City of Byron Administrative Committee met Aug. 7.
Here is the minutes provided by the committee:
MEMBERS PRESENT: Chairman Alderman Christy Hanlin, Alderman Todd Isaacs, Alderman Amber Dach
MEMBERS ABSENT: Alderman Dan Reilly
OTHERS PRESENT: Mayor John Rickard, City Attorney Kim Krahenbuhl, Economic Development Director Larry Hewitt, Police Chief Todd Murray, Todd McLester and Jim Orlando (Hairy Cow Brewery), Jacque Reeverts (Reruns)
Alderman Hanlin called the meeting to order at 5:21 pm.
AGENDA ITEM #6 - REVISIONS TO PERSONNEL POLICIES (Item #6 was moved to the top of the agenda) – Alderman Hanlin explained that the question of the COLA increase recently brought to the Council’s attention that the personnel handbook should be reviewed. Mayor Rickard explained that with the hire of a new full time employee at 35-40 hours per week, it was discovered that the handbook was unclear as to the definition and benefits entitled to an employee working between 32 and 40 hours per week. In addition, if an employee is working 20 hours per week (or 1,000 hours per year) an employer is required to pay IMRF. The proposal redefines and recommends that employees working over 32 hours should be entitled to full benefits. Alderman Isaacs asked about seasonal employees, and the proposal outlines that these employees are not eligible for benefits. Alderman Dach asked if the employee who may reach 1,000 hours (but has not necessarily been hired to do so), can switch over. Attorney Krahenbuhl said no, because IMRF would need to be paid from the date of hire. Fines would be imposed if this is not done. Alderman Hanlin wants to be sure that employees cannot accrue large amounts of PTO time. Chief Murray explained that the policy currently states that you can only carry over what you were allowed to have the previous year. Alderman Isaacs asked if part time employees at 20 hours a week are entitled to health insurance. Mayor Rickard stated the new proposal offers this, and it is hoped that this benefit will attract quality workers. Alderman Hanlin asked what duties Caryn will be taking on in the new full time position, and asked for a copy of the job description. Caryn will serve as assistant to the mayor and Director Hewitt. Alderman Isaacs is concerned about the possible cost in offering health insurance to a part time employee. Alderman Hanlin suggested reviewing the information and discussing at the next committee meeting. Attorney Krahenbuhl said decisions can be retroactive. Alderman Dach asked where the entire personnel handbook can be accessed. Caryn will put on Dropbox.
1. PUBLIC COMMENT - None
2. APPROVAL OF MINUTES JULY 3, 2019: Alderman Hanlin motioned to approve the Administrative Committee meeting minutes of July 3, 2019, seconded by Alderman Isaacs. Motion passed.
3. CERTIFICATION OF REVENUES – The Certified Estimates of Revenues by Source were included in the Dropbox. Alderman Isaacs explained that these figures are taken directly from our budget, and differ from appropriations which include expenditures. It does include as presented revenue from the school district for the SRO officer, however we will not collect that money this year. It shows $5,736,460 in estimated revenue, which Alderman Isaacs explained is a conservative figure. The document needs to be filed with the County within 30 days from the filing of the Appropriations Ordinance (which was filed July 18), so it would need to be passed tonight. Alderman Hanlin motioned to recommend to Council the passing of the Certified Estimates of Revenues by Source. Motion seconded by Alderman Isaacs. Motioned passed.
4. RERUNS TIF APPLICATION – Director Hewitt directed the committee’s attention to the TIF application included in packets. The freeze/thaw cycle this winter caused water to seep behind the brick on the façade of the building and the brick started falling off. Owner Jacque Reeverts is requesting financial assistance for a complete façade rebuild, which would include new windows and awnings. Director Hewitt said this is probably the largest request we have had, and the TIF account does not have enough to fund the project this year (75% of $90,000). Alderman Isaacs asked how other quotes compare to the one from Roberson Construction, but Jacque explained that she has not been able to get another quote from any other contractors. Alderman Dach questioned whether the application adequately explains the depth of the project. Alderman Isaacs would like to see at least one other quote, and has agreed to work with Jacque on securing one. Alderman Hanlin suggested the possibility of spreading out the payments over several years. Director Hewitt explained the difference between TIF grants and TIF reimbursement. The grants make a payment out of our TIF account. The reimbursements are the businesses tax money being reimbursed to them per the increment agreement. These are appropriate for large businesses. In this case, the increment for Reruns would be very little. After façade work, the business would be re-assessed. The difference between the re-assessment and the old assessment would likely not be much. Even if they received this increment over the course of nine years (which is when the TIF agreement ends), it would not add up to even close to the cost of the façade work. These are all statutory rules of the TIF District. We cannot do a grant and a reimbursement together. Director Hewitt will check into how many years we can spread out a grant payment. Discussion will continue at the next Administrative Committee meeting. Director Hewitt asked if we should consider a limit on grant requests. This will also be discussed in the future.
