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Administration Minutes 2014 04-17-14Page 1 of 4 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Thursday, April 17, 2014 6:30pm City Hall Conference Room Committee Members In Attendance: Vice-Chairman Jackie Milschewski Alderman Joel Frieders Alderman Chris Funkhouser Chairman Rose Spears (by phone) Other City Officials In Attendance: Bart Olson, City Administrator Rob Fredrickson, Finance Director Guests: None The meeting was called to order at 6:30pm by Vice-Chairman Jackie Milschewski. Citizen Comments: None Minutes for Correction/Approval: March 20, 2014 The minutes were approved as presented. New Business: 1. ADM 2014-20 Monthly Budget Report for March 2014 Mr. Olson pointed out the sales tax figures were $252,000 for December sales, which was the second highest sales tax on record largely based on consumer spending. The non- home rule sales tax outperformed at the highest level ever. He is predicting yearly amounts to be at $2.55 to $2.6 million for sales tax and about $2 million for non-home rule. He said this is a good sign that things are turning around. Alderman Funkhouser noted that the business district tax had been about $26,000 to $29,000 and was now at $43,000. He asked if that was growing for the same reason as sales tax. Mr. Fredrickson said it is attributable to the holiday season and Kendall Marketplace. The Business District includes all of Kendall Marketplace. Page 2 of 4 2. ADM 2014-21 Monthly Treasurer's Report for March 2014 Mr. Fredrickson presented the Treasurer's report as follows: Beginning Fund Balance : $12,266,413 YTD Revenue: $24,302,151 YTD Expenses: $25,742,437 Projected Ending Fund Balance: $10,826,127 No further action. 3. ADM 2014-22 Cash Statement for February 2014 For information only. No comments. 4. ADM 2014-23 Bills for Payment No comment. 5. ADM 2014-24 Phone System RFP As a reminder, Mr. Olson said all purchases over $20,000 must have City Council approval and he anticipated that all services related to the phone purchase would be over that amount. The proposal was structured as wants and needs and is for a “bare-bones” system. Alderman Frieders said cordless phones are basic for efficiency and should be placed on the needs list. He also cautioned against analog lines, but said a couple should be kept for times when the system malfunctions. It was noted that city phones can be forwarded to the current city cell phones. New phone systems were not requested for pumps and wells, but are requested for all offices and buildings with room to expand. Alderman Milschewski suggested talking with the school district for recommendations on outstanding phone features and types of systems since they recently purchased a new one. Other municipalities had been contacted by Intern Jeff Weckbach and Mr. Olson will contact more to research installation time, phone features and vendor reputation etc. Alderman Funkhouser asked that the old system be recycled and not put in the dumpster. Mr. Olson said city policy will require City Council authorization for trade-in or proper disposal. This moves forward to the consent agenda. 6. ADM2014-25 Video Streaming Meetings RFP Mr. Olson said wants and needs were also part of this RFP and feels that high-definition should be a need. It was noted the current quality is poor on-line and on TV. A camera that zooms in should be a basic feature as well. Mr. Funkhouser said multiple cameras would be a beneficial feature for speakers at the podium and Mr. Olson agreed for zooming in on individual Aldermen. It is also hoped to have a phone system including internet since the cost would be lower in the long term. From a technical aspect, the following points were made. Mr. Frieders said the requirements for video-streaming might interfere with the phone system if the bandwidth is higher than needed. Mr. Olson said there are dedicated T-1 lines for the Library and hopes for a minimal cost increase. Mr. Frieders said sound data files are smaller than the video and they need to be coordinated to synch with each other. Page 3 of 4 Alderman Spears asked if the City is still using Waubonsee College for videotaping. Mr. Olson said if the City gets a double camera system, he would like WCC to continue running the equipment. Ms. Spears said new equipment is very important since residents complain they can't hear the current audio. Mr. Olson thinks a policy is not needed for operation of the equipment. Mr. Funkhouser asked if other meetings, in addition to Council meetings, will be live- streamed. This would be a budget policy decision said Mr. Olson, but Council meetings only, would be streamed for now until the equipment capabilities are understood. This item will go to consent agenda. 7. ADM 2014-26 Website Redesign RFP The website will be redesigned with integration with the current laser fische web portal. This portal is running, but being refined. It has agendas, minutes and is searchable. The live videostreaming will be posted on the website or linked properly for use. If committee meetings are taped, the storage need would be more costly. Alderman Frieders said that YouTube can be used for live-streaming and after a period of time can serve as free archiving and can index. He discussed the process of shrinking data after a period of time to make it a storable size and Mr. Funkhouser said the City will have to consider the cost of storing all the data generated. Mr. Funkhouser questioned the website training for 10 staff members and the 4 training levels. He asked if 10 people would actually work on the website, (agendas, uploading information, etc.). Mr. Olson said 10 would be necessary city-wide and there would be cross-training. There is no policy covering website updates, however, it is a chain of command basis. There will also be future GIS capabilities. The website content will be redone under Mr. Olson's approval and with Council input. June 9th is the start of the contract and Mr. Funkhouser asked for a timetable for the website improvements. There will be personnel available for 90 days to help implement the new system. Mr. Funkhouser asked that the general time frame, build time, implementation, etc. be added to the RFP. 8. ADM 2014-27 Ordinance Codifying the Existing Late Payment and Other Fees for Delinquent Invoices, Bills and Returned Checks Mr. Fredrickson said this proposed ordinance codifys the charges and fees for utility bills and other invoices. It would add a 10% late payment to utility bills, $150 lien fee, 25% collection fee for utility and non-utility invoices and a $35 NSF on returned checks. Attorney Orr stated this ordinance would codify the charges for any future challenges. Page 4 of 4 9. ADM 2014-28 Ordinance Amending the City Code Regarding Massage Establishments Mr. Olson said the massage code was approved in 1999. In 2003-2004 the State implemented different measures and the City has been a bit out of compliance. Some changes were made to not conflict with State law and others were changes for compliance with Building and Zoning and Public Safety. Licensing is done by the City Clerk and fingerprinting is required as for liquor licenses. Mr. Frieders commented that a message therapist could be a license-holder although a business owner could fail the fingerprint testing. Alderman Funkhouser said he wishes to discuss this with the Police Chief prior to approval. Mr. Olson said there is a possible massage business coming in that does not wish to sign a lease until the exact requirements are in place. This item will be placed on the May 13th Council agenda for questions and brought back to the Administration Committee if necessary. Mr. Olson will research the comparability issue of requirements between pawnshops and massage businesses. Old Business: None Additional Business: There was no further business and the meeting was adjourned at 7:19pm. Minutes transcribed by Marlys Young, Minute Taker