Administration Minutes 2009 09-28-09 I
APPROVED 2/18/10
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
ADMINISTRATION COMMITTEE MEETING
City Hall, Conference Room
Monday, September 28, 2009 — 6:00 P.M.
PRESENT:
Chairperson Robyn Sutcliff Brendan McLaughlin — City Administrator
Diane Teeling — Alderman Valerie Burd - Mayor
George Gilson — Alderman Ward 1 Gary Golinski - Alderman
Susan Mika — Finance Director Kathleen Orr — City Attorney
Bart Olson — Parks & Recreation Dir. Rose Spears — Alderman Ward 4
Harold Martin - Chief Wm Powell — Treasuer
Tony Scott — Kendall County Record
PRESENTATIONS: NONE
The meeting was called to order @ 6:00p.m.
MINUTES FOR CORRECTION /APPROVAL: The minutes for August 24, 2009 were
reviewed and approved as presented.
Items Recommended for Consent Agenda:
1. ADM 2009 -49 Monthly Treasurer Report for July 2009
Beginning balance was $23,952,068. Revenue is worth $4,331,924. Expenses
were $2,006,491. The ending balance is $26,277,501. The ending general fund
bal. 10.45
2. ADM 2009 -50 Monthly Treasurer Report for August 2009
Beginning balance was $26,277,501. Revenue is worth $2,048,226. Expenses
were $3,980,697. The ending balance is $24,345,029. The ending general fund
bal. 8.93
3. ADM 2009 -51 Resolution of Authorization to close Castle Bank Checking
Account No. 80947700 for the Recreation Center Improvement Account
The account has approximately $100 in the account and the service charge to keep
this account open is $10 a month. Susan Mika would like to close this account
before the funds are depleted by the service charge and allocate the funds
elsewhere.
4. ADM 2009 -52 New Checking Account Request
Prepayment by U.S. Bank — Reference from Bristol Bay 4 or 5 months before
they close on this. They require putting this check in its own account. Once the
check has been cut, this will come back to the committee to close this account.
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5. ADM 2009 -53 Ordinance Amending City Code — Date of Payment of
Municipal Officers
A request has been made to change payment to municipal officers from quarterly
to monthly. There was a question can elected officials get direct deposit? The
answer was absolutely.
6. ADM 2009 -54 Ordinance Approving Assignment and Pledge of Transition
Fees from Grande Reserve Subdivision and Notice Thereof
In 2004 a debt certificate was issued by the school district for over $4.5 million
dollars to pay for schools, but the only money pledged to pay it back were the
impact fees that were charged to the developer. The impact fees aren't coming in
so there's a delinquency on the debt certificate. They have asked us to do, the
school or the city, whoever gets the impact fee (transition fee) that we
automatically send it to the bank.
7. ADM 2009 -55 Dress Code Policy
A Dress Code Policy; more formal, general, and in writing.
All the items recommended for Consent Agenda will move on to City Council on
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Consent Agenda.
NEW BUSINESS:
1. ADM 2009 -56 Health Insurance Discussion
We are going to speak with different brokers and narrow it down to 2 different
brokers and present them to the Mayor and the City Administrator. They will
decide on a broker to go out to bid for new health insurance for the next fiscal
year. It doesn't matter which broker you go with when it comes to getting a quote
for insurance. No matter who the broker is, the bid for the insurance will be the
same dollar amount. What matters is the service(s) that your broker is going to
offer you.
Generally an administrative task of putting the RFP out there and get the
proposals and to determine who the best candidate would be and present that
candidate to the committee and then to City Council. If it would make people feel
more comfortable, possibly have one person from the Admin Committee sit it on
the interviews. Alderman Gilson would be interested in being present in the
interview process.
This is the first time a broker would be chosen through the RFP process. We
should put together a group that puts in a recommendation to the administration
committee as to which broker to choose. There are few recommendations; one is
to have Susan Mika bring in the final two brokers that she has picked to present to
the Admin Committee before one of them is hired. The second option is to bring
in all of the broker candidates to give a presentation and have the Admin
Committee assist with the decision of a broker, or the last option have all of the
brokers on one spreadsheet to compare each broker. Alderman Gilson or
Alderman Teeling volunteered to sit in on the initial interview process depending
on each other's schedule.
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2. ADM 2009 -57 Land -Cash Budget — Discussion
Bart Olsen led this discussion. Bart included a draft revised budget for this fiscal
year. This has not been approved by Park Board or City Council, but they did see
it and seemed receptive to it last week. He gave an update on a park in the Prairie
Meadow subdivision and trying to get deeds for a park in the Grande Reserve
subdivision. Whispering Meadows update was given as well.
Alderman Golinski asked what happens if Whispering Meadows isn't completed
by December and we don't get the deeds by the end of December for Prairie
Meadows? Bart replied we can apply for an extension, but is reluctant to do that.
