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Administration Minutes 2010 08-19-10 APPROVED W/ CORRECTIONS 9/16/10 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, August 19, 2010 6:00pm City Hall Conference Room COMMITTEE MEMBERS IN ATTENDANCE: Alderman Robyn Sutcliff Alderman Diane Teeling Alderman George Gilson OTHER CITY OFFICIALS IN ATTENDANCE Mayor Valerie Burd Alderman Rose Spears City Administrator Bart Olson GUESTS: Tony Scott, Kendall County Record Bette Schoenholtz, Senior Services The meeting was called to order at 6:10pm by Chairman Robyn Sutcliff Minutes for Correction/Approval March 22, 2010 & June 17, 2010 Both sets of minutes were approved as read. New Business: 1. ADM Monthly Budget Reports for May, June & July 2010 Mr. Olson said many of the revenues & expenses will be journaled back to the previous fiscal year, due to receipt either late or on time. The State has sent two income tax increments in one month and sales tax has been performing higher than estimated. Ms. Sutcliff asked if there is tax on cell phones and Mr. Olson said there is a different tax than on land lines. Alderman Gilson discussed the building permits and Mr. Olson said they are $1,000 for each permit. Residential is slightly ahead of estimates at this time and Bart said builders have expressed an interest in buying distressed properties. The general fund surplus was clarified to be about $16,000. Alderman Gilson said he thought the overall budget was in a deficit. However, Mr. Olson said it is acceptable to be in a deficit in certain funds for a given year, for example bond proceeds and expenses. Expenses may occur in one year and revenues in another. 1 Mr. Gilson said he had previously requested a “real number” report from then Finance Director Susan Mika. Olson said a report had been done and a Cash Flow Analysis will be reinstated when a new Finance Director is in place. The Aldermen discussed several specific items about the Detailed Revenue and Expense Report. These included: the deficit for the revenues vs. expenses for the Rec Center, Police Pensions being tied to property taxes, deficits vs. expenses/revenues were discussed for many of the categories, large deficit in the sewer department due to bond payments, police adjudication expenses (out of sequence) 3. ADM 2010-43 Senior Services Associates Beecher Center Use Agreement This contract is considered every 5 years. Bart Olson said the preamble clauses will be changed slightly and he detailed the other changes as well. Ms. Schoenholtz suggested charging an extra $20 for events held at the Center on the weekend to help offset costs including cleaning. Attorney Orr suggested including a cancellation clause in the 5-year agreement with a 12-month notice period. The revised agreement will move forward to City Council. (out of sequence) 2.ADM 2010-44 Monthly Treasurer’s Reports for May, June & July 2010 Bart Olson noted the General Fund beginning balance has been negative since December/January. This is expected and shown in the audit. The numbers will improve slightly in the coming months as money is received. The audit is due in October, however, realistically it may not be done until December or January with the departure of the Finance Director. Bank reconciliations are current to August at this time. Alderman Gilson asked about the $16,000 surplus and Mr. Olson said this amount had improved slightly. He said he did not expect a problem with cash flow, however, several bond payments are coming due in November. The staff is monitoring the cash flow each day and if it deteriorates, a short-term loan would be considered. (Note: Approximately the last half hour of this meeting was not taped) The meeting was adjourned at approximately 8:00pm. Minutes transcribed by Marlys Young, Minute Taker 2