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City Council Minutes 2021 10-26-21 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE UNITED CITY OF YORKVILLE,KENDALL COUNTY,ILLINOIS, HELD IN THE CITY COUNCIL CHAMBERS, 800 GAME FARM ROAD ON TUESDAY,OCTOBER 26,2021 Mayor Purcell called the meeting to order at 7:05 p.m. and led the Council in the Pledge of Allegiance with the help of Emily Weber, Mayor of the Day. • Mayor Purcell stated that he has determined that under the Governor's orders the meeting can be held with electronic attendance for the safety of the council members and the public and to help prevent the spread of the coronavirus. ROLL CALL City Clerk Behland called the roll. Ward I Koch Present (electronic attendance) Transier Present Ward II Plocher Present Vacant Ward III Funkhouser Present Marek Present (electronic attendance) Ward IV Tarulis Present Peterson Present (electronic attendance) Staff in attendance at city hall: City Clerk Behland,City Administrator Olson,Assistant City Administrator Willrett,Chief of Police Jensen,Public Works Director Dhuse,Finance Director Fredrickson,EEI Engineer Sanderson and Attorney Orr. Staff in attendance electronically: Community Development Director Barksdale-Noble,Parks and Recreation Director Evans,and Purchasing Manager Gayle. Clerk's Note: Due to COVID-19, 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 Act,the United City of Yorkville encouraged social distancing by allowing remote attendance to the City Council meeting. Members of the public were able to attend this meeting in person while practicing social distancing as well as being able to access the meeting remotely via Zoom which allowed for video,audio and telephonic participation. A meeting notice was posted on the city's website on the agenda,minutes and packets webpage with instructions regarding remote meeting access and a link was included for the public to participate in the meeting remotely:https://us02web.zoom.us/j/88932003163?pwd=SDlgWGd6Vms4S2xZdFM5ZS8l enRNdz09. The Zoom meeting ID was 889 3200 3163. QUORUM A quorum was established. AMENDMENTS TO THE AGENDA None. PRESENTATIONS Mayor of the Day—Emily Weber Mayor Purcell Introduced Emily Weber,the Mayor of the Day. Emily Weber thanked the City for providing her the opportunity to be the Mayor of the Day.Emily is the owner/director of the Yorkville Performing Arts Center(YPAC),with three locations here in Yorkville. The newest location is now • called Fox Rivers Edge Theater,where they plan on bringing community events downtown. Some events will be comedy nights, improv nights,family get-togethers,corporate events/meetings,weddings,and more. Emily gave a special thank you to Administrator Olson for planning the day of events. Fiscal Year 2021 Audit Report Jamie Wilkey from Lauterbach&Amen, LLP gave an overview of the city's fiscal year 2021 financial statement audit. She said there were a few items that she wanted to go over. The first item she mentioned was that the City was once again awarded a Certificate of Achievement for Excellence in Financial Reporting, issued by the Government Finance Officers Association. This award represents the highest form of financial reporting excellence. The Minutes of the Regular Meeting of the City Council—October 26,2021—Page 2 of 4 The second item is known as the audit opinion. When conduction an audit,there are two primary goals. The first goal is to ensure the City's financial statements as presented are materially correct.And the second item is to access the overall internal controlled environment. The auditor would have to communicate any disagreements or difficulties that the auditor has encountered throughout their audit testing. Ms. Wilkey was happy to report that there were no difficulties or disagreements. Jamie stated that the auditor had issued an unmodified(clean)opinion for the fiscal year 2021. This opinion