5. JAMES BERGAGNA TIF APPLICATION – James Bergagna is the owner of the building next to China King. Because of the demolition done with the parking lot expansion, the back portion of this building is now exposed. The building has been power washed and sandblasted, and now needs to be painted. He originally wanted to put an EIFS system on two sides of the building ($30,000+), but has since revised his request to painting with a rubberized paint. They are still considering adding a mural to the side of the building as well. Alderman Hanlin asked about paint color, and Director Hewitt said they discussed light gray or white. The TIF amount would be approximately $2140, and Alderman Isaacs feels it would be a good investment to improve the look of that area. Alderman Isaacs motioned to recommend the approval of the TIF application up to a payment of $2200, pending color approval. Motion seconded by Alderman Hanlin. Motion passed.
6. REVISIONS TO PERSONNEL POLICIES (Item #6 was moved to the top of the agenda)
7. MORING DISPOSAL – Moring Disposal sent a letter regarding the $0.50 increase per their contract, effective September 1. There are two more years on the contract. Alderman Isaacs said their service has been very good, but at some point he would like to be sure we are paying a competitive rate on garbage. Alderman Isaacs stated that the decision that Administrative Committee Minutes Wednesday, August 7, 2019 Page #3 needs to be made is whether to pass along the $0.50 increase to the customers, which we have done the majority of the years. He explained that the difference in what we receive and what we pay (approximately $30,000) goes into the general fund. If we do not pass on the charge to the customer, it will reduce the amount available for transfer to the general fund. Alderman Hanlin suggested passing on 50% of the increase to customers. Alderman Isaacs said the decision should be made by the next billing cycle and it was important to make a recommendation tonight. Alderman Isaacs motioned to recommend that we pass on $0.25 of the $0.50 increase to customers. The balance of the increase will be absorbed by the City. Alderman Dach seconded. Motion passed.
8. HAIRY COW SIGN – Director Hewitt stated that the maximum wall sign size allowed by ordinance is 32 sq. ft. Hairy Cow owners are proposing, and have made, an 8’ diameter sign for the front of the building, and a 10’ diameter sign for the back of the building. They will need to get a sign variance from the zoning board, but in the meantime, Director Hewitt is asking the committee to allow the business to display the signs pending zoning board approval. Alderman Isaacs asked if there are plans to display a sign by the street, but there are none at this time. They have discussed the possibility of eventually placing a lighted sign on the east side of the viaduct to caution drivers of the upcoming entrance. Alderman Hanlin asked if the zoning board is aware of this request, and Director Hewitt stated that they are. Director Hewitt does not anticipate any lighting issues. Alderman Dach agreed that the sign size is appropriate for the size of the building. Alderman Hanlin motioned to approve the Hairy Cow signs to be installed temporarily pending zoning board action. Seconded by Alderman Dach. Director Hewitt added that other improvements at the restaurant are continuing. Beer garden landscaping is being done, and the fence will be installed once the stonework is completed. They anticipate work will be done in the next several weeks.
9. CANNABIS ORDINANCE – Copies of sample ordinances from IML are in Dropbox. They include “Municipal Cannabis Business Zoning” and “Municipal Cannabis Retailers’ Occupation Tax”. Attorney Krahenbuhl stated that the only area a business like this could occupy that would fulfill the distance requirements, is east of town on Kaiser Drive. He added that according to the new law, we are entitled to 3% of the gross receipts, so this could bring in substantial revenue. There are many types of cannabis businesses authorized under this new state law, and we will need to make the decision whether to allow or not allow these types of businesses. He suggested the possibility of holding a public hearing prior to making a decision.
10. HIGHWAY AND DOWNTOWN FAÇADE DESIGN STANDARDS – No discussion.
11. CITY WEBSITE DISCUSSION – No discussion.
12. EXECUTIVE SESSION (Section )(c)(1)-Personnel - No Executive Session.
13. EXECUTIVE SESSION (Section)(c)(21)-Review and Approval of Closed Meeting Minutes - No Executive Session.
14. ADJOURN – Meeting was adjourned by Alderman Hanlin at 6:27 p.m.
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