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Administration Minutes 2011 01-20-11 APPROVED 2/17/11 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE Thursday, January 20, 2011 City Hall Conference Room COMMITTEE MEMBERS PRESENT: Alderman Robyn Sutcliff Alderman Diane Teeling Alderman Gary Golinski OTHER CITY OFFICIALS PRESENT: Mayor Valorie Burd City Finance Director Rob Frederickson Treasurer Bill Powell Chair Sutcliff called the meeting to order at 6:06pm Minutes for Correction/Approval: April 15, 2010 and November 18, 2010 There were two corrections to the minutes, one on page 4 and the other on page 1. The minutes were approved as corrected. New Business: 1. ADM 2011 - 01 Treasurer’s Report for November & December 2010 Treasurer Powell noted the reports have been updated to reflect ending fund balances at the end of fiscal year 2010. The ending fund balance for the General Fund is negative $492,939, which is a decrease of $1,711,196 from the previous fiscal year. Additionally, the Auditors are now requiring that the City record sales and business tax rebates on the accrual, rather than cash basis, in order to be in compliance with Generally Accepted Accounting Principals (GAAP). Mayor Burd took the opportunity to inform the Committee that resulting from a conversation with the Auditors, she wanted to remind all Aldermen that any information regarding the audit, prior to the release of the official report, is strictly prohibited by state statute and the Illinois Municipal Handbook. The report is not released to the Council until after it has been received and reviewed by Staff and the Mayor. Finance Director Frederickson stated they would be receiving the report next week and plans to hold an audit discussion to review the Management Letter and the auditors report. The Treasurer’s Report was recommended for the Consent Agenda. 1 2. ADM 2011 - 02 Budget Report for November and December 2010 The Committee briefly reviewed the report. Finance Director Frederickson noted that all the recommendations for clarifying funds have been accomplished. It his plan to meet the requirements for the CAFR (Comprehensive Annual Financial Report) in next years financial reporting. Alderman Golinski requested additional information regarding the additional revenue under Grants of $17,442.31. Director Frederickson stated he believed that was the Full Circle Grant for Community Development. Alderman Golinski also questioned the increase in Administrative Salaries. Director Frederickson stated he would confirm, but he believed that was due to severance payouts. The Committee approved the report. 3. ADM 2011 – 03 Budget Cutting Ideas Chair Sutcliff had requested this memo and felt there were some interesting ideas. She suggested that the Committee read it, as Administrator Olson was not here to discuss. Mayor Burd reiterated that the misconception that cutting the General Fund would aid in paying for the sewer fund still exists. That action would require eliminating most City services. Another issue regarding the debt of the City has to due with litigation expenses regarding de-annexation, the landfill, tickets appealed, as well as other issues. Although the attorneys are winning, the defendants are appealing and this creates additional costs. Chair Sutcliff requested that a breakdown of litigation costs be provided to the Council. Chair Sutcliff also encouraged the Alderman to think creatively for ideas to create revenue. The Committee agreed to move the item for discussion at the budget meeting. Old Business: 1. CC 2010-108 Ordinance Amending City Code Regarding Citizen Comments Effective January 1, 2011, the Open Meetings Act requires that public comments at all public meetings be allowed. This will be accomplished at the Committee level by adding “Citizen Comments” to the agenda. It appears that public comment will be limited but extended with a 2/3 vote of the committee. The Committee recommended this item for the Consent Agenda. Additional Business: Chair Sutcliff first, made the recommendation that the RFP for the building at Watershed Park be initiated. Secondly, she also presented at idea to work with other communities along the river to encourage use of the river for kayaking, tubing and ferrying. Finally, she requested confirmation that City Hall is utilized as a warming center. There being no further business, the meeting was adjourned at approximately 7:10pm. Minutes Respectfully Submitted by: Kristia Leyendecker, Minute Taker 2