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Administration Committee Minutes 2023 03-15-23APPROVED 6/21/23 Page 1 of 4 UNITED CITY OF YORKVILLE ADMINISTRATION COMMITTEE MEETING Wednesday, March 15, 2023 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. Committee Members In Attendance: Vice-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 Finance Director Rob Fredrickson Alderman Ken Koch Alderman Matt Marek (via Zoom) Others in Attendance: Mark Foster, Kendall County Record Cort Carlson AACVB Mike Krempski Molly Krempski Brynn Krempski Andrea Houdek Barb Petry Gail Krempski Montie Krempski David Guss Todd Wilkinson Mark Parzych “Animal House” (Participant on Zoom) The meeting was called to order at 6:00pm by Vice-Chairman Chris Funkhouser. He also noted the Governor's Proclamation. Citizen Comments: None Minutes for Correction/Approval: February 15, 2023 The minutes were approved as presented. New Business: 1. ADM 2023-14 Budget Report for February 2023 Mr. Olson said the year over year strong sales tax shown in February are from the November sales. December sales will be reported in March and it set a record. Non- home rule sales tax continues to out-perform budget expectations while regular sales tax is starting to decrease. He said the city is still on track to meet the budgeted number. This is for information. Page 2 of 4 2. ADM 2023-15 Treasurer's Report for February 2023 Finance Director Fredrickson reported the following and this moves to consent agenda. Beginning Fund Balance: $27,400,675 YTD Revenue: $41,088,747 YTD Expenses $42,892,866 Projected Ending Fund Balance: $25,596,555 3. ADM 2023-16 Review of Invoices Between $5,000 and $25,000 a. February 28, 2023 Bill List b. March 14, 2023 Bill List This is informational and has already been presented at City Council, said Mr. Fredrickson. 4. ADM 2023-17 Website Report for February 2023 Ms. Willrett said website activity is low right now, however, the city is gearing up for spring and summer when the hits will increase. Alderman Soling asked when the updated website would be ready. The new version will be ready for Council review in about 3 months. 5. ADM 2023-18 Health Insurance Proposal Mr. Olson recommended no changes to the carrier which is BCBS for health, dental and life insurance. The quotes were within budget. The employee contributions will be about $4.00 higher for HMO and $5.00 for PPO programs per month. Alderman Soling asked if employees were happy with Blue Cross. Mr. Olson replied yes and he shared info about past carriers and said that any switches cause a disruption. This should be on the next City Council consent agenda. 6. ADM 2023-19 Water, Sewer and Road Infrastructure Fee Renewal a. Ordinance Amending the Infrastructure Maintenance Fee for Water and Sanitary Sewer Service b. Ordinance Amending the Termination Date of the Motor Vehicle Tax in the United City of Yorkville This renewal re-authorizes the existing fees with no increase to sewer or water at this time. Road infrastructure fees are not in the budget proposal, but the Council can amend it any time. Alderman Transier asked why the city did not increase the water infrastructure fee since it will have to go up. Mr. Olson said it's cleaner to increase the water rates as everyone understands it's tied to the water project. He said ultimately the infrastructure fees will be folded into the water rates for billing purposes. The committee was OK with the renewal and this moves to the consent agenda. 7. ADM 2023-20 Aurora Area Convention & Visitors Bureau (AACVB) 2023 Marketing Plan Yorkville Ms. Willrett said the new plan includes digital and print along with photos that the city can use as well. Mr. Cort Carlson, Executive Director AACVB, said the budget is $53,000 and he added that this market had a great recovery in the past year. Sports marketing and leisure consumer are the strongest categories and hotel business increased Page 3 of 4 as a result. The Yorkville hotel tax is 3% while others are 5%. He told the committee about the spending breakdown and the proposed placement for the various media along with other details about the marketing plan. He said all the material was used to make a destination video of events in the city. Alderman Funkhouser said a new data program being used shows where people come from and how the city gets value for investment. Alderman Transier asked how information is gleaned from cell phones. Mr. Carlson explained the program works by measuring distances traveled, who has been influenced and general info about