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Administration Minutes 2010 06-17-10 APPROVED 8/19/10 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, June 17, 2010 6:00pm City Hall Conference Room CITY OFFICIALS IN ATTENDANCE: Alderman Robyn Sutcliff City Administrator Bart Olson Alderman George Gilson Chief of Police Rich Hart Alderman Diane Teeling Finance Director Susan Mika Treasurer Bill Powell GUESTS: Stephenie Todd, Kendall County Historic Preservation The meeting was called to order at 6:01pm by Chairman Robyn Sutcliff and she welcomed all those in attendance. New Business 1. ADM 2010-38 Cash Report Bart Olson said this report is similar to the Treasurer’s report, but without assets. He said that budgetary funds and day-to-day revenues are keeping the General Fund afloat. State funds are not being distributed on a timely basis and water revenues are delayed. Water st bills will go out July 1 and late payments are still expected. Alderman Gilson asked about the number of late payments. There are approximately 200-300 late payments and 125 to 500 other customers on agreements. Chairman Sutcliff asked when the late State payments would begin to affect the City and Bart replied that they are affecting the City now. She asked if the State had been contacted. Portions of the payment are due automatically according to Statute. Of the $200,000 garbage surcharge, most has been received, however, not all is recorded yet and won’t be until the audit is finished. Alderman Gilson questioned the “cushion for cash-flow purposes” in the Cash Report memo and asked if this was considered acceptable practice and if it could be fixed. Mr. Olson said it is acceptable since payments are being made. If the situation deteriorates, short-term loans will be secured. Staff cuts, supply cuts, etc. would be long-term solutions. Currently, a budgetary surplus of $16,000 is being used and that amount is not acceptable according to Mr. Olson. If this money is depleted and the City is not meeting its day- to -day cash flow purposes, then long-term solutions will be put into effect. The budget is also being monitored every week. Sales tax money is being received, but not income and utility taxes. Also questioned, were the unreconciled bank statements since September. Ms. Mika said this was due to being short-staffed by 4.5 persons. 1 MINUTES FOR CORRECTION/APPROVAL May 20, 2010 (out of sequence) The minutes were approved as read. 2. ADM 2010-39 Bad Debt Report The report was not complete and this item will be brought back next month. 3. ADM 2010-40 Ordinance Providing for Deputy Police Chiefs Chief Hart conducted research on the possibility of having Deputy Police Chiefs. This is a 2-fold issue and 2 Deputy Chiefs are allowed by Statute. These positions would be appointed by the Mayor. At the present time, there are 2 Lieutenants and this would be an easy transition with no additional cost. An important benefit is that the positions are appointed, rather than commissioned. Commissioned ranks are currently allowed to unionize. Lieutenants are now selected based on a test. Chief Hart said the time is right to take this action. The current ordinance dates back to the 1950-1960’s and City Attorney Orr has revised the ordinance. Chief Hart recommended approval and it will move forward to the Council consent agenda on July 13. 4. ADM 2010-41 Resolution Establishing a Policy for Taking Home City Owned Vehicles This item was discussed 2 years ago due to lack of parking at the Public Works building. Bart Olson said some department heads have allowed the practice of taking home city vehicles and the Police Department has allowed it under certain circumstances. At the present time, no Parks or Public Works employees take vehicles home. It was noted that in the event of a disaster or severe weather, it would be allowed. This item will move forward to the Council consent agenda. 5. ADM 2010-42 Prevailing Wage Ordinance This is mandated each year and must be publicized. No further discussion. OLD BUSINESS 2. ADM 2010-33 Historic Preservation Ordinance (out of sequence) Attorney Orr is revising the ordinance so Chairman Sutcliff said the item would be tabled. Stephenie Todd from Kendall County Historic Preservation was in attendance and presented a Landmark Study that will be shared with all committee members. Ms. Todd said she had met with the head of the Masons who want to restore an old building and have it placed on the National Register. Ms. Todd will write a nomination for this. 1. ADM 2010-08 Amusement Taxes (out of sequence) Bart said he had met with some of the local businesses regarding this tax. The implementation date can be the day after this is passed and 3% is the figure suggested. Ms. Sutcliff asked how this tax would be applied. It would include kayak rentals, canoe business etc. Bart recommended waiting until the end of the season/September to make a decision with Raging Waves. If their budget is met, the City could enter into an 2 amendment with their Annexation Agreement. He provided further details of the structure of the ordinance. Alderman Gilson said he would like this to proceed to City Council for more discussion. Chairman Sutcliff agreed and said that past items have been discussed at this committee level, then move on to Council and then return to this committee. This will move forward to City Council meeting on June 22 for discussion of the percentage and date. 3. ADM 2010-37 Governing Ordinance Amendment Chairman Sutcliff said a vote should not be taken the same night as the Public Hearing. It was noted that a change had been made on page 5 for meeting standards. There was no further business and the meeting adjourned at 6:45pm. Minutes respectfully submitted by Marlys Young 3