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City Council Minutes 2009 11-07-09 Special Meeting UNITED CITY OF YORKVILLE SPECIAL CITY COUNCIL MEETING Conference Room Saturday, November 7, 2009 — 9:00am The meeting was called to order at 9:05am by Mayor Valerie Burd. Y Roll Call by Clerk: WARD I: Werderich Present Gilson Present WARD II: Golinski Present Plocher Absent WARD III: Munns Absent Sutcliff Present WARD IV: Spears Present Teeling Present Establishment of Quorum: A quorum was established. Other City Officials in Attendance: Acting City Administrator But Olson Treasurer Bill Powell Finance Director Susan Mika (arr. 11:45am) Other Attendees: Kathy Farren, Kendall County Record Attorney Joseph Gagliardo Todd Milliron Tom Gilmour Executive Session: 1. For the appointment, employment compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Mayor Burd asked that the order of business be changed to allow for the Executive Session to be held first and she entertained a motion for this. Werderich moved and Golinski seconded the motion to enter into Executive Session. Motion approved on a roll call vote: 6 ayes - 0 nays Teeling -aye, Spears -aye, Sutcliff -aye, Golinski -aye, Gilson -aye; Werderich -aye. The Executive Session convened at 9:05 am. It was concluded at 10:30am following a motion by Werderich and Sutcliff. Motion approved unanimously on roll call vote: 6 ayes — 0 nays Teeling -aye, Spears -aye, Sutcliff- -aye, Golinski -aye, Gilson -aye, Werderich -aye Alderwoman Spears announced that she would be recording the public meeting. Business: 1. 2010 Goal Setting Acting City Administrator Bart Olson led this discussion. Following are the goals that were set along with the Aldermen who will oversee them. (* Denotes long term goal) 1 Build u d Fund Balance (All Aldermen) a. Increase without further burden to residents b. Increase revenues c. Maintain balanced budget d. No decrease of services 1 Minutes of the Special Citv Council Meeting. Saturday. November 7. 2009 — pa 2 2 *. Long Term Budgeting (Golinski/Sutcliff) 3. Budget Discussions (Plocher/Munns) a. More accurate reporting 4. Fiscal Responsibility /Accounting (Spearsfreeling) a. Request by Spears to have all Councilmen receive monthly budget b. 100% accountability, minim inaccuracies c. Accountable to taxpayers d. Good staff decisions e. Fiscal responsibility f. Adhere to policies 5. Resident Outreach/Preparedness Plan (Sutcliff/Spears) a. Reverse 9 -1 -1, possible Facebook/Twitter usage b. E -mail for non - emergency situations 6. Minimize Litigation (Werderich/Gilson) a. Better communication b. Work with Aldermen/no unilateral decisions 7. Improved Communication Staff & Elected Officials (Gilson/Spears) a. Better policies & communication with developers b. Ward issues c. Define roles of staff & elected officials d. Improved communication between Aldermen in same Ward e. Ward contact list/possible email blasts Council members briefly discussed a ward contact list to be able to send newsletters, however, it was noted that individual Aldermen cannot send newsletters on an individual basis. As a result of concerned residents, Alderman Werderich noted a desire to have a ward list to advise his constituents of ward meetings. Bart Olson noted that in the new FOIA laws, names and addresses will be protected, however, the question is - -if these communications are legal when they are on behalf of the City. It was also noted that developers are able to obtain lists of residents through the County. 8. Budgeting (Munns/Plocher) a. Policy Decisions b. Eliminate spending on non - essential items c. Revenue estimates d. Not include anticipated funds in budget 9. Tourism (Sutcliff/Werdench) a. Whitewater park b. Water Park c. Other large ventures 10. Grant Planning (Golinski/Spears) a. Consider all grant applications I 11. FOIA Compliance (Sutcliff) a. Manage FOIA requests b. Communicate with State officials on hardship to City 12 *. Infrastructure Planning (Sutcliff/Plocher) a. Roads b. Long range capital projects (police department/city hall) - C. How to fund projects 13 *. Trail Planning, Pedestrian, Bike Paths (Werderich/Golinski) a. Continue to attract quality commercial developments to help with these long term projects 14. Economic Development (Golinski/Munns) a. Agreement Policy development 15. Rec Center (Make Self- Sustaining) (Werderich/Spears) a. Property taxes 2 Minutes of the Suecial Citv Council Meetine. Saturday. November 7. 2009 – nage 3 Mr. Olson stated that the City pays property taxes on the Rec Center as part of the lease agreement. He hopes that an exemption can be created by submitting a legislative proposal. 