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Administration Committee Minutes 2022 11-16-22APPROVED 1/18/23 Page 1 of 4 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Wednesday, November 16, 2022 6:00pm City Council Chambers 800 Game Farm Rd., 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. Committee Members In Attendance: Chairman Chris Funkhouser/in-person Alderman Craig Soling/in-person Alderman Dan Transier/in-person Alderman Seaver Tarulis/in-person Other City Officials In Attendance: City Administrator Bart Olson/in-person Assistant City Administrator Erin Willrett/in-person Finance Director Rob Fredrickson/in-person Alderman Ken Koch/in-person Alderman Matt Marek/in-person Alderman Jason Peterson/in-person Others in Attendance: Luke Schmidt/electronic attendance (left 6:23pm) Clem K./electronic attendance (left 6:16pm) The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: None Minutes for Correction/Approval: October 19, 2022 The minutes were approved as presented. New Business: (out of sequence) 2. ADM 2022-52 Treasurer's Report for October 2022 Finance Director Fredrickson reported the following: Beginning Fund Balance: $27,366,832 YTD Revenues: $26,955,592 YTD Expenses: $21,574,867 Projected Ending Fund Balance: $32,747,557 Page 2 of 4 This moves forward to the City Council consent agenda. 1. ADM 2022-51 Budget Report for October 2022 Mr. Olson said expenditures are in line with what was expected while revenues are starting to decrease slightly. Sales tax percentages are in the single digits due to inflationary factors. In the last 2 months the increases have been what was projected, after having double digit increases over the last 2 years. 3. ADM 2022-53 Review of Invoices Between $5,000 and $25,000 a. October 25, 2022 Bill List b. November 8, 2022 Bill List Chairman Funkhouser said this is the new information requested for review at this meeting. Administrator Olson said these bill lists are a condensed version of what is sent to the Mayor and show the expenditures occurring with staff authority. 4. ADM 2022-54 Website Report for October 2022 Ms. Willrett said the trend continues with fewer hits on the website than on social media. The city is starting the new website design at no additional cost and over the next 6-12 months, various iterations of the changes will be brought to this committee for review. In addition to Facebook, the city also uses Twitter and Parks & Rec use Instagram. 5. ADM 2022-55 Copier RFP Results & Recommendation An RFP was submitted August/September for 10 new copiers. Marco was the lowest of the bidders and staff recommended a 36 month contract with them which will begin March 1. The current provider is on a month-to-month basis and thirty days notice must be given to them. This moves to the Council consent agenda. 6. ADM 2022-56 ComDev File Scanning Proposal Mr. Olson reported staff has gotten quotes for scanning all Community Development flat files. This matter arose during the city hall remodeling process. These are files that can be used electronically and must be kept in perpetuity by law. Ms. Noble obtained quotes from various agencies and has recommended Konica Minolta. They were slightly more expensive, however, offered more services, including disposal of some of the documents and storage of other documents in the Chicago region. It would also include access on short notice. From a budget perspective, Mr. Olson said there was a savings in one area of the construction which could be applied to the scanning proposal. They liked the features Konica Minolta provides and recommended moving this forward to City Council regular agenda with Ms. Noble's recommendation rather than going to an RFP. 7. ADM 2022-57 Bond Abatement Ordinances (see agenda for six specific ordinances) Mr. Fredrickson said these abatements are done each year and this year two were dropped and one added. Abatements are done so that these bonds and debt service are not included in residents' property tax bills. This moves forward to the consent agenda. 8. ADM 2022-58 Special Service Area Abatement Ordinances (see agenda for five specific ordinances) Page 3 of 4 These are partial abatement ordinances pertaining to SSAs in the city. The debt service amounts will increase from 1% to 2.5% which are normal inflation amounts, said Mr. Fredrickson. This item will move to the Council consent agenda. 9. ADM 2022-59 Ordinance for the Amended Levy and Assessment of Taxes for the Fiscal Year Beginning May 1, 2023 and Ending April 30, 2024 in and for Special Service Area Number 2004-201 (Fox Hill) In 2016 this fund went negative due to large trail maintenance costs and it was decided to pay it back over a 10-year period which will end in 2 years. The Finance Director recommended increasing the SSA taxes by $11.31 per parcel. This follows what was done last year. In FY 2025 and 2026 a decrease of $11.31 per parcel is recommended to keep the levy at $108.60 for the next couple years. The committee was OK with this and it moves forward to the Council consent agenda. 10. ADM 2022-60 Ordinance for the Amended Levy and Assessment of Taxes for the Fiscal Year Beginning May 1, 2023 and Ending April 30, 2024 in and for Special Service Area Number 2006-119 (Sunflower Estates) Mr. Fredrickson said this fund went negative 10 years ago after pond maintenance costs were incurred. The 10-year payback will be finished in 2025. He recommended the levy be held steady at $21,000 which is a decrease of $8.54 per parcel, resulting in a levy of $179.49 per parcel going through 2026. This also moves to the consent agenda. Additional Business: The committee had a discussion regarding the recent drag shows and whether or not the ordinance should be changed. Alderman Tarulis said that a large group of people have done a lot of work and “made their case” while the Aldermen have had no feedback to be able to respond to the people complaining. He said he hoped city officials would provide input so Aldermen would be able to respond to inquiries and emails and to explain why the drag shows are legal or not legal. Alderman Soling said the ordinance may be old/antiquated and it could use an update. The update could include the male/female impersonation since it is more or less accepted these days. He does not want kids to be able to attend shows and he suggested the age to attend should be changed to 17 or 18. However, he added that changing the ordinance may not help since the opponents of the shows, simply don't want the shows. Alderman Soling said Pinz hires extra security and staff to monitor the shows and to keep children and non-paying patrons out. Alderman Transier opined that patrons should be 21 since that is the legal age to purchase alcohol. Also, he said the ordinance is very specific about male or female impersonators. He said the businesses involved should be able to weigh in on the matter and he has no problem modifying the ordinance if necessary. He said if people want to dress as the opposite gender, that is their right. Alderman Koch said he believes Southbank was just under the radar and hopes they have gotten the message that the show was inappropriate. He said he would not want to issue tickets for anything in the past. Page 4 of 4 Alderman Funkhouser said the Mayor has had a conversation with the complainants. He said it is the Aldermens' job to look at the rules and to determine if they need to be changed or remain the same. He said changes could be made, but must also have legal and staff review and input. Mr. Funkhouser noted that the complainants have indicated a willingness to talk with the city and a lot of feedback has been received on this matter. Do we want to make the city business-friendly or with many restrictions? Also weighing in was Alderman Peterson who said he agreed with Alderman Tarulis that a written legal opinion is needed. He also thinks patrons of the shows should be 21 years of age. He asked what is the next step if staff finds violations. The challenge is enforcing it because there is not enough staff to check for violations and it could be discrimination if those establishments are singled out. Alderman Transier noted that a formal complaint would be needed, not just staff stopping by the establishment. He also noted that a legal opinion would be confidential, however, Mr. Olson said someone could file a FOIA. He will discuss with Attorney Orr. Alderman Marek added that if the city changes the ordinance, it will appear that the city does not want the shows here. It was noted this matter can be added to any committee or Council agenda with the approval of four Aldermen. Recommendations can be made at that time. There was no further business and the meeting adjourned at 6:43pm. Respectfully transcribed by Marlys Young, Minute Taker/in-person