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Administration Minutes 2011 09-15-11 APPROVED 10/20/11 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, September 15, 2011 6:00pm City Hall Conference Room COMMITTEE MEMBERS IN ATTENDANCE: Chairman Rose Spears Alderman Carlo Colosimo Alderman George Gilson Absent: Alderman Marty Munns OTHER CITY OFFICIALS IN ATTENDANCE: Finance Director Rob Fredrickson Treasurer Bill Powell GUESTS: Tony Scott, Kendall County Record The meeting was called to order at 6:12pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval - August 18, 2011 Alderman Gilson said he would like to see names associated with ideas or questions in the minutes. The other committee members agreed they would also like to see key points identified with names. In addition, the committee agreed they would like absent Aldermen listed as such in the minutes and if arriving late, then the time should be indicated. The minutes were then approved as submitted. New Business: 1. ADM 2011-45 Monthly Budget Report for August 2011 Mr. Fredrickson said this budget represents 33% of the fiscal year. He pointed out that on page 24, it shows the general fund is tracking well and is up 41% due to property tax receipt. The expenditures are down slightly at 31%. Currently, there is a positive variance of $1.3 million of revenues over expenditures. Alderman Gilson and others had several questions/comments regarding the budget. 1.Page 3: Administration expenditures—YTD for rental and lease purchases, budgeted zero, but $572 was spent. This is copier expense that is allocated across all departments. Previously, copier expense was put under Finance and was split equally for all departments. To move to a different fund or line item would require a budget amendment according to Mr. Frederickson. 2.Page 3: Community relation announcement was advertisement expense. 1 3.Page 3: Engineering expenses: $546 was spent, but zero was budgeted. This was a pro-rate for copier expenses. 4.Economic Development has a YTD budget of zero, however, $45,000 was for a contractual agreement. 5.Public Works showed $734 spent, but zero budgeted. Was for in-town road project. 6.Page 7: Community relations spent $440 for door to door distribution of parks & rec program guides, should be coded to Parks 7.The low impound fees were questioned and Alderman Colosimo said there have been several impounds. It was determined that the fees might have gone into the general fund, but should be in the police capital funds. 8.Page 9: Mr. Colosimo questioned where the funds are for the weather sirens just approved. $194,000 is in the police capital funds and will cover the sirens. 9.Page 11: State grant is for the Safe Route to School program 10.$17,600 for building permits helps cover Community Development personnel costs. 11.Engineering capital fees: $1,100 received to date and is on track to the $3,000 budgeted 12.Development fees are budgeted at $20,000 with only $785 received. This could increase greatly with just one project according to Fredrickson. 13.Page 12: Rental income for water tower only at 15.77%--Mr. Fredrickson thinks there is a large one-time payment anticipated, he will research. 14.Page 15: Chairman Spears asked about land cash revenue. She received a call from a resident who asked when a park would be built. A staff member said City is waiting for Verizon to pay for a tower to help pay for this. Finance Director thought Verizon had paid and will verify. 15.Page 15: $312,655 in line item 4702 budgeted at zero. Was for OSLAD grant tied to last year’s revenue. 16.Page 16: Park & Rec revenue estimated at $180,000—Mr. Gilson said this is far below the predicted program fees. Mr. Fredrickson will talk with Laura Schraw. 17.George Gilson asked if Hometown Days was a loss. It was thought money was made. Mr. Colosimo asked if the sponsorship money would be coming in September. $11,200 anticipated in sponsorship revenues and $1,494 received. The numbers should catch up as they are received. Rob Fredrickson will determine if concession revenues go to concessions or Hometown Days. 18.$11,200 anticipated in sponsorship revenues and $1,494 received. The numbers should catch up as they are received. Rob Fredrickson will determine if concession revenues go to concessions or Hometown Days. 19.Page 16: Part time salaries at 82.2% -- it is believed to be seasonal workers—will be researched. 20.Page 17: Concession wages underperforming? Could be seasonal, will be checked. Ms. Spears also compared expenditures to revenues. 21.“Professional services” was determined to be referees and minute-taker salaries. This is at 69% and Gilson asked if this would be over budget. Will be researched. 22.Program refunds are at 61.7% already, are programs down and focus on membership? Rob Fredrickson will check with Tim Evans. 