represents that the auditor feels that the financial statements are free from any material • misstatement and that there are sound internal controls over the financial reporting function. As a part of the annual audit,they were also required to take a look at the TIF filings/compliance. If there were any areas of concern,they would have to notify the council. There is only one outstanding item which is a single audit which was required due to the City spending over$750,000 in federal funds,due to Covid and federal programs. Finance Director Fredrickson gave a brief overview of the fiscal year 2021 audit(see attached). PUBLIC HEARINGS None. CITIZEN COMMENTS ON AGENDA ITEMS None. CONSENT AGENDA 1. Minutes of the Regular City Council—September 28,2021 2. Bill Payments for Approval $ 653,164.17 (vendors) $ 321,029.27 (payroll period ending 10/15/21) $ 974,193.44 (total) 3. Water Department Reports for February—September 2021 (PW 2021-57) 4. Gas N Wash Yorkville—Security Release—authorize the release of the remaining performance • security(CNB Bank& Trust, N.A. Letter of Credit#21901824(PW 2021-63) Mayor Purcell entertained a motion to approve the consent agenda. So moved by Alderman Koch; seconded by Alderman Tarulis. Motion approved by a roll call vote. Ayes-7 Nays-0 Koch-aye, Plocher-aye, Funkhouser-aye,Tarulis-aye, Transier-aye,Marek-aye,Peterson-aye REPORTS MAYOR'S REPORT Halloween Mayor Purcell reminded everyone this Sunday,October 31"(Halloween),Trick-or-Treating will be from 3:00 p.m.to 7:00 p.m. Flags of Valor Mayor Purcell mentioned that Monday,November Pt,the Parks and Recreation staff would start putting up the flags for Flags of Valor at Townsquare Park. Selection of Mayor Pro Tem (CC 2021-54) Mayor Purcell entertained a motion to appoint Alderman Plocher as Mayor Pro Tem for the remainder of Fiscal Year 2022. So moved by Alderman Plocher; seconded by Alderman Transier. • Motion approved by a roll call vote. Ayes-7 Nays-0 Plocher-aye,Funkhouser-aye,Tarulis-aye,Transier-aye, Marek-aye,Peterson-aye,Koch-aye The Minutes of the Regular Meeting of the City Council—October 26,2021—Page 3 of 4 PUBLIC WORKS COMMITTEE REPORT 2022 Roads to Better Roads— Design Engineering Agreement (PW 2021-60) Alderman Marek made a motion to approve the 2022 Roads to Better Roads Program Professional Services Agreement for Design Engineering and authorize the Mayor and City Clerk to execute; seconded by Alderman Koch. • Motion approved by a roll call vote. Ayes-7 Nays-0 Funkhouser-aye, Tarulis-aye,Transier-aye,Marek-aye, Peterson-aye,Koch-aye,Plocher-aye Wheel Loader Purchase (PW 2021-61) Alderman Marek made a motion to authorize a purchase through the Sourcewell purchasing cooperative for a 930M Small Wheel Loader from Altorfer Cat in the amount not to exceed$173,140 and trade in our current wheel loader for$22,500 to Altorfer Cat;seconded by Alderman Plocher. Motion approved by a roll call vote. Ayes-7 Nays-0 Tarulis-aye,Transier-aye,Marek-aye,Peterson-aye, Koch-aye,Plocher-aye, Funkhouser-aye ECONOMIC DEVELOPMENT COMMITTEE REPORT No report. PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT Annual Treasurer's Report (CC 2021-53) Alderman Funkhouser made a motion to approve the Annual Treasurer's Report; seconded by Alderman • Marek. Motion approved by a roll call vote. Ayes-7 Nays-0 Transier-aye,Marek-aye,Peterson-aye,Koch-aye, Plocher-aye,Funkhouser-aye,Tarulis-aye Treasurer's Report for September 2021 (ADM 2021-39) Alderman Funkhouser made a motion to approve the Treasurer's Report for September 2021;seconded by Alderman Transier. Motion approved by a roll call vote. Ayes-7 Nays-0 Marek-aye,Peterson-aye,Koch-aye,Plocher-aye, Funkhouser-aye,Tarulis-aye,Transier-aye 2011 Bond Refinancing (ADM 2021-41) Ordinance 2021-19 calling a public hearing concerning the intent of the City Council of the United City of Yorkville,Kendall County,Illinois,to sell not