Administration Minutes 2019 09-18-19
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APPROVED 10/16/19
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, September 18, 2019 6:00pm
City Hall Conference Room
Committee Members In Attendance:
Chairman Chris Funkhouser Alderman Dan Transier
Alderman Jason Peterson Alderman Joe Plocher
Other City Officials In Attendance:
Mayor John Purcell Assistant City Administrator Erin Willrett
City Administrator Bart Olson Finance Director Rob Fredrickson
Others in Attendance: None
The meeting was called to order at 6:02pm by Chairman Chris Funkhouser.
Citizen Comments: None
Minutes for Correction/Approval: August 21, 2019
The minutes were approved as presented.
New Business:
1. ADM 2019-49 Monthly Budget Report for August 2019
Mr. Olson reported on the consumer sales tax for May and June saying the taxes are on
track for the first quarter of the fiscal year. Mayor Purcell asked how this compared to
last year. For the first quarter of 2018 there was $796,000 in sales tax and $829,000 in
2019. The Wayfair decision will affect on-line sales, said Mr. Olson. The supplemental
gasoline tax resulted in an an 85% increase over normal and it is hoped to increase the
funding for Road to Better Roads over the next five years. This matter will be discussed
at the next City Council meeting.
2. ADM 2019-50 Monthly Treasurer's Report for August 2019
Mr. Fredrickson reported the below revenue figures.
August
$13,124,377 Beginning Fund Balance
$11,868,903 YTD Revenues
$ 8,562,475 YTD Expenses
$16,430,805 Projected Ending Fund Balance
This moves forward to City Council.
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3. ADM 2019-51 Cash Statement for July 2019
Mr. Fredrickson said this contains the usual cash balance and CD summaries.
4. ADM 2019-52 Monthly Website Report for August 2019
The site received the highest number of visits for August and Hometown Days Festival
received more visits than the home page. Ms. Willrett said it was thought the Make-A-
Wish foundation had the highest number ever of visits, however, the February Aurora
shootings were a higher number. The Mill Road post had the most views in the city's
social media history with more than 20,000 on the Facebook page.
5. ADM 2019-53 Quarterly Vehicle Replacement Chart
Mr. Olson said this is the internal document used for vehicle replacements. This tracks
the entire fleet and will be reviewed again next quarter.
Old Business:
1. ADM 2019-32 Nepotism Policy
The policy was revised following a request from Council members to allow city
employees' relatives to annually work 200 hours or less. This moves to City Council.
2. ADM 2019-35 Facilities Master Plan RFQ
Mr. Olson recapped the progress so far and said there will be a future meeting with the
Mayor and a couple proposers. The meeting will determine if it is Council's intention to
move forward with staff recommendation of the full project or an abbreviated version.
The RFQ was discussed at the last Administration meeting and it was the committee's
will to move it forward.
Mayor Purcell indicated he would be willing to meet with consultants, however, he
would not support spending $150,000 on the study, especially since a study was done in
2005 or 2006 and none of the original plan was done. The Mayor said department heads
can give opinions on building needs and they would be consulted by study professionals
anyway. He said the feedback indicates a Public Works building is priority #1 and city
hall is #2. Mayor Purcell said the city does not have the funds to build whatever
recommendations would be made and new buildings would not be built for several years.
By then, a new Mayor and Council members would be in place. He said the planning
should be done through budgeting.
Chairman Funkhouser said the intent of the study is to determine needs and that he did
not want the department heads to occupy their time with that task. He noted that it would
be a waste of money to allow buildings to fall apart and cited the HVAC system in the
Beecher Center.
Mr. Olson noted that one of the proposers has a cost feasibility analysis built into the
study and it looks at revenue to determine ways to decrease cost of the project. Chairman
Funkhouser said perhaps the cost could be negotiated downwards.
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Alderman Peterson asked if the city could revisit any of the old plans, which were
comprised of half space needs and half downtown needs. Mr. Olson added that the new
plan would be much more comprehensive as compared to the narrow scope of space
needs.
In conclusion, mid to late October is the target date to hold the proposed meeting and the
committee decided to keep this item on the agenda for next month.
3. ADM 2019-45 Website Redesign Update
Ms. Willrett said December 17th is the rollout date. A design review will be put into the
packet for discussion at the next Administration meeting. A staff committee has been
overseeing the process with a focus on ease of use and layout and she welcomed
feedback. Ms. Willrett noted the photos have a purple hue for accessibility requirements.
Chairman Funkhouser said he would like the color red to be used for the website and
keep the downtown color scheme separate. This will be brought back to to the next
meeting.
Additional Business:
Chairman Funkhouser asked that the subject of recreational marijuana be placed on the
Council agenda for expedited discussion. He also requested a map of restricted zones,
some case studies for municipalities who have already approved, and a list of cities who
have opted in/out. The tax ordinance for marijuana will be on the agenda at the next
Council meeting, said Mr. Olson, and it must be implemented by October 1st whether the
city opts in or out. Zoning requirements will be discussed and Ms. Noble will bring
surveys and maps for dispensaries and cultivation centers for the October 8th meeting.
There was no further business and the meeting adjourned at 6:52pm.
Respectfully transcribed by
Marlys Young, Minute Taker