Administration Minutes 2014 10-16-14Page 1 of 3
APPROVED 12/18/14
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Thursday, October 16, 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:
Bryan Hahlbeck, Civic Plus
The meeting was called to order at 6:30pm by Vice-Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: September 25, 2014
Alderman Frieders asked for one correction on pdf page 8 to change wording to
read...”has wi-fi been expanded to the basement?...”. Alderman Funkhouser asked about
the overweight truck he questioned at the previous meeting.
New Business:
1. ADM 2014-65 Monthly Budget Report for September 2014
Alderman Frieders asked the following questions:
1. Pdf page 15, page 4 on budget: $30,000 for audit services is an annual cost
2. Same page: Regarding budget audit, it actually takes about 4 months and audit
process is much easier/shorter than previously.
3. Pdf page 16, page 5 budget: Adjudication is billed based on time, attorney based
on hourly rate and court reporter is paid per page. Mr. Olson will look at timing
of the invoices. Police officers are sometimes present and paid overtime if not on
duty. A deputy chief is also present.
4. Pdf page 17, page 6 on budget: Ammunition is purchased once annually to wait
for best price
5. Community Development staff will attend training.
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6. Pdf page 22, page 11 report: asked for history for the ITEP
7. Pdf page 24, page 13 report: What is police chargeback? Capital outlay for
police vehicles funded by building permit fees--- the difference between them.
8. Pdf page 31, page 20 report: Rt. 47 costs up substantially in September due to
sanitary sewer lining—Mr. Olson will check further on this.
(Ms. Milschewski asked to move agenda item #7 forward. Approved by committee.)
7. ADM 2014-71 Website RFP Results
Mr. Olson gave an overview of the decision-making process and said 17 responses had
been received with 7 of those being very strong. A quantitative analysis was done and
candidates were scored. He said Civic Plus had good references from City Managers.
Civic Plus also had many beneficial features not requested and quoted a cost of $25,000-
$27,000.
Mr. Bryan Hahlbeck of Civic Plus gave a Powerpoint presentation of the website building
process. Following are some of the highlights about his company and/or website update:
1. Local suburbs have done business with his company with total of 2,000 clients
nationwide
2. Free re-design each 4 years
3. On-line forms available and can make payments on customer service portal
4. Certain City staff will be able to edit content
5. Custom design, all current content will be migrated to new site
6. 24/7 in-house support with automatic receipt of updates
7. ADA compliance
8. Residents can receive alerts, updates, automated email responses
9. Discussed storage on city server or YouTube server
10. Can create agendas, tabbed-type, can pull down
11. User can sign in to dashboard and access all modules
12. All images, etc., transfer to mobile application
13. Site is web-based, employees can log in from home, tablets, mobile devices
14. 3 days on-site training, in-house content consultant
15. Comp Plan will eventually be integrated into website.
During questions/answers, additional storage space was discussed and Mr. Hahlbeck
agreed to increase the storage to 40GB to accommodate GIS and agendas. LaserFische
can be incorporated into the new website. The bill pay portal will be linked to the new
website.
Mr. Olson said the money is budgeted and he would like to pay in one year, rather than
spreading it out over 3 years. Alderman Frieders asked if the 2.5% yearly increase
would be avoided if the City pre-pays for 4 years. Mr. Hahlbeck said this proposal could
be entertained with possible additional discounting with a 4-year agreement. Mr.
Funkhouser asked to see a 4-year plan vs. a totally pre-paid plan and also to receive a
revised contract for City Council. He said he is OK with the Civic Plus proposal due to
the extensive work done by staff.
This proposal will be moved forward to the October 28th regular agenda. Mr. Hahlbeck
was requested to give a 5-minute presentation at that meeting.
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2. ADM 2014-21 Monthly Treasurer's Report for September 2014
Mr. Fredrickson presented the Treasurer's report as follows:
Beginning Fund Balance : $10,894,313
YTD Revenue: $20,925,159
YTD Expenses: $12,012,719
Projected Ending Fund Balance: $19,806,753
3. ADM 2014-67 Cash Statements for August 2014
For information only. No comments.
4. ADM 2014-68 Bills for Payment
The committee approved this list.
5. ADM 2014-69 Annual Treasurer's Report
This will come before the Council and was published in the Kendall County Record on
this date. It will move forward to the Council consent agenda for approval.
6. ADM2014-70 Tax Levy Estimate
Mr. Olson said the City is maximizing the uncapped taxes and continuing to roll back the
non-abated property taxes. The non-abated taxes do not have to be set until January, but
the process will be done in November. The City will ask for more than the tax cap to
insure the maximim amount is received. Alderman Funkhouser noted that this is the first
year that the EAV is rising.
Mr. Olson further stated that the library taxes are calculated along with the City, unlike
most other towns. The library has the ability to set their own tax levy and in some years
the library received one-third of the property taxes.
There was also a brief discussion on the concept of abating taxes which is an issue of
collection vs. paying from other funds. Every year an abatement ordinance is filed with
the County which tells them to not collect taxes for a specific purpose.
Mr. Olson said the first step is to certify the tax levy estimate which has to be approved
by Council. The recommended levy amount is $2,014. The City will ask for
approximately $3,833,677, but expects to get about $3.65 million. This item will move
to the regular agenda.
Old Business: None
Additional Business:
There was no further business an the meeting was adjourned at 7:51pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker