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Administration Minutes 2008 11-13-08 Pa I of 6 APPROVED 2/12/09 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, November 13, 2008 6:30pm City Hall Conference Room CITY OFFICIALS IN ATTENDANCE: Chairman Marty Munns Brendan McLaughlin, City Administrator Alderman Gary Golinski Bart Olson, Assistant City Administrator Alderwoman Rose Spears Travis Miller, Economic Development Director Alderman Wally Werderich David Mogle, Director Parks & Rec. Mayor Valerie Burd Susan Mika, Finance Director Harold Martin, Chief of Police Eric Dhuse, Director of Public Works Glory Spies, Community Relations Officer Bill Powell, Treasurer Robyn Sutcliff, Alderwoman (arr. 6:55pm) GUESTS: Bonnie & John Olsen The meeting was called to order at 6:30pm by Chairman Marty Munns. Presentation: None Minutes for Correction /Approval: September 11, 2008 and October 9, 2008 Alderwoman Spears presented changes for both sets of minutes. New Business: 1. ADM 2008 -92 Monthly Budget Report for September 2008 The following items were explained: Administration dues: Annual dues are for IPMA and ILCNA Tuition Reimbursement: Was for a separate agreement by the City Council Finance: City tax rebate — certain residents were annexed into City under agreements that allowed a certain portion of their City tax bill to be reimbursed. Only one resident had applied in the past, but this year there was an additional resident. The length of the agreement is thought to be 20 years. Page 2 of 6 Streets: Property Maintenance and it includes City buildings In -Town Road Program: Showed an amount of $25,000 with a zero dollar budget. It was questioned why residents were being reimbursed for driveway paving. They were reimbursed rather than having the City contract to have them re- paved. Mr. McLaughlin suggested downtown TIF money could be used, while Ms. Spears said she was not comfortable using that money in view of the Countryside Center TIF. Census Support: $1320 was spent on software, even though it was not budgeted. It is for radio reading of the water meters. Rec Centers Salaries: Salaries were shown at 180% when they should be 41 % -- possibly due to incorrect coding. David Mogle will work with Susan Mika and report back in December. It was suggested that Council members not on this committee should also receive this budget report. 2. ADM 2008-93 Monthly Treasurer's Reportfor September 2008 Treasurer Bill Powell reported the following: Balance: $9,968,319 Revenues: $4,053,984 Expense: $1,199,072 Ending Balance: $12,771,231 Reserves for the General Fund increased due to the tax levy of 25.08 %. 3. ADM2008- 93Annual Treasurer's Report Treasurer Powell stated this is a summary that is done each year and shows the billings of various funds, the capitals, payroll information, etc. Some of the individual employee salaries were reviewed and it was questioned if other types of payments (expenses etc.) might be included in those salaries. Ms. Mika thought it was strictly payroll. Other points discussed were as follows: 1. $7,746 for relocation expense for Administrator McLaughlin 2. Landfill attorney fees which were determined to have been paid by landfill petitioner 3. Amount of $7,355 taken from Motor Fuel Tax — possible reimbursement for lighting expense that was later transferred to General Fund - -will be verified 4. A check written to the City of Yorkville in the amount of $17,378.38 was questioned. Ms. Mika will research this question. Item #2 & #3 Treasurer's report will move forward on the consent agenda. I Page 3 of 6 4. ADM 2008 -95 Resolution of Authorization to Close Money Market Account and Transfer Funds Ms. Mika stated that this account had been dormant for some time. The City has been unable to determine how this account originated and no Resolution was found. It shows a current balance of approximately $4,000 and will be placed in the Parks and Rec money market account since it came from that department originally. Committee members agreed to this action. 5. ADM 2008 -96 Municipal Code Chapter 11— Signs —Text Amendment Recommendation Regarding Wind Feathers Travis was requested to modify the language in the sign ordinance to make wind feathers exempt. A suggested maximum height is 16 feet. Placement of wind feathers, ads on feathers and type and color of material was also discussed. Revisions to the ordinance will be made and this will move to the consent agenda. 6. ADM 2008-97 General Fund Six Month Budget Revision Administrator McLaughlin and the Mayor have reviewed the budget to determine what could be done to reduce the projected shortfalls. He said the original budget was $12.7 million and he gave an overview of the expenditure reductions and revenue losses. Two added expenses not in the budget are the special census and the legal services. He said all departments have already made cuts in their budgets. An employee furlough option was also discussed. Mr. McLaughlin stated he had met with each department head, however, they felt other items could be cut to avoid layoffs. Mr. Golinski pointed out that there are many complications with furloughs such as Department of Labor regulations etc. He said that operating cost cuts should match revenue losses especially in view of the fact that a 61 % increase will be added to the deficit. Mr. McLaughlin said after closely looking at the budget, in his professional opinion, the City cannot continue to have the present staffing levels. Mayor Burd said that Congressman Foster has a proposal to assist municipalities so that layoffs can be avoided. On a positive note, Mr. McLaughlin said he expected that the sales tax revenue would be greater than last year, however, Alderwoman Spears cautioned that the City should not count on that revenue in view of the current economic condition. They will be reviewed after the holidays. Alderman Golinski questioned the 19% decrease in sales tax rebates while there was an increase of 5% in sales tax. He thought the rebates would be up as well. Mr. Golinski also mentioned a decline in taxes from F. E. Wheaton (home office moved out of state) and Menards. Regarding real estate taxes, Alderwoman Spears asked if the foreclosures were being considered also. Mr. McLaughlin said they are being considered and the City actually received 1 % more in real estate taxes than anticipated. I I Page 4 of 6 Other factors noted: 1. Beecher Center rentals were down from the previous year. 2. 46% in expenses removed from police training due to no one in training this year. 3. Ms. Spears noted the police officers' vest grant being removed, however, it will be restored due to reimbursement in November. Mr. Golinski questioned the Community Relations Officer's salary. He said all budgets had been cut except Community Relations and that salaries for that department were up 9 %. He questioned the message this would send. Glory Spies said that $10,000 had been cut in publishing and advertising and that an error occurred in the budget. She added that $4,000 had been cut from the "Holiday Under the Stars" program. However, Mayor Burd said such programs are beneficial for community spirit. Other factors or suggestions to help the budget were: I . Discontinue the newsletters and the new resident packets. 2. The Library has a surplus of $809,000. 3. Mr. Hamann owes the City $150,000 for the landfill hearing. 4. Another possible source of revenue is a judgment from Ocean Atlantic. 5. Public Works Director salary will be split between the water and sewer fund. 6. Two park position salaries will also be split between Land Cash and Parks 7._ Mayor Burd said revenue will be received from the Hoover property sale, some Aldermen wish to see agreement before money is accepted. 8. Increased traffic fines and municipal /utility taxes. 9. New traffic signals near Rob Roy Falls and Jewel will be reimbursed 10. Grant reimbursements are expected for 2 recently completed parks 11. Mayor Burd suggested removing the building permits from operating expense equation since permits are low 12. Munns questioned need for the current five Planners— independent contractors suggested by Powell as an alternative 13. Chairman Munns suggested increase in health insurance co -pays should be explored — possible savings of $100,000 14. Chief Martin said he will realize savings on gasoline due to price increase Alderwoman Spears said Public Safety and Public Works are essential and cuts should be made in non - essential departments. It was agreed that the budget would be sent back to department heads for more cuts and it will be brought back to the City Council on November 25 If difficulties continue to occur, furloughs may be considered in the next fiscal year according to Administrator McLaughlin. 7. ADM 2008 -98 Establishing Proposed Tax Levy for Public Hearing This item had already been agreed upon. Page 5 of 6 OLD BUSINESS: 1. ADM 2008 -92 Employees Taking Home City Vehicles — Police Department Update A memo from Chief Martin said Director of Support Services Diederich does take a vehicle home, but he lives very close. In addition, a 3 -month report would show how many times Parks employee Scott Sleezer was called out and had to take his City vehicle from home. This would also apply to a Public Works employee. It was noted that Mr. Sleezer had approval from former Parks Director Laura Brown to take his car home. The policy of taking City vehicles home may be addressed after reviewing future 3 -month reports. 2. ADM 2008 -95 Reverse Employee Evaluation Policy An evaluation of supervisors by employees was discussed. Some suggestions and revisions were made to the sample evaluation. Mayor Burd asked that the Council have input also, so this item will be sent to City Council meeting on the consent agenda. f 3. ADM 2008 -90 Resolution Approving A Special Events Liquor Consumption Policy There was no discussion and this item moves to the consent agenda. 4. ADM 2008 -87 Review of Nextel Bills Mayor Burd asked why her personal City phone bills were being requested. Alderwoman Spears said it was requested because it involves taxpayer money. Mayor Burd replied that she is paid a $45 stipend each month and that the City is not paying for the phone or the entire bill. She added that she does make personal phone calls on this phone though. j Alderman Golinski asked if the $45 stipend should be paid if only one city call is made. He felt the taxpayers had a right to know what calls are being made since they are paying the bill. He suggested a separate phone for City business. i Administrator McLaughlin said he found that the City had a Resolution rather than City j policy, concerning cell phone bills. He said there is a monthly limit of minutes for each employee and the Finance Director monitors this usage. He said the Resolution says the employee will reimburse the City if their allotment of minutes is exceeded. It was suggested that the Resolution should be reviewed and revised after looking at other plans in terms of the amount of minutes allowed. I Chairman Munns said the City has approximately 80 cell phones for 100 employees. He questioned the need for this number. Alderwoman Spears also suggested that the Mayor should have a City phone strictly for business calls. She asked that this matter be placed on a future City Council or committee agenda. 5. ADM 2008 -73 Resolution to Create the Municipal Green Building Initiative Mayor Burd said she met with Lynn Dubajic and a rep from GE. The rep stated the houses selling right now are "green houses ". This resolution will move forward to the City Council consent agenda. Page 6 of 6 6. ADM 2008 -78 Solid Waste Facility Siting Ordinance Bart Olson said he had reviewed the City and County Ordinances. Changes that have been made include: appeal costs are included, much more technical data to be required, includes language addressing withdrawn applications, clarification of employee costs, applicant has to pay court costs and the application fee was raised to $750,000. Alderman Werderich asked if language could be added that would prohibit someone applying who already owes the City money. That was further clarified to anyone who owes money on a landfill- related issue. The attorney will be asked to review. Mr. Werderich also expressed his opposition to the fact that an attorney is presently needed by an individual, to ask questions at a hearing process. He said it places an unfair burden on that individual. Kendall County does not require an attorney, according to Bart Olson. There was also discussion that elected officials should receive an hourly rate for attending hearings. The attorney will be asked to review this. This matter will move forward to the City Council regular agenda on November 25 ADDITIONAL BUSINESS At a previous meeting, a very bleak picture of the City financial condition was presented according to Alderman Werderich. He said the City needs to formulate a plan to present to constituents. This will be considered at a future meeting.. There was no further business and the meeting adjourned at 9:37pm. Minutes respectfully submitted by Marlys Young, Minute Taker i I I i I United City of Yorkville 800 Game Farm Road IT. 1836 Yorkville, Illinois 60560 d Telephone: 630 -553 -4350 ®, �� ®� Fax: 630 -553 -7575 K . NY v� IPPLEASE SIGN IN MIETING: �' h-, „-� ` y-►TG t� D -ATE: NAME COMPANY PHONE NUMBER V(/i � w -� «f tI. I PG -7 Lj co i I I i i