16. Downtown Development (Golinski/Plocher) 17. Integrated Transportation Plan Implementation (Golinski/Werderich) 18. Development Slow -Down Issues (Teeling/Gilson) a. Action plan to monitor plans for unfinished subdivisions I Mr. Olson will place this information on a spreadsheet and send to all Aldermen. Business: 1. FY 09/10 Revised Budget Workshop Finance Director Susan Mika presented a memo that explained budgetary changes that would greatly impact the revised budget. She gave an overview of these items and some were discussed at length. The following topics were discussed: GENERAL FUND REVENUES Amusement Tax Revenue The water park, Raging Waves, generated less money due to decreased admissions in 2009. Discussion — Alderman Gilson also questioned the 66% decrease in taxes for the water park. More season passes were sold, however, weather conditions were unfavorable this year. It was also noted this is a half year figure. Mr. Gilson said the City should reflect a decreased number in the budget, but the Mayor noted that in this economy, more people are staying closer to home for mini- vacations. It was noted that the City will not be able to charge for the Whitewater Park. State Income Tax Based on the State's unemployment level, the local state income tax share was decreased. The rate changed from $94 per person to $77 per person. Building Permits & Development Fees The budgeted number was decreased due to levels lower than predicted. Discussion —Mr. Gilson questioned the revised Budget number of $200,000 for this category and said the City should be more conservative. The revised number is due to three anticipated projects that have pulled permits. Treasurer Powell said that number appeared reasonable for the rest of the year. Bart Olson added that permit review fees are being reviewed by EDC. "Other Licenses" were discussed and include raffles, solicitors, mobile food vending and tobacco. Alderman Spears said anticipated license funds should not be included. She also questioned increased solicitor licenses. The figure shown also reflects closed businesses. Collection Fee This number was increased due to 50% reimbursement from YBSD for their share of the utility billing function. Holidav Under the Stars Donations will finance this year's activities. Miscellaneous Income/Traffic Signal Revenue/Investment Income There were minimal changes, however, the budget figures were adjusted based on year to date actuals. Discussion — Alderman Spears asked what this category included. This money is from front desk sales including flags, maps, zoning books and FOIA copies. She also questioned the decrease in the revenue from the FOIA copies. 3 Minutes of the Special Citv Council Meeting, Saturday. November 7, 2009 – Dage 4 Ms. Spears also questioned if money was appropriated for minute- takers for committees such as Human Resources and Plan Commission. This money is listed under Contractual Services. It was requested by Alderman Spears to receive an exact accounting of what is included in "Miscellaneous Income ". The Mayor instructed Ms. Mika to include footnotes in the future. Transfer from Water ODs and Sewer ODs - These funds were adjusted to reimburse the general fund for personnel insurance. Discussion -- Alderman Golinski questioned whether the transfer between Water Operations and Sewer Maintenance is allowable. This transfer for personnel insurance is allowable according to Ms. Mika. The City Ordinance allows 3% of revenues or expenses to be transferred and is common among municipalities according to Mr. Olson. It was not budgeted in the original category due to a clerical error. In addition, Ms. Mika said the transfers are done quarterly. The money is generated from water sales and connections fees. Alderman Gilson asked for a breakdown of these transfers. Ms. Spears asked when the ordinance was created and to verify its legality. Bart Olson will research this information. Transfer from Land Cash There was a decrease in time spent on land cash related items by the Superintendent of Parks and Parks Designer. Discussion — Alderman Golinski asked how the transfer of funds could be tracked regarding time spent in previous years. He said he still opposes transferring money from this fund. 3 New Line Items... 1. ProDosed Police Tows Approved by Public Safety Committee and will move to City Council for approval. Discussion —Ms. Spears said in a Public Safety meeting, she had requested a 3 -year chart of vehicles that would have qualified in the past. Ms. Mika will consult Chief Martin for further information. 2. ReDavment of Park & Rec Loan An interfund loan to cover cash flow, to be paid back by April 30, 2010 by Parks Department. Discussion —This money was loaned to Parks and Rec by the Finance Department. 