maintenance
depends on the eventual use and on the 102 E. Van Emmon building. Alderman
Hernandez asked how long the current city hall would be used. The estimate is 5-7 years.
The 610 Tower Lane has many issues and no maintenance is recommended. Alderman
Funkhouser said only safety and security concerns for both buildings should be
addressed. He said this might be an opportunity for an RFP for demolition and
reclaiming salvageable materials from the Tower Lane building and the nearby house.
Additional Business: None
There was no further business and the meeting adjourned at 6:53pm.
Respectfully transcribed by
Marlys Young, Minute Taker