Administration Minutes 2018 10-17-18 Page 1 of 3
APPROVED 11/20/18
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, October 17, 2018 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski Alderman Joe Plocher
Alderman Chris Funkhouser Alderman Jason Peterson
Other City Officials In Attendance:
City Administrator Bart Olson (arr. 6:10pm) Finance Director Rob Fredrickson
Assistant City Administrator Erin Willrett Alderman Ken Koch
Others in Attendance:
Tyler Bachman, WSPY
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: September 19, 2018
The minutes were approved as presented.
New Business:
1. ADM 2018-80 Monthly Budget Report for September 2018
Mr. Fredrickson reported the sales tax is tracking 4.6% over last year. He reported on
other taxes as well and said the fiscal year is going as planned. As stated last month, Ms.
Willrett added that some businesses do not report their receipts each month. The holiday
sales tax will be reflected in March.
2. ADM 2018-81 Monthly Treasurer's Report for September 2018
Mr. Fredrickson reported the following:
$11,544,955 Projected Beginning Fund Balance
$16,248,163 YTD Revenues
$11,474,319 YTD Expenses
$16,318,798 Projected Ending Fund Balance
No further discussion and the report moves to the consent agenda.
3. ADM 2018-82 Cash Statement for August 2018
This is an informational report and there was no discussion.
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4. ADM 2018-83 Bills for Payment
Alderman Funkhouser asked about the closeout on the Wrigley intersection
improvements. Mr. Fredrickson will request an estimate.
5. ADM 2018-84 Monthly Website Report for September 2018
Ms. Willrett reported a slight decrease in visits due to no festivals. In the future, Twitter
use will be promoted and tracked. She reported on the top visited pages, highest numbers
of posts and tracking of visitors from outside the city. No further action.
6. ADM 2018-85 Meeting Schedule for 2019
The committee agreed on the meeting schedule as proposed. It was noted there is a
problem with some numbers missing from the city calendar on the digital side.
7. ADM 2018-86 Annual Treasurer's Report
Finance Director Fredrickson gave an overview of the report and said it shows the
revenues, expenses for FY 2018, fund balances, vendors and payrolls. He also noted it
reflects an increase of $292,000 in the General Fund. It will be be published in the
Kendall County Record at the end of October. This moves to the consent agenda.
8. ADM 2018-87 Tax Levy Estimate
Highlights of the report were given by Mr. Fredrickson and previous levy amounts for
2015-2018 were included. He said there are two components for the levy which are the
CPI (inflationary) and new construction. Last year the city decided to levy for the new
construction component only. Revenue expected to be generated from these is $75,000
for construction and $66,000 for the CPI. He reported the staff recommendations and
said new construction only is recommended.
He reported funding has increased for the Police Pension Fund and the fund will have
over $10 million at the end of September. He said this amount allows the city to invest in
equities that can generate greater returns that could exceed 7%, but also have more risk.
They also discussed return rates in the past few years.
Mr. Olson said he is asking the committee to recommend the published amount of $3.407
million. He said the amount is higher than will probably be received, but it can be
decreased at a later time. It was noted the library is going to try to capture both CPI and
new construction and will publish both. Alderman Milschewski said the library is
looking at repairing mechanical issues in the building. The committee agreed to
recommend approval of the suggested amount and this moves forward to the consent
agenda.
9. ADM 2018-88 RFP for the Sale of the Old Jail
Mr. Olson said Landmarks of Illinois has stepped up for this project and are fully
committed. They have secured an engineering/architecture firm to evaluate the building
and a report is expected in a couple weeks. He also discussed the RFI, background, tax
credits, etc. and said the building is in a TIF district. It is hoped the building will
eventually generate revenue. The RFP should be voted on at the November 13th Council
meeting. He said he is OK with a longer timeline of 120 days.
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Alderman Plocher asked if the parking lot has been separated from the building in the
event the building is sold. It has not been separated, however, it can be done easily with
a plat act. Mr. Olson will research any deed restrictions on the parking lot.
Administrator Olson said two developers expressed interest in the property, but not for
the building. He believes the Council would prefer to save the building and asked if the
committee wants to exclude proposals to demolish the building. Committee members
prefer not to have the city do demolition. Mr. Olson said he hoped demolition would be
a last resort and he said language could be included to specify that. The county property
nearby was also discussed and there are no current plans for it. Mr. Olson read proposed
revised language for the RFP that he drafted. Alderman Peterson said he believes there
is a general desire to save the old jail. He asked if the land is worth the demolition price
of $78,000 and additionally for someone to invest more money to build on it.
After discussion, the committee approved proceeding with an RFP for preservation of the
jail and move this forward to the full Council.
10. ADM 2018-89 Municipal Facilities Master Plan RFP
Mr. Olson referred to the RFP document in the agenda packet and said there is a budget
for the project. The proposals can be re-bid if the Council does not approve of bid
results. Several RFP details were discussed and some will be revised. Some of those
discussed were additional time after publishing, scope of work, omitting some properties
and details, outreach/feedback, longer timeline for the project, more flexibility in scoring,
questions/answers available for all to see, log-in ability for all Council members to
review, etc. Mr. Olson will have a revised draft by the next day or by November 13th.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:58pm.
Respectfully transcribed by
Marlys Young, Minute Taker