23.Page 18: Supplies noted at 63% of budget 2 24.Rental income noted at only 10% of budget and personal training fees at only 16% 25.Comment that City is at 70% of gas budget for Park and Rec 26.Mr. Fredrickson will speak with Administrator Olson & Parks Department regarding the many questions on the budget 27.Some general concerns noted about Library budget 2. ADM 2011-46 Monthly Treasurer’s Report for August 2011 Treasurer Powell reported the following: Beginning balance August 1: $6,172,614 August revenues: $2,908,720 August expenses: $2,018,718 Ending balance: $9,721.527 This info moves forward to the Council consent agenda. 3. ADM 2011-47 Cash Statement for July 2011 Mr. Fredrickson said this is an informational item showing July cash balance. The committee thanked him for this type of report. 4. ADM 2011-48 Fiscal Year 2011 Budget Report These are the final audited numbers and the Finance Director formatted the report with Revenues, Expenditures, Changes in Fund Balance and Budgeted Actuals. Mr. Fredrickson noted the General Fund had a surplus in 2011 of $221,000 that increases the Fund Balance even though the General Fund is still at a negative $271,900. This report will move forward to the Council consent agenda. 5. ADM 2011-49 Residential Electric Consolidation Finance Director Fredrickson commented that if the City moves forward with this consolidation, the new company would only supply the power and Com Ed would still perform service. Such a program would require a one-year contract according to Bill Powell and the rates can vary. Overall, the program appears to save money and could be put on a ballot for referendum. Citizens can opt out if they choose and remain with ComEd. Alderman Gilson asked for preliminary information. This item will come back to committee for further discussion. 6. ADM 211-50 Downtown TIF Budget Amendment The Finance Director wishes to include a line item for “costs for project development” and Alderman Gilson asked to keep attorney fees in a separate line for TIF. According to Fredrickson, the attorney fee item must be approved by the Council. This will be discussed again at the October Administration meeting. Old Business: 1. ADM 2011-43 City Services Survey Mr. Gilson said he did not like “don’t know” as an answer option and it should be removed. Alderman Colosimo said it depends on the computer and how the survey is set up, but he is OK with someone not answering a certain question. 3 Mr. Gilson said he would like to add 2 other choices to question #4 regarding assets of Yorkville. Those choices would be: j.) City services (and list them) and k.) public safety. The consensus of the group was to provide for ranking the services. It was also suggested to keep the survey relatively short to maintain responder attention. The committee members liked the idea of asking respondents to list specific stores they would like and it was noted this could stir interest for potential businesses. It was suggested to include some potential business names on the survey. Gilson also suggested being more specific about answers for the weed enforcement question. Alderman Spears discussed snow removal and said she had received calls from Grande Reserve residents. She said the streets were not City streets according to Eric Dhuse. She cited this example as to how a department may be unfairly rated on a survey. Mr. Colosimo suggested including a question about how long a resident has lived in Yorkville. It was decided that question #15 and #16 will be removed. Question #17 should have ethnicity removed. It was decided to reduce and revise the age categories to 18-25, 25-35, 35-55 and over. This survey will be brought back to the October meeting to review the final draft. 2. ADM 2011-24 Procedural Ordinance Chairman Spears suggested tabling this item since meetings seem to be running smoothly. Mr. Colosimo added that he liked basic rules and would like to be proactive with a basic procedure. Discussion and suggestions included the following. Prior to votes, 3 Public Hearings were requested for #1, under “c” by Alderman Gilson. However, it was noted that a court reporter is needed each time, therefore adding to the expense. It was suggested that a vote should not be taken the same day as the Public Hearing or first reading. Alderman Spears said that when she proposed the adoption of a first reading, that it first be publicized, then public comment could be obtained after a second reading. Alderman Colosimo said the committee should decide if a vote is to be taken or if a first and/or second reading is needed. Another suggestion was from Mr. Powell who said a vote could be taken the same night as the second reading, unless public comment caused any Alderman to table it. There was also a discussion of committee structures and how committees are chosen. A suggestion was made that perhaps the City Council should have final approval of the makeup of each committee. This ordinance will come back to this committee for consideration of the final draft. Additional Business: Alderman Colosimo asked that the redistricting map be brought back under Old Business and the committee agreed. This will allow for review and comment by citizens. 4 There was no further business and the meeting was adjourned at 7:48pm. Minutes transcribed by Marlys Young, Minute Taker 5