travelers. That data is not shared with other agencies. He said AACVB has greatly boosted Yorkville's visitor numbers. This moves forward to the City Council consent agenda. Old Business: 1. ADM 2023-06 Ordinance Amending the Yorkville City Code, Title 3, Chapter 7, Section 3-7-2 (Solicitors, Hawkers and Itinerant Merchants) This is an update from the last meeting and Mr. Olson reviewed the details. All solicitors will need a license except non-profit or school-related fundraising. The draft ordinance includes all school districts in Illinois, however, it will be clarified with Attorney Orr. Any individual 14 years old or under does not need a license or need to notify the city as long as they are soliciting for a non-profit or school district. Girl Scouts and Boy Scouts also do not need a license if for non-profit sales. If older than 14, should notify the City. Parents must also be present with those under 14 and Alderman Transier asked what the penalty is for a minor without supervision. Mr. Olson will address that question with Attorney Orr. Alderman Tarulis commented that many kids under 14 sell without supervision and he would not want them harassed. This item will be moved forward to the City Council regular agenda pending the clarifications/possible penalty. Additional Business: Mr. Funkhouser said there are 2 budget discussions: budget policy decisions and the budget as a whole and the other item is the entertainment ordinance. Comments from Alderman Koch Mr. Koch asked how the $30 million was decided for the Public Works building. Mr. Olson said it was the most expensive estimate given by the planners as part of the study and staff tried to budget to see if it could be afforded. The most expensive scenario was budgeted for Lake Michigan water in the same manner. Alderman Koch said he would like to have goal-setting meetings to help plan for the budget. He said there are 4 big ticket items that will cost millions. He said they must be prioritized with a checklist and his first priority is the new city hall and the water is second. Along with the water project, streets must be repaired which will incur debt of 15 years. City hall is 20 years of debt. Comments from Alderman Funkhouser He said there has not been goal-setting since 2019 and those meetings are helpful. He asked about the timing of the meetings to which Mr. Olson said they would likely be in the fall with budget meetings in the summer to set the stage for policy to be discussed at staff level. Alderman Funkhouser also suggested, that prior to any big decisions, possible Page 4 of 4 ad hoc meetings should be held perhaps an hour before the regular City Council meetings. In regards to the entertainment ordinance, he wants to continue the discussion begun in December, to determine the issues and focus on certain topics. It will be on the agenda in May and he is seeking input for possible changes. He posed this question...are there conflicting elements of the ordinance or elements to be updated? Times are changing and we must make sure it's the direction we want for the city. He said staff is very good about zoning updates. Comments from Alderman Transier Alderman Transier noted that goal-setting meetings for the Lake Michigan project were mentioned in a staff memo and Mr. Olson added that the water project will require multiple discussions. Mr. Transier also agreed with ad hoc meetings prior to City Council. Comments from Alderman Tarulis Alderman Tarulis concurred with the ad hoc meetings prior to City Council, when big decisions are being made. He is also concerned about the large debt that will be incurred. Regarding the entertainment ordinance, he said the ordinance is needed and the “movement” is beginning across the country. He was previously thinking more liberally, but is now thinking more conservatively, while looking at the bigger picture. Free expression must be controlled to a certain extent. Comments from Alderman Soling Regarding the entertainment ordinance, Alderman Soling said some parts of the ordinance are black and white while others are antiquated and the ordinance must be reviewed Updating it doesn't mean following what is going on across the nation. There must be some limitations, we must protect kids and children must not be allowed to see some of the entertainment. He asked if the ordinance was last updated in 1993. In conclusion, Mr. Olson will send some possible meeting dates to the Aldermen. There was no further business and the meeting adjourned at 6:44 pm. Respectfully transcribed by Marlys Young, Minute Taker