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Administration Minutes 2011 12-15-11 APPROVED W/ CORRECTIONS 1/19/12 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, December 15, 2011 6:00pm City Hall Conference Room COMMITTEE MEMBERS IN ATTENDANCE: Chairman Rose Spears Alderman Marty Munns Alderman George Gilson (arr. 6:16pm) OTHER CITY OFFICIALS IN ATTENDANCE: Mayor Gary Golinski City Administrator Bart Olson Human Resources Manager Meghan Ostreko GUESTS: Matt Seng, Fox Highlands The meeting was called to order at 6:08pm by Chairman Rose Spears. Citizen Comments: None Minutes for Correction/Approval- November 17, 2011 Requested corrections are in bold: should not be 1. Page 4, paragraph 6 should read…”papers limited”…instead of could be limited All ash trees are currently being removed.” 2. Page 5, paragraph 10, delete “ The minutes were then approved as amended. New Business: 1. ADM 2011-69 Monthly Budget Report for November 2011 The budget is now at 58%. Mr. Olson noted that in November there was $226,000 revenue in sales tax, which is slightly better than 2010. August, September, October and November are typically slower. He added that tax dollars will be lost when F.E. Wheaton closes and the budget was adjusted due to this closing. Alderman Spears asked why the property taxes were only at 96% and if the City underestimated. Mr. Olson will research this. Mayor Golinski added that the City had budgeted $375,000. It was also noted that admission taxes from Raging Waves were to be reduced mid-year, however, due to accounting and other reasons, Raging Waves asked to delay that until next year. That resulted in an additional $18,000-$20,000. 1 Alderman Munns noted that the hotel taxes had increased as well as auto rental. The budgeted yearly amount has almost been met. Mayor Golinski asked about the percentage the City receives from the hotel taxes. Yorkville receives about 10% while the Convention/Visitors Bureau receives 90%. Yorkville is one of only 4-5 area towns that has hotel taxes. Mr. Munns also noted an increase in the racetrack taxes. Adjudication is only at 46% due to non-payment of fines, fewer tickets or fewer officers. Alderman Gilson asked about the huge overage in reimbursement. Mr. Olson believed it was from the Kendall Marketplace bond fund reimbursement. It was placed in the miscellaneous category, however, Mr. Gilson asked that a separate line item be created for such reimbursements. Page 2: Overtime was questioned as it is doubled. It was due to litigation for Ocean Atlantic, but the overtime is being billed to the contractors and will be coded back to reimbursements. Page 3: Police part time salaries will be reduced after a full-time officer is hired. Page 4: $2,690 over budget on City inspections. There will also be more supplemental inspections, but they should be offset with the loss of salary for the previous Code Officer. Bart estimated an increase of $5,000 to $10,000 over the budget. Page 5: Mr. Gilson noted professional services were over budget. Bart said it should be cancelled out with improved money movement to contingency funds, but it is not reflected in this budget report. The $1,532 was for annexation agreements—as part of their agreements, property owners have their taxes paid for them until their property is sold to the City. Mr. Gilson asked for those agreements to be forwarded to him. Page 6: Sunflower expenditures are budgeted deficit--money is collected this year for work done last year. Page 6/7: MFT-- No expenses have been incurred yet so the $220,000 in the budget can be used for patching or salt for next year. Page 8: Professional services--118% to budget. This is for lien expenses and when the liens are paid, the revenue is received. Rental and lease purchase is for skidsteer or bobcat, a one-time purchase. Page 9: Water fund revenues, property tax bond: was for bond not abated last year, but is on the agenda for discussion. Page 10: Publishing & advertising for water op expenses: The city is required to post a water quality report each year per Bart Olson. These expenses are also for posting a water foreman position. The City has already spent $10,959 in Professional Services per Alderman Gilson. These are lien-related and the City will recover the revenue. 2 Page 10: Repair & Maintenance: This fund is for any repair and maintenance. It is thought no more lift station maintenance will be needed and some regulators have been purchased to protect lift stations. Mr. Gilson said the City should pursue the possible recovery of money from Com Ed for power surge. Alderman Spears asked about miscellaneous income for Parks and Recreation--it is likely for event sales. The part time salaries are seasonal employees. Page 13: Ms. Spears noted operating supplies were high throughout, however, Bart said they are on track. Mr. Olson will research through the Parks Department. Expense in the Computer equipment and software category is for a rec center server replacement. Ms. Spears asked about the Countryside TIF. 99.7% of total fund expenditure is for bond payments. 