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Administration Minutes 2010 09-16-10 APPROVED W/ CORRECTIONS 11/18/10 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE Thursday, September 16, 2010 City Hall Conference Room COMMITTEE MEMBERS PRESENT: Alderman Robyn Sutcliff Alderman Diane Teeling Alderman George Gilson Alderman Gary Golinski OTHER CITY OFFICIALS PRESENT: City Administrator Bart Olson City Attorney Kathleen Field Orrs Alderman Rose Spears The meeting was called to order at 6:01pm by Chair Sutcliff Minutes for Correction/Approval: August 19, 2010 A clarification was made at the request of Alderman Gilson. The minutes were then unanimously approved. New Business: 1. ADM 2010-46 Monthly Budget Reports for August 2010 The meeting started with discussion regarding the newly appointed Finance Director and potential changes the Committee could be seeing in future reports. Administrator Olson highlighted the positive performance of retail sales tax, having beat or met expectations. Chairperson Sutcliff requested clarification regarding the sales tax receipts of $56,000. Administrator Olson noted the amount represented receipts for June, July and August. There is a three-month delay from time of purchase to when the City receives the income. Alderman Gilson requested a report reflecting cash on hand. Administrator Olson stated it would be provided with the installation of the new Finance Director. Alderman Gilson then referred to page 1, item #3 and the notation of continuing research. Administrator Olson clarified that the money was budgeted, however, it is undetermined as to which account the monies should have been paid. Once the 1 new Finance Director is installed research regarding appropriate account can be completed and the Committee provided with the results. Administrator Olson assured the Committee that there definitely is a revenue stream for this item, however, it appears there was a coding error that the new Finance Director would be able to identify. 2. ADM 2010-47 Monthly Treasurer’s Reports for August 2010 Alderman Gilson noted that the trends in the General Fund are still showing positive to negative, relating directly to spending. Alderman Golinski recommended that the notation stating “revenue deficit to be offset with fund balance” be deleted. 3. ADM 2010-48 Cultural Commission Attorney Orr explained that at the Mayors request, the Committee review the creation of a Cultural Commission, responsible for the consideration of existing as well as potential cultural opportunities. The Commission would be advisory with the ability to make recommendations but have no binding authority. Members would be appointed to three-year terms by the Mayor and approved by the Council. The focus would be on intellectual recreation, performing arts, etc. versus physical recreation. Administrator Olson noted that the proposed Commission was the result of discussion regarding uses for the old jail and the ability of the community to use that historic building for entertainment purposes, for example, as a haunted house. Alderman Gilson questioned why a Cultural Commission versus a Historic Preservation Commission. Attorney Orr noted that at previous meetings there had been discussion regarding the use of the old jail, and upon review of state statutes, a Cultural Commission seemed to most accurately fit the expressed needs. In addition, members of the community have expressed interest in supporting the arts. Alderman Gilson expressed concern regarding existing budget conditions and wording within the proposed ordinance that implies a potential future cost to the City. Attorney Orr responded that this Ordinance does not create an obligation or require a budget and reminded the Committee that nothing can be done without the approval of the City Council. Alderman Gilson reiterated that there is no extra money for a Commission like this and he is concerned about future expectation of funding creating disagreement among the City Council. Alderman Golinski requested a residency requirement for appointed members. He also stated that he would like the Commission to be able to appoint their own Chair. Attorney Orr noted these items would be changed before the Ordinance is presented to the Council. It was noted that it maybe difficult to appoint seven members. 2 4. ADM 2010-49 Historical Street Naming Policy Administrator Olson stated this item was being presented to the Committee at the request of the HRC. The Commission would prefer street name recommendations be handled by a staff committee appointed by the City Administrator. The Resolution before the Committee reflects this proposed change. Alderman Gilson requested clarification on the number of staff members that would be appointed. Administrator Olson stated he did not have a definite number in mind, as it would depend on who was available and how often they would be needed. Alderman Golinski asked if the attached Resolution was the entire policy that was passed in 2002. Administrator Olson stated the Committee was given all that was attached to the 2002 Resolution. Alderman Spears stated that there were amendments that are not included in this Resolution. Administrator Olson stated that there are no other official city documents or records. Alderman Spears expressed concern that staff does not have time or the ownership; however, residents of Yorkville, serving on a committee, have more ownership. In addition, staff reports directly to the Mayor and that may prove to be controversial. Alderman Golinski noted that the resolution does not include previous included guidelines. Administrator Olson stated he had seen an open letter from the HRC as well as an official brochure that has items that are in addition to the approved resolution. Concern was expressed that street names have recently been approved in accordance with the approved Resolution but not in accordance with the official brochure. Administrator Olson noted that changes cannot be made to an ordinance or resolution without Council action. Administrator Olson noted that the Staff Liaison to the HRC expressed the HRC’s desire to have the responsibility for research and recommendations given to staff. Several Alderman expressed their concern that the HRC was trying to pass on their responsibility. Alderman Golinski requested clarification as to what the Admin Committee is supposed to be doing with the proposed resolution. Administrator Olson stated that the only change being presented would be to require staff to review and recommend versus the HRC. Alderman Golinski stated that there are other changes he would like to see made to this Resolution. Alderman Gilson agreed with the need for additional review of the resolution and the inclusion of the guidelines noted in the brochure. Alderman Spears noted that the original committee had done a lot of work to create the policy. Alderman Teeling agreed that clarification needed to be provided and available for why certain people were being recommended. 3 Alderman Golinski noted that the Park Board had just completed a Park Naming policy that could provide a good base for the Street Naming policy. Chair Sutcliff recommended that the Admin Committee review that policy and bring this item back with recommendations. Administrator Olson readdressed the concern about staff being the reviewing and recommending committee. Chair Sutcliff noted that most members of the Committee feel that members from the community should be responsible for reviewing and recommending approval by the City Council. Administrator Olson stated he would provide a copy of the Park Districts Park Naming Policy to the Committee. Alderman Spears also requested that the staff review component be removed. Alderman Golinski requested that a committee of citizens be added to the resolution for research, review and recommendation and saw no reason why the HRC could not continue to be responsible. Old Business: 1. ADM 2010-26 Riverfront Park Building Commission Lease RFP Chair Sutcliff requested that this item be added to the agenda because an interest has been expressed in applying for a lease. Administrator Olson noted that the reference to canoe/kayak rental facilities had been removed from the RFP as requested by the Council. Submitted RFP’s will be reviewed by staff and recommendations provided to the Committee before being sent forward to the Council for final approval. The RFP is based on the Solid Waste Collection RFP and it has been modified for this purpose. Chair Sutcliff asked how long it would be open. Administrator Olson noted three to four weeks. The Council will have to approve the RFP before it is released. Alderman Spears requested clarification on page 13 regarding timely basis. Administrator Olson noted that there is additional language that provides clarification and that this phrase just adds additional protection. Chair Sutcliff recommended that this be included on the Consent agenda for the next Council meeting. There being no further business, the meeting was adjourned at approximately 6:46pm. Minutes transcribed Kristia Leyendecker, Minute Taker 4