3. Loan from Police Capital Loan was proposed by Police Chief and discussed at the last Administration Committee meeting. Discussion —Ms. Mika said that the Police Chief had offered a loan to the General Fund from Police Capital. Mr. Gilson said he would oppose any money loaned that would be earmarked for new or replacement sirens. Ms. Spears noted that some money had been removed from the siren line item since a proposed development did not come to fiuition. Mr. Golinski said he was opposed to inter -fund loans and that they were only band -aid solutions. Budget changes will not be readily apparently and will happen next year according to the Mayor. Ms. Spears pointed out that some of the items cut from the police budgets may not keep the City on par with the County. She added that instead of switching funds, non - servicing employees should be examined. Alderwoman Spears suggested that a comparison be done of the Police budget with that of surrounding towns. Mayor Burd said that some departments do not have strong advocates like other departments. An example she gave was the Public Works department that still has an older building. For the record, Alderman Spears said personal attacks are still made on Aldermen, even after asking the negative attacks to stop. The Mayor replied that "this [advocates] is not a bad thing" and she would like to see advocates for all departments. In conclusion, the proposed inter -fund loan will be discussed further at a separate meeting. Administrative Adjudication fees were discussed. Money from adjudications are being deposited in ordinance fee line items at this time. Ms. Mika said the Police Department will need to be instructed to place those fees in the Adjudication line item. This figure will be adjusted internally. Cable Consortium refunds are shown as a credit in expense line items, but Mr. Golinski asked if there was a more efficient way to track this money. 4 Minutes of the Special Citv Council Meeting. Saturday. November 7. 2009 —page 5 EXPENSES Administration Salaries There was discussion of the increase in this category that is due to payout of severance money. It was noted that could not be discussed in an open meeting, so a memo will be sent. Legal salaries were discussed and Mayor Burd noted that a recent decision by the Pollution Control Board has been requested to be reconsidered. Alderman Sutcliff said that she would like to remove the $10,000 from the Legislative Attorney category. However, Alderman Werderich noted that this was approved in an ordinance and would have to be repealed. "Special Counsel" was questioned and it includes labor attorneys. It was noted that the Police have their own legal services and that is not included in the Administration Expenses. Codification will occur this year and that amount will be adjusted upward. Alderman Teeling said the office cleaning (which is outsourced) should be lowered. The grant writer is paid $14,000 per year and the fee is not based on the number written or obtained. "Dues" covers Chamber of Commerce, Metro West, dues for professional organizations for the City Administrators and Clerk and notary fees. The Clerk's fees allow access to valuable resource material. Mr. Olson recommended retaining these organizations and fees. Alderman Gilson requested a breakdown list of the "Subscription/Books" category. Some Aldermen felt that the $7,000 in the trainingitravel and lodging line item should be limited or eliminated. Special meetings should be decreased. Operating supplies is for janitorial products. Alderman Sutcliff asked about the possibility of on -line billing. Ms. Mika answered that another module would have to be added to the present accounting system at a cost of about $12,000. It was noted that the newsletter is now delivered and is paid by the Community Relations Department. Printing and Copying covers agenda packets and a large amount is spent for paper and the copier contract. The full amount will be spent this year. It was suggested to possibly cut Volunteer Appreciation Day. It will be adjusted to reflect actual amount spent. Finance Department Auditors said additional employees are needed in this department because required checks and balances are not able to be done. Yorkville was compared to other municipalities to also make this determination. Ms. Mika said that 3 weeks are needed for bank reconciliations alone. She said if certain reports are not done, the bond ratings will go down. Bart Olson added that many of the Council goals are budget - related. In addition, Ms. Mika said 4,000 residents bounced checks for water bills and that creates more work. She said she is averaging 55 hours of work in a given -week and is down 3.5 positions in her Department. Insurance costs were also discussed and Ms. Mika expects an increase of 12 -22 %. Insurance savings of 1% from employee layoffs were discussed as well as the expected costs. Alderman Werderich questioned what coverage the employee life insurance provides. Ms. Mika will research this. She noted that all full-time employees receive this. GASBY compliance, operating supplies, subscriptions and business district rebates were briefly discussed. The rebate line item is new. The Park and Rec transfer is shown in Finance since all transfers go through that department. 