Administration Minutes 2018 09-19-18 Page 1 of 2
APPROVED 10/17/18
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, September 19, 2018 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Jackie Milschewski Alderman Chris Funkhouser
Alderman Joe Plocher
Other City Officials In Attendance:
City Administrator Bart Olson Finance Director Rob Fredrickson
Assistant City Administrator Erin Willrett
Others in Attendance: None
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: August 15, 2018
The minutes were approved as presented.
New Business:
1. ADM 2018-73 Monthly Budget Report for August 2018
Mr. Olson summarized the sales tax for June, July and August. He compared year over
year as of July and reported a 0.4% growth making the figures on target for the year. He
also noted a few line items over budget. Police Dues/Subscriptions/Training were up.
Community Development Inspections also increased due to outsourcing. He estimated
$60,000 in outsourcing, which permit revenue has covered in the past 2 years. As a
result, Community Development is exploring hiring in-house next year. Community
Development Dues and Subscriptions are also over budget due to certification for the
Senior Planner and increases for ESRI and GIS certifications. That department also
ordered new 2018 code books. These costs will be considered when doing the budget.
2. ADM 2018-74 Monthly Treasurer's Report for August 2018
Mr. Fredrickson reported the following for the first month of the new fiscal year:
$11,544,955 Projected Beginning Fund Balance
$13,274,386 YTD Revenues
$ 8,889,841 YTD Expenses
$15,929,500 Projected Ending Fund Balance
No comments, moves to consent agenda.
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3. ADM 2018-75 Cash Statement for June and July 2018
No comments or discussion.
4. ADM 2018-76 Bills for Payment
No comments or discussion.
5. ADM 2018-77 Monthly Website Report for August 2018
Ms. Willrett reported the website and social media are heavily followed with visits up
5,000 from August of the previous year. The Hometown Days downloads and posts from
a new park opening had the highest numbers. Alderman Funkhouser said that at the last
CVB Board meeting, it was noted the Yorkville analytics followed the trends of the
website overall.
6. ADM 2018-78 Copier RFP Results and Recommendations
An RFP was issued for six copiers and 11 proposals were received. Mr. Fredrickson said
staff recommended engaging Impact Networking as the provider for 36 months. The
committee approved and this moves to the consent agenda.
7. ADM 2018-79 Offsite Backup Authorization
This relates to the city-wide network software backup system refresh. Following an
analysis for the city and the consortium, it was recommended the city engage the vendor
Element Four, for offsite backup service, on a 36-month contract at a cost of less than
$25,000 per year. Currently, the service Mozy, operates on a 6-month contract, approved
by staff. Alderman Funkhouser asked why a bid proposal was not done. Mr. Olson said
the vendor selected was vetted and is most often recommended based on a good location,
very secure and strong procedures in the event of a national disaster. Alderman Plocher
asked where the data centers are located. They are in U.S. locations as well as overseas.
The committee was OK with this and it moves to the consent agenda.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:16pm
Respectfully transcribed by
Marlys Young, Minute Taker