Administration Minutes 2010 01-21-10
APPROVED W/ CORRECTIONS
2/18/10
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
ADMINISTRATION COMMITTEE MEETING
City Hall, Conference Room
Thursday, January 21, 2010 – 6:00 P.M.
PRESENT:
Chairperson Robyn Sutcliff Valerie Burd - Mayor
Diane Teeling – Alderman Bart Olson – City Administrator
George Gilson – Alderman Gary Golinski - Alderman
Susan Mika – Finance Director Wm Powell – Treasurer
Charlie Graff – IT Specialist
PRESENTATIONS: NONE
The meeting was called to order @ 6:00p.m.
MINUTES FOR CORRECTION/APPROVAL:
The minutes for September 28, 2009 were
not part of the handout packets therefore will be pushed to next month for review.
NEW BUSINESS:
1.ADM 2010-01 Monthly Budget Report for November & December 2009
Susan Mika and Bart Olson worked on the budget together and modified the
format. Bart gave a brief explanation of the budget report. He mentioned about an
added benefit was the preview current thoughts on a revised budget. He hopes to
present more next month and if there are policy options that need to be made we
can discuss it then. Bart asked for any comments or questions.
Gary Golinski had a general question. How short are we going to fall on the
budget at the end of the year? Bart replied our moving target number which
fluctuates from day to day is less than $100K. Bart also mentioned they’ve talked
to Dept. Heads about cuts. Mayor Burd stated this includes things that have
already been identified at the beginning of the fiscal year and they were already
addressed from previous cuts.
Alderman Gilson asked about more information on Employee Health Insurance
Contribution. Susan explained about employee contribution by the selection type
of the employee; from single to family coverage. He also asked how many
building permits we anticipate. Bart replied 10 Single Family Permits, a couple of
Commercial Permits. Alderman Gilson doesn’t feel we should be depending on
anticipated building permits to pay our bills. He would like a list of building
permits that we base the $200K number off of. Alderman Gilson also asked about
several more line items; Legal Services, Dues for IML, Car Allowance, Bad Debt,
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Park & Rec Loan, News Letters, Land Cash Budget which were answered by
Susan Mika and Bart Olson. Bart also talked about the increase in membership at
the Rec Center which was more than budgeted.
2.ADM 2010-02 Discussion on Adding Senior Services Donation to Water Bills
Chairperson Sutcliff mentioned that Senior Services is really hurting right now
and wanted to add a line to the bottom of the water bill asking the residents for a
donation.
Alderman Golinski said this is something we talked about before. He said where
do we draw the line. There a lot of good causes out there; United Way, Boy
Scouts, Girl Scouts, Donations for Haiti. He’s against using staff resources at
collecting donations. He also mentioned later that he is not dead set against it.
Mayor Burd said the City use to give money to these organizations. One Criteria
would be by serving only the Yorkville population. All of these other
organizations, even though they are worthy, they are not providing a life service
to someone that is in dire need of food or clothing. We did it last year when we
asked for donations to the food pantry.
Chairperson Sutcliff asked Susan Mika what kind of strain does that put on admin
to collect and track the money. Susan said it is minimal. She just adds a line item
to the water billing account. Once we are done collecting the funds, we simply
issue a check request and submit it.
Alderman Gilson asked do we have any idea for administrative costs. He said if
it’s not a high costs, why not. Susan Mika estimated approximately an hour of the
employee’s time.
Alderman Teeling doesn’t have a problem with it. This item will go to council for
discussion.
3.ADM 2010-03 Phone Service Recommendation
Susan Mika mentioned we can save money by switching our phone service. It will
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still be AT&T, but bought through a 3 party; Call One. She said AT&T gave an
offer but it is not as significant as Call One. In order to make the change we need
approval from the committee so we can take on to City Council for further
approval.
Charlie Graff gave a detailed description. It will still be AT&T phone lines and
service, but Call One will be the major liaison between the City and AT&T. Call
One has agreements with AT&T to negotiate better rates. The total savings per
month from Call One’s analysis is approximately $1,400 a month. Charlie said
could fluctuate from month to month because it is based on usage and estimates
savings could be $1,200 - $1,400 a month. It doesn’t cost the City anything to
make the switch, but we would have to sign a 3 year contract where we wouldn’t
change the level of service.
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Alderman Gilson has a few questions. Is the service we have now based on a flat
rate? Charlie said the rates are contracted. Charlie also mentioned the large
portion of our savings is actually line charges and not per minute charges.
Alderman Gilson asked if they offer a plan based on a set of minutes. Susan Mika
said they don’t offer plans to government. Alderman Gilson also inquired about
why we would be exempt from taxes to Call One and not AT&T. Charlie said he
doesn’t know if it’s just because or if it’s in the contract. He also said it was kind
of difficult to understand the way the Call One Rep explained it.
Alderman Gilson asked if we were locked into the current rates now. Susan &
Charlie said we are not, but if we wanted to sign a new contract with AT&T we
would be. Charlie did re-tract; he said we are under contract for the long distance
service with AT&T. We would have to cancel that service, but we would recoup
the cost of cancellation after one month of service with Call One.
Alderman Gilson is against to locking in to a 3 year contract. Alderman Golinski
asked if there’s an out clause. Charlie said he doesn’t know exactly. He would
have to look at the contract. Alderman Gilson would like to see the proposed
contract. Susan Mika asked if you want to take it a step further, she can have the
rep from Call One come in to the City Council meeting. Alderman Gilson asked
how soon do we want to make a decision on this. Charlie said sooner rather than
later because of the savings we can incur. Alderman Gilson would also like to see
the offer from AT&T. He also said that rates are going down. For us to lock into a
3 year, you have to look 3 year. Rates are going down, but he doesn’t know if that
will all work out in the end. Charlie agrees that the rates are going down, but are
they going to go down 30%. We are offered a significant saving for now and the
future. This item will move forward to consent.
4.ADM 2010-04 Review of Committee Liaisons
All OK.
OLD BUSINESS:
1.ADM 2009-59 FY 09/10 Budget Update
Bart Olson said we kind of touched on some of the line items in the budget. This
gave us a chance to talk about where we are with the budget and the fact that this
will come back next month. Our preference is that there are no policy decisions to
be made. Alderman Golinski had a comment on budget revisions. The auditor
mentioned it is not common practice to do budget revision. Bart Olson said he is
of the opinion that it is common practice, but the auditor may have more
knowledge on the subject. Wm Powell’s personal opinion is that we don’t revise
the budget, but the constant review is a good thing.
2.ADM 2009-43 Discussion on Amending City’s Ethics Ordinance
Bart Olson said there is nothing more to report on this. He talked to Eric Weis on
this after the packet went out and Eric said he didn’t expect to hear from the
Attorney General for another month.
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ADDITIONAL BUSINESS:
1.Alderman Golinski asked for the discussion at the next Admin Committee
Meeting on choice of auditors. Susan Mika said we currently in the middle of
a 4 or 5 year contract. Alderman Golinski then said then we don’t need to
have a discussion.
2.Chairperson Sutcliff brought up the meeting schedule. We are going to keep
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the schedule the way it is. The 3 Thursday of the month.
3.Chairperson Sutcliff also brought up the idea for a discussion on an
amusement tax. She would like to take a look at it. Mayor Burd says we don’t
have an amusement tax.
ADJOURNMENT OF THE ADMINISTRATION COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 7:37 p.m.
Minutes respectfully submitted by Tim Dlugopolski
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