Administration Minutes 2017 03-15-17Page 1 of 3
APPROVED W/ CORRECTIONS
4/19/17
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, March 15, 2017 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski Alderman Seaver Tarulis
Alderman Diane Teeling
Absent: Alderman Joel Frieders
Other City Officials In Attendance:
Interim Assistant City Administrator Erin Willrett
Finance Director Rob Fredrickson
Guests:
Nina Stanley, Alliant/Mesirow Insurance Services
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: February 15, 2017
The minutes were approved as presented.
New Business:
1. ADM 2017-23 Monthly Budget Report for February 2017
Mr. Fredrickson reported the sales tax and home rule sales tax increased 6% year over
year exceeding the combined budget amounts by $250,000. Income tax declined slightly.
Water sales is about $160,000 over budget and a general fund surplus of $200,000 is
predicted.
2. ADM 2017-24 Monthly Treasurer's Report for February 2017
Mr. Fredrickson reported the following:
$17,243,885 Beginning Fund Balance
$30,635,067 YTD Revenues
$34,265,260 YTD Expenses
$13,613,692 Projected Ending Fund Balance
No further discussion.
3. ADM 2017-25 Cash Statement for January 2017
Informational.
Page 2 of 3
4. ADM 2017-26 Bills for Payment
No discussion or comments.
5. ADM 2017-27 Monthly Website Report for February 2017
No discussion.
6. ADM 2017-28 EEI Hourly Rates for FY 18
There is a new contract and increase. No further discussion and this moves to the consent
agenda.
7. ADM 2017-29 Refuse Rates
Mr. Fredrickson said this will codify the rates approved with the Advanced Disposal
contract approved at City Council on January 24. The rates decrease by 14% in 2018 and
from 2019-2022 will increase 2.5% yearly. This moves to the consent agenda.
8. ADM 2017-30 Reciprocal Agreement on Exchange of Information between the City
and the Illinois Department of Revenue
This is the third amendment to this agreement, said Mr. Fredrickson. It requires that sales
tax information reported for each business be kept confidential by staff members and
requires them to acknowledge the confidentiality. This moves to the consent agenda.
9. ADM 2017-31 FY 18 Insurance Renewals
Nina Stanley of Alliant/Mesirow Insurance Services was present to explain the insurance
rates for the next FY. Ms. Willrett said the City had budgeted an 8% increase for health
insurance while Blue Cross Blue Shield increased by 13%. Alliant was able to negotiate
down to a 4.6% increase.
The City budgeted 8% for dental. A new dental provider, Sunlife, asked for a 4.4%
increase less than the current City rates for a better plan and was recommended.
The vision plan and life insurance will be provided by Dearborn National.
Ms. Willrett said staff recommends the above-mentioned companies as the providers for
the next FY. Alderman Teeling asked how the companies are rated. Ms. Stanley
explained the underwriting may be different or rates might be according to industry
standards/location/current rates. This moves to the consent agenda.
10. ADM 2017-32 Building Conditions Survey – RFQ Results
Ms. Willrett said the RFQ results are included in the packet. Originally, the City went
out for proposals, however, most responses were from engineering or architectural firms
and State statute then requires qualifications. The proposals were returned without being
opened. With a qualifications process, the costs are not submitted at that time and it's
negotiated with the chosen company. There were 18 qualifications received and staff
reviewed and ranked them. EMG ranked the highest and the City began talks for the cost
of services. The firm will do an analysis of City buildings and make various
recommendations for improvements, but will not do the repairs. The information will be
input in a program available to the City to help determine the status of the buildings.
Page 3 of 3
City staff recommends EMG for scope of services at $102,890. Alderman Tarulis
recommended a presentation by EMG to the City Council. He received results from
Joliet Junior College from a similar project and is meeting with company officials next
week. This will move to the regular agenda for a presentation and questions/answers.
11. ADM 2017-33 Information Technology Services – RFP Results
Assistant Administrator Willrett said the City is seeking approval of the following
contracts:
1. Contract with IT vendor Interdev
2. IGA with Oswego for shared IT services
3. IGA with other northern suburbs for membership in the IT consortium
The City looked at joining the consortium in 2016 and it has now approved membership
for both Yorkville and Oswego. Interdev is also in the consortium. With the shared IT
services, the City will get 8 hours per week at $32,000 annually and the rates are lower
due to the joint agreement. Oswego will have their services for 32 hours per week. Ms.
Willrett recommended approval of all three agreements. The committee concurred and
this moves to the consent agenda.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:19pm.
Respectfully transcribed by
Marlys Young, Minute Taker