Administration Minutes 2020 10-21-20
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APPROVED 11/18/20
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, October 21, 2020 6:00pm
City Hall Council Chambers
800 Game Farm Road, Yorkville, IL
Note: This meeting was held in accordance with Public Act 101-0640 and Gubernatorial
Disaster Proclamation issued by Governor Pritzker pursuant to the powers vested in the
Governor under the Illinois Emergency Management Agency Act. This allows remote
attendance for this meeting to encourage social distancing due to the current Covid-19
pandemic.
Committee Members In Attendance:
Chairman Chris Funkhouser/in-person Alderman Jason Peterson/in-person
Alderman Joe Plocher/in-person Alderman Dan Transier/in-person
Other City Officials In Attendance:
City Administrator Bart Olson/in-person Finance Director Rob Fredrickson/in-person
Assistant City Administrator Erin Willrett/remote
Others in Attendance:
Mike Alesia, Alliant Insurance Services/remote
The meeting was called to order at 6:00pm by Chairman Chris Funkhouser and he
announced those who were present for this meeting.
Citizen Comments: None
Minutes for Correction/Approval: September 16, 2020
The minutes were approved as presented.
New Business:
1. ADM 2020-58 Budget Report for September 2020
Mr. Olson reported $315,000 in municipal sales tax from robust sales in June and he said
the October numbers were up 5% year over year. More in-depth reporting will be done at
the upcoming Council meeting.
2. ADM 2020-59 Treasurer's Report for September 2020
Finance Director Fredrickson reported the following unaudited September figures:
Beginning Fund Balance: $12,704,300
YTD Revenues: $15,806,795
YTD Expenses $10,443,527
Projected Ending Fund Balance: $18,067,568
This report moves to the Council consent agenda.
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3. ADM 2020-60 Website Report for September 2020
Ms. Willrett reported visitors trended downward while the police department page has
become very popular. A recent missing child incident resulted in one of the largest
number of hits in the website's history.
4. ADM 2020-61 Annual Treasurer's Report
Mr. Fredrickson referred to the Summary Statement of Operations and said the numbers
will coincide with the CAFR report to be presented to the Council on October 27th. There
is also a link to the web page. The report lists all the receipts and expenses for the city
including payroll. This report will be published in the Kendall County Record pursuant
to the State Statute.
5. ADM 2020-62 City Liability Insurance and Workman's Comp Insurance Renewal
Mr. Olson referred to the memo describing the insurance renewal process with the
insurance broker, Mike Alesia. The city did not go out to bid in order to expedite the
insurance process this year. It was bid to the existing carrier with the expectation of a
10% increase, but only a 2.5% aggregate increase resulted.
The discussion was turned over to Mr. Alesia. He said due to destructive events within
the U.S. this year, insurance costs increased, some companies departed from the
insurance market and some decreased their limits especially to law enforcement entities.
He said the city has some claims and the market was difficult last year. Mr. Alesia said
Glatfelter was the most cost effective and comprehensive insurance and after providing a
quote, they came in under the renewal estimate. He summarized some of the changes and
also items that stayed the same. Overall, the renewal premium is only increasing slightly,
but he noted that if the city had waited 2 more weeks, the premium would have been
much higher. Chairman Funkhouser thanked Mr. Alesia for his efforts. This moves to
the City Council.
6. ADM 2020-63 Closure of the Illinois Funds MFT Account
Mr. Fredrickson said additional bank accounts have been consolidated and co-mingled
with other funds. This move saves staff time, eliminates extra accounts and IDOT has
approved the consolidation. Alderman Peterson asked the reason for the original
separation of accounts. Past practices required some accounts to be kept separate. The
committee approved moving this to the City Council consent agenda.
7. ADM 2020-64 Meeting Schedule for 2021
The committee approved the proposed meeting schedule.
8. ADM 2020-65 Staff Return to Work During COVID Pandemic: Policy,
Procedures, Safety Protocol and Full Return to In-Person Work for Staff
Chairman Funkhouser said this subject was brought forth for discussion of policies, state
regulations, plans, etc. for full-time in-person return to work during the pandemic. Mr.
Olson discussed how symptoms are handled and the procedures to be followed. He also
discussed the physical office changes in order to social distance, employees alternate
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working from home, enhanced cleaning practices and one supervisor is always in the
building. Teleconferencing within departments and working separately were mentioned
as part of the efforts in Public Works.
He said a UV light system will likely be purchased and will exceed $25,000 requiring
City Council approval. Automatic faucets/plumbing and doors were suggested which
Mr. Olson said will likely be implemented. The cost of cleaning supplies and mitigation
efforts was also discussed. Alderman Transier asked how an outbreak would be handled.
He pointed to a recent example where several judges in the county courthouse are in
quarantine due to possible Covid exposure. Mr. Olson said other towns would assist in
dire situations. This topic will be considered again in two months.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:34pm
Respectfully transcribed by
Marlys Young, Minute Taker/in-person