Administration Committee Minutes 2022 08-17-22 APPROVED 10/19/22
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UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, August 17, 2022 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 ongoing Covid-19
pandemic.
All attended in-person unless otherwise noted.
Committee Members In Attendance:
Chairman Chris Funkhouser Alderman Dan Transier
Alderman Craig Soling Alderman Seaver Tarulis
Other City Officials In Attendance:
City Administrator Bart Olson
Assistant City Administrator Erin Willrett/electronic attendance
Finance Director Rob Fredrickson
Others in Attendance: None
The meeting was called to order at 6:00pm by Chairman Chris Funkhouser and he
acknowledged all in attendance.
Citizen Comments: None
Minutes for Correction/Approval: May 18, 2022
The minutes were approved as presented.
New Business:
1. ADM 2022-28 Budget Report for May – July 2022
Mr. Olson referred the committee to the report containing information for all 3 months
through July 31, 2022. He said the sales tax for June 2022 showing $376,000, is slightly
down from the year prior, the first decrease seen recently. He believed it might be a
reporting issue since the next 2 months were on track. He said the consumer sales tax for
June is the highest ever with peaks seen in June and December. Non-home rules sales tax
is up 5-10% and the regular sales tax is between 0-5%, due to the pandemic. All the
remaining revenues are in line with what is expected. Building permits are slightly down
over last year and he expects that to change in the next few months with a backlog of
projects to start including the Bright Farms project. This is informational.
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2. ADM 2022-29 Treasurer's Report for May – July 2022
Finance Director Fredrickson reported the following:
May June July
YTD Revenues: $2,870,769 $9,029,215 $11,618,445
YTD Expenses $2,237,933 $5,445,405 $ 9,008,511
He said starting next month the Beginning Fund Balance and Projected Ending Fund
Balance will be back on the reports. These reports will move forward to the City
Council consent agenda.
3. ADM 2022-30 Cash Statement for April 2022
Mr. Fredrickson said this is for the last month of the Fiscal Year. The city has about $25
million in the bank and the numbers have increased the past few years. The report also
reflects a list of investments comprised of CD's and Treasury Notes with rates also
increasing. This is informational.
4. ADM 2022-31 Website Report for May – July 2022
Assistant Administrator Erin Willrett focused on July and said the numbers are trending
upward on the social media, but down on the website. Social media will continue to be
important as people search for special event information. She said the city is due for a
website refresh this fall and she has contacted the website provider.
5. ADM 2022-32 Request for Proposals – Copier Equipment & Related Services
Mr. Fredrickson said last August an RFP was done for new copiers. Due to the
uncertainty of the move to the new city hall, staff decided to do a month-to-month basis.
Ten new copiers will be needed and if approved by City Council, a new RFP will be sent
out with a September 23rd closing date. A recommendation will then be made at the
October 19th Council meeting. Alderman Soling asked if there is a trade-in value on the
copiers, however, they are leased and the new ones will also be leased. This moves
forward to the City Council consent agenda.
6. ADM 2022-33 Ordinance Authorizing the Fifth Amendment to the Annual Budget
of the United City of Yorkville, for the Fiscal Year Commencing on May 1, 2021 and
Ending on April 30, 2022. (Downtown TIF II)
Mr. Fredrickson said all major city funds were over budget, with the exception of
Downtown TIF, Fund #89 which is under budget by $7,000 due to the timing with some
development incentives. This will result in a need to amend the budget. He said the
property taxes were about $75,000. The Countryside TIF had a slight surplus while the
downtown TIF has a deficit. Mr. Olson added that the Countryside TIF is only slightly
better because of reassessments, but the banquet facility has not moved forward. He said
the city anticipates deficits well into the future on that TIF. This matter moves to the
consent agenda.
7. ADM 2022-34 Elected Official Travel Expense Authorization for Fiscal Year 2023
Mr. Olson said this item is considered each year and includes all the standard
conferences. Approval authorizes the expenditures and this moves to the Council consent
agenda.
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8. ADM 2022-35 Fiscal Year 2023 Salary Range Adjustments – Non-Union
Employees
This document clarifies the salary ranges and steps for non-union and hourly employees
as well as salary ranges for salaried employees. It also clarifies salary ranges when jobs
are posted. Mr. Olson is going to make this part of the budget process. Alderman
Funkhouser asked to have a “key” added to the salary steps, specifically annual vs.
hourly. Mr. Olson said the actual benefits chart on the transparency page does
differentiate the various benefits. “Steps” are not shown on the transparency page, but it
could be added. This moves to the Council consent agenda.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:17pm.
Respectfully transcribed by
Marlys Young, Minute Taker