Administration Committee Minutes 2023 06-21-23APPROVED 9/20/23
Page 1 of 3
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
Wednesday, June 21, 2023 6:00pm
East Conference Room, #337
651 Prairie Pointe Drive, Yorkville, IL
Committee Members In Attendance:
Chairman Matt Marek Alderman Rusty Corneils
Alderman Ken Koch Alderman Joe Plocher
Other City Officials In Attendance:
City Administrator Bart Olson Finance Director Rob Fredrickson
Assistant City Administrator Erin Willrett
Others in Attendance:
Clem Klima via Zoom Luke Schmidt via Zoom
The meeting was called to order at 6:00pm by Chairman Matt Marek.
Citizen Comments: None
Minutes for Correction/Approval: March 15, 2023
The minutes were approved as presented.
New Business:
1. ADM 2023- Budget Reports for March – May 2023
Mr. Olson reported the budget is in line with projections of 2-3%, with one month at 9%.
Christmas sales resulted in sales tax of $419,000, setting a new record. November sales
tax were also high at $399,618. He said the recent state budget shows a slightly higher
amount of revenue, about 2%, to be received by the city. This is for information.
2. ADM 2023-22 Treasurer Reports for March - May 2023
Finance Director Fredrickson reported the following revenues:
March April May
Beginning Fund Balance: $27,400,675 $27,400,675 ---
YTD Revenue: $43,750,883 $47,502,689 $3,231,650
YTD Expenses $46,576,894 $50,599,601 $2,260,449
Projected Ending Fund Bal.: $24,574,663 $24,303,763 ---
These reports move to the consent agenda.
3. ADM 2023-23 Cash Statements for December 2022 – March 2023
Mr. Fredrickson said the reports reflect the cash balances and investments.
4. ADM 2023-24 Review of Invoices Between $5,000 and $25,000
Page 2 of 3
The invoices reflected bills paid between March and June and have already been
approved. The committee was OK with the expenditures.
5. ADM 2023-25 Website Report for March – May 2023
Ms. Willrett reported an upward trend in hits due to Parks & Rec events. Social media is
also trending up, Facebook posts have been boosted, but Twitter hits are down. When
new images of the updated website are available, Ms. Willrett will bring them to the
committee and the new design should roll out toward the end of the year. This is for
information.
6. ADM 2023-26 Selection of Committee Liaisons
Mr. Olson explained the duties of a liaison and said that it does not have to be an elected
member. He said he is in frequent contact with the Library Director and an ad hoc
member can be chosen. The Board decided to not choose a library liaison at this time and
that it be on an ad hoc basis.
7. ADM 2023-27 Scanning Proposal Phase 2 - ComDev
The first phase of the scanning project had previously been approved and there were 400
Community Development boxes of material. Mr. Olson said that portion is nearly
finished and it is $35,000 under budget. He said there are about 400 additional boxes to
be scanned. Ms. Noble is hoping to finish the remaining files at an estimated cost of
$144,000 and is proposing a budget amendment using those savings, delay the hiring of a
Planner position, delay the county IGA until the next budget and subsequently approve
the scanning quote using these funding sources. Konica Minolta is currently doing the
actual scanning and Alderman Koch asked if an intern could be used. Mr. Olson said an
intern was initially considered, however, it was a timing issue before the move to the new
city hall. The committee was OK with this and it moves forward to the regular Council
agenda.
8. ADM 2023-28 FY24 Travel Authorizations
Mr. Olson said 3 conferences a year are planned, but not all Council members attend
which results in savings. Chairman Marek asked about the specific costs and Mr. Olson
summarized the past costs which have basically remained the same. All committee
members were OK with this and it moves to the Council consent agenda.
9. ADM 2023-29 IT Contract
a. Resolution Dissolving of the GovITC Consortium
b. Approval of 2023 the InterDev New Contract
A memo in the agenda packet explains the benefits of the consortium and why the city
wishes it could continue, said Mr. Olson. Yorkville has been in a partnership with north
shore communities and with Oswego who withdrew from it and it is now dissolving. An
authorization is now needed for the dissolution.
Secondly, a new contract is then needed for IT services. A low base rate was being paid
based on performance and response time and much off-site service was also performed.
A new contract will be more costly, but 3 days of on-site service will be insured. The
cost would be in the $220,000 - $300,000 range and eventually, due to the price, an in-
Page 3 of 3
house arrangement may be considered. The proposed contract would be for 3 years. In
the future, the city may look at another consortium. Mr. Olson said InterDev has been
good and the down time was minimal during the city hall move. Chairman Marek asked
if a new contract is desired in 3 months, if they would just make modifications and
continue the contract. Mr. Olson said that is what he would request. The committee
recommended approval and this moves to the regular agenda.
Old Business: None
Additional Business: None
There was no further business and the meeting adjourned at 6:25pm.
Respectfully transcribed by
Marlys Young, Minute Taker