Administration Minutes 2009 05-14-09 J
APPROVED 6/18/09
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
ADMINISTRATION COMMITTEE MEETING
City Hall, Conference Room
Thursday, May 14, 2009 — 7:00 p.m.
PRESENT:
Chairperson Sutcliff, Committeemen Golinski, Teeling and Gilson, Jr.
ABSENT:
None
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ALSO PRESENT:
City Administrator McLaughlin, Finance Director Mika, Treasurer Powell,
The meeting was called to order at 7:00 p.m. in the Conference Room of City Hall.
PRESENTATION:
None
MINUTES:
The meeting minutes of April 9, 2009 were approved with corrections.
NEW BUSINESS:
1. ADM 2009 -32 Monthly Budget Report for March, 2009
With no discussion, this item was moved to the Consent Agenda.
2. ADM 2009 -33 Monthly Treasurer's Report for March, 2009
Treasurer Powell stated that the beginning balance was $20,084,965.00, with
revenues of $1,427,198.00 and expenses of $2,341,370.00 for an ending balance
of $19,170,793.00. The general fund balance is currently 4.68 %.
With no further discussion, this item was moved to City Council. i
3. ADM 2009 -34 Future Meeting Dates and Times — Discussion
Chairperson Sutcliff stated that she emailed everyone suggesting that future
meetings be held on the 3 1d Thursday of each month at 6:00 p.m. She noted that
Bart Olson would be able to attend the meetings on those dates as it would no
longer conflict with Park Board Meetings. The committee agreed with the
suggested date.
Director Mika stated that having the extra week could potentially allow the
Finance Department to have more current month end reports. For example, at this
meeting (May), the budget report is for March. They could potentially have the
previous months reporting done by the meeting date.
ADDITIONAL BUSINESS:
Treasurer Powell
• Signatures from all Aldermen on needed on bank signature cards. This happens
every time that a change is made to the Council. Please be sure to stay a few
minutes after the meeting to get this done. Thanks.
Committeeman Gilson, Jr.
• I'm not sure if this is the correct forum, but a resident spoke at the last City
Council Meeting requesting a letter be sent to the School District regarding the
misconceptions of using the water tower for antennas and to encourage them to
explore other alternatives. I feel that this is a good position for the City to take.
Chairperson Sutcliff stated that she spoke to people after the meeting who were
not aware that the City was wireless. Administrator McLaughlin stated that he
forwarded contact information and the provider will coordinate the efforts.
Committeeman Gilson, Jr. asked to be copied on the email notification.
Chairperson Sutcliff stated that regarding a letter to the school district, she feels it
would be inappropriate as it is not something the City should take a position on.
She stated that the City has tried to form a more amicable relationship with the
School District and does not want anything to hinder that. Committeeman Gilson,
Jr. stated that the City's position could simply be that based upon resident
requests, we encourage the School District to seek other alternatives. Chairperson
Sutcliff still feels it would be overstepping boundaries. Committeeman Gilson, Jr.
stated that he feels that residents are confused. Committeeman Teeling feels that
the City needs to look into something that won't take more than a year.
Administrator McLaughlin stated that typically this portion of the meeting is for
announcements, not discussions or formulating opinions as it would violate the
Open Meetings Act. He informed Committeeman Gilson, Jr. that he could
attempt to find 2 other Alderman who concur with his him and ask for this matter
to be put on the City Council Agenda. He feels that the decision is that of either
the City Council or the Mayor, not this Committee.
• Additionally, he asked for clarification on agenda item 2009 -13 (Representative
for Park Board). Chairperson Sutcliff stated that the School District has a voting
position on the Park Board; however, they have not had a representative on the
board for many years. She approached the School Board and stated that they need
to fill the position; the School District said they would consider it, but they only
want someone to attend the meeting when an agenda item affects the School
District.
Administrator McLaughlin stated that about 3 weeks ago, the Mayor spoke with
Dr. Engler and clarified that the Park Board would be happy with a parent, teacher
or staff member, it did not have to be a School Board member. Dr. Engler stated
that he would go to the school union and try to find someone to represent the
School Board. Thus far, there has been no response from Dr. Engler.
Committeeman Gilson, Jr. stated that the meeting minutes indicate the Dr. Engler
thought he appointed Dave Dockstadter, did he? Chairperson Sutcliff stated that
he was not appointed, he attends quarterly informational meetings.
