Administration Minutes 2010 04-15-10
APPROVED 1/20/11
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, April 15, 2010 6:00pm
City Hall Conference Room
CITY OFFICIALS IN ATTENDANCE:
Chairman Robyn Sutcliff
Alderman Gary Golinski
Alderman George Gilson
Alderman Diane Teeling
Other City Officials
Mayor Valerie Burd
City Administrator Bart Olson
Finance Director Susan Mika
Treasurer Bill Powell
Guests:
Tony Scott, Kendall County Record
Scott / Raging Waves
The meeting was called to order at 6:03pm
Minutes for Correction
None
New Business:
1. ADM 2010-20 Monthly Budget Report for March 2010
Alderman Gilson asked what safeguards are in place to curb spending if a certain
department has exceeded their budget. Ms. Mika replied that the department would need
to underspend on another item. He also asked to see the Community Relations budget.
Gilson asked if any bad debt was written off under policies under the previous and
present administrations. Mika said a previous spreadsheet had broken this down by year
and will be provided to Gilson.
Other queries included:
1. Administration overtime of $862.54 was questioned from page 4--- it was related to
FOIA requests.
1
2. Contractual services were questioned and it was noted these are related to videotaping
Council meetings.
3. New World Live Scan—pertains to fingerprinting/background checks and allows
Yorkville to communicate with the County and surrounding towns. Includes a
maintenance fee also.
4. Water tower painting, $18,000 over budget,
5. General Contractual Services, no money budgeted: money is split between part time
City employees and actual contractors.
Old Business:
(out of sequence)
1. ADM 2010-08 Amusement Taxes
Alderman Golinski asked to move this item forward on the agenda at this time. A
proposed 3-5% recreational tax had been proposed and it was discussed that there was
already a 5% admission tax imposed on Raging Waves. Golinski said there needed to be
a discussion about this additional tax without adding a burden to Raging Waves. Mayor
Burd said the tax could be postponed until after October so the park is not affected this
year. It should re-examined next year after looking at the annexation agreement. No
action was taken at this time.
It was pointed out that a positive vote for the budget including these figures will not
institute any further taxes and that it would also take an ordinance with a separate vote.
A representative (Scott) from Raging Waves expressed concern about the amusement tax
as a whole. He suggested that the proposed amusement tax should not be put into the
budget until potential future businesses are actually established. Alderman Gilson agreed
with excluding this tax from the budget. The Raging Waves also expressed concern for
the impact this tax would have on Yorkville residents. He asked the City to consider the
long- term ramifications.
New Business
2. ADM 2010-21 Monthly Treasurer’s Report for March 2010
Treasurer Powell reported the following:
$23,685,434 beginning balance
$ 974,861 revenues
$ 1,275,742 expenses
$23,384,552 balance
Powell said real estate taxes are expected soon.
Golinski asked if there would be any changes made to the way the City reports the Fund
Balance reserves and the way the water options are calculated. Ms. Mika is currently
working on this.
3. ADM 2010-22 Redistricting - Discussion
Bart Olson reported that the legislative Bill requiring an increase to 10 aldermen due to
population increases, is in the Illinois Senate for a second reading. The City asked for
2
legislative relief and Mr. Olson expects it to be adopted. This would mean that the City
would not have to increase the number of aldermen until after the certification of the
2010 Census. At that time, the City would have the authority to restrict the number of
aldermen if desired.
This matter will be discussed at City Council as well. Mr. Olson asked the City GIS
employee to draw new preliminary wards using natural dividers such as Rt. 34, the river,
etc.
4. ADM 2010-23 YBSD Billing
Alderman Teeling brought this matter forward following public complaints about the
high bills and it was noted that a good share of the bill is not City billing. Staff was
asked to do an analysis as to how much it costs the City and if it was possible to have
separate billing. Billing for YBSD is included on the bills and it was noted that Yorkville
is one of only three towns in Illinois who do the billing for their sanitary districts. There
was also a discussion of using electronic bills. Bart Olson will research this possibility.
5. ADM 2010-24 Resolution of Authorization to Close Checking Account and Transfer
Funds (Youth in Community Police)
The Police Department opened this account many years ago and received the statements.
When the new Chief assumed his duties, he asked Ms. Mika to take over this account that
currently has over $4,000. This item will move to consent agenda.
6. ADM 2010-25 Fourth of July Fundraising
Chairman Sutcliff said Yorkville is one of the few communities that funds Fourth of July
events. She suggested a collection “boot” at City Hall. Many businesses in town also
have collection points. Mayor Burd said the Oswego Mayor approached her last year
about sharing fireworks, however, the Fire Department prefers to keep this activity in the
community. It was noted that a message could be included on the water bills, asking for
donations. An e-mail blast was also suggested.
7. ADM 2010-26 Riverfront Building Concession Lease RFP
Bart Olson said the Park Board has voted on and approved this document. In a memo to
the committee, Mr. Olson stated three vendors have expressed interest in leasing the
building for canoe/kayak rental and instruction business. The Park Board recommended
that the lease for done through a RFP. Freeman’s position on this lease was also
discussed and Alderman Gilson said he wanted additional discussion on Freeman’s
Sports and also if there is another candidate for the lease who could generate more
revenue.
This item will be brought back next month for more consideration.
8. ADM 2010-27 Sick Time Buy Back
Finance Director Mika said employees have been eligible to cash out unused sick time
this fiscal year for 50% of their rate of pay. It is being proposed to abolish this for one
year by amending the employee manual. No further discussion.
3
Additional Business:
It was noted that the meeting videographer ran out of tape at one of the recent meetings.
It will be discussed at the next Consortium meeting.
Meeting adjourned at 7:50pm
Transcription of minutes by
Marlys Young
4