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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 1 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. i 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 i i • 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. I Minutes respectfully submitted by Margaret M. Hartigan.