Administration Minutes 2011 11-17-11
APPROVED W/ CORRECTIONS
12/15/11
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, November 17, 2011 7:00pm
City Hall Conference Room
COMMITTEE MEMBERS IN ATTENDANCE:
Chairman Rose Spears
Alderman Carlo Colosimo
Alderman George Gilson
Alderman Marty Munns
OTHER CITY OFFICIALS IN ATTENDANCE:
Mayor Gary Golinski
(arr. 8:09pm)
Treasurer Bill Powell
Human Resources Manager Meghan Ostreko
GUESTS:
Barb Johnson, Library Board of Trustees
Matt Seng, Fox Highlands
The meeting was called to order at 7:00pm by Chairman Rose Spears.
Citizen Comments:
None
Minutes for Correction/Approval
October 20, 2011.
The following corrections were noted (shown in bold):
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meet
Page 2: 4 paragraph, “to city standards”.
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stated it
Page 2: 6 paragraph, should be “Administrator Olson was our own fault”
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$30,000
Page 3: 2 paragraph under item 5, “to buy out the comp time it would be ”
rd
could
Page 4: 3 full paragraph, “Alderman Colosimo stated that we take that”
The minutes were then approved by voice vote subject to verifying the $30,000 amount.
Old Business
(out of sequence)
5. ADM 2011-36 Library Impact Fee Ordinance
Chairman Spears asked for the committee’s approval to move forward Old Business item
# 5, Library Impact Fee Ordinance. Alderman Colosimo reminded the committee of an
August discussion regarding the ordinance for Library impact fees. Two modifications
were proposed:
1.Currently half of the fees the Library receives are restricted. The proposal is to
remove this restriction.
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2.It had been suggested to lower the fees from $500 to $400. The Library Board
said they would like other government bodies to also receive lower fees and the
Library Board members asked for an update.
Mr. Colosimo said there are now 3 options:
1.Take no action with the proposed fee reductions.
2.Move forward with amended ordinance, but lower the fees to $400 with no
restrictions.
3.Move forward with amended ordinance leaving Library impact at $500 pending
action on a greater scale, and removing restrictions.
Alderman Gilson asked Library Trustee Barb Johnson how the money would be spent.
She said it would be used toward much-needed maintenance.
Committee members generally agreed to option 3 pending whatever action EDC takes.
Alderman Colosimo suggested amending item 2011-36 back to $500 with unrestricted
use and move to the next Council consent agenda.
New Business:
1. ADM 2011-62 Monthly Budget Report for October 2011
Mr. Gilson asked about the following categories:
Administrative Service Expenditures
-- contingencies of $120,000. Kendall
Marketplace Acquisitions were coded to this category for property easements according
to Mr. Olson. This amount will be reimbursed from bond proceeds.
Public Works Capital Expenditures
—what are the professional services? Olson said
this would be contracts for anything service-related. Mr. Gilson noted the City is over
budget with a current total of $1,842.
Water Operation Expenses
—Professional Services. This is also over budget and Mr.
Olson will check the specific expenditures.
Park Department Expenditures
—Computer Equipment & Software--questioned
$1,421 not budgeted but spent. It was a Public Works server that crashed and Mr. Olson
said the funds were taken from the Parks since there was money available. He said that
Parks and Public Works share printers and servers. Carlo Colosimo suggested half of the
expense be taken from each of the departments and that more careful budgeting be done
for the future.
Special Needs/Recreation--
Alderman Munns asked about the $1,000 scholarship….it is
for special needs/special recreation for qualified persons who must apply for these
scholarships.
The budget report is for information only.
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Old Business
(out of sequence)
1. ADM 2011-40 Employee Manual Revision
Administrator Olson suggested addressing 1 section of the manual at each meeting over
the next 6 months. In addition, Mr. Colosimo said the sections should broken down prior
to each meeting so that Alderman can review the specific material. It was decided that
Sections 1 and 2 would be discussed at the December meeting.
New Business
2. ADM 2011-63 Monthly Treasurer’s Report for October 2011
Treasurer Powell reported the following:
Beginning Balance: $6,172,614
Revenues: $2,461,728
Expenses: $1,959,167
Ending Balance: $11,943.080 (represents 44% of budget)
This report will move forward to the next Council consent agenda.
3. ADM 2011-64 Cash Statement for September 2011
This is for information only.
4. ADM 2011-65 Resolution Authorizing the Closing of a Flexible Spending Account
with Castle Bank
Administrator Olson said the auditors recommended closing this account and
consolidating into the general bank account. This will move to the consent agenda.
5. ADM 2011-66 Audit RFP
The end of the auditor’s contract is near according to Administrator Olson and it will go
out on RFP with the Council approval. Upon approval, it would be posted in December
and January in the Kendall County Record and on websites. The City has a list of 10
Chicago-area auditors from whom bids will be solicited, stated Mr. Olson. This will
move to the consent agenda.
ADM 2011-67 Levy Year 2011 Special Tax Requirements & Special Tax
6.