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Committeeman Golinski, who is on the Park Board, stated that it was much more
important a few years ago when there was a lot of growth in the community,
however, they still want the seat filled. He feels it would be more appropriate to
open the seat to a Yorkville resident. Treasurer Powell suggests sending a letter
to the School Board indicating that since the City has not received any feedback,
they the City needs to move on and select another candidate. Chairperson Sutcliff
feels that the decision would be Park Board's, not this committee. Administrator
McLaughlin stated that ultimately, the decision would be City Council's.
Committeeman Golinski stated that he would ask Bart Olson to bring up this
matter at the next Park Board Meeting. Both he and Committeeman Gilson, Jr.
feel that the seat would be better served by a Yorkville resident.
Committeeman Golinski
• He asked about the clarification on the procedure for Public Hearings specifically
is City Council is supposed to speak during the hearing or wait until the item
appears on the agenda. Administrator McLaughlin stated that the proper
procedure would be to open the hearing up to testimony, then close the testimony,
and then the City Council could deliberate. However, he stated that he would
contact Attorney Orr to confirm that. Committeeman Golinski stated that during
public comment, he does not feel that the City Council should debate those
matters with the public. The public should have the opportunity to stay what they
wish to say and then sit down, not debate the matter. Chairperson Sutcliff stated
that she doesn't feel it is appropriate to skip subjects. Administrator McLaughlin
stated that he would mention these items to the Mayor.
• Should we discuss committee liaisons? Chairperson Sutcliff did not think it was
appropriate at this time as it was not on the agenda. Administrator McLaughlin I
noted that the liaisons are Metra, Library and Cable Consortium. Chairperson j
Sutcliff stated it should be added to the next agenda. Committeeman Golinski
stated that he was liaison to the Cable Consortium and would be willing to
continue in the capacity unless someone else had interest. Chairperson Sutcliff
stated that she felt that there needed to be a more fair distribution of liaisons.
Committeeman Golinski stated that he felt that they were distributed based on the
relative nature of the groups. He stated that EDC has the most liaisons, but they
are all related to EDC. However, he does feel that the City does not need to have
representation on all of those committees.
Director Mika
• Typically, anything that comes out of the Finance Department is put in the
Administrator's Weekly and on this committee's agenda. However, a resolution
needs to be placed on the City Council Agenda regarding Section 125 / IMRF.
We are currently not in compliance and have to get this approved and on file with
IMRF. If this committee doesn't mind, I would like to place this on the May 26,
2009 agenda. Treasurer Powell stated that this is a requirement of IRMF's. With
no objection, Director Mika will place this item on the May 26, 2009 City Council
Agenda.
Administrator McLaughlin
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• There was discussion at the last meeting regarding bids and RFP's. Here is a
quick update. The City goes to bid for items such as SSA mowing contracts, salt,
large equipment not included on the state bid list (last time was 2007 for a wheel
loader), power, every 4 -5 years for auditor services, Travis goes to bid on some
bigger planned items such as ITP, and every 4 years for an investment manager
for the Police Pension Fund.
Chairperson Sutcliff
• She has previously spoken with Administrator McLaughlin and Director Mika
regarding helping the Fire Department collect donations for the fireworks.
Presently, if you want to donate money, you have to send a check to the Fire
Department. I thought we would allow residents to come here and make their
donations. Committeeman Golinski stated that a large portion of the donation
comes right after the 4 th of July when the Fire Department does their boot drive.
Chairperson Sutcliff stated that it is too late to put out a notice with the water
bills, but still feels the City should help out. Director Mika stated that the City
could process the donations as they have in the past. They would collect the
funds and then issue 1 check to the Fire Department. She stated that a press
release could be done indicating that residents could include a donation with their
water bill, but note that it is for the Fire Department. Chairperson Sutcliff stated
that residents could also use the drop box in front of City Hall. Administrator
McLaughlin will contact the Fire Department Chief to determine if they would
like assistance from the City. Chairperson Sutcliff stated that she is concerned
that if enough funds are raised to have the fireworks display and it has to get
canceled that it would probably never come back. Administrator McLaughlin
recalls the Village of Oswego offering to alternate years with the City of
Yorkville on hosting fireworks displays. That way Yorkville would host it every
other year and have a bigger display. Some discussion took place regarding this
matter.
ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 7:32 pm.
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Minutes respectfully submitted by Margaret M. Hartigan.