The Bank knows we need these by the end of December. Bart has a high level of
confidence that we will receive these deeds. If Bart was too file for an extension,
it will need to be submitted by Oct. 21
Alderman Gilson brought up a couple of grants; Osland Grant a memo states the
amount will be much less than $362K, more like $240K. Bart said it will be more
like $300K -$320K range. Alderman Gilson asked do we think we over inflated
that estimate. The grant application was for an approved at that dollar amount.
There were many reasons why the cost of the park was brought down. Some items
we are able to do ourselves and some materials were donated. The other grant was
for bike trail grants about $200K, but the memo states that it will only be about
$103K. Bart said the reason being that it cost the developer less to make it.
Alderman Golinski wants everyone to remember a quarter of a million dollars
over the last two budgets went towards salaries, which he strongly objected to.
Not only is this budget's in deficit, he still thinks it's inappropriate use of land
cash dollars.
The City Attorney said that designing a park is part of the cost of building a park.
Alderman Golinski seems to believe that we haven't designed any parks over the
last two years. Mayor Valerie Burd said Laura just designed a park by the
riverfront.
3. ADM 2009 -59 FY 09/10 Budget Update (Was Item 4 -Moved Up)
Mayor Burd presented a handout on "Budgeting for Tough Financial Time ". It
talks about planning, and pointing fingers for blame and working together to get
through these tough times. The Mayor will be presenting a couple of proposals
that they think that will solve our budget crunch.
Susan Mika said a few revenue line items don't look like they are going to hit
what was projected. In summary worst case scenario, by Apr. 30"' 2010 it looks
like the revenue will be short by $550K. They are looking for ways to prevent this
from happening. A list of items was presented to the committee that the City is
proposing to cut. In that list of items is a 5 Day furlough between Dec. 28' 2009 —
Jan. 1" 2010 where City Hall will be closed. A savings of $87K.
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Another savings $122,585 in personnel reduction. Reduction in hrs as well as a
potential layoff.
A $ l0k reduction in the community relations budget. We have been able to
negotiate an additional YBFC in $60K in revenue.
The reduction in the amusement tax. Savings of $82.5K.
$40K in propagation property insurance.
Elimination contractor $30K
Police Tows — Approximately $50K - Chief Martin explained — When a person is
arrested for a suspended license or a DUI or involved with criminal enterprise,
then we can impound the car. An administrative fee of $500 will be above and
beyond any tow charges. (Tape Malfunction)
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$10K anticipated to come in additional sales tax on the Grand Opening of the
New Aldi's.
Proposal to take a $130K loan of the Police Capital Fund over to the General
Fund. — When does this loan have to be paid back? Can it cross fiscal years? The
plan will be listed on the budget. The terms will have to be worked out with the
Chief. The Chief said $85K is for Sirens, but he doesn't foresee any projected
need for quite some time. They were able to save money on the offset cost in
radios.
Which then gives you on a worst case scenario a surplus of $12,285.
Alderman Golinski suggested we make cuts on leaf collection. Committee will
take under advisement.
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4. ADM 2009 -58 Bad Debt Update (Was Item #3 — Moved Down)
Mayor Burd talked about a City Policy about Bad Debt. If something was on the j
books for 12 months, the City would write it off as bad debt. The grand total of
bad debt is over $1 Million Dollars. This money was supposed to have deposits
on hand by the developers. Some of this bad debt was accrued prior to Mayor
Burd taking office. Susan Mika has devised a new way for the City Council to
monitor this. Fund 90 will be included in the budget report. It will have a line item
for each development for each company.
Alderman Spears questioned how did this keep happening since 2006? Somebody
should be held accountable for this. She doesn't agree that this debt should be
written off. She also thinks that this should be published in the paper.
Mayor Burd said if it is not written off then you would have to change the policy.
Even though this debt will be written off, it doesn't mean that we are not going
after the amounts. We can still collect it.
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5. ADM 2009 -60 Monthly Budget Report for July 2009
Discussed
6. ADM 2009 -61 Monthly Budget Report for August 2009
Discussed
OLD BUSINESS:
1. ADM 2009 -43 Discussion on Amending City's Ethics Ordinance
Kathy Orr gave an extensive update on this matter. Eric Weis said the city of
Yorkville could utilize the county's 3 member commission or appoint its own
commission.
The County also has an advisor to give some direction. This item will comeback
for discussion after review of the policy and talking with other jurisdictions.
ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 8:48 p.m.
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Minutes respectfully submitted by Tim Dlugopolski
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United City of Yorkville
800 Game Farm Road
1636 Yorkville, Illinois 60560
4 11m. m. ` Telephone: 630 -553 -4350 c Fax: 630 -553 -7575
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