Abatements for SSAs
a.Raintree Village SSA 2003-100 Abatement Ordinance
b.Windett Ridge SSA 2003-101 Abatement Ordinance
c.Central Grande Reserve SSA 2004-104 Abatement Ordinance
d.Raintree Village II SSA 2004-107 Abatement Ordinance
e.Bristol Bay SSA 2005-109 Abatement Ordinance
f.Total Grande Reserve SSA 2004-106 Abatement Ordinance
g.Autumn Creek SSA 2005-108 Abatement Ordinance
Bart Olson said the City abates a certain amount of the SSA maximum for each year that
the City does not need more money to pay the bonds. Item “g” might change if the
amended plat is approved at the next Council meeting. This would decrease the number
of units in the entire subdivision. This moves to the Council consent agenda.
7. ADM 2011-68 City IT Equipment – Contingency Authorization
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Administrator Olson asked the committee to code money already spent to the proper line
item. This will allow the City to order police department computer equipment without
authorization for each purchase. Alderman Gilson asked why the City did not budget for
replacement of the police servers. The City was unaware of the dire condition of the
servers at budget time, partly due to lack of an IT person. An additional computer will be
needed to complete the server project at a cost of $400-$500 for a desktop or $600-$1000
for a laptop. This item will move to the consent agenda.
Old Business
2. ADM 2011-43 City Services Survey
Mr. Olson said there are 18 questions on the draft survey. For $300 the City can
subscribe to a premium account from SurveyMonkey, conduct unlimited surveys and
have access to data analysis. The committee must agree on the questions and the pass
codes must be placed on the water bills, all taking about 1 billing cycle to complete. He
said he received some potential survey questions from Chairman Spears.
Committee members did not want any questions on the survey pertaining to raising taxes.
Olson said the proposed question pertained to having to create services and how to fund
them—either by raising taxes or instituting a user fee. Ms. Spears said user fees made
more sense based on constituent responses. After discussion, it was agreed to remove
question 5 regarding taxes.
Alderman Colosimo said the number of clicks to answer a question should be very few
and Olson said this is a small to mid-size survey. He said he used terms that are
nationally used, in phrasing the questions and that 20-30% of respondents will finish the
survey. Treasurer Powell said the survey should be prefaced with “this survey will take
(15) minutes”.
The survey is tabulated through a module provided by SurveyMonkey and provides a
graph and the ability to track opinions over time.
Question #10: Gilson asked if the names of papers should not be limited to
brands/regional designations, however, Olson said by not naming the paper, people have
to interpret which paper.
It was decided to omit the first question numbered as “5”.
Question #12: Alderman Gilson said the answers should read “important” or “not as
important: rather than “satisfied/dissatisfied”. There was further discussion that City
events should be ranked. Treasurer Powell suggested that questions 12 and 13 should be
switched in order.
Alderman Colosimo said there should be no questions concerning the rec center since a
decision will be made in December. All committee members agreed.
It was also suggested that Aldermen be listed in seniority. Age bracket categories were
also questioned. It was recommended one pass code per household be used to eliminate
several responses per household.
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Question 3: Alderman Gilson said the City goals should be ranked. Another suggested
answer was “provide for essential city services such as infrastructure—police and fire”.
Olson will make other suggestions and bring back to this committee.
Mr. Gilson said he receives many calls regarding flooding. He said a question about
stormwater management as it relates to flooding might be useful.
The survey will be structured to be completed in about 20 minutes
This matter will come back to this committee with revisions and Mr. Olson will establish
an account with SurveyMonkey and complete a sample survey.
3. ADM 2011-41 Redistricting – Ward Maps
The Engineering Company is still extracting data from the census blocks to make maps,
so this item will be brought back next month.
4. PW 2011-39 Residential Solid Waste Franchise Agreement
Based on last month’s comments, the RFP was amended by Administrator Olson. The
waste hauler will provide the costs of their service and prices were received for 33, 64
and 96 gallon recyclers.
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The RFP requires Council approval and it will be placed on the December 13 Council
agenda for approval. The City will have a 4-week posting period and solicit bids.
Additional Business:
--Alderman Colosimo said the City should consider 2 leaf pickups. He received many
complaints that the pickup was too early. Olson said it is a considerable expense for the
City and takes a 2-man crew a month to complete. He added that residents can bag their
leaves and pay only for the bags. He further added that this is a possible “user fee
discussion”
--In another matter, Alderman Gilson said he discussed the current ash borer problem
with Public Works Director Eric Dhuse and said homeowners should be notified when
the trees are to be removed. He said some residents do not want the trees cut.
Olson said there are 2 issues:
1.The removal is for the greater good.
2.It would be administratively difficult to contact everyone involved since there are
thousands of trees.
Chairman Spears said notifications could be made through the water bills.
--Treasurer Powell asked Mr. Olson to address the new Attorney General ruling for
emails, specifically that any communication pertaining to public business transmitted on
any public or private device is subject to a FOIA. The Attorney General can demand
compliance or take people to court. In addition, there are penalties for non-compliant
FOIA officers. Mr. Olson recommended that everyone establish a City email account.
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In response to Mayor Golinski regarding the deletion of emails, Mr. Olson said there are
retention schedules for certain types of emails that are also addressed. The City currently
has a retention schedule they follow in the destruction of certain material. The law has
been in place for 6 or 7 years. He said IML or City Managers will compile some
“common sense” rules for administration of the ruling.
There was no further business and the meeting was adjourned at 8:35pm.
Minutes transcribed by
Marlys Young, Minute Taker
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