Administration Minutes 2018 08-15-18
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APPROVED 09/19/18
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, August 15, 2018 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski Alderman Joe Plocher
Alderman Chris Funkhouser
Absent: Alderman Alex Hernandez
Other City Officials In Attendance:
City Administrator Bart Olson Finance Director Rob Fredrickson
Assistant City Administrator Erin Willrett
Others in Attendance: None
The meeting was called to order at 6:08pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: July 18, 2018
The minutes were approved as presented.
New Business:
1. ADM 2018-64 Monthly Budget Report for July 2018
Mr. Olson reported the May purchases exceeded expectations and June is up 8% year
over year. July receipts are historically equal to Christmas sales and will be reported in
September. No further comments.
2. ADM 2018-65 Monthly Treasurer's Report for July 2018
Mr. Fredrickson reported the following:
$11,544,955 Projected Beginning Fund Balance
$ 8,231,674 YTD Revenues
$ 6,863,423 YTD Expenses
$12,913,207 Projected Ending Fund Balance
No further discussion.
3. ADM 2018-66 Bills for Payment
No discussion. Moves forward to City Council for info.
4. ADM 2018-67 Monthly Website Report for July 2018
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Ms. Willrett said July was a very high visit month due to the fireworks cancellation and
that people are increasingly using social media for information. She highlighted the top
stories visited.
5. ADM 2018-68 Fiscal Year End 2018 Budget Report (Unaudited)
Mr. Fredrickson summarized the unaudited report. He said the ending fund balance for
the FY2018 General Fund is just short of $6.5 million. A deficit had been projected,
however, the budget will have an overage. He said the water fund, sewer, Parks and Rec
and Library all performed better than expected and will end in positive numbers. Mr.
Olson added that several bond payments are due in December, after which property taxes
will begin to come in. He also said the city is less reliant on development fees now than
during the recession. The final audited numbers will be presented in October and they
will also be posted on the website.
6. ADM 2018-69 Remote Water Meter Financing Program
This item relates to the water code revised last year which requires multi-family property
owners with one shut-off valve to have bills in their names or install a separate shut-off
valve. Remote readers are also being explored by the city. The cost is $750 per meter
and due to the cost, a property owner approached the city regarding a finance program. A
program was developed to finance the remote readers with provisions for non-payment.
The city currently has some prototypes of the remote readers and they are comparable in
price to a regular meter. This moves to the City Council for approval.
7. ADM 2018-70 Microsoft Renewal
This item is for licensing of the 'Office 365' software package the city uses. It was bid
out last year and the price has increased only $80 since then. The vendor, SHI, was
recommended for approval. This moves to the consent agenda.
8. ADM 2018-71 Amendment to IT/Interdev Contract
Mr. Olson said the city is getting many extra hours per week at no cost in exchange for
the company to work remotely. The new contract states that Oswego pays for 32 hours
per week and Yorkville pays for 28 per week. Extensive network configuration is also
being done and Mr. Olson said dedicated employees have given many free hours. He
added the company is trying to make the consortium model work well so they can sell
this idea to other municipalities. Alderman Funkhouser noted the cost savings for health
insurance and benefits due to the consortium. This moves to the consent agenda.
9. ADM 2018-72 Fiscal Year 2018 and Fiscal Year 2019 – Land Cash Fund Budget
Amendments
Construction of the Bristol Bay park site concluded in 2018 rather than 2019, so the 2018
budget will be increased by $29,696 for the final invoice. This moves to consent.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:30pm.
Respectfully transcribed by Marlys Young, Minute Taker