to exceed$1,050,000 General Obligation Alternate Revenue Bonds Ordinance 2021-20 authorizing the issuance of general obligation alternate revenue bonds of the United City of Yorkville,Kendall County,Illinois in an amount not to exceed$1,050,000 pursuant to Section 15 of the Local Government Debt 411 Reform Act of the State of Illinois,as amended,and the Municipal Code of the State of Illinois,as amended Alderman Funkhouser made a motion to approve an Ordinance calling a public hearing concerning the intent of the City Council of the United City of Yorkville,Kendall County, Illinois,to sell not to exceed $1,050,000 General Obligation Alternate Revenue Bonds and a motion to approve an Ordinance authorizing the issuance of general obligation alternate revenue bonds of the United City of Yorkville, Kendall County,Illinois in an amount not to exceed$1,050,000 pursuant to Section 15 of the Local Government Debt Reform Act of the State of Illinois,as amended,and the Municipal Code of the State of Illinois,as amended and authorize the Mayor and City Clerk to execute; seconded by Alderman Tarulis. The Minutes of the Regular Meeting of the City Council—October 26,2021—Page 4 of 4 Motion approved by a roll call vote. Ayes-7 Nays-0 Peterson-aye,Koch-aye,Plocher-aye, Funkhouser-aye, Tarulis-aye,Transier-aye, Marek-aye PARK BOARD No report. PLANNING AND ZONING COMMISSION No report. • CITY COUNCIL REPORT No report. CITY CLERK'S REPORT No report. COMMUNITY& LIAISON REPORT KenCom Update Alderman Funkhouser gave a brief update on the KenCom budget. There will be a$60,000 increase to Yorkville for budget purposes. STAFF REPORT No report. MAYOR'S REPORT(cont'd) City Buildings Updates (CC 2021-04) Administrator Olson reported on the City Buildings Updates stating the memo in the packet explains all of the new updates. Water Study Update (CC 2021-38) EEI Engineer Sanderson reported on the Water Study Update and provided updated numbers and estimated bills which are in the packet. It was mentioned that some of the numbers did go down. • Alderman Koch asked if the Council needed to fill out the decision matrix and turn them into someone. Administrator Olson said this is more of a tool and does not need to be turned in.Alderman Funkhouser asked if the decision matrix could go out to the public.Administrator Olson mentioned they would put the excel file on the website for public access. There was a discussion on creating an infographic on the water bill,specifically the water portion. ADDITIONAL BUSINESS None. CITIZEN COMMENTS None. EXECUTIVE SESSION None. ADJOURNMENT Mayor Purcell entertained a motion to adjourn the City Council meeting. So moved by Alderman Plocher; seconded by Alderman Transier. Motion unanimously approved by a viva voce vote. Meeting adjourned at 8:04 p.m. Minutes submitted by: 11111 V 0 acivoci Jori Behland, City Clerk,City of Yorkville, Illinois United City of YorkvilleAudit Overview – Fiscal Year 2021City CouncilOctober 26, 2021 Another award10thtime Certificate of Achievement for Excellence in Financial Reporting Award by the Government Finance Officers Associationof the US and Canada in FY 20 General FundFund Balance History-20246810Millions% Fund Balance 41% 28% 37% 42% 43% 43% 47% 51%% Fund Balance - Adjusted 36% 24% 32% 38% 40% 34% 32% 36% General Fund Budget Surplus(Deficit)($3)($2)($1)$0$1$2$3$4MillionsFund Close Out Transfers Revenue Line-Item Budgeted Amount Actual AmountProperty Tax $3,337,703 $3,327,913Sales Tax (local) $3,284,400 $3,617,361Sales Tax (non-home rule) $2,493,900 $2,724,628Utility Tax $988,340 $1,010,210Income Tax $1,897,310 $2,470,986Use Tax $675,281 $855,744Hotel Tax $80,000 $66,751Video Gaming Tax $140,000 $125,583Excise (i.e., Telecom) Tax $246,075 $227,090Cable TV Franchise Tax $300,000 $290,272Revenue performancePage 102 of paper copy (page 117 of pdf copy) Department Budgeted Expenses Actual ExpensesAdministration $992,350 $966,619Finance $562,508 $513,066Police $6,108,720 $5,686,416Community Development $942,154 $828,098PW - Streets & Sanitation $2,512,538 $2,871,863Admin Services $4,342,275 $3,740,445Library Operations $911,090 $799,301Parks $1,349,685 $1,396,038Recreation $1,267,762 $846,949Sewer Operations $706,268 $681,810Water Operations $2,188,954 $1,999,627Controlling costsPages 104 of paper copy (page 119 of pdf copy) - General FundPage 112 (127 pdf) - Library / Pages 115-116 (130-131 pdf) - Parks & RecPage 135 (155 pdf) for Sewer / Page 136 (156 pdf) for Water General Fund PerformanceBudgeted Actual VarianceRevenues 17,301,736 19,560,740 2,259,004Expenditures (15,460,545) (14,606,507) (854,038)Net Transfers (2,156,837) (3,293,939) 1,137,102Surplus(Deficit) (315,646) 1,660,294 1,975,940 Items of NoteFund balance categories and amountsPaper pages 70-71 (pdf pages 82-83)Restricted amount of $204k due to IMRF levy, will be zeroed out in ~1 yearPensions and OPEB(notes & add’l info)Paper page 75-98 (pdf pages 87-111) Illinois Municipal Retirement Fund (IMRF) –pages 91/93-94 (pdf 104/106-107)Total Pension LiabilityIncreased by $0.6MFrom $15.3M to $15.9MNet PositionIncreased by $2.0MFrom $14.2M to $16.2MPercent FundedDec 2017: 99.46%Dec 2018: 84.59%Dec 2019: 92.82%Dec 2020: 101.96%Fiscal Year Actuarial Determined ContributionActual ContributionExcess (Deficit) Covered Payroll Contribution as % of Covered Payroll2016 $311,346 $311,346 - $2,853,781 10.91%2017 308,134 308,134 - 2,898,722 10.63%2018 344,487 344,487 - 3,217,682 10.71%2019 350,666 350,666 - 3,506,685 10.00%2020 365,540 365,540 - 3,665,848 9.97%2021 440,315 440,315 - 4,060,573 10.84% Police Pension Fund pages 92/95-96 (pdf 105/108-109)Total Pension LiabilityIncreased by $1.5MFrom $23.5M to $25.0MNet PositionIncreased by $3.7MFrom $10.9M to $14.6MPercent FundedApr 2018: 45.55%Apr 2019: 47.07%Apr 2020: 46.17%Apr 2021: 58.24%Fiscal Year Actuarial Determined ContributionActual ContributionExcess (Deficit) Covered Payroll Contribution as % of Covered Payroll2015 $571,437 $624,168 $52,731 $2,220,146 28.11%2016 722,940 722,940 - 2,294,948 31.50%2017 825,413 825,413 - 2,320,642 35.57%2018 966,211 966,211 - 2,543,266 37.99%2019963,361 963,361 - 2,449,210 39.33%20201,111,484 1,111,484 - 2,631,165 42.24%20211,226,371 1,230,604 4,233 2,744,017 44.85% Items of noteLong term debt summary on paper pages 61-68 (pdf pages 73-80)Debt service schedules on paper pages 138-150 (pdf pages 159-171)Developer commitment narratives start on paper page 72 (pdf page 84) Other items of noteStatistical SectionPages 151 -184 (pdf pages 173-206)Historical Trends covering:City financial trendsRevenue & debt capacityDemographic & economic informationOperating information Other items of noteStatistical SectionPaper pages 178-179 (pdf pages 200-201) employee counts82 full-time employees in 202196 full-time employees in 200873 full-time employees in 2005Paper pages 180-184 (pdf pages 202-206) miscellaneous service dataTraffic violationsPermits issuedStreets resurfaced, in milesStreet inventoryNew housing starts per year Management Letter Prior year - Recommendation #1Funds with deficit equityCountryside & Downtown TIF’sOver time development in the TIF Districts should yield sufficient surpluses to eliminate negative equity position.Sunflower Special Service AreasDue to one-time expenditures and will be paid back with SSA property tax proceeds. Upcoming2021 Tax Levy discussionTax levy estimate approvalSeptember 15thAdministration CommitteeOctober 12thCity Council meetingPublic HearingNovember 9thCity Council meetingDiscussion and potential voteNovember 23rdor December 14th UpcomingFY 23 Budget rolloutNov 21-Jan 22 staff planning discussionsFeb 22 budget finalizedFeb 22 City Council presentationMarch 22 public hearingDiscussion and potential voteMarch 22, 2022 City Council orApril 12, 2022 City Council orApril 26, 2022 City Council