2. ADM 2011-70 MonthlyTreasurer’s Report for November 2011 No comment. Item moves to City Council consent agenda. 3. ADM 2011-71 Cash Statement for October 2011 Information only. 4. ADM 2011-72 Bond Abatement Ordinances a. Ordinance to Abate $3,525,000 General Obligation Bonds (Alternate Revenue Source), Series 2005 (Countryside TIF) b. Ordinance to Abate $2,000,000 General Obligation Bonds (Alternate Revenue Source), Series 2005C (Waterworks and Sewer) c. Ordinance to Abate $625,000 General Obligation Bonds (Alternate Revenue Source), Series 2002 (Fox Industrial) Mr. Olson said this is the second half of the tax levy discussion with the levy ordinance already being approved. A decision is not needed until February and it will determine what action is needed for certain bonds and abatements. There is a chart showing projections for the next 5 years, while keeping the budget afloat. Surpluses will be shown for 2 years followed by 3 years of costs resulting from road building. Looking at the 2013 budget, it is proposed that $730,000 in bonds will be placed on the property tax rolls, a decrease of $1.5 million from last year. There is a proposal to reduce taxes each year thereafter to remove the burden on property owners. The 3 specific bond abatement ordinances are listed above and together they total $730,000. Mr. Olson said a budget will be rolled out by the end of January and the surplus can be seen in the budget. Alderman Gilson recommended against abating these 3 ordinances in order to pay them now. He said this would result in little impact on the residents and would actually reduce their taxes. All the committee members concurred with this recommendation. 3 Old Business 1. ADM-2011-41 Redistricting – Ward Maps Bart Olson said the 3 maps included in the packets are: 1) the existing boundaries, 2) based on geographical features and 3) based on population. He said the fastest growing populations are within Ward 4, so he recommended temporarily moving Bristol Bay and Caledonia to Ward 3. Alderman Gilson said he favored the population-based map, while the other 2 Aldermen preferred the geographical map. Ward 2 will receive the St. Patrick area. In further discussion, Mayor Golinski suggested Rt. 47 being the dividing line. Mr. Olson will review this and it was noted that the committee has until June to vote on the maps. This matter will be brought back again next month. 2. ADM 2011-40 Employee Manual Revision – Sections 1 & 2 SECTION I: Ms. Spears noted a correction on page 3. She also said she was not comfortable with the vision statement that had been approved by Council in 2007. Page 9 now clarifies that department heads must prepare budgets and conduct performance evaluations. A definition was also created for “volunteers”. SECTION 2 Alderman Munns said Section 2.2.1, item #5 should be moved from minor infractions to being a major infraction. Section 2.2.2, item #15, “Gambling on Municipal Property” was also discussed and it was recommended that gambling of any type should not be allowed. Section 2.10.5.2 Restricted Materials was discussed and the definition of “vulgar” was discussed. Page 21: Drug Policy--Ms. Ostreko said the drug policy has been expanded and now also includes a DOT and non-DOT policy. There are separate drug policies in the police and Public Works contracts that override City policy. Currently the City conducts the following drug testing: 1) pre-employment screens and 2) reasonable suspicion. Random testing will be added. DOT employees who hold a CDL license are randomly tested, while police officers and Sergeants are not randomly tested due to their contract. It was questioned why this group would be exempt. The Labor Attorney will be contacted regarding random testing. The drug test costs $25 resulting in a total of $600-$800 per year. Ms. Ostreko also noted that new hires take a drug test and she asked for input on doing these drug tests on part-time and seasonal employees who have a high turnover rate. Alderman Munns noted that there are rapid tests available for $3.00. The committee 4 decided to include part-time and seasonal employees on pre-hiring screening, but not random testing. Mr. Munns noted that when this policy is implemented, a notification letter must be given. A threshold for liquor is also needed according to Ms. Ostreko. It was recommended by Administrator Olson that DOT levels be used in the policy. These sections will be revised. Section 3 & 4 will be discussed next month. Mayor Golinksi asked how Yorkville’s drug policy compared to other cities. While that is not known, it was noted that this policy was obtained from Rush Copley. Additional Business: There was no further business and the meeting was adjourned at 7:32pm. Minutes transcribed by Marlys Young, Minute Taker 5