5 Minutes of the Special Citv Council Meeting. Saturday. November 7. 2009 – page 6 Also, a suggestion was made to move the rr employee salary from Finance to Administration. Communitv Relations It was noted the part-time position has been eliminated. The $400 for subscriptions was questioned —Ms. Mika will research. In the past, costs for this department were included in the Administration Budget. A breakdown will be provided for print/copying/postage costs. Alderman Gilson pointed out the increases in the numbers. It was noted that Holiday Under the Stars will be financed by donations this year. Mayor Burd noted some events that had been cancelled. Alderman Teeling asked that communications with residents not be cut and she pointed out the need for email lists. Alderman Sutcliff said this department is a liaison with the City and is important. They also provide new resident packets. Alderman Spears distributed a Letter to the Editor written in 2004 by then - Alderman Burd. At that time, several Council members were voting against the budget due to what Ms. Spears termed was wasteful spending. She read the letter that suggested some believed hiring an administrative assistant for the Councilmen was a "waste of money ". The letter also stated that funding was available in that year's budget for a Mayoral assistant to handle publicity and special events. In summary, Alderman Golinski said hard choices must be made now, more personnel may need to be cut and the Fund Balance needs to be increased. Engineering Alderman Golinski commented that so much money is spent on outsourcing, the building permits are way down, but the staff remains the same. All departments need to be examined and Gilson agreed. Mayor Burd said that personnel and hours have been cut. Werderich said the policy of 3 months severance for laid off employees as well as the life insurance benefit should be looked at. Mayor Burd summarized that personnel and hours have been cut, but other revenue sources need to be considered. She also suggested looking at possibly combining police forces and other departments and contracting out some work. Gilson noted that $515,476 has been cut from a projected $550,000 deficit and there is still more need to make cuts. Ms. Spears also noted tuition reimbursement is still shown in this budget at $825. Mr. Olson said the City is obligated for this as part of an agreement. Further info on this will come in a memo to Council members. Public Safety A previous request had been made by Alderwoman Spears for an analysis of how much is spent on public safety from other cities' general funds. Mr. Golinski said he would like to see this also, since the Public Safety budget is increasing over last year. Ms. Spears would also like to see documentation for the adjudication funds that are going into the general fund. The money to pay for the recorder and attorney are coming out of the police budget, but the money recouped is going into the general fund. Ms. Sutcliff said the money should go to the Police. Ms. Spears also requests that any towing funds go to the Police. Community Development Because of the economic downturn, Gilson suggested this is another area where expenses can be cut. 6 Minutes of the Special Citv Council Meeting. Saturday. November 7. 2009 — nape 7 Alderman Werderich asked if the current consulting firm could make recommendations about further cuts. This will be discussed on a future agenda according to Mayor Burd. The consultants would evaluate each department. Mayor Burd said that now the City receives 100% of the fees, while previously it was 20 %. Discussion turned to possibly cutting the $45,000 YEDC yearly dues, however, it was pointed out by Alderman Golinski that this organization obtains about $50 million of business for the City. Council members praised Lynn Dubajic for her efforts for the City. Streets Mosquito control at $30,000, was questioned by Alderman Sutclif� however, it was noted that this was needed for disease control. Golinski suggested possibly pooling resources along with other communities for a lower rate. It was noted that spraying at night is less expensive. The $2,000 for watering downtown flower baskets was also questioned. There was no further discussion and a motion was made by Werderich and seconded by Golinski to adjourn the meeting. Approved unanim ously on a voice vote. Meeting adjourned at 3:04pm. Minutes respectfully submitted by Marlys Young 7 c�� United City of Yorkville '�' 800 Game Farm Road _ 1636 Yorkville, Illinois 60560 -�� Telephone: 630 -553 -4350 o ®' 5�~ ® � Fax: 630 -553 -7575 �CLE PLEASE SIGN IN, MEETING:� DATE: � NAME COMPANY PHONE NUMBER [D /an-.O� 1ACf, c- �' 6-1 �1� 11 � R,o� T� � r I � I I I { 1 1