HomeMy WebLinkAboutAdministration Committee Minutes 2021 06-16-21
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APPROVED 9/22/21
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, June 16, 2021 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 Jackie Milschewski/in-person Alderman Seaver Tarulis/in-person
Alderman Chris Funkhouser/in-person Alderman Dan Transier/in-person
Other City Officials In Attendance:
City Administrator Bart Olson/in-person
Assistant City Administrator Erin Willrett/remote
Finance Director Rob Fredrickson/in-person
Others in Attendance:
Mr. Chris Childress-Progressive Business Solutions/in-person
Ms. Victoria Crawford-Kylyn's Crossing/in-person
The meeting was called to order at 6:00pm by Chairman Jackie Milschewski.
Citizen Comments: None
Minutes for Correction/Approval: March 17, 2021
The minutes were approved as presented.
New Business:
1. ADM 2021-23 Budget Report for March, April and May 2021
Mr. Olson noted that March was one of the highest consumer sales months. State-wide
sales tax were 40% higher than usual and use tax was up. There was record income tax
performance and the city will also benefit from the census results. On the expense side,
the city was very frugal and covid costs were offset by state funds. He predicts the sales
tax will eventually decrease slightly and there will be a shift to on-line sales.
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2. ADM 2021-24 Treasurer's Report for March, April and May 2021
Finance Director Fredrickson reported the following:
March April May
Beg. Fund Balance: $12,703,923 $12,703,923
YTD Revenues: $31,252,912 $34,225,542 $11,113,773
YTD Expenses $29,102,429 $31,278,863 $ 1,561,653
Proj. Ending Fund Balance: $14,854,405 $15,650,602
The audit is underway and some of the information will come back to the August
Administration meeting. These reports move to the City Council consent agenda.
3. ADM 2021-25 Cash Statement for August, September, and October 2020
Mr. Fredrickson said these are for information and the reports will be up-to-date for the
fiscal year by the July meeting. Alderman Funkhouser inquired if any changes are
predicted with the shifts in the economy and Mr. Fredrickson said he does not see any
major changes in interest rates.
4. ADM 2021-26 Website Report for March, April and May 2021
Ms. Willrett said the reports are back on track now and she said Parks & Rec are holding
many events which increase the website numbers. For information.
5. ADM 2021-27 Selection of Committee Liaisons
The following selections were made for Liaisons: Alderman Jackie Milschewski--
Library Board and Alderman Dan Transier--School Board.
6. ADM 2021-28 Meeting Dates
The committee approved the proposed meeting schedule.
7. ADM 2021-29 Solar Site RFP Discussion
Mr. Chris Childress was present to provide information on a proposed solar field. He
said the state is going to replenish the solar field funding. He recently worked on local
solar field projects and no capital funds were used by utilizing a PPA (Power Purchase
Agreement). There are 2 types of solar fields: “behind the meter” facility (power is
consumed by the business), community solar field (located in remote areas and must have
power lines to receive the power). He used Kendall County as an example of an entity
that opted for the PPA. He explained who is responsible for the equipment and upfront
costs and he said the goal is to lower power costs by 10-20%. He also discussed the
possible locations for solar fields.
Mr. Olson said Mr. Childress would be responsible for the analysis, legwork, RFP and
administration and it would be brought to the Council for consideration. He said the city
is looking for acknowledgment of the RFP and there is no charge for the upfront work.
He said the Kendall County solar field is very successful and this project would save
money for the city with little risk. All data and questions will go to Mr. Childress to
handle and then be shared with the city. He also discussed credits for surplus power
generated. This topic will move to the City Council agenda for RFP authorization.
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8. ADM 2021-30 Intergovernmental Agreement for Purchasing Manager
Mr. Olson said the IGA for the Purchasing Manager will expire at the end of the
calendar-year. He said the city would prefer a 5-year term with Oswego. In the past,
the position offered savings and time management savings. Alderman Funkhouser asked
for data to support the value which Mr. Olson will gather and present it at City Council.
9. ADM 2021-31 Procurement Code Update
A memo was received from the former Purchasing Manager which specified exactly what
was accomplished. Alderman Funkhouser questioned the language regarding re-bids for
a 50% more increase. He felt this is a high threshhold, however, Mr. Olson said it is state
law. This moves to the City Council.
Old Business:
1. ADM 2021-11 City Meetings Streaming Policy
Mr. Olson said this item will coincide with the new city building to insure the Council
Chambers are up to date with technology. He said equipment will be built in and proper
furniture placement will be considered. Alderman Transier asked if this is the end of the
consortium. Mr. Olson replied that Comcast has made inquiries and a meeting will be
held.
Alderman Funkhouser asked about the status of Zoom meetings/videos archives. The
past meetings are currently being stored, but not linked to the website due to data issues.
He said it is his priority for the public to be able to have access to these meetings.
Chairman Milschewski urged the city to not spare expense on these technology needs.
Additional Business:
Ms. Milschewski asked if all city staff was back to work since the decrease of covid
cases. Mr. Olson said staff has been offered flexibility if there are family issues related to
covid and most are back full time. He said the Mayor has issued a directive stating that
as many employees as possible should be back to the office.
There was no further business and the meeting adjourned at 6:46pm.
Respectfully transcribed by Marlys Young, Minute Taker/in-person